ASHLAND HELP CENTER PROGRAM ASHLAND COMMUNITY RESOURCE CENTER ACCESS & OHRA Collaboration: ACCESS and Options for Homeless Residents of Ashland will work together to create the Help Center program proposed by the City of Ashland. We would like to call it the Ashland Community Resource Center. ACCESS ACCESS was established as a 501(c) (3) non-profit organization in 1976 and is the Community Action Agency for Jackson County. In 1992, ACCESS formed the ACCESS Community Development Corporation to provide decent, safe, affordable housing to low-income individuals and families throughout the Southern Oregon region. ACCESS has multiple other programs designed to promote self-sufficiency, fostering independence, assisting with basic human service needs for our least fortunate citizens. ACCESS provides food for two pantries serving Ashland at the Seventh Day Adventist and Mountain View Christian churches. ACCESS also provides an average of 16 Senior Food Boxers per month to residents of Ashland s Donna E. Lewis Retirement Center. This equates to ACCESS providing about 70,000 pounds of emergency food to needy citizens of Ashland each year. Additionally, ACCESS provides over 300 Ashland citizens with energy assistance each year. More than 55 households in Ashland receive rental security deposits. ACCESS also lends medical equipment to more than 200 Ashland residents. ACCESS is the lead agency for the Jackson County Continuum of Care, providing coordinated services to homeless and low-income residents. Part of this role is to prepare an annual application to the U.S. Department of Housing and Urban Development, which funds local Continuum agencies. ACCESS administers a variety of State programs including the Emergency Solutions Grant program, Home Tenant-Based Assistance program, State Housing Assistance Program, Emergency Housing Assistance Program and the Support Services for Veteran Families program. Each program is administered with the federal Homeless Prevention and Rapid Re-Housing requirements under the American Recovery and Reinvestment Act. Finally, ACCESS was one of the founding members of the Ashland Community Land Trust and has been active in it ever since. In conjunction with the City of Ashland and other partners, ACCESS has developed the Parkview and Hyde Park affordable housing projects in Ashland. Options for Homeless Residents of Ashland Options for Homeless Residents of Ashland (OHRA) is an Oregon non-profit corporation created in June 2012. It has applied to the IRS for 501(c) (3) status and until that is received, it receives tax-deductible donations through Peace House. The founders of OHRA came from a group called Ashland Citizens Coalition for the Homeless. After more than a year of meeting and working together on issues of homelessness and poverty, Coalition members determined that a local non-profit organization that could take action on these issues was necessary. Board members were selected based on their 1
residency in Ashland, their relevant experience, and the different perspectives and strengths they could bring to the organization. OHRA was founded on the principle of compassion for those struggling with homelessness and poverty. OHRA's mission is to assist homeless and extremely low-income residents of Ashland and Talent. Its goals are to help people transition out of homelessness and poverty, ameliorate the suffering caused by homelessness and poverty, prevent homelessness, foster acceptance of homeless and low-income people in the community, and promote a sense of responsibility both for self-care and for the well-being of others. In collaboration with the City of Ashland, its Ad Hoc Homelessness Steering Committee, and faith groups, OHRA board members were instrumental in expanding, coordinating, and supporting the winter shelter program in Ashland. They have also contributed greatly to the annual HUD Point-in-Time count of the homeless, Uncle Foods Diner, Plaza Watch, Listening Post, Jackson County Homelessness Task Force, Project Community Connect, and other efforts to help low-income residents of Ashland. Program Design Program Goal: Offer homeless and at-risk individuals and families emergency aid and the tools they need to transition to financial security, including stable housing. Provide these services in a clean, safe environment where everyone is treated with respect. This program does not have the resources to end poverty, homelessness, and transience in Ashland. What it can do is reduce suffering, and help impoverished, motivated residents obtain the resources they need to improve their economic circumstances. Location: The Help Center will ideally be in a fixed location, initially a rented space or building within the city limits of Ashland, close to public transportation, either in a commercial zone or in a location where a conditional use permit can be granted. Every effort will be made to make the presence of the Help Center a positive asset to the neighborhood as well as to the city as a whole. In the unlikely event a suitable building cannot be rented, the program will be conducted out of a van. Services : Services provided at the Help Center will include case management, referrals, restrooms, showers, laundry, backpack storage, mailing address, internet access, phone, job search-related printing, and distribution of modest amounts of food, clothing, hygiene supplies, bus tokens, gas money, and cold weather gear. Services will be phased in as quickly as personnel, budget, and location permit. Referrals: Referral services will take advantage of the many connections ACCESS and OHRA have with other community service organizations. Referrals will include housing support, food assistance, clothing, mental health services, addiction counseling, medical care, education, job-readiness training, employment services, legal aid services, rental readiness training, loan modification assistance, and 2
financial counseling. Regrettably, some service organizations in our community are already at capacity and hence will be unable to accept referrals. Community Partners: We will invite community partners to provide services at the Help Center, as space and time allow. We have learned that people have better success if they can have their multiple needs addressed in one location. We also expect that hosting community partners may increase income for the Help Center if those organizations that can afford it pay a small rental fee. Community partners who have already expressed interest in sending representatives to the Help Center on a regular basis include Department of Human Services, Oregon Employment Department, Community Works, Listening Post, and Love Ashland Network. Numerous other organizations have indicated a wish to collaborate with the Help Center in other mutually beneficial ways, and help insure its success. Case Management: Trained case managers, both volunteer and paid, will work closely with individuals to assess need using specially designed intake procedures and forms. We envision two levels of case management. The first is a quick evaluation with referral information for those who only want one-time service e.g. to use the restroom or take a shower. The second is a more thorough needs evaluation, goal setting, referrals, and followup; a case manager will meet one-on-one to discuss progress, and will contact partnering agencies to confirm follow through on referrals. All residents in need will be encouraged to take advantage of this higher level of case management. Measurable Outcomes: Using sign-in sheets, assessments, case files, documented community involvement, budgeting, and surveys, we will measure: The number of clients entering the Help Center for services The number of clients who engage in working toward long-term economic goals The number of clients moving from homelessness to housing The number of clients in danger of losing housing achieving stable housing The number of unemployed clients obtaining jobs The number of community partners participating Donations Satisfaction of clients with Help Center services Outreach: OHRA and ACCESS will actively promote the Help Center to low-income residents of Ashland, both housed and homeless, through newspapers, radio, television, and internet. Additionally, we will post notices and make verbal announcements at sites where potential clients gather. Collaborating agencies will be asked to refer Ashland residents in need to the Help Center. Staffing: ACCESS will provide management and program oversight for the Help Center. OHRA will operate the Help Center. Expected staffing includes: Help Center Manager 24 hrs/wk ACCESS Director and Finance 4 hrs/wk Case manager Volunteer Coordinator Volunteer Pool 3
Community partners ACCESS will assist the Help Center manager to establish program structure and fiscal responsibility and will monitor the Help Center regularly to ensure it meets program goals. ACCESS will support the volunteer coordinator in screening and training all volunteers working at the center, setting up case management processes. ACCESS will be the fiscal agent and will file all required tax forms and financial reports. ACCESS will mentor the OHRA board to prepare it to assume full control of the Help Center at the end of the first two years of operation. The Help Center manager will be responsible for the budget, policies for daily operations, meeting the operational goals of the program, facility maintenance, outreach to needy individuals and community partners, and public relations. He/she will be an ACCESS employee working 24 hours per week. He/she will be present at the Help Center during open hours. An ACCESS caseworker will be present 8 hours per week at the Help Center during open hours. In addition to case management, this person will monitor case management work performed by trained volunteers, and ensure data is properly recorded on forms and in the state s HMIS data collection system. The Volunteer Coordinator will recruit volunteers, arrange their screening and training, and schedule their time and duties at the Help Center. This is an unpaid position reporting to the Help Center manager. ACCESS and OHRA are Equal Opportunity Employers. It is the policy of both ACCESS and OHRA that services will be provided to all individuals who are eligible without discrimination based on race, color, religion, sex, national origin, sexual orientation, age, disability, or any other characteristic protected by law. Fundraising: The ACCESS and OHRA boards will establish a joint fundraising goal of $5,000 the first year of Help Center operation and $15,000 the second year, and will conduct a fund-raising campaign to that reach our goal. Additionally, we will leverage in-kind ACCESS funds to support the low-income and homeless population in Ashland. Proposed Budget: See attached 4
Contract Budget Updated: Contractor: Contract: Term: ACCESS / OHRA xxxxx xx-xx-xxxx - xx-xx-xxxx SALARIES AND FRINGE BENEFITS YEAR 1 YEAR 1 YEAR 2 2 YEAR REQUEST Hourly Hours per Weeks per Contract Inkind or T o t Contract Inkind or Position Other Information Rate Week Year Budget Match a Budget Match Total Budget ACCESS Help Center Manager 24 hrs/wk 20.00 24.0 52 24,960-24,960 49,920 ACCESS Director 4 hrs/wk 26.00 4.0 52 2,704 2,704 2,704 2,704 5,408 OHRA Volunteer Coordinator 8 hrs/wk 20.00 8.0 52 3,920-3,920 - ACCESS Case Manager on site 8 hrs/wk 14.00 8.0 26 2,912-2,912 - - - Total Salaries 27,664 9,536 27,664 9,536 55,328 Fringe Benefits (20%) 5,533 1,907 5,533 1,907 11,066 Total Payroll Expenses 33,197 11,443 33,197 11,443 66,394 OPERATION EXPENSES Description - Sorted Calculation Rate Months Contract Budget Match T o t a Contract Budget Match Total Budget Cell Monthly Costs Split over 12 months 75.00 12 900 900-1,800 Cleaning Costs Split over 12 months 200.00 12 2,400 2,400-4,800 Client Supplies Split over 12 months 150.00 12 1,800 1,800-3,600 Computer - 2 time cost personnel and clients 600.00 2 1,200-1,200 Equipment : printers, copiers, phones 1 time cost 750.00 1 750-750 Hot Water Heater 1 time cost 900.00 1 900-900 Insurance Split over 12 months 125.00 12 1,500 1,500-3,000 Internet Usage personnel and clients 75.00 12 900 900-1,800 Mail Costs Split over 12 months 75.00 6 450 450-900 Marketing 2 time cost 250.00 2 250 250 250 Office Supplies Split over 12 months 50.00 12 600 600-1,200 Rent Split over 12 months 1,500.00 12 18,000 18,000-36,000 Service Point Fees 1 time cost - RVCOG? 500.00 1-500 - - - Utilities Split over 12 months 300.00 12 3,600 3,600-7,200 - - - - Total Operating Expenses 33,250 750 30,150-63,400 TOTAL EXPENSES Direct Expenses 66,447 12,193 63,347 11,443 129,794 Contingency 6,645 6,335 12,979 Total w/contingency 73,092 12,193 69,682 11,443 142,773 Indirect Expenses ACCESS 5% Year 1 ACCESS 10% Year 2 3,655 3,655 6,968 10,623 Total Expenses 76,746 76,650 153,396 FUNDING Fundraising 5,000 15,000 20,000 City of Ashland 71,746 61,650 133,396 Assumptions Value Fringe Benefits % 20.00% Indirect % 10.00% Contingency % 10.00% C:\Documents and Settings\Jackie\Local Settings\Temporary Internet Files\Content.Outlook\8D1SKA4Z\Ashland Community Center Budget FINAL Page 1 of 1
Application for Grant Funding and Request for Service Concepts for a Help Center in Ashland, OR The City of Ashland seeks applications for grant funding from non-profits or faith community organizations to establish and coordinate a Help Center for residents in need, The City will make grant funding available in an amount up to $50,000 per year for two years to a qualified grant recipient ( grantee ). The City reserves the right to make smaller grant awards to multiple grantees; to negotiate the exact amount of grant award with a single grantee; or to provide limited additional financial support for exceptionally promising proposals. Interested applicants must complete all of the attached materials and submit them to City of Ashland, attn: Dave Kanner, city administrator, 20 E. Main St., Ashland, OR 97520, no later than 5 p.m., May 24, 2013. Materials may be sent via fax at 541-488-5311, or e-mailed in.pdf format to dave.kanner@ashland.or.us. The City of Ashland reserves the right to reject any application, to waive minor informalities or apparent clerical mistakes, to request clarification from any applicant and to accept any proposal that appears to be in the best interest of the City of Ashland. The Concept and Grant Objectives The City of Ashland will provide grant funding for a non-profit or faith community organization to establish and operate a Help Center for residents in need, including those at risk of becoming homeless and/or homeless individuals in Ashland, with the expectation that the successful applicant will sustain the Help Center beyond the initial two-year period with non-city resources (other than City social service grants or Community Development Block Grants). The City will make grant funding available in an amount up to $50,000 per year for two years to the contracting agency. Grant funding can be used for any operational purpose related to the delivery of desired services as described below. Grant funding is provided on a draw-down basis for actual expenses incurred. Grantee will be expected to work closely with community volunteers, faith-based institutions and other social service agencies to coordinate and augment efforts to provide services to Ashland residents in need and to minimize the risk or impact of homelessness. Help Center staff will identify, schedule and manage activities and will recruit and engage individuals and organizations from the community in a collaborative model of service delivery. Desired services: Information and referral to existing assistance available in the community, i.e. Uncle Foods, local churches, the Ashland Emergency Food Bank, shelter programs, etc.
On-site case management; mental health and substance abuse counseling/assessments; housing assistance; credit counseling; and job skills assessments/employment preparation and placement. These services should be provided by qualified individuals and community agencies, including but not limited to the Maslow Project, Housing Authority, Community Health Center, Department of Human Services, OnTrack, Community Works, St. Vincent de Paul, the Listening Post, Job Council, the Consumer Credit Agency, Center for Non-Profit Legal Services and the Salvation Army. Basic assistance for those with no permanent address: mail drop; internet access; phone charging; secure storage; laundry. Emergency services: distribution of bus tokens, non-prepared food items, blankets, etc. Showers It is recognized that development of the full realm of services described above will require time and patience. Accordingly, the contracting agency may propose phased program development. Target audience: Grantee shall strive to serve all individuals or families who are in need, including those persons who are currently homeless or at risk of homelessness Grantee may establish standards of behavior for users and exclude from the center those who fail to adhere to such standards. Hours: The center is expected to be open 20 hours per week during time periods that are accessible to clients. The center will provide specific and targeted programming that allows clients to efficiently access services. Outreach: Grantee is expected to develop and implement an outreach program designed to identify and engage clients, and to accept and encourage referrals from community residents, social service partners and public safety officers. Facility: Grantee must be responsible for securing a facility and insurance and on-site staff and volunteers, all of whom shall be screened and trained by Grantee. Distributed services option: As described above, the HELP Center is envisioned as a facilitybased program. However, recognizing the challenges of obtaining an appropriate location, the RFP invites applicants to submit innovative proposals that provide services using de-centralized or non-facility based models. Funding: The City anticipates awarding grant funding of up to a total of $50,000 per year for each of two years of operation, but some additional financial support may be considered for exceptionally promising proposals. Future funding requests will be incorporated into the city s Human Services grant process or the Community Development Block Grant funding process. The contractor should demonstrate ability to leverage city funding to obtain additional support from other sources.
The City must be indemnified from any direct, indirect, incidental, consequential, or special damages arising from grantee's occupation, maintenance or operation of the Help Center. Grantee must be an independent entity, with no affiliation, agency relationship, or employment relationship with the City. Grantee must comply with the City s Living Wage requirement, per AMC 3.12. The City wishes to have the Help Center open for business no later than July 31, 2013. Grant applications will be evaluated on the basis of congruence with the above-described concept and objectives and on the prospects for continuing the resource center without City support after the first two years of operation. A pre-application meeting for prospective grantees will be held at Tuesday, May 7, 2013, at 1:30 p.m. in the Siskiyou Room of the City of Ashland Community Development Building, 51 Winburn Way in Ashland. Attendance at this meeting is not required in order to submit an application. For additional information, contact: Dave Kanner, city administrator, City of Ashland 541-552-2103 or 541-488-6002 dave.kanner@ashland.or.us
Application for Ashland Help Center Grant Please fill out the page below. Questions on the following page should be answered on separate sheets. Please limit responses to no more than one page per question. Use 11 or 12 point Times New Roman font. If you use a computerized version of this application, it must match this application form as presented. DATE: ORGANIZATION NAME: ADDRESS: Street City State Zip CONTACT: Name Title Phone: E-mail: Signature of Board President Signature of Executive Director/CEO Print or Type Name Print or Type Name
Required narrative responses: 1. Describe your organization s history and its purpose, as well as any specific experience with providing social services in the City of Ashland. 2. Describe your organization s experience in providing services substantially similar to those described in the concept portion of this solicitation. Include your organization s history of working with other agencies that provide complementary services to the homeless and how such agencies might be engaged in providing HELP services in Ashland. 3. Describe what you believe to be Ashland s need based on your knowledge and understanding of the community and how your organization would address those needs as well as the needs and desired services as spelled out in the concept portion of this solicitation. Include your plan for staffing. 4. Describe your organization s process for screening and training staff and volunteers. 5. Describe how your organization would fund operating costs of services over those supported by City grant funding. How would your organization sustain funding beyond the two-year City grant funding period? 6. Please describe outcome and benchmark measures your organization would use to determine whether the project is successful (i.e., meeting City objectives as described in the concept portion of this solicitation). The successful grant recipient will be required to comply with Ashland s Living Wage ordinance. Information about Living Wage is attached. For additional information, please visit www.ashland.or.us/code.asp and click on the link to Chapter 3, Conditions of Employment.
Financial Information. For most recently completed fiscal year: a. Fiscal Year (mm/yyyy mm/yyyy) b. Total organizational budget: $ c. Administration & Fundraising amount: $ % Administration & Fundraising (expressed as percent of total budget - also known as management and general, that portion of your expenses not dedicated solely to program or services) must be calculated directly from your IRS form 990. Add part IX (Functional Expenses), line 25 columns c + d. Then divide that total by Part VIII (Statement of Revenue) d. Total expenses: $ e. Total financial support (revenue): $ f. Sources of support: Memberships/ individual contributions $ % Fundraising activities $ % Government $ % Foundations $ % United Way $ % Fees for Service $ % Other (reimbursements, payments, $ % bequests, etc.)
Applications must be received no later than May 24, 2013 at 5 p.m. Completed applications may be mailed to Ashland City Hall, 20 E. Main St., Ashland, OR 97520, faxed to 541-488-5311, or be e-mailed to dave.kanner@ashland.or.us. All applications will be reviewed by City staff and the City Council based on the following four criteria: 1. Organizational stability and solvency 2. Demonstrated history of providing similar services 3. Extent to which the proposal meets grant objectives 4. Ability to work cooperatively with other area non-profits in area of interest Each criterion will be weighed equally in determining the final grant recipient. Semi-annual progress reports must be submitted to the Ashland City Council.