HomeMy WebLinkAbout11.12.2024 - 2200 Ashland Street Ad Hoc Committee - Agenda Packet vans General Meeting Agenda
ASHLAND GENERAL
REGULAR MEETING AGENDA
Tuesday, November 12, 2024
I. CALL TO ORDER
II. BUSINESS SESSION I
1. Minutes of October 30, 2024
III. PUBLIC FORUM
IV. BUSINESS SESSION II
V. RECAP & NEXT STEPS
VI. ADJOURNMENT
VII. ANNOUNCEMENTS
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Page 1 of 21
r
2200 Ashland St. Ad Hoe Committee Meeting
Tuesday, November 12, 2024
3:00-7:00 p.m.
2200 Ashland Street
AGENDA
I. CALL TO ORDER(3:00-3:05 p.m.)
Welcome & Review Agenda &Timeline
November 18 Study Session with City Council, 5:30 p.m.
December 3 Recommendations on City Council Agenda, 6:00 p.m.
Sun Mon Tues Wed Thurs Fri Sat
10 11 12 meeting 13 14 15 16
17 18 Council 19 20 21 22 23
study session
24 25 26 27 28 29 30
1 2 3 Council mtg.
II. BUSINESS SESSION 1
1. Minutes of October 30, 2024(3:05-3:10 p.m.)
2. Feedback from Local Providers (3:10-3:20 p.m.)
3. Draft Report Overview(3:20-3:30 p.m.)
4. Recommendations (3:30-4:45 p.m.)
a. Day Services
b. Transitional Housing
c. Severe Weather Shelter
d. Training, Meetings, and Administrative Offices
e. Maintenance and Amenities
f. Other Allowed and Prohibited Uses
g. Site Management
III. PUBLIC FORUM — Up to 5 minutes for public comments (4:45-4:50 p.m.)
IV. BREAK(4:50-5:00 p.m.)
V. BUSINESS SESSION 2
1. Carry-over items from Session 1 (5:00-5:30 p.m.)
2. Additional Information and Recommendations (5:30-6:00 p.m.)
3. Cover Memo (6:00-6:15 p.m.)
4. Presentation at Study Session (6:15-6:30 p.m.)
5. Work Plan for Ad hoc Committee v2.0 (6:30-6:50 p.m.)
VI. RECAP & NEXT STEPS(6:50-6:55 p.m.)
VII. ANNOUNCEMENTS (6:55-7:00 p.m.)
Vill. ADJOURNMENT(7:00 p.m.)
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2200 Ashland St. Ad Hoc Committee Meeting
October 30, 2024 Minutes
Name Role Attended 10/2/24
1 Matthew McMillan Member x (on Zoom)
2 Bob Kaplan, City Councilor Non-voting Member x
3 Allison Wildman Member x
4 Jason Houk Member x
5 Rachel Jones Member x
6 Ton a Graham, Mayor Non-voting Member x
7 Debbie Neisewander Member x
8 Avram Sacks Member x
9 Gina DuQuenne, City Councilor Non-voting Member x
10 Trina Sanford Member x
Jan Calvin Facilitator x
Vanessa Houk Public x
Alex Reid Public x
Morgan Rothborne Media/Public x
AGENDA REVIEW
The agenda was reviewed. Jan apologized for not yet reaching out to Debbie for ideas on how to get
feedback from local providers (thus, not completing that task yet).
MINUTES OF OCTOBER 16, 2024
Minutes were reviewed and approved, with the following revision:
The group spent the remainder of the meeting discussing the idea of temporarily placing the city-
owned Pallet houses at the site. Members of City Council want to hear from this group; is there
something compatible-something workable-for this winter?Discussion resulted in the f949 449-
agFeepqept.-a preliminary concept for a pilot program:
• Pilot program for the 2024-25 winter
• Sunset unless there is neighborhood agreement that everything went well
• Have an "exit plan"for the residents (and the structures) prior to starting
• Apply all of the management recommendations
• Population to be seniors and/or medically fragile
• Individuals or couples
BUSINESS
Pallet Houses. Extensive discussion around the use of the City's Pallet houses included the following
information:
• A site visit/meeting occurred earlier in the week with the Committee's three members of Council
and key staff(Fire Marshall, Director of Community Development, City Manager, and
Emergency Manager).
• State law supersedes local zoning and requires that residents of micro shelters have access to
bathrooms, kitchen, and showers. Honoring the Committee's preliminary recommendations that
there be no porta-potties or shower/laundry trailers on the site, informal discussions have begun
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about other locations for the Pallet houses, including OHRA (first, to provide this local shelter
option) and Rogue Retreat (if OHRA declines).
• Prompted by Debbie, the Committee asked that the specific requirements (particularly for
showers) be confirmed.
• It was noted that, if the Pallet houses were placed at OHRA, their use would be under the
purview of OHRA, with none of the Committee's management recommendations. If it is possible
that the Pallet houses can be placed at 2200 Ashland St. (pending further information), and the
Committee recommends a pilot program, that recommendation would include use and
management.
Pace and Process. Committee members had expressed concerns about not having enough time to
complete the Committee's task and wanted to know the factors driving the November deadline for
recommendations. Jan noted three overarching factors:
1. needs for services that are "on hold"
2. the expectations of the State
3. a June 30, 2025 deadline for expenditure of certain funds that could be used for 2200 Ashland St.
Tonya affirmed these factors and offered more information about State expectations, noting that,just as
the use of the property for the extreme weather shelter was always part of the plan, so is the use for
more than just severe weather sheltering. The State is aware of the City's process with the Ad hoc
Committee, has been flexible in allowing time for this, and is awaiting the City's plan.
Tonya also described what would happen once the Committee provides its recommendations, stating
that the next step is an analysis of what is possible on the site. This step will involve architects,
engineers, and the development of a "facilities plan."
The Committee discussed the idea of providing solid recommendations for a Master Plan and also
recommendations for a "next phase" of Committee work, which could include more details around the
management recommendations, such as a framework for management policies and procedures, criteria
for selection of providers, as well as guidelines for interim use of the property.
Approval of Preliminary Recommendations. The Committee walked through the preliminary
recommendations and affirmed the ones to include in the final report, and also identified the ones that
needed more discussion. See attached document.
[Members of City Council excused themselves at 5:00 p.m. to attend a special Council meeting, and the
Committee extended its meeting time to 5:30 p.m.]
Next Steps. The Committee agreed to add meeting time to its process, with the specific date/time to be
confirmed through a Doodle Poll.
COMMUNITY FORUM — none, due to lack of time
ANNOUNCEMENTS — none, due to lack of time
MEETING ADJOURNED at 5:35 p.m.
Attachment: Draft plan updated 10131124 based on agreements made at 10130124 meeting.
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TO: Ashland City Council Updated 10/31/24 Text in light blue has not been agreed upon
FROM: 2200 Ashland St. Master Plan
Ad hoc Committee
DATE: November 12, 2024
SUBJECT: 2200 Ashland St. Master Plan Recommendations
The Committee
The 2200 Ashland St. Master Plan Ad hoc Committee was 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 was 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
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,which concludes with recommendations to
Ashland City Council on November 19, 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
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Starting with the End in Mind
The "end" in this case, is a master plan for the use of the 2200 Ashland St. property 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) mean a phased approach to
implementing the master plan.
Some components of the master plan will be immediate. For example,the site will
continue to be used as a Severe Weather and Smoke Shelter, and it will be available as a
community space in case of emergencies. These uses are supported within the current
City Budget.
one 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 recommended services at 2200 Ashland Street are intended to complement and not
duplicate or compete with other services, as each plays a different role in addressing
community needs.
Acknowledging the Challenges
As individuals,families, and interconnected sectors of the greater Ashland community,we
recognize that the condition we call "homelessness" has many challenges. It is through
the transparent examination of steps - and mis-steps - that the 2200 Ashland St. Master
Plan Ad hoc Committee believes well-planned and well-managed efforts can create
positive outcomes for everyone.
5
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Recommendations for How the Site will be Managed
First and foremost,the Committee recommends the following parameters for how the
2200 Ashland St. property, facilities, and services be managed.
1. The City of Ashland must provide strong and continuous contract management for
program providers, including approval of program and site management policies and
practices prior to commencing services, that include, but are not limited to standards
for client services, security, exit planning, and staff training.
2. The City of Ashland appoint a 2200 Ashland St. Management Advisory Council with
representatives from the neighborhood, as well as people with lived experience of
homelessness. The advisory council must be integral in developing provider
expectations and supporting strong management of the site.
The City Council extend or otherwise re-charter the Committee
the 64 - ib'e to address development of
policies and procedures for the effective management of the site, an interim use plan
for services/uses prior to implementing the Master Plan, as well as ongoing
communications with the surrounding neighborhood and the potential clients to be
served on site.
3. Expectations should be laid out in seeking service providers who will work with the City
and neighborhood to deliver high-quality services and mitigate any concerns that
arise.
4. Except for the Severe Weather/Smoke Shelter, any classes or services provided on site
be by appointment or pre-registration.
5. The services at this location should not be suited to high-needs individuals (e.g.,
people in active addiction or with severe or persistent mental health disorders). The
population to be served should be well on their way to self-sufficiency and identified as
such through an assessment of their vulnerability and needs.
6. The resources at this location should serve people from Ashland and not draw people
from beyond the local community.
7. Clients must agree to a code of conduct and sign a behavior contract that describes
expectations and protocols for completing or terminating services.
8. Residents should be engaged in activities to increase their ability to be self-sufficient in
stable housing. Clients should be supported with best practices in social services and
coordination with other community resources to help them achieve self-sufficiency.
9. Residential stays should be for a duration sufficient for individuals to prepare for self-
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sufficient living; likely no longer than 24 months.
What Should Not be at this Property
The Committee recommends the following uses not be permitted at the 2200 Ashland
Street property:
1. Tent camping
2. Car camping
3. Drop-in services ReseHFee eeigteF
5. UrbeR rest step
6-.4. Permanent Pallet houses
-7-.5.Flea markets
&6. Maker space
And, except for the Severe Weather/Smoke Shelter, that there be no
1. Low-barrier sheltering,
2. Congregate sheltering, or
3. Walk-up services.
Services Appropriate for this Property
As noted in the management recommendations on page 3, except for the Severe
Weather/Smoke Shelter, any services provided on site should be by appointment or pre-
registration, and clients must be screened prior to engaging in services.
The Committee recommends the following indoor services--by—appointment as
appropriate for this property:
1. Laundry
2. Showers
3. Day storage
4. offices for social service providers to meet with clients
Sher Space for Administrative Offices, Training, and Meetings
The Committee further recommends exploration of the
need for and interest by organizations with aligned missions to be ee leeateelhave office
space on this property (e.g., organizations addressing affordable housing, homelessness,
or related issues).
The GeffiRgittee eigeeHFages this type ef"FAixed use," wheFe adR9iiqistFetiVe effiees ee exist
The Committee
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further recommends, as space allows the use of the property for appropriately secure
educational forums, meetings, and training related to housing and homelessness.
The Existing Building
The Committee recommends the following regarding the existing 5,333 square-foot
building:
1. All services be provided within the building and not delivered through mobile or
temporary units placed outside the building.
2. Additional restrooms be added for people using the extreme weather shelter. To
this end, the committee would support placement of a Portland Loo on the north or
west side of the building, until such time as interior restrooms can accommodate
this need.
This is where the Committee ended its review on 10130124.see also the bottom of page 8.
3. Retention of a multipurpose space,that can be used for workshops, classes, and
meetings, as well as activities in response to a community emergency (e.g., flood,
fire, earthquake).
- --------------------------------- T, i- ------------------- -
-_
Zi
g eremxwraE a... .,w vm
9 \ i
e�h / � ® CED
FIJ
5,333 sq.ft.finished interior u
The Committee recognizes that any residential use of the existing building will require
installation of a fire suppression system. However,the Committee was encouraged to
learn that, depending on the type and configuration of residential use,there may not be
need for major renovations around emergency egress (e.g., changing the placement of all
windows).
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Transitional Housing and/or Bridge Housing
The Committee recommends that the property be used to help meet the need for
Transitional Housing and/or Bridge Housing.
Purpose/Definitions:
• The purpose of Transitional Housing is to provide up to 24 months of training,
counseling, and support for clients to then move into a subsidized housing program
with ongoing case management or housing without subsidy.
• The purpose of Bridge Housing is to provide short-term 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.
Facilities for Transitional Housing and/or Bridge Housing
The Committee recommends one or more of the following facilities to be used for
Transitional Housing and/or Bridge Housing.
1. Boarding Rooms in the existing building.
2. Tiny Home Village,where individuals or couples can reside in self-contained tiny
homes, complete with bathrooms and kitchens.
3. Multi-floor Efficiency Apartments, also for individuals or couples, but making for
more efficient use of the space.
A Pilot Program
The Committee recommends that the City of Ashland, abiding by all of the Management
Recommendations on page 3, implement a pilot program for the 2024-25 winter season
to use the City-owned Pallet houses to shelter seniors and medically fragile adults at the
site. The pilot program would include an "exit plan" for the residents (and the structures)
prior to starting. The pilot would "sunset" at the end of the season unless the assessment
and recommendation of the Advisory Council stated otherwise.
Further, the Committee recommends that the Pallet houses be located on the north side
of the building, pending any unforeseen siting issues.
9
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The Role of the Advisory Council
The Committee recommends the following as the role of the Advisory Council:
1. To advise City Council on all aspects of the 2200 Ashland St. Master Plan, including
implementation and any future revisions.
2. To advise staff on the development of policies and procedures related to the site.
3. To be integrally involved in developing provider expectations and Requests for
Proposals related to the site.
4. To monitor and support the City of Ashland's strong management of the site (e.g.,
develop measures to monitor the effectiveness of the 2200 Ashland St.
management practices).
5. To advise staff on an "exit plan" for residents and Pallet houses, should the City
implement the recommended winter 2024-25 pilot program.
6. To assess the impacts of the winter 2024-25 pilot program on the surrounding
neighborhood and make recommendations to City Council regarding any possible
extension of the program.
7. To support the City of Ashland to communicate with area residents and businesses
regarding plans and activities related to the 2200 Ashland St. property.
8. To support communication and coordination among service providers at the site,
with particular focus on addressing emerging issues and maintaining
communication with area residents and businesses.
10
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IMF
VP
d �
Land:52,272 sq.ft. (1.20 acres)
Additional Insights
The members of the 2200 Ashland St. Master Plan Ad hoc Committee recognize that their
purview related to the use of one City-owned property with contractual obligations to
serve the needs of people experiencing homelessness. The location of this property and
the existence of a major homeless services center within one mile of the site were major
factors in shaping recommendations. The Committee is unanimous in its agreement that
this site cannot meet all needs, or even the most critical needs, of people experiencing
homelessness.
In closing,the Committee recommends that the City of Ashland use the expertise of staff
and the Housing and Human Services Advisory Committee, along with the framework
provided in the August 2024 Homeless Services Assessment Report to continue to address
issues related to homelessness.
Additional Note 10131124:
The Committee recommends that the 2200 Ashland St. services for people experiencing
homelessness be coordinated with other services throughout the region to facilitate
effective access to a network of resources.
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TO: Ashland City Council 11/4/24
FROM: 2200 Ashland St. Master Plan Ad hoc Committee DRAFT
DATE: November 12, 2024 REPORT,
SUBJECT: 2200 Ashland St. Master Plan Recommendations Pages 12-18
The Committee
The 2200 Ashland St. Master Plan Ad hoc Committee was charged with developing a
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 was 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
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 concludes with this report presented for
a City Council Study Session on November 18 and Council action on December 3, 2024.
Discovery Phase Recommendations Phase
Develop and share draft
Identify service needs,neighborhood challenges, recommendations with the community;state expectations,and zoning and incorporate feedback
and building codes Submit recommendations to City Council
•
Options Phase
Investigate traditional and
innovative solutions
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Page 13 of 21
The Charge
The Committee was charged with developing a master plan for the use of the 2200
Ashland St. property that
4. provides services to people experiencing homelessness,
5. furthers the community's goals regarding homeless services and affordable
housing, and
6. enhances the experience of the surrounding neighborhood.
The Role and Limitations of the 2200 Ashland St. Master Plan
Having a property master plan is the foundation for seeking funding for site improvements
and operations.
Prioritizing certain aspects will likely (and practically) mean a phased approach to
implementing the master plan.
Some components of the master plan will be immediate. For example,the site will
continue to be used as a Severe Weather and Smoke Shelter, and it will be available as a
community space in case of emergencies. These pre-determined uses are incorporated
into the master plan and supported within the current City Budget.
However, 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.
The recommended services at 2200 Ashland Street are intended to complement and not
duplicate or compete with other services, as each plays a different role in addressing
community needs.
Acknowledging the Challenges
As individuals,families, and interconnected sectors of the greater Ashland community,we
recognize that the condition we call "homelessness" has many challenges. It is through
the transparent examination of steps - and mis-steps - that the 2200 Ashland St. Master
Plan Ad hoc Committee believes well-planned and well-managed efforts can create
positive outcomes for everyone.
Recommendations
Attached, as one indivisible document, please find
• 2200 Ashland Street Master Plan Recommendations (pages 3-4)
• 2200 Ashland Street Site Management Recommendations (page 6)
• Additional Recommendations (page 7)
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Page 14 of 21
2200 Ashland St. Master Plan Recommendations
1. Day Services
Except for the Severe Weather/Smoke Shelter (see next page), any services provided on
site shall be by appointment or pre-registration, and clients must be screened prior to
engaging in services.
The following indoor,daytime, by-appointment services shall be provided at this property:
a. Laundry
b. Showers
c. Day storage
d. offices for social service providers to meet with clients
2. Transitional Housing
The property shall be used to help meet the need for Transitional Housing, including Bridge
Housing, as defined below:
• Transitional Housing provides up to 24 months of training, counseling, and support for
clients to then move into a subsidized housing program with ongoing case
management or housing without subsidy.
• Bridge Housing provides short-term 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.
one or more of the following facilities shall be used for Transitional Housing and/or Bridge
Housing at the site.
a. Boarding Rooms in the existing building.
b. Tiny Home Village,where individuals or couples can reside in self-contained tiny
homes, complete with bathrooms and kitchens.
c. Multi-floor Efficiency Apartments, also for individuals or couples, but making for
more efficient use of the space.
14
Page 15 of 21
3. Severe Weather/Smoke Shelter
2200 Ashland St. shall be used to provide shelter from severe weather and smoke. Persons
shall be allowed to access this service without screening or pre-appointment and shall
agree to abide by City-approved shelter rules.
4. Space for Training, Meetings, and Administrative Offices
The site shall allow scheduling of appropriate space for training and meetings related to
housing and homeless services,free of charge, except for fees to cover the cost of any
required supervision or post-use cleaning, described in a Facility Use Policy and Fee
Schedule.
In addition,the site shall allow for a limited number of office spaces for administrative use
by organizations with aligned missions. The arrangement for such use shall be a lease at
rates typical for similar properties, however the City of Ashland shall have the ability to
waive or otherwise reduce the lease fee, under a Facility Use Policy and Fee Schedule.
5. Maintenance and Amenities
The property shall be fenced and well-maintained. The detailed Facility Plan shall include
placement of additional trees, as well as upgraded fire-safe landscaping. Continuous
weed abatement and other regular maintenance shall ensure that the property is visually
appealing, in keeping with the standards of other City buildings and properties.
The property shall include a multipurpose space,that can be used for classes and
meetings, as well as activities in response to a community emergency (e.g., flood,fire,
earthquake).
Additional restrooms shall be added inside the existing building to meet the needs of
participants at the Severe Weather/Smoke Shelter. Other amenities shall include bicycle
racks,visually appealing screening of any outdoor recycling or garbage bins,
informational signage, and low-impact night lighting. In addition,the City of Ashland shall
remove the dilapidated shed attached to the west side of the building as soon as
possible.
6. Other Allowed and Prohibited Uses
Except for the Severe Weather/Smoke Shelter, low-barrier shelter and congregate shelter
shall be prohibited at 2200 Ashland St. In addition,the following uses shall be prohibited:
a. Tent camping
b. Car camping
c. Drop-in services
d. [Permanent] Pallet houses
Other allowed or prohibited uses shall be in accordance with a Master Plan Amendment to
be developed within the next six months (see Additional Recommendations).
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Page 16 of 21
F
Land:52,272 sq.ft. (1.20 acres)
------------------------------------
.o�..aa.wo..E.... n,�umueronM
arerev xwae
n.
E
=77-
tu==
-- ----------- ------- ---- -- --- -- ------ ------ ---- ----------
5,333 sq.ft.finished interior
16
Page 17 of 21
2200 Ashland St. Site Management Recommendations
Note: Detailed policies, procedures, rules, expectations, and responsibilities, referenced
below should be more fully developed in the next phase of Ad hoc Committee work.
10. The City of Ashland shall provide strong and continuous contract management for
program providers, including approval of program and site management policies and
practices prior to commencing services,which include, but are not limited to
standards for client services, security, exit planning, and staff training.
11. The City of Ashland shall establish an ongoing 2200 Ashland St. Management Advisory
Committee with representatives from the neighborhood, as well as people with lived
experience of homelessness. The advisory committee shall be integral in deve+eping
supporting strong management of the site.
12. Expectations shall be laid out in seeking service providers who will work with the City
and neighborhood to deliver high-quality services and mitigate any concerns that
arise.
13. Except for the Severe Weather/Smoke Shelter, any classes or services provided on site
shall be by appointment or pre-registration. People served at this location must be
able to make and keep their appointment(s) and abide by clearly communicated
rules and regulations.
14. Clients must agree to a code of conduct and sign a behavior contract that describes
expectations and protocols for completing or terminating services.
15. The services at this location shall not be suited to high-needs individuals (e.g., people
in active addiction or with severe or persistent mental health disorders). The
population to be served shall be well on their way to self-sufficiency and identified as
such through an assessment of their vulnerability and needs.
16. [The resources at this location should serve people from Ashland and not draw people
from beyond the local community.]
17. Residential stays shall be for a duration sufficient for individuals to prepare for self-
sufficient living; likely no longer than 24 months.
18. Residents shall be engaged in activities to increase their ability to be self-sufficient in
stable housing. Clients shall be supported with best practices in social services and
coordination with other community resources to help them achieve self-sufficiency.
17
Page 18 of 21
Additional Recommendations
The 2200 Ashland St. Master Plan Ad hoc Committee recognizes that its charge is to make
recommendations for the use of just one City-owned property to help serve the needs of
people experiencing homelessness. The location of this property and existence of a major
homeless services center within one mile of the site were major factors in shaping these
recommendations.
The Committee is unanimous in its agreement that this site cannot meet all needs, or
even the most critical needs of people experiencing homelessness. However,the
Committee believes that anything the site offers, should be well designed and integrated
with other services. Therefore, the Committee makes the following additional
recommendations:
1. Services at 2200 Ashland St. be coordinated with other resources throughout the
region to facilitate effective access to a network of homeless services.
2. The City of Ashland use the framework provided in the August 2024 Homeless Services
Assessment Report to implement the most viable and promising actions to help
resolve and/or reduce homelessness.
3. The City of Ashland hire the staff position approved by Council to assist the City in
advancing a coordinated and well-articulated approach to homelessness services,
including supporting implementation of the recommendations within this document.
4. The City Council extend or otherwise re-charter the Ad hoc Committee for a period of
no less than six months and no longer than one year to:
a. Develop a master plan amendment for services/uses prior to full Master Plan
implementation, including consideration of exceptions for any temporary mobile
units,
b. Design a framework for program and site management policies and procedures,
including but not limited to standards for client services, security, exit planning, and
staff training,
c. Prepare a list of expectations for service providers,
d. Draft a client code of conduct, behavior contract, and "bill of rights"
e. Create a set of site rules and regulations,
f. Outline a viable client screening process,
g. Outline a Facility Use Policy and Fee Schedule,
h. Establish objectives for an ongoing 2200 Ashland St. Management Advisory
Committee, and
i. Identify key components of a communications plan for use with key stakeholders,
including the surrounding neighborhood and potential clients to be served on site.
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Page 19 of 21
Do not include the rest in the report. Defer to the Ad hoc v2.0 (pg. 7)
7. [The resources at this location should serve people from Ashland and not draw people from
beyond the local community.]
The Role of the Advisory Council
The Committee recommends the following as the role of the Advisory Council:
9. To advise City Council on all aspects of the 2200 Ashland St. Master Plan, including
implementation and any future revisions.
10. To advise staff on the development of policies and procedures related to the site.
11. To be integrally involved in developing provider expectations and Requests for Proposals
related to the site.
12. To monitor and support the City of Ashland's strong management of the site (e.g., develop
measures to monitor the effectiveness of the 2200 Ashland St. management practices).
13. To advise staff on an "exit plan" for residents and Pallet houses, should the City implement the
recommended winter 2024-25 pilot program.
14. To assess the impacts of the winter 2024-25 pilot program on the surrounding neighborhood
and make recommendations to City Council regarding any possible extension of the program.
15. To support the City of Ashland to communicate with area residents and businesses regarding
plans and activities related to the 2200 Ashland St. property.
16. To support communication and coordination among service providers at the site, with particular
focus on addressing emerging issues and maintaining communication with area residents and
businesses.
A Pilot Program
The Committee recommends that the City of Ashland, abiding by all of the Management
Recommendations on page 3, implement a pilot program for the 2024-25 winter season to use the City-
owned Pallet houses to shelter seniors and medically fragile adults at the site. The pilot program would
include an"exit plan" for the residents (and the structures)prior to starting. The pilot would"sunset" at
the end of the season unless the assessment and recommendation of the Advisory Council stated
otherwise.
The Existing Building
4. All services be provided within the building and not delivered through mobile or temporary units
placed outside the building.
5. Additional restrooms be added for people using the extreme weather shelter. To this end, the
committee would support placement of a Portland Loo on the north or west side of the building,
until such time as interior restrooms can accommodate this need.
19
Page 20 of 21
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