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HomeMy WebLinkAbout09.18.2024 - 2200 Ashland Street Ad Hoc Committee - Agenda Packet vans General Meeting Agenda ASHLAND GENERAL REGULAR MEETING AGENDA Wednesday, September 18, 2024 I. CALL TO ORDER II. Business 1. Minutes of September 11, 2024 2. Gathering Public Input III. Announcements IV. Public Forum V. ADJOURNMENT Page 1 of 1 Page 1 of 13 200 Ashland St. Ad Hoc Committee Meeting September 18, 2024 3:00-5:00 p.m. 2200 Ashland Street AGENDA I. CALL TO ORDER(3:00-3:05 p.m.) Welcome& Review Agenda&Timeline 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. 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 II. BUSINESS 1. Minutes of September 11, 2024(3:10-3:15 p.m.) 2. Gathering Public Input(3:15-4:30 p.m.) a. October 9 Event o Purpose o Agenda/Activities o Handouts / Materials o Physical Layout o Roles /Tasks b. Survey Tool - Review / Finalize c. Communications / Public Information III. ANNOUNCEMENTS (4:30-4:35 p.m.) IV. PUBLIC FORUM—Up to 5 minutes for public comments (4:35-4:40 p.m.) V. ADJOURNMENT[Followed by a public conversation with Chief O'Meara starting at 4:45 p.m.] Committee Meetings —3:00-5:00 p.m. —2200 Ashland St. October 2, 16, and 30 Page 2 of 13 2200 Ashland St. Ad Hoc Committee Meeting September 11 , 2024 Minutes Name Role Attended 9/11/24 1 Matthew McMillan Member x 2 Ruth Coulthard Member 3 Bob Kaplan, City Councilor Non-voting Member 4 Allison Wildman Member 5 Jason Houck Member x 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 Jesse Guest x James Guest x Scott Guest x Yukon Guest x Joshua Guest x Victoria Houck Guest x Alex Reid Guest x AGENDA REVIEW The agenda was reviewed. MINUTES OF AUGUST 21, 2024 Minutes were reviewed and approved, with the correction that the monthly lease for the police substation is $1,000 not$2,000. FOLLOW-UP ITEMS 1. Jan reported on a phone conversation with Cass Sinclair, who indicated that she would provide available data related to the committee's request but, as of yet no information has been provided. After a follow-up communications, Jan received a notice from the OHRA board chairperson announcing that Cass would be leaving OHRA for another career opportunity. Jan will follow up to see if any data can be obtained from the interim director. 2. Jan noted Chief O'Meara's comments about use of 2200 Ashland St. that were included on the agenda: "APD has committed to a years-long tenancy of the space at 2345 Ashland Street, and we have invested a chunk of money into. l 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.)" 2 Page 3 of 13 Chief O'Meara has been invited to attend a meeting to answer questions about policing in South Ashland, tentatively on 9/18. The group reviewed the set of questions generated at the last meeting, and people were invited to add to the list. The following questions will be sent to Chief O'Meara, seeking a confirmation of his availability: 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? • What is APD's responsibility to manage the "night lawn"and mandated sleeping space? • What spaces in town could be used for tents/cars of the homeless (protection from weather— sun, wind, rain)? 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 the changes to Measure 110 that began 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 APD consider"hot spots?" • Do you have plans for or a need for more police? • Would you support participating in a Polie Advisory Committee? • What is the process for abandoned and seized property? • What is the process for getting excluded from public parks? PREPARING INFORMATION FOR PUBLIC REVIEW The group reviewed decisions made at the last meeting: 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 3 Page 4 of 13 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. ...(and items to be decided on at this meeting) The group addressed the remaining possibilities for the property to identify which to eliminate from consideration and which to keep under consideration when gathering public input. Each member completed 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 Jan asked about items people rated as a "T' (that the item should be taken off the list of possibilities). Discussion led to the following general agreements (to be recommended to Council). This list will be reviewed and finalized at the next meeting: • The property is not suitable for drop-in activities. Any classes or services provided on site will be by appointment or pre-registration. • The services offered will not be suitable for high-needs individuals. The population to be served will be vetted through the CoC's Coordinated Entry System, with a vulnerability score that corresponds to the lower-needs end of the scale. • The City of Ashland will provide strong contract management for program providers, including approval of program and site management policies and practices prior to commencing services. • The City of Ashland will appoint a 2200 Ashland St. advisory council with representatives from the neighborhood, as well as people with lived experience of homelessness. • Residents of the site will be engaged in activities to increase their stability and ability to live independently. • Residential options will be for a duration sufficient for individuals to prepare for independent living. • The physical layout will include, at a minimum, multipurpose space, restrooms, and residential space. • The configuration of residential space will provide for non-congregate living, although there may be shared space, as well (e.g., kitchen, showers, restrooms, laundry). • The site will include one or more entrepreneurial ventures that generate funding to help support maintenance and operations of the site. The group improved upon the descriptions of the different possibilities, agreeing that the term "transitional housing" better described the duration and expectations of the programming than "transitional shelter." The group also noted that since the facility will be used as an "extreme weather and smoke shelter," the term "seasonal winter shelter' is confusing. (See suggestion below.) 4 Page 5 of 13 The three possible housing programs (purposes) to present for public input: • Winter Only Housing • Transitional Housing • Bridge Housing The physical spaces (for the housing programs) to present for public input: • Boarding Rooms (within the existing building) • Tiny Home Village • Multi-floor Efficiency Apartments • (and on a temporary basis) Pallet House Village Focusing on the possibility of offices, the group supported seeking public input about including two types of office space: • Office space for staff/volunteers of aligned programs (not serving clients on-site) • Office space for aligned services provided by appointment only A final discussion about other types of services centered on ways to meet pet-related needs of people experiencing homelessness. Prior to tying this need to the possibilities for 2200 Ashland St., it was suggested that changes to policies or protocols of the Jackson County Animal Shelter and/or partnerships with veterinarians be explored. PUBLIC FORUM Five individuals currently experiencing homelessness in Ashland shared comments with the committee. Jesse, James, Scott, Yukon, and Joshua shared perspectives about o being clean and sober, countering the stereotypes often projected on unhoused people; o having a range of trade skills from previous employment; o it being easier to get help in Oregon if you have an addiction or mental health issue than not; o harsh and inconsistent treatment by police officers, including loss of or damage to personal belongings; 0 officers who increase conflict and use unnecessary force, rather than trying to work with people; and o realities of rats and personal threats to safety at the night lawn, disappointed in what was supposed to be a safe place. MEETING ADJOURNED at 5:35 p.m. 5 Page 6 of 13 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 Y lop, 1Y 1 . r Land: 52,272 sq. ft. (1.20 acres) Building: 5,333 sq. ft. finished interior 6 Page 7 of 13 2200 Ashland St. Site Planning Public Forum October 9, 2024, 5:30-7:30 p.m. 2200 Ashland Street Agenda 5:00 p.m. Doors Open 5:30 p.m. Welcome/Opening Session Purpose of the Public Forum Background Information Goals for the Property The Ad hoc Committee and Its Task Introductions Process & Timeline Why Tonight is Important 5:45 p.m. Site Plan Concepts What Will Not be Included The Starting Point for What Will be Included Introduction to the Other Possibilities How the Site Will be Managed 6:00 p.m. Opportunities to Learn More and Provide Input Table Conversations More About Site Management Communications with Neighborhood Businesses and Residents The Physical Features and Appearance of the Site The Services and Activities Resource Materials Other Services for People Experiencing Homelessness Regional Efforts to Reduce Homelessness Public Survey Online through 10/11 Paper Version Tonight 7:30 p.m. Forum Concludes 7 Page 8 of 13 Notes about the Forum: • Table Conversations - people will be invited to move every 20 minutes. • Each table/space will have a large sign noting the topic. • Each table/space will have two hosts (committee members) and one note-taker (city staff). • Elected officials will move from table to table to listen in. • Questions that can't be answered at the event will be captured as something to be answered. • Materials will be handed out upon arrival and will include: o Agenda o Site Map o Goals for the Property o What Will Not be Included o Starting Point for What Will be Included o List of Other Possibilities (with definitions/clarity) o Website link and QR code for the survey • A paper version of the survey will be available, along with pens and a collection box. • City staff will encourage people to exit the building/property in a timely fashion. • A short (15 minute) debrief session will be held will all committee members as soon after 7:30 p.m. as possible 8 Page 9 of 13 Public Survey 1. To what degree to you agree with the following recommendations? Recommendation Not A Little Somewhat Mostly Definitely at All Bit Agree Agree Agree Any classes or services provided on site be by appointment or pre-registration. 1 2 3 4 5 The services offered are not suitable for high-needs individuals. The population to be served are vetted through the CoC's Coordinated Entry System,with 1 2 3 4 5 a vulnerability score that corresponds to the lower- needs end of the scale. The City of Ashland provide strong contract management for program providers,including approval of program and site management policies 1 2 3 4 5 and practices prior to commencing services. The City of Ashland appoint a 2200 Ashland St. advisory council with representatives from the neighborhood, as well as people with lived 1 2 3 4 5 experience of homelessness. Residents of the site be engaged in activities to increase their stability and ability to live 1 2 3 4 5 independently. Residential options be for a duration sufficient for individuals to prepare for independent living. 1 2 3 4 5 The physical layout includes, at a minimum, multipurpose space,restrooms, and residential 1 2 3 4 5 space. The configuration of residential space provides for non-congregate living, although there may be shared space, as well (e.g.,kitchen, showers,restrooms, 1 2 3 4 5 laundry). The site includes one or more entrepreneurial ventures that generate funding to help support 1 2 3 4 5 maintenance and operations of the site. Comments: 9 Page 10 of 13 2. What do you like or dislike about each of these residential services being at this site? Residential Service What You Like What You Dislike Winter Only Housing (mid-Oct—mid-April, with case management support to connect to resources) Transitional Housing (up to 18-24 months to gain stability to support independent living) Bridge Housing (up to 6-9 months, step-down housing or for voucher holder while they seek a place to rent) 3. How supportive are you of following housing configurations being on this site? Configuration Not Somewhat Please Explain Supportive Supportive Supportive Boarding Rooms (within 1 2 3 the existing building) Tiny Home Village 1 2 3 Multi-floor Efficiency 1 2 3 Apartments (on a temporary basis) 1 2 3 Pallet House Village 10 Page 11 of 13 4. Which of the following would you like to see in the building? (mark all that apply) a. Office space for staff/volunteers of aligned programs (not serving clients on-site) b. Office space for aligned services provided by appointment only c. Other services (e.g., laundry) provided by appointment only d. Classes for self-sufficiency (job skills, finances/budgeting, home repairs, etc.) 5. What is most important to you about the physical appearance of the property? 6. How important would it be to you for the following to be provided? Not Somewhat Very Website with information about services and activities 1 2 3 Advisory Council with representatives from the neighborhood 1 2 3 and people with lived experience of homelessness Open Houses or other types of events where people can become 1 2 3 familiar with the site, services, and activities Distribution of an annual report 1 2 3 7. Other Considerations Please provide your thoughts about the following topics, as they relate to this site IJ Evaluation measures IJ Classes you might participate in IJ Volunteer opportunities IJ Other thoughts you would like to share with the committee 11 Page 12 of 13 Please complete the following to help us understand who responded to this survey 1. What is your experience with homelessness? a. None b. None,personally,but I have friends or family who have or are experiencing homelessness c. I have experienced homelessness in the past d. I am currently experiencing homelessness e. Prefer not to say 2. Which age group are you in? a. Under 18 b. 18-29 c. 30-49 d. 50-69 e. 70 or older f. Prefer not to say 3. What describes your relationship to the property at 2200 Ashland St.? (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 Thank you for your time and input! 12 Page 13 of 13