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Home My WebLink About10.02.2024 - 2200 Ashland Street Ad Hoc Committee - Agenda Packet vans General Meeting Agenda ASHLAND GENERAL REGULAR MEETING AGENDA Wednesday, October 2, 2024 I. CALL TO ORDER II. Business 1. Minutes of September 18, 2024 2. Final Planning for 10/9/2024 3. Finalize Survey Tool 4. Communications/ Public Information III. Announcements IV. Public Forum V. ADJOURNMENT Page 1 of 1 Page 1 of 14 200 Ashland St. Ad Hoc Committee Meeting October 2, 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 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 Oct. 1 2 meeting 3 4 survey--- 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 18, 2024(3:10-3:15 p.m.) 2. Final Planning for 10/9/24 Community Forum (3:15-4:15 p.m.) o Layout/Signs / Logistics o Annotated Agenda o Roles /Tasks 3. Finalize Survey Tool (4:15-4:30 p.m.) 4. Communications/Public Information (4:30-4:45 p.m.) III. ANNOUNCEMENTS (4:45-4:50 p.m.) IV. PUBLIC FORUM—Up to 5 minutes for public comments (4:50-4:55 p.m.) V. NEXT STEPS &ADJOURNMENT(4:55-5:00 p.m.) Page 2 of 14 2200 Ashland St. Ad Hoc Committee Meeting September 18, 2024 Minutes Name Role Attended 9/11/24 1 Matthew McMillan Member x 2 Ruth Coulthard Member x 3 Bob Kaplan, City Councilor Non-voting Member 4 Allison Wildman Member 5 Jason Houk Member x 6 Rachel Jones Member x 7 Tonya Graham, Mayor Non-voting Member 8 Debbie Neisewander Member x 9 Avram Sacks Member x 10 Gina DuQuenne, City Councilor Non-voting Member x 11 Trina Sanford Member x Jan Calvin Facilitator x AGENDA REVIEW The agenda was reviewed. MINUTES OF SEPTEMBER 11, 2024 Minutes were reviewed and approved, with the correct name of one of the guests (Vanessa Houk, not Victoria). GATHERING PUBLIC INPUT The group finalized the list of preliminary recommendations generated at the last meeting: 1. The City of Ashland will provide strong and continuous contract management for program providers, including approval of program and site management policies and practices prior to commencing services. 2. The property is not suitable for drop-in activities. Except for the Severe Weather/Smoke Shelter, any classes or services provided on site will be by appointment or pre-registration. 3. The services offered will not be suitable for high-needs individuals. The population to be served will be determined through an assessment of their vulnerability, needs, and capacity for independent living. 4. Clients will agree to a code of conduct and sign a behavior contract. 5. 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. The advisory council will report to City Council and provide regular updates and recommendations. 6. Residents of the site will be engaged in activities to increase their stability and ability to live independently. 7. Residential stays will be for a duration sufficient for individuals to prepare for independent living; likely no longer than 24 months. 2 Page 3 of 14 8. Three types of residential services that could be on site: o Transitional Housing (up to 24 months) o Bridge Housing (e.g., when someone has a housing voucher and is looking for a place to rent) o Winter Season Housing (perhaps November— March) The group also discussed the physical spaces for the housing programs: • Boarding Rooms (within the existing building) • Tiny Home Village • Multi-floor Efficiency Apartments • (and on a temporary basis) Pallet House Village The group discussed how to describe the population to be served, noting that it should not be people with active addiction, severe untreated mental health disorders, or a history of violent crime. The intent is also not to draw people from outside of Ashland. After discussing which populations to include as options on the public survey (e.g., seniors, women with children, etc.), the group agreed to simply ask what populations people would like to see served at the site. Marketing / Getting the Word Out— Information will be on the city website and sent to media contacts. Jan will create a postcard or flyer for people to share. After sharing ideas about how to get the word out, the group realized the event would require a larger venue than 2200 Ashland St, and Gina agreed to explore options. MEETING ADJOURNED at 4:45 p.m. 3 Page 4 of 14 2200 Ashland St. Master Plan Public Forum October 9, 2024, 5:30-7:30 p.m. (doors open at 5:00 p.m.) Unitarian Universalist Fellowship at 87 41h Street Annotated Agenda 4:00 p.m. Set up (signs; posters; AV equipment; welcome table with handouts, survey collection box, pens, and committee name tags) 4:50 p.m. Committee members gather 5:00 p.m. Doors Open Greeters welcome people and provide handouts 5:30 p.m. Welcome/Opening Welcome and Purpose of the Public Forum - Tonya Graham Background Information - Tonya Graham • High level chronology and where the project is headed • Introduce Gina DuQuenne as one of two city council liaisons (Bob is unable to attend) Committee Introductions- Gina DuQuenne • Comments about experience with the committee • Introduce the committee members The Committee's Task - • Goals for the Property - • Process & Timeline - • Why Tonight is Important - Describe the format and opportunity to ask questions (can use microphone or write question on a card and someone will pick it up and read at the microphone) 5:45 p.m. The Property , The Lot The Current Building Pause for questions about the property 6:00 p.m. Site Plan Concepts How the Site Will be Managed - including Who Will be Served Pause for questions about site management 4 Page 5 of 14 What Will Not be Included And What Will be Included Pause for questions about what will and will not be included What Else is Being Considered Types of Transitional Housing Offices Pause for questions about housing and offices 6:45 p.m. Additional Considerations Communications with Neighborhood (Businesses and Residents) Pause for questions about communications The Physical Features and Appearance of the Site Pause for questions about physical features and appearance of the site 7:00 p.m. Other Questions - what could be at the property temporarily, before the Master Plan is implemented 7:15 p.m. Closing - Menton related information Other Services for People Experiencing Homelessness Regional Efforts to Reduce Homelessness Invite participation in the public survey Online through Friday, 10/11 Paper Version is Available Tonight Mention November 16 as the date the recommendations go to City Council Thank the Unitarian Universalist Fellowship for providing the facility Thank people for attending 7:30 p.m. A brief (15 minute) "huddle" of committee members will occur as soon after the forum ends as possible. 7:45 p.m. Clean up and exit the building no later than 8:00 p.m. 5 Page 6 of 14 2200 Ashland St. Master Plan Public Forum October 9, 2024, 5:30-7:30 p.m. (doors open at 5:00 p.m.) Unitarian Universalist Fellowship at 87 41h Street Agenda 5:00 p.m. Doors Open 5:30 p.m. Welcome/Opening 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. The Property The Lot The Current Building 6:00 p.m. Site Plan Concepts How the Site Will be Managed Who Will be Served What Will Not be Included What Will be Included What Else is Being Considered 6:45 p.m. Additional Considerations Communications with Neighborhood Businesses and Residents The Physical Features and Appearance of the Site 7:00 p.m. Related Resources Regional Efforts to Reduce Homelessness 7:15 p.m. Public Survey Online through Friday, 10/11 ■ ■ https://www.surveymonkey.comU2200AshIand Paper Version Tonight 7:30 p.m. Forum Concludes ■ 6 Page 7 of 14 Welcome! The City of Ashland and the members of the 2200 Ashland St. Master Plan Ad hoc Committee welcome your participation in this opportunity to learn more about plans for the future of the property at 2200 Ashland St., ask questions, and offer feedback. The Committee The 2200 Ashland St. Master Plan Ad hoc Committee is charged with developing a future oriented Master Plan for the property,which can serve as the basis for cost estimates and as a tool to leverage new funding for renovations and operations. The Committee is comprised of neighbors, people who have lived experienced with homelessness, advocates, and three non-voting members of City Council. 2200 Ashland St. Masterplan Ad Hoc Committee Ruth Coulthard Member Jason Houk Member Rachel Jones Member Matthew McMillan Member Debbie Neisewander Member Avram Sacks Member Trina Sanford Member Allison Wildman Member Tonya Graham,Mayor Non-voting Member Gina DuQuenne,City Councilor Non-voting Member Bob Kaplan,City Councilor Non-voting Member Jan Calvin Facilitator Timeline The Committee began its work in June 2024 and is scheduled to finalize and present recommendations to Ashland City Council on November 16, 2024. Discovery Phase Service needs Recommendations Phase Neighborhood Share draft recommendations challenges with the community;seek and incorporate feedback. Contractual obligations Submit recommendations to Zoning&Building Codes City Council. • Options Phase Actualization Phase Investigate traditional Create architectural and innovative drawings and site plans solutions to the Develop cost estimates challenges identified in the Discovery Secure capital funding Phase. Secure operations funding 7 Page 8 of 14 Starting with the End in Mind The "end" in this case, is a master plan for the use of 2200 Ashland St. that 1. aligns with contractual obligations to provide services to people experiencing homelessness, 2. furthers the community's goals regarding homeless services and affordable housing, and 3. enhances the experience of the surrounding neighborhood. This End is Not The End Having a property master plan is the foundation for seeking funding for site improvements and operations. Prioritizing certain aspects will likely (and practically) support a phased approach to implementing the master plan. Some components of the master plan will be immediate. The site will continue to be used as a Severe Weather and Smoke Shelter, and it will be available as a community hub in case of emergencies. These uses are supported within the current City Budget. The other way in which the 2200 Ashland St. Master Plan is not "the end" is that it 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. The services at 2200 Ashland Street are not intended to duplicate services provided at OHRA, as each site plays a different role in addressing community needs. See the area resources on page 8 for more information about local efforts to address housing and homelessness. 8 Page 9 of 14 How the Site will be Managed The Committee is proposing the following parameters for how the 2200 Ashland St. property,facilities, and services will be managed. 9. The City of Ashland will provide strong and continuous contract management for program providers, including approval of program and site management policies and practices prior to commencing services. All services will be delivered with trauma informed practices. 10. The property is not suitable for drop-in activities. Except for the Severe Weather/Smoke Shelter, any classes or services provided on site will be by appointment or pre-registration. 11. The services offered will not be suitable for high-needs individuals (e.g., people in active addiction or with severe or persistent mental health disorders). This low-needs population to be served will be from the Ashland community and identified through an assessment of their vulnerability, needs, and capacity for self-sufficiency. 12. Clients will agree to a code of conduct and sign a behavior contract. 13. 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. The advisory council will report to City Council and provide regular updates and recommendations. 14. Residents of the site will be engaged in activities to increase their ability to be self- sufficient in stable housing. 15. Residential stays will be for a duration sufficient for individuals to prepare for self- sufficient living; likely no longer than 24 months. 16. Three ways that the facilities on site could be used: o Transitional Housing (up to 24 months) o Bridge Housing (e.g.,when someone has a housing voucher and is looking for a place to rent, up to 6-9 months) o Winter Season Housing (perhaps November - March) 9 Page 10 of 14 Physical Space 17. The physical layout of the existing building will include, at a minimum, multipurpose space and restrooms. It may also include offices and/or residential space with a kitchen, showers, and bathrooms. 18. The configuration of residential space - whether in the existing building or any future structures - will provide for privacy and separate lodging for each household (individual, couple, or family), although there may be shared space (e.g., kitchen, showers, restrooms, laundry). 19. The physical spaces for housing could be: o Boarding Rooms (within the existing building) o Tiny Home Village o Multi-floor Efficiency Apartments 9 p w The Possibility of Offices • The site could include office space for staff/volunteers of aligned programs that do not serve clients on-site (e.g., land trust). • The site could include office space for aligned services provided by appointment only (e.g., counseling). 'I I dw a 1' 10 Page 11 of 14 What is NOT being Considered for this Property Tent camping Walk up services Resource Center Car camping Flea market Day Center Low barrier sheltering Maker space Urban Rest Stop Congregate sheltering Permanent Pallet houses What Will Be at this Property Two of the uses will only be when conditions dictate: • Severe weather sheltering (heat, cold, smoke) • Neighborhood resiliency hub during community emergencies What Else is being Considered for this Property One possible use could be for Winter Season Housing (e.g., November through March) The purpose of Winter Season Housing would include training, counseling, and support to move into a subsidized housing program with ongoing case management. The other uses would be year around: • Residential services (in the current building and/or one or more new buildings) o Transitional Housing - The purpose of Transitional Housing would be to provide up to 24 months of training, counseling, and support to move into a subsidized housing program with ongoing case management or housing without subsidy. o Bridge Housing - The purpose of Bridge Housing would be to provide temporary housing for individuals who can be self-sufficient (e.g.,they have a housing voucher or are enrolled in a subsidized housing program), but are seeking a rental unit. • Day services by appointment (in the current building) o Day Storage o Showers o Laundry o Client Services • Offices for aligned organizations (in the current building) What Could be at the Property Temporarily, before the Master Plan is Implemented Pallet house village More space for extreme weather shelter Offices for aligned organizations 11 Page 12 of 14 2200 Ashland St. Site Map r , i� r Land: 52,272 sq. ft. (1.20 acres) Building: 5,333 sq. ft. finished interior [insert floorplan of existing building] 12 Page 13 of 14 Area Resources Addressing Housing and Homelessness Jackson County Continuum of Care Home - Jackson County Continuum of Care (iacksoncountyorcoc.org) City of Ashland Medford Gospel Mission City of Medford-Crossings OnTrack ACCESS Opportunities for Housing,Resources and Columbia Care Assistance Community Works Resolve Center for Dispute Resolution and Restorative Justice Family Nurturing CenterJackson County Rogue Retreat Hearts with a Mission Rogue Valley Council of Government Housing Authority of Jackson County St.Vincent De Paul Jackson County Mental Health The Arc Jackson County Jackson County Resource Center The Salvation Army Magdalene House UNETE Maslow Project VA White City City of Ashland Housing Production Strategy https://www.ashlandoregon.gov/DocumentCenter/View/1665/Ashland-Housinq-Production-Strategy-PDF City of Ashland Housing and Human Services Advisory Committee Housinq & Human Services Advisory Committee I Ashland, OR (ashlandoregon.gov) 13 Page 14 of 14