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HomeMy WebLinkAbout2024-11-18 Study Session MINASHLAND CITY COUNCIL STUDY SESSION MINUTES Monday, November 18, 2024 Mayor Graham called the meeting to order at 5:30 p.m. Mayor Graham and Councilors Hyatt, Dahle, DuQuenne, Bloom, Hansen, and Kaplan were present. Public Input (15 minutes - Public input or comment on City business not included on the agenda) None 11. Homeless Services Assessment Report Implementation Update Brandon Goldman, Community Development Director and Linda Reid, Housing Coordinator, provided a presentation (see attached). Actions taken by the city include: trash bins, weed abatement, laundry and shower services, inclement weather shelters and respite centers, regional collaboration through Jackson County Continuum of Care (JCCC), public restroom access, APD substation in South Ashland, Dusk to Dawn night lawn, proposed ELEA (Enhanced Law Enforcement Area) in South Ashland, Livability team -like model with Ashland Police, and developing a Homeless Services page on city's website. The five main areas of concern include livability improvements, access to resources, enhanced partnerships and outreach, basic needs facilities, and shelter and transitional housing options. Goldman spoke that Community Development Block Grant (CDBG) funds may potentially be used towards such projects and a previously allocated provisional award may go unused could be reallocated. Discussion occurred regarding how to best support and collaborate with community partners to provide services. Current funding for administrative expenses for JCCC is through an emergency order that extended into the current fiscal year, but future funding is uncertain. Graham polled the Council by a show of thumb up, down, or sideways to indicate priorities for possible actions and discussion occurred regarding how to prioritize each topic: Providing bathroom access on the south side - high priority Provide multiple locations for electronics charging and Wi-Fi access - moderate interest Develop a daytime lockable storage program - high priority Strengthen partnerships between law enforcement, social service agencies, and volunteers with a Livability team -like model- high priority but ties into next topic/discussion and hiring a Homeless Services Coordinator. Expand access to showers and laundry facilities - hold for future discussion Create a day center/respite from outdoors - hold for next topic and future discussion Establish a housing -focused transitional shelter - hold for next topic and future discussion Expand street outreach services - high priority and also ties into partnerships City Council Study Session November 18, 2024 Page 1 of 3 Direction given to staff to implement action steps by prioritizing restroom accessibility, daytime storage, wi-fi/charging accessibility, partnerships and outreach, and move forward with a Homeless Services Coordinator with a report back to Council within 6 months. Ill. 2200 Ashland Street Master Plan Ad Hoc Committee Recommendations Jan Calvin, 2200 Ashland Street Ah Hoc Committee Consultant, and Trina Sanford, committee member, spoke about the charge of the committee to develop a Master Plan for the use of 2200 Ashland Street to support homeless services including site use, facility design, and funding for site improvements and operations. Preidentified uses include use as a severe weather, smoke, and emergency shelter with recommendations for professional staff and volunteers to ensure safety for people and their belongings and access without an appointment. Recommendations for indoor day services including laundry, showers, day storage, and social service providers by appointment. A professionally managed and outcome oriented transitional housing program with case management and bridge housing was also recommended for site use. Facility considerations for this recommendation include boarding rooms in existing building, an on -site tiny home village, and multi -floor efficiency apartments. Also recommended were limited office space for meetings and administrative functions of partner organizations providing homeless services, adequate indoor restrooms, enclosure for outdoor trash/recycling, bicycle racks, informational signage, and low -impact night lighting. Recommendations for prohibited use include camping (tents, cars, or other vehicles), drop -in services (except when used as severe weather shelter), low barrier or congregate shelter (except when used as severe weather shelter), non -private porta-potties, service trailers, and pallet houses. Recommendations for maintenance include fencing and landscape improvements. Council discussed the need to bring up the facility to code for use as a severe weather shelter and inquired about viable funding options to accomplish that. City Manager Sabrina Cotta explained how CBDG funds may be used. Cotto spoke that other options include reallocation of funds currently devoted to renovation of the Community Center or waiting until the next budget cycle. Calvin spoke of the committee's recommendation that the City provide ongoing contract management for program providers at the site. Other recommendations include forming a standing advisory committee and filling a staff position. Hansen asked what role the committee saw for this position and how it would interact with a standing committee. Calvin responded the position would not provide the services, but rather coordinate services while interfacing with community partners and the committee. Graham asked how setting appointments would work for this population. Calvin responded this is something the committee would work on as a client -driven process. Sanford clarified that appointments would not apply to severe weather or emergency shelter use. Public Comment City Council Study Session November 18, 2024 Page 2 of 3 Alexandra Reid/Ashland - spoke appreciation for including laundry services. Supports volunteer community program called Laundry of Love that has received a commitment for five commercial -grade washers and dryers but needs space such as at 2200 Ashland St. Councilors spoke that future councils may have different priorities and highlighted the need to proceed carefully to ensure long-term success and of the need for appropriate funding to remain attached to recommended actions. Each Council member and Mayor Graham expressed appreciation for all of the hard work the committee did, and the plan presented. IV. Adjournment of Study Session The meeting was adjourned at 7:48 p.m. Respectfully Submitted by: Uf J A !-A- V V City Recorder Alissa Kolodzinski Attest: _�' A'J'____ Iq Mayor Tonya Graham City Council Study Session November 18, 2024 Page 3 of 3 Follow -Up Requested by Council (plus one other thing) • Develop a prioritized list of actions based on timeframe for implementation. • Provider an overview of current actions being undertaken by the City. • Outline potential resources available to address short term needs. Five Areas of Concern Identified in the HSAR Livability Improvements Access to Resources Enhanced Partnerships and Outreach Basic Needs Facilities Shelter and Transitional Housing Options s Actions Currently Being Undertaken by the City • Trash Receptacle Deployment and Weed Abatement • Supporting Laundry and Shower Services • Inclement Weather Shelters and Respite Centers • Regional Collaboration • Public Restroom Access • APD Substation at Albertson's Shopping Complex • Designated nightly campsite (Dusk to Dawn) • Extension of the Enhanced Law Enforcement Area (ELEA) to Ashland Street • Establishment of a livability team like model • Beautification Grants • Customer Response Module on the City Website Action If Implememes-Tanelire Addressed Description What the City is already doinglExlating community to loans to address this actio n Considerations APO substation Alber son's shopping caablex, development of ELEA on Ashland Street In progress. trash can deployment Ashland Street est. October, Weed Shartiam h abammemprocess Inrerstonsfor next season, deploying customer tesiwrtx AtldresssedBab*. Respond to communmy IwabWN concerns. pantcularty In moduleonwebsne(beattdlcatmoamsoffereddvouboLowm?). The CRv south Ashland: c,een up unsightly areas. Drarde mom trash mcentA' acquired a property on which ro bu, id park on the South end of the receptactes and weed alsaternsm City. Tne Bans for use W't inckde o aathrwm fora liry. APO could consider. hostng att or having a representarve end egular arc-earntys to B Housing pram staff, City Co—itliaison are already engaging inregowt coordinate and comm—te wet commurury partners who are wrong people Strengthen pa+tarships between Lei. enforcement. social colleborntlan through to Jackson Crhunty CarminativeofCarc. axprrciexin Mmetessnasstles could be accan Gshed g. p quickly. The estobGshment service agerc ies, and volumeers to co—ect people wrth ate livability team model in Ashland muid require consideration far;mpacts and help and support eosts to staff C.Them are a few locatorts that offer free access to vAfi tMougftout the Gb. The City could utilize fire 2200 Ashland sleet cents as a charging sratm and offer ssf and some ekcmcal outlets that are accessbe to the pubbc, some d the a h a am othe mUc.so, h access to those utlizmg laundry. snorer, and+a nav artoor services. a the City provided the Crty and some am proceed try other such guessed moat communtymeals as that locaton rt could also serve as a regular w1- ardSOUandsamecommercialemerpmessuchasStarbucks N•charginQ resources for people erpa-encing homekssrtess In the tammhhrary. The City mutt consider the addition of pufdi c restroemz available on the South Side of town execifcalty. RVTD nsxisted t e City of Medford with the imaryLirb- of a These actions aaa W—s resource needs:restrooms.shmers, Use Gy leas a pone parry behind the clata and one at the Night few behind City Hall. 'Portland eo' type of bat^room at the transfer station. There may also be an C,D,E,FA Laundryfanetie.wt-N access. dcvrce charging, storage, resprtt oadreld park and the n,Z*dawnh wexisw sowm indldhrg a water battleflUtg oopatun.ty to pri with RVTD toinstala bathoom con a h-ghiy-tdreed bus sup. shelter. and connectio, to resource station' E.FAGSincerhebegmrengofthe pmdemic.the GNhas supponedthe OHPA burdiyvsho -2 trrkrwghfundingandsometimesaimmonforoperations. Formany The City could took fair MdirplutiuzeCDBGfunding toremade 1the 2200Asharid years Laundry Wveopemtd out ofaconmrciallaundrorrut,andmastrecendy wrest shelter roirc€ude eurdryacupisnd mer fsc Ibisies. T.esefee shoscould laundrykwhusbmnope+•atingoutoftheOHRAlaundyshowettrale•. The Gtyhas provide end ���edvices via not andiuondLyprovided funding of other resources to LaundryLoe.Tre City vveshawerstoshelteross ofabrasroutretopvuidechthatvem laundrya ekybaas as may chksp contlnuesto support theopening of indemem weather shelters and smoke and nhehat tpanduperi rough ormaynotonwooesemcea mconuct people experiencing ot,ne esem to cookng repine centers. TheCnv dedrate funding, staff tune, and now, a oryowned restruirof beads at the 200 Storage could over em buts ngto mil; effort. ashLan SmWLoettem ndabaut sea re use oil ashland Street beaten, stone a partner could be found to oversee the use d them. banner could For marry years the City has supported the OHBA Center, the OHRA lav+dry Much Of t�rex ¢oafs will be undertaken by partner shower trailer and providers of community mest6. APO currently condi the in pnor years, the Dry has provided fwhdng to social xmce organ izahons oo conduct ^. only prmoriy taking on g supportive or actions with the C mom outreach street oeach in the City. The CM epee mtengage directly it targeted street otars ach. The City could cprttinweroshppart street outreach sanices roe. eitherpro,•id<+.¢facdzedonafundn¢, and potefhtia¢y housing placement a retentian, but rather supports the work of the CoC whic In through grant funds or directly for specific activities, The gvabilry team model could ShortTerm-ongoing some staffsupport Actwrts In this category include: expand street outreach services; professional development, inattuh.mrk es the system for back ng pap:lationa, outcomes and infervientiao also be considered. The City could provde fudng to the CoC to support skill building far from line service prorders, outcome f efficacy. The City does trot generally provide professona: administration d the homeless response system. Tne City could create, expand, or rackngingfar Fxtmedahecer, case marretcome and development,educabon or sklL bu,ldng caroms for commirity partners pnontize the funding d capacity building gams for prolesslaeal daveeopmerd.lastly, otherhwoap around services to remove banters to the Cry could provide funding a advxacy fable expa*tsion of rapid rehous+n¢ housingihoushig retemlar. fundinglorogams. 3. Create Long Term Change The Crty supports the +.cn :-he aci— C ore„ C uC thrc_xm me zed, atic- or staff erne and stall involvement In pmtaus years the City has provided funding to support the administration of the Coc progem. Tire CoC is cunemly, engaged Leverage existing c try maintenance teams and vtaitmmer routes. The Chycould Thesegmsprlmartyaddresiswegenera¢yundtakmby in strategic plammq process as wellastlevelopng a gaps analysis. Smdalry consider providing gam funding for wpoortlrq the development dmoders,n partner orgaanhdians such as public hrabh, mental health, the City has been and continues to be engaged in strategic planning efforts at a hadtiahally urderserived communites, to help them to better engage it public 'ShonTerm-ongoing advocacy. Lvabitdy.communiy-buitdinc,courtynrdestratN,c locallevet. APDsubstation Albertson sshoopingcomplex. development ofELEA process. The Gry could coirsderruppoerngavobneerwpedprogamsmiiarto planning,bcalsrategep:ahning.WousinIProduction Strategy on Ashland Sreet to progess, rash can delsoynnem Ashland Street est. the Mlrocle messages, to help mcontect?wmesss people W heir loved ores, and imp;ernmtatia^. October, Weed abatement process in revisions fair next season, deploying thereby facilitate social comectednew and drawl isoutwism. customer response module on wQUste. The Gry aleady engages in numerous hmpa:/ANYA.RarSalCmes iles.org, comntuttity engagement actvnes to encourage community building. AB,CDI Theseactiensacdresx,owcvforlederalandstatefhudingto The City belongs to league of Oregon Clues who lobbies and advocates fa Allocate staff tare for research and Lobby % or hone lobbr•rx develop advocacy AS addresshaMlees—, policies and fading to address canrrretity needl srateges and mi. awarenes. Employ grant writer, or ban staff for gram vvtkrg. Ismide funding to suFoortlImpt ShortTertr ongoing Ciyretams EVAN BROOKS fur giant voting service andcan utilizeforgrants vintersforrton•proditor provide furdgtgto support gmmw.itrigaakunp far prodder lheseactions ad*rcsincreasingfundingthmughgram around homelessness. waft. Support efforts to provide professional deve,opment with furring or C4 sMtilrfassistancewah giant oimng fa non -grafts sponsorships. Strengthen mrsthada for commurkty angagemeM end �Monnat on sharing about issuesof hamek:snessm Cry Ad-'°sory Comm�nees and specdicaAy. the Houv-E and Human Services The Cltycw.kl create ahoi++eless xrvkes pege whre iMarmat:on about piog�ams Ashland. nsharinPiramotebu,,e� sof hni ie l., with Ad,—y Committee plans end hosts focus groups, and other community and opponunhas for commurrty engagement and -otummanq could be linked or SlkpFiA engagement eve Ms to gather feedback, etplom new dean and �denefy posted A homeless services page —ld be Q.,sck and easy to set up and post The homeless services programs. Establish 8'communly donations poaal' for dwondaected contributions to a wide human se serrato inform the City of community xmime^tan specific hinE a^d homeless —ices Doge can provide a ti-k to the CoC page. The City could or -de tes related roomund�n s. fgfor anNor host events ARC range of homeless services. human . Host focus poops to gather feedback, explore new ideas. OnpaMM D and identify hudden resources. Same as abort Same as abcr Strengthen City of Ashland partlapaaon in the Jackson County Continuum of Care.: leverage aistln;rclatlonsh�w Crt Staff (Housing Pr (.merg_ ,maintal aconamx. —.1, atc.l to mc—is y s ogramt and Ciry Council are —Ibot. membersn the,kV cortxnunwanon, coordination, and cotkboratwn around wth City staff xMn; o^. the board end a City Counc�br ,erving on a workpoup. AB issues cl homelessness. See2.Aand0.0 Facilitate coordnation of cumem hi aenice providers While there is a cmacal lack of resources n the Ashland community, some resources (e it. Maws Mission. ACCESS. ICMH, la CknKa. HN have some limited m Lab lir, thia.gh oubeach or the CIA RA nangeban serves, A,liance, Pahfindervdhe, Staff time. palaical wppon and wiBHousing Program staff. and the HHSAC provides often having office hours at partner agency wcatons. The City could utiuse the 2200 pee�wpportl: host raw wnw tundra andcoord—wri w nh health service providers. Housing ram staff, Ashland Street location to offer wmmrts. g H Program spare for community partners to meet with people C mid theHHSAC provdes some funding mid word. nation with health sentce piwfd- locally. Assign staff from var,ous deoartments- Meet regulaHy to coordinate. L-b:ity team Convene an interdepartmental. team to keep pace w+hand has been discussed and exl%ored-pending Interdepamrnemslmset.ngscouldoe address isaues of nomekssness:n Ashland. scheduled in the short tern. Estabt dung is kvob Oty team model is a long-term 'D Notcunemlvhaopemne effort. Keep pace with federal and state prior tes. Prmde and collect relevant data, ansly- tre,,d i, and hi -tor the performance of the homeless seMces fyste.m, as well as ndrAd:al propoma.Conanuausly loam about vAut ssorka Oft{alflp A.CD and what doesn't- and seek to understand why. See 4A and Convene. sacnaor, end otherwx expand access to prafes opal development caumes for ftrmdne MIT. such as Moth atwnal lntem,ewing technowes. trapma informed B practices. equity. arrd cultural responsNeoem See6. AandB Questions or Comments? 11 � , TIA P-2, F-I 2200 Ashland St. Master Plan Ad hoc Committee Report City Council Study Session November 18, 2024 The Charge Develop a master plan for use of the 2200 Ashland St. property that 1. Provides services to people experiencing homelessness 2. Furthers the community's goals regarding homeless services and affordable housing 3. Enhances the experience of the surrounding neighborhood The Site and Surrounding Area �4. M A 1 BUNTER iPARK 1 m 1 BAV~ '< 2200 r u 3 Ashland St. IN OHRA j J ¢ Roc1( 0 7 Center .I T • Sr - Ar Av < K CLAY FREMONr Sr ST PARK — .� . 4 1 l 7 I TA KELMq Wy 7.� n . ; O m H I ATO�AW 3 4 June -November Discovery Phase Identify service needs, neighborhood challenges, state expectations, and zoning and building codes • Options Phase Investigate traditional and innovative solutions The Role of the Master Plan Provides a foundation to • Prioritize site use • Create a detailed facility design, from which cost estimates can be determined • Seek funding for site improvements and program operations Recommendations Phase Develop and share draft recommendations with the community; and incorporate feedback Submit recommendations to City Council • 6 1 r Pre -Identified Use • Severe Weather / Smoke Shelter • Available as a community space in case of emergencies In Context The 2200 Ashland St. Master Plan is... Only a small part of what is needed to address and prevent homelessness in Ashland and the surrounding region. The need is much greater than can be met on this property. e F r. Serve Impact Include Serve people experiencing homelessness, beyond just a severe weather shelter Other basic needs Pathways to housing security and self-sufficiency Make a meaningful and measurable impactto improve people's lives Not foster negative impacts on the surrounding area A Different Sort of Master Plan A property master plan is typically about brick and mortar. Creating a master plan for a property dedicated to a complex social issue can be a very different thing. Include communication pathways and collaborative partnerships to mitigate any emerging issues Promote a shared sense of community Recommendations for a Master Plan that a) provides services to people experiencing homelessness and b) enhances the surrounding area 1. Site Use 2. Site Management 3. Other Considerations Site Use 1. Severe Weather/Smoke Shelter ■ Safety and security for people and their belongings • Professional staff & volunteers ■ Access without an appointment 2. Indoor day services by appointment ■ Appointments with social service providers ■ Laundry ■ Showers ■ Day storage Site Use (cont.) 3. Transitional Housing • Professionally managed • Outcome oriented • Transitional Housing program with case management (up to 24 months) • Bridge Housing (6-9 months) Facilities for Transitional Housing • Boarding Rooms in the existing building. • Tiny Home Village, where individuals or couples can reside in self-contained tiny homes, complete with bathrooms and kitchens. • Multi -floor Efficiency Apartments, also for individuals or couples, but making for more efficient use of the space. The Site shall also allow... • Scheduling of appropriate space for training and meetings related to housing and homeless services • A limited number of office spaces for administrative use by organizations addressing housing and homeless issues Other Features / Amenities • Multipurpose space, that can be used for classes and meetings, as well as activities in response to a community emergency • An adequate number of indoor restrooms to meet the needs for use, including the Severe Weather/Smoke Shelter • Visually appealing screening/enclosure of outdoor recycling or garbage bins • Bicycle racks • Informational signage • Low -impact night lighting Prohibited Uses The 2200 Ashland St. Master Plan states the site shall not include: • Camping (including tents, cars, or other vehicles) • Low -barrier and/or congregate shelter* • Drop -in services* • Porta-potties that are not fully screened and roofed • Service trailers • Pallet houses ' * Except in the case of the Severe Weather/Smoke Shelter Maintenance • The property shall be fenced and well -maintained. • The detailed Facility Plan shall include appropriate placement of additional trees, as well as upgraded fire -safe landscaping. • Weed abatement and other weekly maintenance shall ensure that the property is visually appealing, in keeping with the standards of other City buildings and properties. 1. That the City provide strong and continuous contract management for program providers ■ Policies and procedures ■ Provider standards ■ Provider performance • Client/program outcomes 2. Best practices in social services; client "bill of rights" 3. Client evaluation for appropriate services 4. Site rules, code of conduct, behavior contract 5. Advisory Committee Other Considerations 1. Services at 2200 Ashland St. shall be coordinated with and complement other resources throughout the region 2. Implement other promising actions to help resolve/ reduce homelessness, without further concentrating homeless services in south Ashland 3. Fill the Council -approved staff position to assist the City in advancing a coordinated and well - articulated approach to homelessness services, including supporting Implementation of the recommendations In the plan Other Considerations (cont.) To expedite implementation, extend or otherwise re -charter the 2200 Ashland St. Master Plan Ad hoc Committee to assist with 1. The Site Plan Design 2. A checklist for program and site management policies 3. A client "bill of rights," code of conduct, and behavior contract 4. A set of site rules S. The role of an ongoing Advisory Committee 6. Components of a communications and engagement plan for use with key stakeholders, including those in the surrounding area and potential clients to be served on site 7. Interim use of the site • Well -planned and well -managed efforts can create positive outcomes for everyone. Questions or comments?