HomeMy WebLinkAboutagenda.council.joint.20091020MEETING AGENDA
October 20, 2009
4 PM Council Chambers
QUARTERLY JOINT WORK SESSION
OF CITY COUNCIL & BOCC
4:00 First Responders Proclamation
5:00 Housing Budget
5:15 Health and Human Services Grants
6:00 Adjourn
PROCLAMATION OF THE PITKIN COUNTY BOARD OF COMMISSIONERS AND
THE ASPEN CITY COUNCIL HONORING
Our First Responders, Rescue Personnel, the Doctors and other Teams Involved in Saving
Lives in our Community
WHEREAS, on a sunny summer afternoon on the lawn outside the music tent a member
of the symphony choir was sharing a picnic lunch with his wife when, without warning, the
gentleman collapsed, had no pulse and was not breathing from sudden cardiac arrest. 911 was
called and a bystander began CPR; and
WHEREAS, Aspen Police and Aspen Ambulance were on the scene in minutes and
advanced life support was administered by a 25- year EMT "vet " on duty that day; and
WHEREAS, while the patient was transported to Aspen Valley Hospital arrangements
were being made for a Flight for Life to Denver and University Hospital consulted local
emergency room doctors about a cutting edge technique they could use to try to keep the patient
alive during transport; and
WHEREAS everyone, from the 911 dispatcher to the doctors at AVH worked together
like awell-oiled machine that appeared to bystanders as if they did these kinds of rescues every
day. The American Heart Association calls it the "Chain of Survival "and survive the gentleman
did, even though most victims of ventricular fibrillation die; and,
WHEREAS, Aspen and Pitkin County are fortunate to have so many dedicated and
highly trained first responders and other emergency personnel who can come together on a
moment's notice and "dance" together so flawlessly.
NOW, THEREFORE BE IT PROCLAIMED, that the Pitkin County Commissioners
and Aspen City Council wish to recognize the unsung heroes in our community who help make it
safe here and who are there for all of us during our emergencies.
Dated this 20tb day of October 2009
County Manager
Hilary F etc er
Pitkin County Board of
County Commissioners
Patti Kay-Clapp -Chair
City Manager /
% C ~!%'
Stev Barwick
Aspen City Council
Mick Ireland -Mayor
MEMORANDUM
TO: Mayor and Council
FROM : Tom McCabe, Executive Director, Housing Office
THRU: Barry Crook, Assistant City Manager
DATE OF MEMO: October 14, 2009
MEETING DATE: October 20, 2009
RE: Appropriation of 620 Funds for Capital Reserve Study
SUMMARY: The Aspen Pitkin County Housing Authority (APCHA) and the Housing Frontiers
Group (HFG) requests Aspen City Council approval for funds to create an incentive program to
assist deed-restricted homeowners associations (HOAs) in completing Capital Reserve Studies
(Studies). The HFG presented this request to the Pitkin County Board of County Commissioners
(BOCC) on October 7, 2009, and received their unanimous approval. Underfunded capital reserve
funds in deed-restricted HOAs have been identified by the HFG as a pressing issue to be
advanced. To do so, the HFG proposes a reimbursement program for professional and accredited
capital reserve studies be implemented for the HOA's. Each Study will identify the costs the
HOA can anticipate for capital repairs and replacements that will need to take place and in what
timeframe. It is proposed that the reimbursement program be structured so that 30% of the cost is
paid by the individual HOA's and 70% is paid from surplus APCHA funds.
This proposal specifically requests Aspen City Council authorization to allocate $117,600 from
the APCHA 620 Fund as the source of funding for the reimbursement program described in more
detail below. This represents approximately 10% of the surplus funds available in the 620 Fund
and will have no financial impact on the 2009 APCHA budget or the proposed 2010 APCHA
budget.
PREVIOUS COUNCIL ACTION: None on this specific proposal.
BACKGROUND: The Housing Frontiers Group was established in August 2008 as a citizen
volunteer group to assist the APCHA Board and Staff with reviews and initiatives designed to
improve the administration of our workforce housing program.
DISCUSSION: The HFG has spent a number of months working with APCHA staff, financial
advisors and construction experts to review the overall condition of our aging workforce housing
complexes and the level of financial reserves that have been set aside to deal with replacement of
HOA common elements when required. Based on small surveys and meetings with a sample of
HOA boazd members, it was concluded that an incentive program should be created for HOA's to
complete professionally prepazed Capital Reserve Studies. These Studies are designed to provide
HOA's with an expert's analysis of the physical status and replacement oost of common azea
components that an HOA is responsible to maintain. Sepazately, the reserve study expert will
provide a financial analysis to evaluate the HOA's reserve balances, income and expenses.
From this work, the HFG established a goal that all work-force housing HOA's should have a
Study completed. After reviewing the list of HOA's, and eliminating unique situations with single
units, etc., the HFG has identified 56 deed restricted associations under APCHA's administration
that should be eligible for our proposed program.
The cost for each Study is expected to range between $1,000 and $4,000, depending on the size
and complexity of the individual HOA. Using an average estimated cost of $3,000 per Study, and
assuming all targeted HOA's participate in the program, the overall cost would be $168,000.
Individual HOA's will be invoiced for the appropriate cost of a Study based on their individual
circumstances (i.e. small associations will be chazged less than lazge associations). The HFG
proposes that each HOA will pay 30% of the cost of their Study, to be paid from HOA financial
.resources. The remaining 70% will be paid by APCHA when each individual Study is completed.
The source of funding for APCHA's 70% participation in this project is proposed to be the 620
Fund and is estimated at $117,600. The 620 Fund is a joint fund that is used by APCHA for
housing operations and accumulates through fees collected by the Housing Office and the subsidy
that is provided by the City and County. The 2008 audited cash balance showed the 620 Fund
has $1,193,327; $928,796 is proposed in the 2010 budget as acarry-forward cash balance to 2010.
Approval of use of these funds requires approval of both the BOCC and Aspen City Council. This
option is the HFG's recommended option and was approved unanimously by the BOCC on
October 7, 2009.
Qualifications to participate: To qualify for reserve study funding, the HFG suggests an HOA
comply with the following guidelines:
• Must use the provider pre-qualified by APCHA through an RFQ process.
• Agree to complete the Study by December 31, 2010.
• Designate a board representative or homeowner who will assist the provider with co-
ordination and resolving questions that arise. This person should have in-depth
knowledge of the housing property.
• Agree to allow APCHA to receive a copy of the Study when it is completed.
• Agree to pay 30% of the cost out of HOA funds.
For HOA's with a mix of deed restricted units and free mazket units, the financial reimbursement
will be reduced by the percent the free mazket units represent in the complex.
A Request for Qualifications (RFQ) was developed to identify potential experienced capital
reserve professionals to complete the Studies. The evaluation process is taking place now to
detemune the ranking of qualified responses we received. The HFG will make its
recommendation to APCHA when the evaluation process is completed.
FINANCIAL IMPLICATIONS: The recommended funding requires use of surplus funds
residing in APCHA's 620 Fund. It is estimated that approximately 10% of the surplus will be
utilized for purposes of this proposed program. The impact on APCHA's 2009 or proposed 2010
budgets can be accommodated, and the long term benefit to the workforce housing inventory is
expected to be many, many times greater. When homeowners better understand and preserve the
existing workforce housing asset as the fiduciary responsibility of each HOA, the pressure for
government to rescue community housing assets that were not properly maintained, is expected to
be minimized going forward.
ENVIRONMENTAL IMPLICATIONS: None that we are awaze of.
RECOMMENDATION: APCHA and HFG recommend creating a Capital Reserve Plan
incentive program that will incent workforce housing HOA's to complete professionally prepazed
Capital Reserve Studies by December 31, 2010. This incentive program will apply to 56
individual HOA's. Each HOA will pay 30% of the cost of their individual Study; APCHA will
pay the remaining 70% from surplus funds residing in their 620 Fund. The total cost of the
program is estimated at $168,000, which assumes 100% of the eligible HOA's participate.
APCHA's shaze is estimated at $117,600.
Use of monies from the 620 Fund requires approval by the Aspen City Council and the Pitkin
County Board of County Commissioners. The BOCC unanimously approved this proposal on
October 7, 2009.
ALTERNATIVES: Should the Aspen City Council not approve this important project, the
HFG could propose other funding options (i.e. the proposed 2010 city and county budgets);
changes to the level of HOA participation; or, reduction in the number of eligible HOA's.
The timing of this proposal is important so that we can proceed with developing the
administrative processes necessary and begin promoting this program with HOA's during the
winter months so that Capital Reserve Study inspections of properties can begin in the spring.
PROPOSED MOTION: "I move to authorize the use of $117,600 of 620 Fund surpluses
(approximately 10% of the funds available) to establish a Capital Reserve Study reimbursement
program to incent workforce housing HOA's to complete professionally prepazed Capital
Reserve Studies. It is understood that APCHA will administer this program and will pay 70% of
the cost of these Studies while the individual HOA's will pay 30% of the cost."
CITY MANAGER COMMENTS:
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AGENDA TTEM SUMMARY
WORK SESSION DATE:
AGENDA ITEM TITLE:
STAFF RESPONSIBLE:
October 20, 2009
Joint City/County Health and Human
Services Budget Presentation
Mitzi Ledingham and the Health and Human
Services "POD" Network
ISSiTE STATEMENT: The Pitkin County Health and Human Services network,
known as "the POD", will present an overview of the current issues affecting individuals
and families, nonprofit agencies and the overall community during 2009. The group will
describe aspects of the `newly stressed' populations now requesting services, as well as
how agencies are taking action to meet the challenges presented by these complex
consumer needs in the context of the continuing economic recession.
BACKGROUND: Each yeaz the POD meets with City of Aspen and Pitkin County
elected officials during budget season to present information about the common issues
they experience in the provision of their services. The POD chooses to present to elected
officials as a collective instead of with individual requests because of their shazed belief
that the strength of their services to Pitkin County residents and employees comes from
their unity. This philosophy is unique in that during most grant processes azound the
nation non-profits assume a competitive stance where a "survival of the fittest" mentality
prevails. Pitkin County is fortunate to experience a more cooperative model that better
serves individuals and families in the community with more comprehensive and
responsive services.
LINK TO STRATEGIC PLAN: The presentation illustrates activity in 6 goals of the Safe
and Healthy Community Strategic Plan, which aze as follows:
1. Goal 1: Pitkin County residents, employees and visitors will live in a safe, secure and
healthy environment;
2. Goal 2: People have access to services they value to lead a safe and healthy life.
3. Goa13: Poverty and other barriers to individual and community life satisfaction will
be diminished.
4. Goa14: People have access to information to lead rich and productive lives.
5. Goa15: Pitkin County health and safety staff will successfully partner with other
public, private and non-profit entities (locally, regionally and nationally) to meet
community needs and expectations.
6. Goa17: Pitkin County residents will have access to quality health services.
KEY DISCUSSION ITEMS: The POD has identified that much has changed during
the last yeaz: the level of economic, social, and environmental stress has increased
dramatically due to the weak economy, resulting in some dramatic increases in demand
for services and significant demand for more subsidy of services. Anew population not
previously served by the health and human services community of agencies has emerged:
middle class individuals and families experiencing financial duress, whereby even slight
events become major. At the same time as service demand has increased, agencies aze
impacted by decreases in funding from all sectors, and find themselves needing to make
difficult budget, programmatic and staffing reductions. Agencies aze making adjustments
in light of these changes and today they will be presenting some of the adjustments they
are making.
Attached aze the 2008 "report cazds" from the agencies providing services to our youth,
families and seniors These 2008 year summaries highlight many of the specific
achievements of the non-profit agencies who provide key services to members of our
Pitkin County community. In addition, please find a spreadsheet outlining the City and
County 2010 Grant Requests and 2009 Grant Funding.
BUDGETARY IMPACT: Health and Human Services (HHS) agencies receive
funding from the Pitkin County Healthy Community Fund. For 2010, $1,421,454.00 is
available for non-profit funding.
RECOMMENDED BOCC ACTION: None at this time, informational only
ATTACHMENTS: A. 2008 Report Cazds
B. Combined City and County HHS grant requests for 2010
2008 Family and Youth Well-Being
Purpose: Promote the social, emotional & economic well-being of families and
youth.
Healthy Community Fund Support: $272,970
^ Aspen Valley SkUSnowb
^ Aspen Youth Center
4-12
^ Aspen Youth Experience
^ Buddy Program
^ Catholic Chanties
^ Children's Health Foundation
^ Family Visitor Programs
^ Mt. Valley Developmental Services
^ Roazing Fork Family Resource Centers
^ YouthZone
Youth development through outdoor winter sports
Affordable programs and activities for youth grades
Latino Camp for at-risk teenagers, intensive monthly
follow-up activities
Youth mentoring progams, support services
Emergency assistance program
School-based Anti-bullying, InterculturaVAnti-Bias,
obesity prevention
Support and education for pregnant women and new
parents
Vocational & residential programs for the
developmentally disabled
School-based services to connect with families and
improve student health and academic achievement
Youth counseling, court services, coaching, case
management, life skills groups, restorative justice
programs, drug and alcohol prevention, parent support
services
"Bang for the Buck": Exam Iles that show value to the Communit}~
^1,917 youth participated in Aspen Valley Ski/Snowboard Club's progranis,
representing 22% of all Valley school children and including 791 children and teens from
Pitkin County. Program cost per participant day: $59, representing 77% of total expense.
^ 687 unduplicated youth visited the Aspen Youth Center, and the center reaches over
300 more through outreach programs. 100% report that they feel the Center is safe and
81 % report that they have learned better teamwork while there. Cost to provide service
per member for 12 mos.: $503
^ 52 youth from the RFV participated in Aspen Youth Experience's youth camp,
follow-up sessions and Winter and Sumner programs, including 18 Pitkin county
participants. 100% of participants were promoted to a higher grade. Cost per participant
in Latino Youth Camp: $1,233. Cost per participant in 12 follow-up sessions: $534.
^ 301 "Buddy Pairs' from Aspen to Basalt were served by The Buddy Program's youth
mentoring programs. 95% of Big Buddy/Little Buddy pairs stayed together for at least
one year in the comrrtunity prograni. 100% of little buddies reported they want to learn all
the time, a 25% improvement from pre-surveys. Cost per client: $703 (just $16 more than
2006).,
^ 785 households received emergency assistance such as rental assistance, prescription
assistance, dental caze, transportation and food vouchers through Catholic Charities
Glenwood office, including 24 households in Pitkin County and 107 with a member
working in Pitkin Couuty. 88% of those receiving rental assistance were still in their
rental units six months after receiving help. Cost per emergency assistance client: $231.
^ 6,000 valley students are served by programs of the Children's Health Foundation.
22 staff members at 11 schools received training in the Safe School Ambassadors
program. Cost per staff member: $636.30 high school students participated in two days
of Intercultw•al/Anti-bias training. Cost per student: X70.
^ 41 I clients were served by Family Visitor Programs, including 190 clients who live
or work in Pitkin County. Of those e~uolled in the program for at least sis months, 98.2%
of pazents demonstrated improvement hi their knowledge of child development,
community resources, and pazental resiliency anal optimism as measured by pre- and
post-test scores. Cost per home visit: $172.
^ 194 children azid 132 adults vti-zth developmental disabilities were served by Mountain
Family Dcvelopmeutal Services in FY 2008. 100% of children receiving early
intervention or family support services were able to continue to reside in their family
home. Cost per day of comprehensive Medicaid services for adults: $185.
^ 1,156 clients received direct services from Roaring Fork Family Resources,
including 481 clients living or «°ith family members working in Pitkin County. 80%
showed improvement in problems affecting school adjustment and learning, 78% showed
improved academic achievement, 70% of families showed increased school invoh~ement
and 72% of faznilies showed increased self-sufficiency.
^ 316 Pitkin County residents were served by YouthZone in the AspenBasalt offices,
including 96 youth and 220 adults. 80% of Pitkin youth who completed their program
showed an improvement in resiliency, and 40% saw decreased delinquency. Cost per
youth served: $91.4.
2008 Physical Health
Purpose: Promote the physical well-being of individuals.
Total Healthy Community Fund Support: $271,940
PROGRAM AG1:>\CIGS: What the~~ provide:
^ Cancer Survivor Center
^ Community Health Services
^ Planned Parenthood/Rocky Mountains
^ Sopris Therapy Services
children and adults facing
^ Sexual Assault Nurse Examiner Program
^ Mountain Family Health Centers
uninsured
^ Windwalkers Therapy Center
Nutritional guidance, exercise programs and mental
health services for cancer survivors
Affordable public health nursing
Affordable reproductive care
Rehabilitation services (equine-assisted therapy) for
physical, emotional and behavioral challenges.
Medical care & forensic evidence collection for
sexual assault victims. Education on sexual assault to
various agencies.
Primary caze for the medically underserved and
Equine-assisted learning and therapy
"Bang for the Buck": Gzamples that show value to the Communitti~
^ 41 cancer survivors received consultation and assessment from the Cancer Survivor
Center for Health &Well-Being. 38 were provided exercise programs and 32 received
referrals. 90% of clients tested showed increased quality of life. 26 clients enrolled in
new walking program. Cost per client served: $1.000.
^ 1,729 unduplicated clients received direct services at Community Health Services,
including prenatal caze, fancily plarming services, and adult and child irnrnunizations.
359 children were immunized, and 93% of children age 2 and under seen at Community
Health aze fully immunized. Cost per child. served: $126.
^ 213 Pitkin Comity residents and an estimated 934 Pitkin county workers received
reproductive care at Planned Parenthood in Glenwood Springs. 49 Pitkin residents
accessed the Clients in Need fund to subsidize their care.
^ 50 at-risk youth received equine-assisted therapy at Sopris Therapy services and 90%
showed improved academic performance. 95% of clients showed improved physical
performance. Cost per therapy session: $75.
^ 41 sexual assault victims received care and evidence collection through the services of
the Sexual Assault Nurse Examiner Program at Valley View Hospital. 100% of clients
reached with follow-up phone calls gave positive feedback regarding their experience.
Cost of program based on clients served: $2.833.
^ Mountain Family Health Center in Glenwood Springs sen ed 342 Pitkin County
residents, with a cost of $172 per encounter. 3,794 of MFHC's 6,293 total patients are
uninsured.
^ 75 clients and their families received equine-assisted therapy at Windwalkers
Therapy Center. 100% of clients participating in embedded academic therapeutic
sessions showed improved uerfonnance in educational settines.
2008 Mental Health & Substance Abuse Prevention
Purpose: Promote the psychological well-being of individuals;
Provide treatment and promote prevention of substance abuse.
^ Aspen Counseling Center
^ The Right Door
^ Valley Partnership for Drug Prevention
~Pathfmders
Mental health services, including counseling,
emergency services, & substance abuse treatment
Alternative detoxification program & case
management
Wellness program in local schools for prevention of
alcohol, drug and tobacco use; drug awareness
campaign through local media
Wholistic program for cancer patients, families and
caregivers.
"Bang for the Buck": Examples that show value to the Community
f 684 mental health and substance abuse clients were served by Aspen Counseling
Center. In addition, 201 clients used ACC's services through their employee assistance
program and ACC provided 265 emergency service contacts. 50% of admissions in
Aspen Counseling Center's Intensive Outpatient Substance Abuse Program graduated
from the program. In December hired child and family therapist who will re-establish
ACC's school-based mental health services. Cost per client for all of ACC's programs:
$552
^ 1025 students (100% of Aspen Middle and Aspen High School students) participated
in Valley Partnership for Drug Prevention's drug, alcohol and tobacco prevention
curriculum. Cost per student: $90-266. Results of VPDP's survey of student attitudes as
well as their print media campaign helped spark public dialogue azound drug and alcohol
use and abuse in the community.
^ 717 clients were served by The Right Door's alternative detox program. 53% of
clients accepted case management at intake, and of those, 55% completed or partially
completed their plan. Cost per client served: $777.
^ 167 cancer patients, family members and caregivers received services from the
Pathfmders program. 95% of patients surveyed felt better able to cope with cancer. 1007
patients, county residents and workers received educational cancer resources and healthy
lifestyle information. Cost per patient amorally is $1,500.
2008 Legal Services & the Courts
Purpose: Facilitate access and appropriate utilization of legal and
judicial assistance.
~~~ Total Healthy Community Fund Support: $15,450 (ALS) ~~~
^ Alpine Legal Services Legal services for low-income clients
^ Response* Support for survivors of domestic violence and sexual assault
^ YouthZone* Alternative sentencing options for youth in the juvenile justice
system
i ~ 1
^ 330 clients were provided with free legal assistance in the Aspen office of Alpine
Legal Services. 30 trainings and clinics were held resulting in a 45% increase in clients
over the previous year.
^ 342 victims of domestic violence and sexual assault were assisted by Response: Help
for Battered Women. 40 court-order safety plans were facilitated by their legal advocate
increased, with 100% of clients with safety plans reporting that staff clearly explained
their legal rights and options. Cost per safety plan: $315.16
^ 35 court-referred youth participated in YouthZone's Juvenile Diversion Program
(alternative sentencing), and 100% of juveniles diverted out of County Court did not
reoffend. Cost per youth served in a class or group: $180-200.
*total Qrant funding included in Youth and
2008 Well-Being of Seniors
Purpose: Promote the social, emotional, economic and physical well-
being of seniors.
Total Healthy Community Fund Support: $ 335,036
^ Columbine Home Health Promotes a dignified, independent lifestyle for
seniors and disabled adults through the provision of
skilled health care services.
^ Pitkin County Senior Services Responsive senior programs including nutrition,
information & referral, transportation and activities to
promote independence and quality of life.
`Bang for the Buck": lisamplcs that show value to the Community
^ 82 setuors and disabled adults received assessment of living situations, private duty
home care services, social interaction, and referral to community resources through the
services provided by Columbine Home Health. Services are provided on a sliding-fee
scale based on income. 47% of clients got better at walking and 58% had less pain when
moving after beuig discharged from the program. 100% were able to stay in their home
and out of a nursing home or assisted living for 1 year or longer. Cost per hour of service:
$40. Annual cost per client served: $2,340.
^ 7,668 congregate meals were provided to seniors through Pitkin County Senior
Services and 2,249 additional meals were home delivered, providing regular nutrition
and socializationJcheck-in for homebound seniors. On average, 66 seniors were present
for meals. 86.5% of seniors surveyed rated taste and nutritional value of meals as good or
better. Cost per meal: $13.03.
^ Pitkin County's Senior Transportation program provided 3,717 senior van rides
and 267 supplemental transportation rides (taxis and volunteer drivers). The
transportation program served 70 unduplicated clients.
^ The Pitkin County Senior Services caze management prograzn assisted 39 adults,
ages 60 and older, in meeting their needs and goals for a safe, healthy living environment
that supported a comfortable level of independence. 100% of clients were successfully
connected with community resources to make their life more manageable, and 100%
reported that they felt safer and healthier. 91% reported that they were better able to
maintain their independence. Cost per client served: $652.
2010 HHS
Grant Requests -City of Aspen and Pitkin County
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