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HomeMy WebLinkAbout09.04.2024 - 2200 Ashland Street Ad Hoc Committee - Agenda Packet vans General Meeting Agenda ASHLAND GENERAL REGULAR MEETING AGENDA Wednesday, September 4, 2024 I. CALL TO ORDER 1. Welcome &Agenda Review II. Business 1. Minutes of August 21, 2024 2. Review Timeline 3. Follow-Up Items 4. Presenting Possibilities for Public Input 5. Next Steps III. Public Forum IV. Announcements V. ADJOURNMENT Page 1 of 1 Page 1 of 18 FrAl-, 2200 Ashland St. Ad Hoc Committee Meeting September 4, 2024 3:00-5:00 p.m. 2200 Ashland Street AGENDA I. CALL TO ORDER(3:00-3:05 p.m.) Welcome&Agenda Review II. BUSINESS 1. Minutes of August 21, 2024(3:05-3:10 p.m.) 2. Review Timeline (3:10-3:20 p.m.) September 4 Refine the Possibilities for the Site September 18 Prep for Public Event and Finalize Survey (survey open 9/23-10/11) Then an open "after hours" conversation with Chief O'Meara (tentative) October 2 Final Prep for Public Event October 9 Public Event October 16 Incorporate Public Input October 30 Finalize Recommendations November 19 Recommendation to City Council Sun Mon Tues Wed Thurs Fri Sat Sept. 1 2 3 4 meeting 5 6 7 8 9 10 11 12 13 14 15 16 17 18 meeting 19 20 21 22 23 survey-- 24---------- 25 26---------- 27•--------- 28---------- 29--- 30---------- Oct. 1----- 2 meeting 3.---------- 4----------- 5----------- 6--------- 7.---------- 8----------- 9 EVENT 10---------- 11---------- 12 13 14 15 16 meeting 17 18 19 20 21 22 23 24 25 26 27 28 29 30 last mtg 31 Nov. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 council 20 21 22 23 3. Follow-up Items: (3:20-3:30 p.m.) a. OHRA Center b. Chief O'Meara's comments about use of 2200 Ashland St.: APD has committed to a years-long tenancy of the space at 2345 Ashland Street, and we have invested a chunk of money into. /am not opposed to our officers having access to 2200, but it was important that we make our office space more present in the immediate problem area, which was very easily identified as the area around Suds Ur Duds (which is exactly where we placed the office.)" (continued on next page) IF" Page 2 of 18 4. Presenting Possibilities for Public Input(3:30-4:40 p.m.) a. Committee Agreements—What is not being considered /What is being considered Transitional shelter/housing Transitional or long-term housing Amenities and business ventures b. Public Event -Agenda /Activities - Confirm the Time (suggestion: 5:30-7:30 p.m.) c. Review Public Survey Tool 5. Next Steps -see schedule below(4:40-4:45 p.m.) III. PUBLIC FORUM—Up to 5 minutes for public comments (4:45-4:50 p.m.) IV. ANNOUNCEMENTS (4:50-5:00 p.m.) V. ADJOURNMENT Committee Meetings —3:00-5:00 p.m. —2200 Ashland St. September 4 Refine the Possibilities for the Site September 18 Finalize Survey (survey open 9/23— 10/11) Followed by an "after hours" conversation with Chief O'Meara, 5:00-6:00 p.m. (tentative) October 2 Prep for Public Event October 9 Public Event(time ) October 16 Incorporate Public Input October 30 Finalize Recommendations November 19 Recommendation to City Council 2 Page 3 of 18 2200 Ashland St. Ad Hoc Committee Meeting August 21 , 2024 Minutes Name Role Attended 8/21/24 1 Matthew McMillan Member x 2 Ruth Coulthard Member x 3 Bob Kaplan, City Councilor Non-voting Member 4 Allison Wildman Member x 5 Jason Houck Member 6 Rachel Jones Member 7 Tonya Graham, Mayor Non-voting Member x 8 Debbie Neisewander Member x 9 Wendy Tanner Member 10 Avram Sacks Member x 11 Gina DuQuenne, City Councilor Non-voting Member x 12 Trina Sanford Member x Jan Calvin Facilitator x Steve Matiaco, Comm. Dev. Guest/presenter x Jeff Dahl, City Councilor Guest x Kelly Burns, Emergency Manager Guest x AGENDA REVIEW Introductions were made and the agenda was reviewed. MINUTES OF AUGUST 7, 2024 Reviewed and approved with an addition to clarify the reason for the data that followed: Debbie expressed concern that we have looked at crime data but have not talked about mental health or substance abuse. She shared her review of the last six months of police reports that show 23 calls to respond to suicide (attempted and/or completed) as an illustration of mental health conditions that surface in the public arena due to the severe lack of mental health services. FOLLOW-UP ITEMS 1. OHRA Information - Jan stated that she sent questions raised at the last meeting to Cass Sinclair, requesting information prior to the next committee meeting: From 817124 Meeting Minutes: "Committee members raised two issues about how the existence of the OHRA Center is impacting the neighborhood. • One issue focused on people who opt out or are excluded from OHRA and "exit to the neighborhood."Since, as a Project Turnkey site, the center serves all of Jackson County, how could people who came from outside of Ashland be transported to their original community? People are offered transportation assistance, but they make their own choices. Requests: Data on residents' "home community"and the geographic location where they exit to. Data on exits to different types of situations (streets, institutions, temporary locations, permanent housing). Data on how many residents exited voluntarily or involuntarily annually. • The other issue focused on public drug and alcohol use. Since OHRA residents cannot 3 Page 4 of 18 use substances on the property, it is presumed that those who use substances go somewhere in the neighborhood to partake. Request. Information about how and the number of residents who are connected to treatment services while at OHRA. Information about outreach efforts and other pathways from the streets to treatment services." 2. Economic Development/Transit Triangle Land Use Overlay —The group discussed the fact that the City of Ashland needs to update its economic development plan, which was adopted about 15 years ago. Tonya noted that the city has an economic development analyst who will be conducting an inventory of commercial lands, which is a first step. In the meantime, the Transit Triangle Land Use Overlay opens up greater possibilities for development in this part of town. ` The group touched on a number of other items mentioned at previous meetings: Allison questioned if the City has facility needs and is looking for other space. Tonya stated that the City is actually in the midst of a facilities masterplan. Ruth asked about relocating the police substation from the shopping center to 2200 Ashland St., suggesting there would be a cost savings. Trina shared her understanding that the City had invested $30k to remodel that space and signed a seven year lease at $2,000/month. Matt noted that Rogue Community Health will be providing mental health services at their facility across Ashland St. soon. Trina questioned where the funds will come from for 2200 Ashland St., stating that it is difficult to plan without having any funding. She also expressed concerns should the City want to increase taxes to pay for new services at the site. Jeff Dahl noted that local taxes are capped, so that would not be the case, and, if City dollars were to be used they would have to come from the General Fund, which pays for Fire, Police, and other existing services, which would be equally unlikely. Tonya noted that to search for funding, we first need a plan. If there is not a plan, there will certainly be no funding. Jan expressed the need for a plan that is not so specific that funding would be hard to find, but guidelines specific enough should grants or other funding be identified, the guidelines (plan) could be used as criteria to determine whether that opportunity would be right for 2200 Ashland St. 3. City Building Codes —Steve Matiaco provided an overview of the Excel spreadsheet sent with the meeting agenda. The discussion focused on requirements for residential use. Steve confirmed that any residential use would require a fire suppression system. He described several types of residential uses which would require distinct types of fire suppression systems. He also confirmed that having an adequate fire suppression system would negate the need to alter the windows in sleeping rooms. Tonya asked about mixed use, such as office space and residential. Steve noted that mixed use is certainly possible and it would trigger or default to the most restrictive building codes (codes for residential use, in that case). Steve stated that Pallet houses are not under the City's building codes, so he couldn't speak to their use. Jan explained requirements for using HUD funding for Pallet houses, which include having a cluster (more than one) and access to adequate shower and restroom 4 Page 5 of 18 facilities, as well as kitchen or meal services. The units themselves need to have electricity, ventilation, and heat, as well as cooling if in a "hot climate" such as Arizona. 4. Properties used during a community emergency—Jan reported on her follow-up conversation with Kelly Burns, Ashland Emergency Manager about properties identified for potential use during a community emergency. Kelly had shared that the American Red Cross (ARC) used to "pre identify" community spaces and manage contracts or memoranda of understanding should the space be needed. The ARC no longer does this, so properties have to be contacted once an emergency is eminent or has occurred. Jan referenced emailed information included in the agenda packet (attached) about how 2200 Ashland St. might be used during a community emergency. She reminded the group about information shared at the previous meeting on the City and SOU's agreement for a central command center on the SOU campus. Other buildings, such as 2200 Ashland St. would be used to distribute supplies (e.g., sandbags, air purifiers, water). PREPARING INFORMATION FOR PUBLIC REVIEW Jan reviewed a list of possibilities that are not being considered for the property. After discussion, the group confirmed these items should not be considered for the site: • Tent camping • Car camping • Low barrier sheltering • Congregate sheltering • Walk up shelter • Flea market • Maker space • Permanent Pallet houses Conversely, there were three items on the list of what to include: • Severe weather sheltering (heat, cold, and smoke) • "Resiliency hub" in the event of a community emergency (a site for distribution of supplies) • An Advisory Council with representatives from the neighborhood The next task was to determine which of the possibilities previously identified might be eliminated from consideration and which will remain under consideration and be included when gathering public input. The group took time to individually complete the worksheet included in the packet prior to discussion, answering the question, "Does it stay on the list of possibilities?" 1 = no 2 = not likely 3 = probably 4 = definitely Focusing only on the "daytime uses," Jan asked how many items were rated as a "T' and how many were rated as a 'A". After discussion, the group agreed to eliminate the following daytime activities from further consideration: • Resource Center • Day Center • Urban Rest Stop The group will work through the rest of the possibilities at the next meeting. 5 Page 6 of 18 PUBLIC FORUM Alexandra Reid, who coordinates Laundry Love, thanked the committee for its work. She shared that she has identified donors who will contribute the funding to purchase commercial grade washers and dryers, with the desire that they be placed inside the 2200 Ashland St. building for use by unsheltered individuals/families. She envisions the same protocol whereby people sign up at OHRA for a time to do their laundry, and Laundry Love would continue to provide volunteers to check people in and oversee the use of the machines. ANNOUNCEMENTS Debbie Neisewander announced that State Representative Pam Marsh is speaking at the Ashland Library on September 3, for those who might be interested. MEETING ADJOURNED at 5:05 p.m. Attachment to 8/21/24 minutes - Emails from Kelly Burns: My thoughts on what the 2200 Ashland St property can be used for if/when we experience a local emergency: 1. Resilience and/or Recovery center for resources and community support a. for evacuees b. for major incident support and/or coordination i. a space for responders or management teams c. for government officials to assist in coordination during campaign incidents. d. If equipped properly it could serve the region as a shared emergency operations center (EOC) 2. Severe Weather Shelter a. Cooling Center b. Cleaner-Air Center c. Winter Overnight Shelter 3. Training Center a. We could use a decent space for community and regional agency trainings in all things: i. disaster preparedness ii. disaster response iii. disaster recovery hope any or some of this is helpful, Kelly Burns Emergency Management Coordinator City of Ashland 20 East Main, Ashland, Oregon 97520 541-552-2299 1 TTY 800.735.2900 kelly.burns@ashland.or.us 6 Page 7 of 18 »»» Additional information below 1.d. "if equipped properly" - building would need a radio tower/antenna installed and radio equipment available on the interior (last quote I received to install this at our joint-EOC was close to $30K). Building needs a large capacity generator for when the electric grid goes down (I don't know the costs, I know this is expensive and it adds to the workload of facilities maintenance for the City). and what constitutes "a decent space" for 3.a. - the office section of the building constitutes a decent space for regional trainings or what could be a training center. What I mean by this is there's parking around the exterior, there are breakout rooms and a main conference/classroom, and accessible bathrooms. Installing some reliable means of media presentation equipment (screens, projectors, supplies) would make for a decent space for regional trainings. Hope that makes sense, otherwise ignore my poor sentence and description of a "decent space". For example: Would it work best with one large room? multiple rooms? separate entrances? sizes? Not sure how to respond to this. If it had a kitchen, would that be ideal, or unnecessary? Possibly useful, I don't know. Showers? Also possibly useful, but I don't have a strong opinion on this. Both the kitchen and showers might be useful if the space becomes a regional EOC for major disasters. The kitchen and showers could be utilized by management teams pulling long hours to support local major events. Would the garage door and bay be helpful to keep? Having a garage door to receive deliveries of supplies and goods is a very good idea. Yes, keep the door. Would it need to have turnaround space for large vehicles? The parking area is a loop, I don't believe there would need to be, but I don't have a strong opinion on this. Let me know if I can clarify further. Thanks for your work on this. Kelly Burns Emergency Management Coordinator City of Ashland 20 East Main, Ashland, Oregon 97520 541-552-2299 1 TTY 800.735.2900 kelly.burns@ashland.or.us 7 Page 8 of 18 Initial Questions for Chief O'Meara will be updated at 9/4 meeting, then sent to Chief O'Meara South Ashland questions: • What are the challenges APD deals with on the south side? • Do you have data that shows an increase in 911 calls to south Ashland relative to the transient/homeless population? If not, what is your opinion? Homeless-related questions: • Is APD making preparations for California's sweep? • What needs do you have in responding to calls related to people experiencing homelessness? Drug-related questions: • What is being done with drug arrests/rehab? (As in -short term turnarounds and dealing with repeat"offenders?") • Oregon Drug Intervention Plan. Is APD making preparations for changes to Measure 110 as of September 1?What does that look like? Other questions: • Who do you find/serve most in Ashland? (i.e., women/children, young adults, seniors) • What parts of Ashland would ASD consider"hot spots?" • Do you have plans for or a need for more police? 8 Page 9 of 18 2200 Ashland St. Master Plan Ad Hoc Committee The Task Create a long-term master plan for the building and surrounding property at 2200 Ashland Street that aligns with contractual obligations to provide services to people experiencing homelessness,furthers the community's goals regarding homeless services and affordable housing, and enhances the experience of the surrounding neighborhood. The Goals for the 2200 Ashland St. Property • Provide immediate safety during severe weather for Ashland residents who are experiencing homelessness • Support economic development and public art efforts that build, energize, and beautify south Ashland, which welcomes visitors as a gateway to the city • Provide a pathway to long-term housing for Ashland residents who are experiencing homelessness, possibly including immediate shelter • Support wider community goals, such as emergency management, social equity and racial justice, and climate action Site Map A" r I i Land: 52,272 sq. ft. (1.20 acres) Building: 5,333 sq. ft. finished interior 9 Page 10 of 18 Refining the Possibilities 1. What is NOT BEING CONSIDERED for this property? a. Tent camping b. Car camping c. Low barrier sheltering d. Congregate sheltering e. Walk up shelter f. Flea market g. Maker space h. Permanent Pallet houses i. Resource Center j. Day Center k. Urban Rest Stop 2. What IS BEING CONSIDERED for this property? a. Severe weather sheltering (heat, cold, smoke) b. Neighborhood resiliency hub during community emergencies c. Advisory Council with representatives from the neighborhood d. Day Storage e. Restroom f. Showers g. Laundry h. ... See worksheet. Possible Uses to Review: Populations List Daytime sepAGe-s done Newly homeless Transitional shelter/housing Adults only Transitional or long-term housing Women Amenities and business ventures Women with children Families Survivors of domestic violence Youth aging out of Foster Care Youth ages 18-24 Seniors / elders People with disabilities Chronically homeless veterans 10 Page 11 of 18 0 0 2 \ co / I i E E 0 0 ¥ 4- 0 C.L. \ 2 '0 2 t = o 7 ° 0 0 \ 4- 0 i % E _ ± f Q @ E o E / ! = c / / \ / 7 / \ o = ® 2 m g m g g g g g 2 (n ƒ - � n ± -0 A A A AA A A A 0 A - n � % _ / & $ e 0 CN mcn # 0) o & ® ƒ $ E k E �: ¥a / % @ a _ § Cl) 2 0@ Cl) Q@ % E 2 \2 0 � c" � Eoo % @7E E E ' -0 = / « p E 2 E ® E 'a t D o E E o f E £ u & E ® 12 ¥ % - 0 2 \ / � � � ° k g @ f o � % / ) c cn 0 CU § -0 \ E / 0 0 c m cn E � @ J E E @ E ° -a � \ 0 $ k -F 2 7 2 L t o % 7 2 E@ _ k = _0 0) ) E o § ® R ® cn — 0 * k E 7 f 'ƒ ® o $ @ k E 2 E \ o � E k@ @ D \ o k 2 2 � 2 � I UC ® k « 2 - ® E � _ — o � \ § % o = E z £ E E g % o >, D- 2 2 E k § \ 9 ® = k E S 2 E o £ E � G@ 2 _0 o 0- o E E o En 0) � 0 / ± E cn § E £ E o = 0 7 ® .S % @ k ® ® .E E k 2 , g E § v ® ® E f t % ) 7 § § f o 5@ / cn E % 2 ) E 2 £ 0 2 cu E ƒ 2 CO -0 2 2 Q- q % k 2 § q \ 2 $ 3 f 3 / 2 0 0) @ ) 00 / c \ k EJ ƒ nk 0)f k a $ 0 ° � f / k Ek cn = E_ @ a) 2 D E — _ >, E 0 E � @ 2 E 2 ƒ � / � / m7 / � z6 � 6 2iui « � � 3 33 2 0 n_ 0 co \ E E 0 0 ¥ 4- 0 C.L. \ 2 '0 2 4- 0 7 ° 0 0 \ 4- 0 i % E _ ± f Q @ E o E / ! = c / / \ / 7 / \ o = ® - 2 g g g g 2 g 2 2 (n ƒ - � n ± { / A A A A q A A A A - n % 0 _ / & $ e 0 CN m # cn @ E .g o k 6 % .� @ o cn _ £ § 0c £ cn � £ 0 -0 / ] § % \ .§ § ƒ '� a % $ % _ £ 4 E N 0 o q % % 6 2 % ) b % \ \ = � a ® > � E ° �_ > U / % � @ 7 \ 42 \ F n k / / ƒ § 2 / ƒ § k ƒ o £ % o E / q2 \ ) 0 $ ƒ R ) p � E2 ) pJ k� E $ ' \ \ 0 00� E@ w o E = ) F 0) E@ k ) ] .g o E a @ a @ @ a cu @ a £ / % ® — + 2 \ 2 $ E f $ \ / � $ @ / 2 0 2 .@ o a _ a 0)— @ a = = o E c 7 g ® £ - E £ - E 3 '� 2 -- o cn E o 0— ® 2 � § E ® 2 g % \ ® -0 % % � % k \ ° � 3 ) § k ) § k ) 7 E ) k ) 0 q $ � 7 b \ k o 0 @ @ cn k � _ k U k U § E / E / ƒ .§ k / $ = $ cn @ � E / E u E o S / � E c / o 0 � 3 0- CO 3 ƒ 3 ƒ 3 ƒ 33 0 � k 0 � 2 I_- \_ 0 o E\ co § o 2 � 0 - k7 � / � 0 0 0 0 0 � ? ƒ ■ � � � » 2 ) ■ ) SC: k a). / 0) 2 / ) � 2 'E CU 0 n 0 / o k A cn ■ § _ % m E cn co 0 k © \ 2 ) c 2 t ) ■ ? c « 0 o "com r m m m m m m m m m m q 0 2 2 � ■ 2 E A A A A A A A A A A A A ( 7 U) � \ � 2 ■ \ 0 2 � . ® / § / § $ k k 2 CL 0 m 0/ CL > o 2 # S22 / f 2 7 f ~ / \ § E 2 2 \ - 0 I § _ = 2 2 $ 2 5 E \ ° E u \ § \ \ 0 \ \ @ S D $ s = o $ > 2 = 0 \ f / / E 0 d j \ o ƒ o < Z O E $ < 0 ¥ g I > 2200 Ashland St. Ad Hoc Committee Public Forum Proposed: October 9, 2024, 5:30-7:30 p.m. (90 minutes,plus opportunity to complete survey = 2 hours) 2200 Ashland Street Draft Agenda 1. Welcome &Introductions (15 minutes) a. The Purpose of the Public Forum b. The Committee and Its Task c. Background Information i. Goals for the Property ii. The Win-Win iii. Project Timeline 2. Possibilities for the Property (75 minutes) a. Types of Services & Activities (review handout- 5 minutes) b. Describing Table Topics and Moving to Tables (10 minutes) c. Roundtable Discussions (can stay at any table as long as they like but will be invited to consider moving every 15 minutes) Proposed Topics: i. Types of Daytime Services that Could be Offered ii. Types of Residential Services that Could be Offered iii. Other Uses for the Property iv. Site Management v. Communications with Neighborhood Businesses and Residents At each table, there will be a list of considerations for people to comment on or ask questions about. In addition, the lists will be in materials handed out upon arrival. Someone will introduce the list and invite comments and questions. Questions will either 1) be answered, or 2)be recorded as something to be answered. Answers will be posted on the committee website. Someone will be assigned to take notes at each table. 3. Weighing In.Your Input About What Happens on the Property & How it Happens (Complete the survey on their own prior to leaving or take a postcard with a QR code and online link) 14 Page 15 of 18 Ideas for the Survey—will be revised based on discussion/agreements at the meeting SECTION 1 - What Happens on the Property 1. Which Daytime Services would you support having at this site (see handout for definitions)? IJ Restrooms IJ Showers IJ Laundry IJ Day Storage IJ Meals Li Classes Ll Pet Services IJ Counseling 2. Which Residential Services do you think would work well at this site? IJ Transition Shelter with Case Management Li Bridge Housing— step-down units or for voucher holder while they seek a place to rent IJ Temporary Pallet Houses IJ Tiny Home Village IJ Multi-floor Efficiency Apartments 3. Which Public Spaces & Activities would you like to see at this site? IJ Commercial Kitchen IJ Community Garden IJ Other: 4. Which of these Other Services & Activities do you think would work well at this site? IJ Office for Street Outreach staff IJ Office for Ashland Police IJ Pet Services IJ Counseling 15 Page 16 of 18 SECTION 2 - How it Happens 5. Physical Appearance of the Property Please rate how important it would be to you for the following to be true of this property Not Somewhat Very IJ Well-kept without major changes 1 2 3 IJ Upgraded landscaping that is well-tended 1 2 3 IJ Buildings of similar height as the surrounding area 1 2 3 Li Multi-level buildings that do not impose on neighbors 1 2 3 Li Solar panels that also provide shade 1 2 3 IJ Other: Comments about the physical site: 6. Populations to be Engaged On-Site,with Appropriate Services Please identify which populations you would like to see offered appropriate services at this site No Maybe Yes Li Those with high needs, not being served elsewhere 1 2 3 Li Those with low/moderate needs, not being served elsewhere 1 2 3 IJ Seniors/Elders 1 2 3 IJ Young Adults, 18-24 years old 1 2 3 IJ Women 1 2 3 IJ Women with Children 1 2 3 IJ Families 1 2 3 IJ Survivors of Domestic Violence 1 2 3 IJ Veterans 1 2 3 IJ Other: Comments about populations who might be served at this site: 16 Page 17 of 18 7. Communications /Public Information Please indicate how important it would be to you for the following to be provided Not Somewhat Very Ll Website with information about services and activities 1 2 3 Ll Advisory Council with representatives from the 1 2 3 neighborhood and people who work or volunteer with people experiencing homelessness; to provide communication between various stakeholders Ll Open Houses or other types of regular events where people 1 2 3 can become familiar with the site, services, and activities Li Distribution of an annual report 1 2 3 Comments about communications /public information: 8. Other Considerations Please provide your thoughts about the following topics, as they relate to this site Li Evaluation measures Ll Volunteer opportunities Ll Availability and responsiveness of site/program management Ll Other thoughts you would like to share with the committee SECTION 3 - Please complete the following questions to hel us understand who responded 1. What is your experience with homelessness? 2. Which age group are you in? a. None a. Under 18 b. None, personally, but have friends or family who b. 18-29 have or are experiencing homelessness c. 30-49 c. I have experienced homelessness in the past d. 50-69 d. I am currently experiencing homelessness e. 70 or older e. Prefer not to say f. Prefer not to say 3. What describes your relationship to the property? (mark all that apply) a. My home is right next to the property b. My home is within a half mile of the property c. My home is in south Ashland d. My business/workplace is within a half mile of the property e. My business/workplace is in south Ashland f. None of the above 17 Page 18 of 18