HomeMy WebLinkAbout2008-0505 Study Session PACKET
CITY OF
ASHLAND
CITY COUNCIL STUDY SESSION
AGENDA
Monday, May 5, 2008 at 6:00 p.m.
Sisldyou Roo~, Comm\'mity DO'lolopmcnt, 51 VVinbufl, 'Nay
a.oU.n~U ~{)...y\1>e~( \\l~ \5 ~O-u"\ ~~,
6:00 p.m. Study Session
1 . Look Ahead Review
2. Review of regular meeting agenda for May 6, 2008
3. Does the Housing Work Plan 2008-2010 appropriately outline the housing activities
the Council would like to see completed in the next two years to address the
Council's affordable housing goals? Should the Council establish priorities for the
activities within the Housing Work Plan? [1 Hour]
In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this
meeting, please contact the City Administrator's office at (541) 488-6002 (TTY phone number 1-800-735-
2900). Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to
ensure accessibility to the meeting (28 CFR 35.102-35.104 ADA Title I).
COl.;NCIL ivlEETlNCiS ARE BROAD('ASTLIVE ON CIIANNT:L 9
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CITY OF
ASHLAND
dress the Council on non-agenda items during the Public Forum. Any citizen may submit
item on the Agenda, unless it is the subject of a public hearing and the record is closed.
ight to orally address the Council on an agenda item. Time permitting, the
ever, public meetings law g ly public attendance, not public
lout the Speaker Request form the entrance to the Council Chambers.
as to the amount of time allo you, if any. The time granted will be dependent to
iscussion, the number ofpe 0 wish to be heard, and the length of the agenda.
AGENDA FOR THE REGULAR MEETING
ASHLAND CITY COUNCIL
May 6, 2008
Council Chambers
1175 E. Main Street
7:00 p.m. Regular Meeting
I. CALL TO ORDER
II. PLEDGE OF ALLEGIANCE
III. ROLL CALL.
IV. MAYOR'S ANNOUNCEMENT OF BOARD AND COMMISSION VACANCIES
V. SHOULD THE COUNCIL APPROVE THE MINUTES OF THESE MEETINGS?
[5 minutes}
1. Study Session of April 14, 2008
2. Regular Council of April 15, 2008
VI. SPECIAL PRESENTATIONS & AWARDS
1. Does the Council wish to accept the recommendation of the Citizen Library Advisory Ad Hoc
Committee (CLAC) to place a measure on the November 2008 ballot to levy 25 cents per
$1000 assessed property value to provide for enhanced library services through 2013? [15
Minutes]
2. Does the Council wish to adopt a resolution opposing the Bureau of Land Management's
(BLM's) preferred alternative for the Western Oregon Plan Revisions (WOPR)? [10 Minutes]
3. Mayor's Proclamation of May 11-17 as National Historic Preservation Week
VII. CONSENT AGENDA [5 minutes]
1. Does the Council accept the Minutes of Boards, Commissions, and Committees?
2. Does the Council wish to approve a Liquor License Application from Bob Robertson dba
Miguel's of Ashland?
3. Does the Council wish to renew the EMS Account Services Intergovernmental Agreement
with the City of Springfield, Oregon, for ambulance service billing services?
4. Does the wish to renew the Jackson County Supervising Physician Intergovernmental
Agreement for clerical support of the Supervising Physician Program?
5. Does the Council wish to approve the Ambulance Operator's License renewal for Ashland
Fire & Rescue?
6. Will Council approve a contract with HBH Consulting Engineers to conduct a traffic impact
analysis for the possible future closure of Glenn Street?
7. Will Council, acting as the Local Contract Review Board, accept a bid from D. Britton
Enterprises and award a contract in the amount of $118,156.16 for construction of the East
Main Rail Crossing Improvement Project No. 2005-15A?
('OLINC'JL l'vIEE'riNCiS ARE BR()ADC'AS'f LIVE: ON ('JIANNEL \)
V1SlrllJE CITY Or;/\SIILAND'S WEB SrrL: AI WW\V:\SIILAND.()I.UJS
8. Will Council approve a contract between the City and Carollo Engineers P.C. for Final Design
and Engineering Services - Talent Ashland Phoenix (TAP) Intertie Waterline Extension and
Pump Station in the amount of $699,229?
9. Will the Council, acting as the Local Contract Review Board, consent to enter in three
individual public contracts with Rhodia, Brenntag, and Univar for chemicals used at the Water
Treatment Plant?
10. Will the Council, acting as the Local Contract Review Board, consent to enter into three
individual public contracts with Brenntag, Cascade Columbia, and Univar for chemicals used
at the Waste Water Treatment Plant?
11. Should the Council approve the appointments and reappointments as recommended by the
Board of Directors for the Ashland Community Hospital?
VIII. PUBLIC HEARINGS (Testimony limited to 5 minutes per speaker, unless it is the subject of a
Land Use Appeal. All hearings must conclude by 9:00 p.m., be continued to a subsequent
meeting, or be extended to 9:30 p.m. by a two-thirds vote of council {AMC ~2.04.040})
None.
IX. PUBLIC FORUM Business from the audience not included on the agenda. (Total time allowed for
Public Forum is 15 minutes. Speakers are limited to 5 minutes or less, depending on the number
of individuals wishing to speak.) [15 minutes maximum}
X. UNFINISHED BUSINESS
None.
XI. NEW AND MISCELLANEOUS BUSINESS
None.
XII. ORDINANCES. RESOLUTIONS AND CONTRACTS
1. Should the City Council conduct and approve Second Reading of an Ordinance titled, "An
Ordinance relating to public parks, repealing Code Sections 10.68.050, 10.68.070 and
10.68.160"? [5 Minutes]
2. Should the City Council conduct and approve Second Reading of an Ordinance titled, "An
Ordinance relating to Solicitation, requiring no trespass signs, limiting solicitation hours, and
repealing Code Chapter 6.24 concerning peddlers"? [5 Minutes]
3. Should the City Council conduct and approve Second Reading of an Ordinance titled, "An
Ordinance Amending the Ashland Municipal Code, Chapter 1 0.115, Tenants Rights,
Amending Section 10.115.080, relating to fines"? [5 Minutes]
4. Should the City Council conduct and approve Second Reading of an Ordinance titled, "An
Ordinance amending the Ashland Municipal Code, Chapter 9.24, Removal and Disposal of
Non-Certified Wood stoves and Fireplace Inserts, amending Section 9.24.055, relating to
fines"? [5 Minutes]
5. Should the City Council conduct and approve Second Reading of an Ordinance titled, "An
Ordinance amending the Ashland Municipal Code, Section 10.100.010, Social Gambling and
Social Games"? [5 Minutes]
6. Should the City Council conduct and approve Second Reading of an Ordinance titled, "An
Ordinance amending the Ashland Municipal Code, Section 2.28.270, City Attorney Duties"?
[5 Minutes]
XIII. OTHER BUSINESS FROM COUNCIL MEMBERSIREPORTS FROM COUNCIL LIAISONS
XIV. ADJOURNMENT
In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this
meeting, please contact the City Administrator's office at (541) 488-6002 (TTY phone number 1-800-735-
2900). Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to
ensure accessibility to the meeting (28 CFR 35.102-35.104 ADA Title /).
VJ::-'l 11111. U I)" U!' /\::-'J!L.;\f'-H)~ \\'1",1.5 \J J L:\ I V\\VW./\::-'JlL:'\'"\ilJ.UJ<.U:-'
CITY OF
ASHLAND
Council Communication
Study Session Date:
Department:
Secondary Dept.:
Study Session: Affordable Housing Goals
May 5, 2008 Primary Staff Contact: Brandon Goldman
Community Development E-Mail: goldmanb@ashland.or.us
none Secondary Contact: Bill Molnar
molnarb@ashland.or.us
Estimated Time: Ihr
Approval:
Question:
Does the Housing Work Plan 2008-2010 appropriately outline the housing activities the Council
would like to see completed in the next two years to address the Councils affordable housing goals?
Should the Council establish priorities for the activities within the Housing Work Plan?
Recommendations:
None
Background:
The attached Housing Work Plan 2008-2010 outlines specific housing activities that have been
initiated by the City in recent years, or were established as goals through the approval of the
Affordable Housing Action Plan (2002). The plan aims to identify the specific benefits to be realized
for each individual project and establish the time frame in which the objectives are expected to be met.
The nature of housing development and planning often requires a multiyear process to take a project
from conception to completion. For the purposes of this work-plan the final outcome of a project
initiated in Fiscal Year 2008 may not actually be realized during a 2 year period. In such cases,
accomplishment milestones and a timeframe to completion is provided.
It is anticipated that the current downturn in the housing market may provide unique opportunities for
affordable housing project development activities in the coming year(s). In the event the Council
would like to direct staff to pursue project development to a greater degree than the 10% of staff time
indicated in the attached work plan, it would be valuable for the City Council to indicate which, if any,
of the other activities may potentially be reduced in scope in order to emphasize housing development.
Council Options:
The Council can affirm that the Housing Work Plan as presented appropriately reflects the varied
activities the Housing Program should be engaged in, and further establish any priority emphasis
relating to Project Development, Housing Trust Fund development, Land Use Regulations, Education
and Outreach, Commission Support, Program Administration, and Community Development Block
Grant Administration.
Attachments:
Housing Work Plan 2008-2010
Page I of I
050508 Housing Council Goal.CC.doc
r~'
CITY OF
ASHLAND
HOUSING WOR.KPLAN
TABLE. OF CONTE.NTS
PURPOSE OF WORK PLAN ............................................... 3
HOUSING PROGRAM OVERViEW..................................... 4
HOUSING PROGRAM SPECIALIST ............................................. 5
HOUSING PROGRAM ADMINISTRATION ................................. 6-7
CDSG PROGRAM ..........................................................8-11
GENERAL PROGRAM ADMINISTRA TION..........................................8-9
CONSOLIDATED PLAN UPDATE .........................................................10
FAIR HOUSING ANALYSIS OF IMPEDIMENTS...................................11
HOUSING TRUST FUND DEVELOPMENT ..................12-13
LAND USE AMENDMENTS.......................................... 14-15
ANNEXATION AND ZONE CHANGE AMENDMENTS .........................15
REGULATORY BARRIERS ...................................................................15
HOUSING DEVELOPMENT PROJECTS ..........................16
AFFORDABLE HOUSING DEVELOPED 2004-2007............................17
CHITWOOD PROJECT ...... ...... ........ ......... ......... ...... ...... ............ ............ 18
TERRACE COURT PROJECT ..............................................................19
BRIDGE STREET PROJECT ................................................................20
CLAY STREET PROJECT ..................................................................... 21
VERDE VILLAGE PROJECT ................................................................22
LITHIA LOT PROJECT................... ........ ..... ............................ ..... ...... .... 22
:~OD8~2C 1 C Hous~nq
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Purpose of the Plan
This Housing Work Plan is intended to identify specific housing activities that have been
initiated by the City to be completed in the short term (2-year). The plan will provide
direction to City staff, and provide measurable outcomes for Elected and appointed
Officials to monitor the objectives and the success of the housing program.
The plan aims to identify the specific benefits to be realized for each individual project.
Lastly the time frame in which the objectives are expected to be met and a visible method
to monitor and measure progress in meeting the objectives is indicated for each activity.
Given limited resources and Staff time the individual activities also contain an estimate of
staff and funding needs to accomplish the tasks. The nature of housing development and
planning often requires a multiyear process to take a project from conception to
completion. For the purposes of this work-plan the final outcome of a project initiated in
Fiscal Year 2008 may not be realized during a 2 year period. In such cases milestones
expected to be accomplished and a timeframe to completion is provided.
A number of other housing activities are ongoing by their very nature, such as education
and outreach, monitoring existing long term affordable housing units, and administration
of the Community Development Block Grant program. In such cases the activity is
defined and it is noted that the project will be ongoing. Further an estimate of the time
commitment necessary to undertake these ongoing projects is provided to assist resource
allocation.
Modifications to the Plan
Should identified work arise that falls outside the defined scope of this work plan, the
Project Manager must either deem the work out of scope and defer it, or in the event the
new item is considered a high priority by the City, than the decision to expand the scope
of the work plan to include the work will be necessary. The latter choice would result in
changes to the work plan, resource allocation, budget and/or schedule.
HOUS/iQ
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The Ashland Housing Program Overview
The term "Ashland Housing Program" is applied to various activities the City undertakes
to address the unmet housing needs within our community. As there is no single means
of adequately addressing the housing issues facing the City, a comprehensive approach
to ward program development has evolved over time.This comprehensive approach is
appropriate to ensure we can implement all tools available to increase the supply of
affordable housing. The Housing Program therefore has included the development Land
Use regulations, provision of financial assistance through Community Development Block
Grants and the development of a Housing Trust Fund, and direct project development in
collaboration with affordable housing providers.
The chart provided below illustrates the general distribution of time dedicated to each
aspect of the Housing Program over the course of a year. It is important to note that
although the percentages provided approximate an annual distribution of time, due to the
nature of housing development, grant cycles, and planning and administration the amount
of time dedicated to given activities fluctuates considerably through the course of a year.
10%
10%
10%
IiiilCDBG
.. Program Administration
o Commission Support
o Education and Oureach
.. Housing Trust Fund
I!lI Project Development
.. Land Use
o Misc.
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The Housing Program Specialist
The Housing Program Specialist position is involved in all aspects of planning, organizing,
coordinating, and directing housing related projects, programs, functions, and activities of
the City. With a specific focus on affordable housing activities, administration includes
working closely with the Community Development Director, the Housing Commission, the
Planning Commission and the City Council to accomplish the goals outlined by the City
Council. Additionally the administrative work of the Housing Program Specialist includes
coordination with other City departments, a variety of public and private organizations,
consultants, contractors, citizen groups, and the general public in developing or
maintaining programs, and implementing projects in an effort to retain or developing
needed housing.
Essential job duties of the Housing Program Specialist includes implementing the priority
items described in the City of Ashland's Housing Action Plan, which includes but is not
limited to:
· Researching, compiling and creating the framework for a Housing Trust fund; and identifying
and recommending long-term funding sources for the Housing Trust Fund.
· Providing program and policy recommendations to help clarify and help develop administrative
procedures and practices related to the City's housing programs to assure that these
programs are meeting identified needs and City Council Goals. Participation in strategic
planning for assisted and affordable housing programs.
· Administration of the City's Community Development Block Grant program to ensure
compliance with HUD regulations for services to low and moderate-income households.
Maintains awareness of new HUD policies and regulations, maintains required data, and
prepares required reports. Maintains communications with regional HUD staff and CDBG
subrecipients. Conducting contract monitoring site visits in accordance with HUD regulations.
· Negotiation and development of contracts and amendments to reflect City policies on housing.
Review of contract requirements and verification that the delivery of services or housing is in
compliance with contract terms.
· Conducting studies and collects data to determine the availability of resources for funding
current or new programs.
· Responding to Council requests for information by submitting written reports or making oral
presentations.
· Working in collaboration with Planning and Legal Departments to research and development
standardized legal documents to record long-term and perpetual affordability requirements.
· Continuous work to improve operations, streamlines work processes, and to provide quality
customer service.
The Housing Program Specialist also acts as the City Staff Liaison to the Ashland
Housing Commission to assist them is addressing their mission and goals
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Housing Program Administration
Administration of the existing City of Ashland Housing Programs is an vital part of the
work of the Housing Program Specialist to maintain the integrity of the program and to
ensure that the benefits of the needed housing secured through the program are realized
by the community.
In an effort to secure housing as affordable the City of Ashland has offered a number of
incentives to housing providers including the waiving of System Development Charges,
waiving of Community Development and Engineering Fees, direct subsidy in the form of
CDBG grants or City property, Density Bonuses in residential development, as well as
supporting the housing provider in their efforts to seeking additional funding.
To ensure that affordable housing units that are created are maintained as affordable the
City imposes deed restrictions and liens on covered units to regulate the qualifying
incomes of households and maximum rents and sale prices. Communicating the
incentives available, regulations and restrictions to housing providers, buyers and rentals
is an important function to promote the success of the programs. The development and
review of contracts, deed restrictions, and covenants, is a necessary administrative
function of the Housing Program Specialist. Further the prequalification of occupant
households through income verification and monitoring of rents or sales prices through
review of purchase agreements and tax information is a vital role to maintain the integrity
of the program.
General Housing Program Administrative tasks:
. Advise the Community Development Director, City Administrator and other
management staff, the Housing Commission, the Planning Commission, and City
Council on housing related issues and matters; provide advice and
recommendations related to program implementation, development plans, and
funding availability.
. Coordinate efforts of City departments involved in the planning and implementation
of development projects.
. Coordinate with City, federal, state, and non-profit agencies and private companies
to develop resources; monitor funding opportunities for housing and housing
programs.
. Development and Review of Development Agreements, Contracts, Covenants,
Deed restrictions and Liens.
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· Work closely with homeowners, landlords, contractors, developers, business
owners, and property owners in providing program related information and
resolving concerns.
. Consultant management
. Process housing related financial transactions.
· Verification of household income and assets to qualify potential residents of
designated affordable housing. Monitoring of covered units to ensure rents, sales
price, and occupant households remain compliant with the City programs.
· Maintenance of files and databases regarding covered affordable housing units,
liens, terms of affordability, period of affordability, and occupant household
information.
· Administration of the CDBG program - addressed on page 6 of this work plan as a
separate item
Measurable outcomes
Attend each Housing Commission Meeting and provide updates to the Commission on
ongoing Housing Projects and programs. Attend select Planning Commission and City
Council meetings to report and advise on Housing Programs and Projects.
Each time a new affordable housing units are created the program specialist will have to
complete all associated documentation for SDC deferrals, Resale Restriction Covenants,
Income verification, review of all Covenants Conditions and Restrictions and Bylaws for a
given project to ensure consistency with the program requirements. On an ongoing basis
the Housing Program Specialist shall complete these tasks for new developments and at
each transfer of covered property.
Provide an annual report on the success of Housing Programs and projects in January of
each year.
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Community Development Block Grant Program
Description of the program :
The City of Ashland 2005-2009 Consolidated Plan for the Community Development Block
Grant Program addresses the needs of Ashland's population, and aims to establish
strategies to address the highest priority needs of our extremely low and moderate-
income residents. Specifically the five-year Consolidated Plan provides the basis for
allocating U.S. Department of Housing and Urban Development (HUD) funds under the
Community Development Block Grant Program (CDBG). During each year of the five-year
plan, the city prepares an Annual Action Plan that outlines the specific program activities
to be carried out in meeting the Consolidated Plan strategies. Each Year the City
Receives approximately $200,000 in CDBG funds, of which 20% are available for
administration of the CDBG Program.
The chart on the next page illustrates the cyclical nature of doing the base administration
of the CDBG Program and its intensity at various times throughout a year. It is important
to note that this chart reflects only the regular annual tasks related to administration of the
program including:
· RFP issuance in January of each year, due in late February
. Housing Commission Review: March
. City Council awards: April 1
. Annual Action Plan prepared: April 15th
. Subrecipient Agreements completed: July1.
· Environmental Reviews, Requests for Release of Funds, and Public Noticing
for specific projects (may occur at any time throughout a year)
· Consolidated Annual Performance Evaluation Report (CAPER) - Data
gathering, development and Review: July and August. Due September.
. Subrecipient Monitoring November-December
· Maintenance of HUD Integrated Disbursement and Information System for
release of funds (IDIS: Accounting, Draw-downs, requests for payments,
performance measures, client benefit reports)
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CDBG Administration Time Allocation Estimates
70%
10%
60%
1: 50%
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Additionally, non-annual tasks such as the development of a 5 year Consolidated Plan,
Fair Housing Activities other than ongoing education and responsiveness to questions
regarding discrimination are not included in this time estimate. The Five-Year
Consolidated Plan currently is a 2005-2009 plan and thus will need to be updated for the
2010-2014 period. This update will be a substantial undertaking to be initiated in October
of 2009 to be completed and adopted prior to the 2010 Fiscal Year. The Consolidated
Plan is discussed in greater detail on Page 10.
Measurable outcomes for current COBG Administration: The activities of any
particular year are included in the Annual CDBG Action Plan which outlines all CDBG
expenditures and expected accomplishments. Approval of an Annual CDBG Action Plan
is expected in May of 2008.
The Action Plan shall include specific performance measures under each identified goal
and is thus the most appropriate source to reference for the measurable outcomes
relating to administration of the CDBG program.
Once approved, the 2008 CDBG Action Plan will be available online at
www.ashland.or.us/CDBG2008Action Plan
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COBG Consolidated Plan Update 2010-2014
The CDBG program requires the City to maintain a five-year "Consolidated Plan" which
assesses and prioritizes the housing and homeless needs in Ashland. The CDBG
Consolidated Plan also contains "spending priorities" which determine the types of
projects for which the funds may be used. The following spending priorities are included
in the draft CDBG Consolidated Plan.
In updating the five year Plan the Housing Program Specialist will research and update
sections for the
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Consolidated Plan to include:
. Citizen Participation Plan
. Community Profile
. Housing Needs Analysis
. Housing Market Analysis
. Homeless and Human Services
. Demographic Maps
. Performance Measures
· Key Interviews and demographic surveys
. Public hearings
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In 2004-2005 the City Hired a consultant to complete the research and public involvement
process to update the prior 5-year plan to reflect changing demographics and CDBG
spending priorities ( wwwashlandorusicdbaconsolidatedplan). The cost of this work was $10,000
however the consultant selected was simultaneously undertaking an update of the City of
Medford's Consolidated Plan, so Ashland benefited from the amortized research and plan
development. To undertake this effort independently of the City of Medford's 5-year
update would likely increase a consultant's project costs to approximately $30,000.
Alternatively if the update were to be completed by City Staff exclusively it would require
approximately 50% of the Housing Program Specialists time for approximately a three
month period. Given ongoing CDBG and Housing Program Administration functions, this
would essentially eliminate any available time for other activities during that period.
Project management by City Staff, in working with a consultant, will require approximately
0.1 FTE during a three to four month update process which would be included in annual
allocation of time to the CDBG program.
It is recommended that in 2009 the City again coordinate the selection of a qualified
consultant with the City of Medford to benefit from a coordinated research effort by the
selected consultant.
Measurable Outcomes and Benchmarks: RFQ issuance to select consultant;
Consultant Contract and scope of work developed; research completed, public
involvement regarding priority needs; plan prepared; housing Commission Review; City
Council Review and Approval: HUD review and Approval of the CDBG 2010-2014
Consolidated Plan.
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Fair Housing Analysis of Impediments
The Analysis of Impediments (AI) is a review of impediments to fair housing choice in the public
and private sector. The AI is a HUD required analysis that should be completed ever 3 years and
at a minimum should be prepared in advance of the 5-year Consolidated Plan to inform the
development of the plans section of Fair Housing. Ashland has not completed an update of the AI
since the original Analysis was completed in 1996. In 2007 the City included an update to the AI
as an activity to be completed in the 2007-2008 CDBG program year. This work will be
undertaken by consultants expert in Fair Housing issues and is expected to cost approximately
$10,000 in CDBG administration fees. To work with a selected developer it is expected that this
undertaking will require approximately of 10% of the Housing Program Specialists time during the
update process and this commitment of staff time is included in the 25% time allocation for
general CDBG administration noted in the chart on page 4. The complete AI update process will
take approximately three months including numerous interviews and public hearings per HUD
guidelines. This work effort is expected to begin in June of 2008.
Impediments to fair housing choice include:
· Any actions, omissions, or decisions taken because of race, color, religion, sex, sexual
orientation, marital status, disability, familial status, national origin, source of income, age
or disability which restrict housing choices or the availability of housing choices; and
· Any actions, omissions, or decisions which have the effect of restricting housing choices or
the availability of housing choices on the basis of race, color, religion, sex, sexual
orientation, marital status, disability, familial status, national origin, source of income, age
or disability
(www.ashland.or.us/fairhousinQ for more information)
Analysis Components
The components of the Analysis should include:
· An examination of the City's, ordinances, regulations, policies and procedures
relating to housing choice, accessibility, and affordable housing programs.
· An assessment of how those laws, etc. affect the location, availability, and
accessibility of housing; and
· Review and reporting of Housing Discrimination from HUD and the Fair Housing
Council of Oregon
· Key interviews (may be conducted by phone) with local property managers and
lenders regarding renting and lending practices.
· An assessment of conditions, both public and private, affecting fair housing choice.
· An explanation of how areas were evaluated or what criteria were used in the
analysis, what was found,
· Recommended actions to correct any deficiencies and to improve housing choice.
Measurable Outcomes and Benchmarks: Consultant selection, Contract, and scope of
work developed/approved; research completed, public involvement; Key Interviews; Draft
Analysis of Impediments prepared; Housing Commission Review and recommendation;
City Council Review and Approval: Office of Fair Housing review and Approval of the
2008-2009 Analysis of Impediments to Fair Housing.
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Housing Trust Fund
www.ashland.or.us/htf
The Ashland Housing Commission has undertaken the process of developing an Housing
Trust Fund to assist in providing a financial resource to promote the development of
needed housing within our community. The Housing Commission over the course of
2007 has examined the components of a Trust Fund and solicited input on the potential
uses of a housing trust fund. The City completed a survey of residents (online) and a
survey of key stakeholders (direct mail to developers, realtors, affordable housing
providers, held a public forum with a national expert on Housing Trust Funds, Mary
Brooks, and reviewed the development of the Trust Fund Platform at various public
meetings of the Housing Commission. To date a number of sections for inclusion in the
platform of the trust fund have been considered by the full Housing Commission. These
items include:
· Section 1 - Eligible Applicants
· Section 2 - Eligible Uses and Activities
. Section 3 - Preferences
. Section 4 - Fund Administration
· Section 5 - Match Requirements
· Section 6 - Allocation of Funds
Having completed the initial review of the above components of the Housing Trust Fund
Platform the remaining work to be completed includes:
· Finance Department review for structure of fiduciary responsibility
· Legal Department Review for recommendations regarding the structure of
the Platform and Ordinance development for adoption
. Housing Commission Update
. Council Update
· Ordinance Development
. Legal Review
. Housing Commission Hearing
. City Council review and approval of platform.
. Platform Adoption
The benchmarks noted above will only establish the framework for the Trust Fund but will
not identify the funding streams necessary to make the Housing Trust Fund solvent. A
HTF is successful only to the degree that it has a sustainable funding source to direct to
supported activities. The Housing Commission has determined that the most appropriate
way to approach the development of the Ashland Housing Trust Fund is in two parts.
The first part is the development of the platform. By identifying intended uses of the trust
funds the City will be better able to determine the funding needs, and to articulate
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precisely what secured funds would be used to support. The second part of the approach
is to identify potential revenue streams the City would employ to support the Trust fund.
Federal and state funding programs, general obligation bonds, tax increment financing
impact fees, in-lieu fees, sales and property taxes, demolition fees, linkage fees, and
private funding sources, will all have to be examined to develop a comprehensive strategy
to provide a continued funding stream to support affordable housing and the
implementation of a local Housing Trust Fund.
The following tasks will have to be completed to fully evaluate potential funding sources:
. Revenue projections based on sources
· Implementation requirements (election/adoption process)
· Legal permissibility (Oregon State, Local Charter)
. Identify Impediments to implementation
. Research Success in other Communities
. Cost of developing resource
. Degree of City control
Timeline: As noted above the development of the Housing Trust Fund is to be completed
in two phases. The first phase of Platform development is to be completed by August of
2008. The second phase, financial analysis and securing funding, is expected to be
completed by January 2009.
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land Use Activities
Annexation and Zone Change Ordinances
Over the course of the last two years the Housing Commission and Planning Commission
have examined Ashland's current annexation policies specifically as they relate to the
development of affordable workforce housing. As drafted the existing ordinances achieve
the primary goal in this regard and are seen as a model that other communities in the
state have examined in their efforts to address the increasing lack of housing affordability.
However experience in application with any ordinance functions to highlight areas that
could be adjusted to better suit the intentions of the community.
Since 2003 with a number of applications for annexation and zone changes processed,
potential revisions to the existing ordinances have been identified to ensure the provision
of affordable housing is both timely and equitable. These issues are as follows:
. Construction Timing
· Distribution of Affordable Housing
· Construction Standards
. Percentage of affordability
· Cash-in-Lieu fees
· Land Dedication
The City will complete the review process and determine what revisions, if any, should be
implemented to modify the Annexation and Zone Change ordinances to better reflect
policy objectives for affordable and workforce housing. The schedule provided below is
an estimate of the public review process that would have to be undertaken to complete
this activity.
Annexation Ordinance Review and Adoption Process
first Ad Hoc
Meeting May 1
Le al Review
Housing Commission and
Planning Commission Ad-
hoc Committee selected
Housing
Commission
Review
May 22,2008
Revise Draft
Ordinance
Notice DLCD
(45 days prior to
first evidentiary
hearing)
Measure 56
notice??
Draft Ordinance Language for
Review - send to Legal Dept.
Planning Commission Study
Session
June 24, 2008
Notice DLCD
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Regulatory Barriers and incentives
In order to enable market forces to develop needed housing types a two pronged
approach is needed. In identifying what regulatory barriers exist a community can take
measures to limit such policies, rules, processes, or procedures that function to prohibit,
discourages, or excessively increase the cost of new or rehabilitated housing without
sound compensating public benefits. The other action communities can take is to identify
what incentives are available to encourage the development of needed housing types. In
October of 2007 the Ashland City Council asked the general question "what can be done
to promote the development of multi-family housing". An exploratory examination of the
tools within the City of Ashland's control that are available to promote the development of
needed housing is necessary to answer this Council question.
This evaluation involves a review by appointed and elected officials of the City to examine
the various regulatory barriers in our existing ordinance as well as potential incentives
that could be employed to promote affordable/workforce housing. The Housing
Commission reviewed a listing of common barriers and incentives at their regular meeting
on November 29,2007. The Planning Commission is scheduled to review the listing of
barriers and potential remedies at their study session on February 26, 2008. Subsequent
to these reviews the City will schedule a joint meeting of Housing Commission, Planning
Commission, and the City Council to determine if any of the listed items should be
addressed. Upon identification of an item, or number of items, the Council would direct
staff to research and develop specific ordinance language for consideration. If there is
direction to proceed with direct financial incentives to promote needed housing types then
the Council would want further analysis to further explore those means.
Measurable Outcomes
Joint meeting of the Housing
Commission, Planning Commission
and City Council.
Benchmarks
Housing Commission Study Session -
completed
Planning Commission Study Session -
Completed
Joint Commission and Council Study
Session - to be scheduled.
The identification of a specific regulatory barrier or incentive to be addressed beyond the
exploratory review noted here would be an additional work plan item and this plan would
need to be amended to incorporate those specific undertakings.
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Housing Development Projects
The development of affordable housing is often a multi-year process from inception to
completion.
The City of Ashland does not develop
housing directly. Utilizing the established
expertise of or regional affordable housing
providers the City often partners with non-
profit organization to support the
development of affordable housing.
Additionally for-profit developers are also
responsible for development of much of
Ashland's affordable housing stock through
the application of land use requirements or in
utilizing incentives offered by the City.
This section is intended
to provide a listing of
those affordable housing
projects that are
currently underway
within the City
of Ashland.
2001 Siskiyou, 2005
The table on the next
page lists all affordable
housing projects that
have been completed
since 2004.
2001 Siskiyou, 2007
2001 Siskiyou, 2006
Additionally those projects that have been
initiated, or have received land use
approvals, but have not yet been completed
are listed as pending within the table
provided.
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Ashland Affordable Housing Developments 2004- 2007
41 Garfield St. (cdbg) 6 2004 99
238 Eigth St 1 2004 20
311 Hersey (cdbg) 1 2004 30
234 Grant St. (cdbg) 1 2004 99
232 Grant St. (cdbg) 1 2004 99
274 Nevada St 1 2004 20
290 Patterson (cdbg) 1 2004 30
321 Hersey (cdbg) 1 2004 30
295 Mistletoe Rd 1 2004 20
181 California St. 1 2004 20
798 Park St (condo-conversion) 3 2004 20
315 Beach St (condo-conversion) 1 2004 20
920 E Main St. 1 2005 20
967 Elkader St. 1 2005 20
968 Glendale Ave. (condo-conversion) 2 2005 20
264 Grant St 2 2005 20
2001 Siskiyou Blvd. (cdbg) 9 2006 99
Ashland St and Clay St (Barclay Sq.) 8 2006 99
404-408 Bridge St. (cdbg) 2 2006 99
Fordyce St. Cohousing (zone change) 2 2007 60
851 N Main Townhomes (condo-conversion) 1 2007 30
39 Garfield St. (cdbg) 2 2007 99
117 Garfield St. (condo-conversion) 3 2007 30
132 N Mountain Ave. (condo-conversion) 1 2007 30
Chestnut St. (condo-conversion) 2 2007 30
222 VanNess Ave. (condo-conversion) 1 2007 30
795 Park Street on 6 2007 99
Ventura Street (condo-conversions)
404-408 Bridge (cdbg)
2
2
approved
Two additional in 2008
- in planning phase
approved
approved
approved
approved
unlikely to go forward
to be developed in
2008
719 Park Street (condo-conversion)
Clay St (2005 Annexation)
Willowbrook (2007 Annexation)
Verde Village (2008 Annexation)
Ashland St (lower pines site)
Chitwood Lane - Land acquired by City
B
6
17
15
4
5
30
99
30
20
60
60
30
60-99
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Chitwood Proiect:
The City of Ashland is seeking to work with a selected affordable housing provider to
develop five residential units for ownership on a portion of property recently acquired by
the City as the location of a neighborhood park. A 14,000 square foot area of the park
property has been reserved for the development of affordable housing.
Specifically a development was selected, the Rogue Valley Community Development
corporation to develop and complete a project that will:
. Provide up to five affordable housing units at a cost and size that addresses the
needs of Ashland residents and employees (see Resolution 2006-13 for City
income and affordability guidelines).
. Include a period of affordability that addresses the long-term housing needs of the
community. Projects that secure housing as affordability in perpetuity through the
use of a land trust model, or other proven mechanisms, will be encouraged. .
. Include provisions for the ongoing management and maintenance of the housing
project throughout the period of affordability.
. Design for the homes in this project to achieve Earth Advantage Certification
. Proceed in a timely fashion.
Measurable Outcomes and Project Benchmarks:
5 affordable housing units.
RFQ issuance and review of respondents (completed Jan 2008)
Council selection of affordable housing developer ( Feb 2008)
Developer Agreement drafted (March-April 2008)
Developer agreement approved by Council and selected developer for approval (May 2008)
The timeline of the items below are largely dependant upon the selected developer's
readiness to proceed. The dates provided will be modified upon consultation with the
selected developer and are provided here as rough estimates:
Planning of subdivision June-July 2008
Subdivision review and approval (August- September 2008)
Deed restrictions, Resale Restriction Covenant, developed and recorded on the five parcels
(November 2008)
Transfer of property to affordable housing developer (November 2008 unless site control required
earlier per developer agreement and funding requirements)
Construction initiated (December 2008)
Construction complete (June-July 2009)
Assumption Agreements executed with designated buyers (July 2009)
Sale of homes to qualified buyers (July- August 2009)
Occupancy of 5 affordable homes (August 2009)
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Terrace Court Proiect
The Rogue Valley Community Development Corporation (RVCDC) worked in conjunction
with the USDA Rural Development Self-Help Program to develop six affordable
ownership units in 2008. The property on Siskiyou Blvd near Park Street was purchased
with assistance of $271 ,000 in Ashland Community Development Block Grant Funds.
USDA Rural Development provided homeowner/builder loans for the self-help housing
including site development.
The property site preparation began in January of 2008 and it is anticipated that these six
units will be completed by the end of the year. The six households for this project have
already been identified and will be contributing labor, sweat equity, toward the
development of the homes which will assist in lowering the final cost. Each two to three
bedroom townhome is expected to sell in the for approximately $140,000 to the individual
homeowner/bu i Iders.
Measurable Outcomes and Project Benchmarks:
Six affordable housing units for ownership by low income households.
This project is well underway having completed the land purchase, received planning
approval and building permits, the project is now in the construction phase.
Land Acquisition: completed
Planning and approval of subdivision: completed
Building Permits: Issued
Deed restrictions recorded on subject properties: completed
Construction initiated (January 2008)
Estimated construction completion (June-July 2008)
Occupancy of 5 affordable homes (August 2008)
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BridQe Street
The Ashland Community Land Trust (ACL T) used $328,000 in CDBG funds to assist in
purchasing a 9700 sq.ft property with an existing duplex at 404-408 Bridge Street. The
existing duplex will remains affordable rentals whereas the rear of the property will be
developed as ownership housing by Habitat for Humanity in partnership with ACL T. All
four units on the property will provide housing that is affordable to low, or very low
income households. In all circumstances the land would remain in the ownership of the
ACL T, thereby securing the affordability of the units in perpetuity.
The existing duplex is currently regulated as affordable housing. The rear of the property
is presently being designed by ACL T and the planning process will be completed in 2008
with the commencement of construction expected to occur in January of 2009.
Measurable Outcomes and Project Benchmarks:
Two new affordable housing units for ownership by low income households to be
developed by Habitat for Humanity on land secured within the Ashland Community.
Two existing affordable housing units for rental retained as perpetually affordable through
the Land Trust.
This project is well underway having completed the land purchase, received planning
approval and building permits, the project is now in the construction phase.
Land Acquisition: completed
Planning and approval of subdivision: completed
Building Permits: Issued
Deed restrictions recorded on subject properties: completed
Construction initiated (January 2008)
Estimated construction completion (June-July 2008)
Occupancy of 5 affordable homes (August 2008)
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Clav Street Proiect
The City is currently considering a proposal to acquire ten acres to be developed as five
acres of parkland and to provide five acres for the development of affordable workforce
housing. Five acres of land for affordable housing could accommodate approximately 60
units of a variety of housing types.
The proposal has the city exchanging two acres of the ten-acre Westwood Park for the
new five acre parkland and exchanging 3 half acre city-owned lots on Strawberry Lane
and Westwood Street to assist with the purchase of five acres for workforce housing. The
City commissioned property appraisals of both the land on Westwood Street and the land
on Clay Street to determine the value of all properties and is still waiting for the results.
If the exchange occurs per the original proposal, the properties on Westwood Street and
Strawberry Lane would be developed privately with seven single family homes. The land
on Clay Street acquired could include approximately sixty (60) workforce housing units
and the five acres of new parkland would allow for improved ball fields within a park that
connects the Clay Street neighborhoods to the existing park on Tolman Creek Road. .
As the City Council has yet to approve of this acquisition this item is included primarily as
a potential project that would require approximately 10% of the Housing Program
Specialist's time to assist in coordination and development of a project. This time is not
incorporated into the Pie Chart at the introduction of this Workplan and would thus
consume the 10% time allocation provided for miscellaneous activities.
. Parks Review and Hearing - April 28th
. Housing Hearing - May 8th
. Parks Hearing and Recommendation - June 23rd
. CC Public Hearing and Decision- July 1th, 2008.
In the event the City Council does not pursue the acquisition of the Development the
current owner will likely proceed with a 107 unit development. This approved
development is to contain 17 affordable housing units which would be incorporated into
the Housing Program. Each of those units would need to be deed restricted and the
prospective occupants all be income qualified. Further, if this project does not go forward
as proposed there may be alternative proposals for development utilizing the proceeds
from the sale of the 3 lots on Strawberry and Westwood that will constitute a individual
work plan item.
Measurable Outcomes and Project Benchmarks:
To be determined
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Verde VillaQe Proiect
In 2007 the City of Ashland approved an annexation that will require 15 affordable
housing units north of Nevada Street adjacent to Ashland Creek. The project description
states that the land will be donated to Rogue Valley Community Development Corporation
(RVCDC) to develop as 15 affordable units for households earning less than 100 percent
of median income.
RVCDC intends to utilize USDA Self-Help Funds to develop the project which further
limits the incomes to those households earning less than 80%AMI.
To secure the eventual units as affordable the City shall draft a deed restriction to be
recorded for the town home portion of the development specifying the land is required to
be developed as affordable units in accordance with 18.06.030.G(5) and in conformance
with the approval of PA 2006-01663.
The deed restriction shall require the affordable units to remain affordable per Resolution
2006-13 for a 60 year period from initial occupancy. The Housing Program Specialist
shall provide technical assistance to RVCDC regarding the development of the property
as well as working to verify affordable housing targets are met consistent with the deed
restrictions and annexation criteria.
Lithia Lot
The Council originally identified the Lithia Lot as a potential site to be used in support of
affordable housing and a project was pursued to be a pilot project to determine the
viability of the use of airspace over other public parking lots for this purpose. After
considerable time and negotiation the development of the property is no longer being
pursued by the original applicants. On October 2nd 2007 the City Council rescinded the
developer agreement and as such the future development of this site remains in question.
Following a discussion regarding the Lithia Lot affordable housing proposal members of
the City Council noted that in Ashland the development of multi-family rental housing has
been hampered by market conditions in the recent past. Taking this into consideration
Councilor Chapman suggested that the City should examine why this is the case, and
further research what the City could potentially do to address this problem in advance of
determining the next steps regarding the Lithia Lot. (see page15 for information on
Regulatory Barriers)..
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