HomeMy Public PortalAboutAffordable Housing Trust -- 2020-09-03 Minutes Brewster Housing Trust
September 3, 2020 5 : 30pm Virtual Meeting
Present : Ben deRuyter, Paul Ruchinskas, Donna Kalinick, Tim Hackert, Maggie Spade -Aguilar, Jill Scalise,
Madalyn Hillis- Dineen , Sarah Robinson , Laura Shufelt- Mass Housing Partnership ( MHP ) , Mark Wixted -
Bohler Engineering; Stuart Heaton , Diana Pisciotta & Ben Freidman - Elevation Financial
Absent : None
Citizen Comments : A number of emails were received and posted in the public packet . Additional emails
came in during the Trust meeting, item #4 . The emails that came in during the meeting were of a similar
nature to the ones received prior to the meeting and were compiled and provided to the Trust .
1 . Call to Order: Chair deRuyter called the meeting to order at 5 : 30pm and read the required
notice for virtual meetings .
2 . Summary of August 13th meeting, technology difficulties delayed broadcast by four hours :
Chair deRuyter read the following statement . The Housing Trust, through its' chair, received a
complaint because the Thursday August 13th , 2020 Housing Trust meeting was not shown live .
On August 13 , 2020, our video station had technical difficulties with a live broadcast . According
to our posted agenda , " No in - person attendance of members of the public will be permitted , but
every effort will be made to ensure the public can adequately access the proceedings in real
time via technological means . The Town has established specific email addresses for each board
and committee that will be meeting remotely so that residents can send their comments in
writing either before or during the meeting . In the event we are unable to live broadcast these
meetings, despite best efforts, we will post on the Town website an audio recording, transcript,
or other comprehensive record of proceedings as soon as possible after the meeting at
http : //tv . brewster- ma . gov ," The recording was shown at 9 : 20pm that evening . We were
receiving email live to our brewsterhousingmeeting@brewster- ma . gov email during the Trust
meeting . We did receive an email , informed the Trust and replied to the email during the
meeting .
The following actions were taken by the Trust at the August 13 , 2020 meeting :
1 -The Trust voted to award the administration and case management for the Rental Assistance Program ,
with emergency Covid component, to Housing Assistance Corporation .
2 -The Trust voted to authorize the use of $ 5 , 000 in Community Preservation Trust funds for legal and
professional services related to preservation of housing units on our Subsidized Housing Inventory .
3 -The Trust approved the minutes of June 2 , 2020 and July 3 , 2020 .
The draft August 13, 2020 Housing Trust minutes are included in our September 3 , 2020 public posted
packet . In the future, and while the virtual meetings are still in place , our intention is to provide live
coverage of the Trust meetings as required under the Open Meeting Law , The August 13 meeting only
failed to be shown live due to technical problems beyond our control, so the recording of the meeting
was shown on Channel 18 shortly after it concluded .
3 . Financial Report : Ms . Kalinick discussed the financial reports for the Trust which were included
in the meeting packet . The $ 300, 000 transfer from CPC has been made . Ms . Kalinick included a
breakdown of the CPC restricted versus non -CPC funds and the expected uses . There is
currently $ 386, 901 in CPC funds and $ 183 , 305 . 87 in non - restricted funds . There is also
$ 1,471 . 46 in interest that was accrued over Fiscal 20 which needs to be divided out . The total
amount of funding on hand is $ 571 , 677 . 33 .
4 . Millstone Community Housing Property Presentation by Bohler Engineering and Mass Housing
Partnership, sharing concept plan which is the completion of the feasibility study : Chair
deRuyter gave an overview of how this agenda item will be handled . Chair deRuyter said that
the Trust has received numerous comments and questions prior to this evening' s meeting,
specifically from Ocean Edge residents . Comments received by 3PM Tuesday are contained in
the meeting packet which can be accessed on the Housing Trust webpage . Comments received
by noon today have also been sent to the Housing Trust . Throughout tonight' s presentation , we
aim to address many of these questions . All comments will be taken under advisement . Please
note , questions may be also be paraphrased or combined and we may not be able to respond to
all questions this evening . Housing Coordinator, Jill Scalise , will be monitoring email during
tonight' s meeting and may bring forward additional, distinct, questions . Emails received during
tonight' s meeting will be provided to Housing Trust members in full at a later date .
Mr . Ruchinskas noted that the 15+ acre parcel was first identified for affordable housing in 2005 .
In 2018, the Town , using CPC funds, purchased an access parcel . At the May 2018 Town
meeting, the entire parcel was dedicated for community housing . In 2018, the process the Trust
would follow for this project was outlined for the public in a forums and FAQs . The first step was
to determine that the land was suitable for development . The Town received a Technical
Assistance Grant from Mass Housing Partnership and Bohler Engineering was engaged to
perform the feasibility study . The Trust has engaged in robust community engagement during
this time with the assistance of Barrett Planning Group, including 3 Community Engagement
sessions and two online surveys . This feedback, the housing needs outlined in the Brewster
Housing Production Plan , particularly for rental housing, financial feasibility and a desire to
preserve open space were all factors in the guidance that was provided to Bohler Engineering . In
terms of financial feasibility, State funding is directed towards rentals, not home ownership, and
local funding will be required . Three concepts were developed , one with two buildings with the
50 rental units clustered in each , one with multiple building spread out around the northern
portion of the parcel , and the last that combined rental units with home ownership . Design
choices from Melpet Farms and Ocean Edge were the most highly ranked which was the closest
to concept 2 . It was clear that concept 1, two larger buildings was the least favorable . Although
concept #2 and #3 were close in the voting, concept #3 would involve sub-dividing the land and
building in two phases which would be more disruptive to the abutters . Concept 2 did receive
the most votes and although more buildings will cost more to build , input was clear to the Trust
that it was the most in line with the neighborhood feel . Mr . Ruchinskas added that this is just
one step in the process and that you cannot be overly prescriptive in the RFP process . This is a
concept plan .
Ms . Kalinick addressed a few of the comments that the Trust received via email to ensure that
some of the inaccuracies and misunderstood information was clarified . Ms . Kalinick reiterated
that this plan is a guidance document for the RFP and one step in the process to develop
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housing . Ms . Kalinick went through all of the various existing affordable housing in the town and
the ones we are currently working on , but noted that these initiatives do not get us to the
required 10% affordability level , required by the State . The Town will not be building or
managing the housing . The project will go out for proposals and the Town will enter a long term
lease with a developer as voted at the May 2018 town meeting . There was a statement about a
3 year limit for renting and that is not true . We have not reached that level of detail yet and
there are not time limits within affordable developments . There was a suggestion that over 300
people could be living here ; based on the number of proposed units, that is not possible . There
would be some combination of 1 , 2 and 3 bedroom rentals, to be determined at a later date .
Ms . Kalinick addressed statements that have been made about the Town being in financial
distress . Due to COVIDI9, the Town made sound financial decisions to estimate its' revenues
more conservatively and place money into a stabilization fund in order to best get through the
pandemic . Ms . Kalinick noted that we had a serious housing problem prior to the pandemic and
now, it has gotten much worse . She thanked all of the public who have participated and
submitted comments throughout the last 18 months regarding the Millstone Housing and the
many other housing initiatives the Trust is engaged in , and affirmed that the Trust continues to
use the Housing Production Plan as a guidance document to make decisions .
Mark Wixted from Bohler Engineering presented the Master Plan . He presented an overview of
the site . The parcel was surveyed . The site slopes in several different directions and the abutting
parcels generally drain into the site . A map of the site was shared . There are several low points
on the site , but there are no mapped wetlands . The soils are all good and well - draining . The
future developer would do further perk tests to design septic systems . Concept 2 is made up of
12 buildings, 11 of similar size . This is not an engineered plan . This is a high level concept plan to
show where buildings, roads and infrastructure could be placed . The buildings are drawn at 50 X
100 and contain 4 one story units which could likely be 2 two stories and reduce the footprint .
The setbacks drawn on this concept plan meet the town required 25 foot zoning requirement,
but most are greater than that . The developer of the property would be required during
construction and for the property to file a stormwater management plan and is not allowed to
add flow to surrounding properties . During construction , there are regulations in place for
erosion and dust control , including a plan has to be filed with the State and Federal EPAs as well
as meeting local requirements . Mr . Wixted noted that there is one building that is larger with 5
units and they accounted for 100 parking spaces . Mr. Wixted noted the water easement on the
southern end of the parcel and that from the beginning, knowing we would preserve open space
that it did not make sense to build over the easement .
Ms . Shufelt spoke about the role that Mass Housing Partnership plays in promoting
development of affordable rental housing and assisting communities with affordable housing
initiatives . Ms . Shufelt outlined the process for Request for Proposals ( RFP ) . Ms . Shufelt
explained that we are subject to procurement laws, particularly 3013, in the disposition of land
and the formation and receiving of RFPs . This is done in a public process . The Trust will develop
goals for the RFP based on the Housing Production Plan , community input and land constraints
as well as financial feasibility . The Trust cannot dictate a design, but can have design guidelines
such as using pictures to show the Cape Cod character, and energy efficiency can be an
important aspect . Submission requirements are formed including experience, design concepts,
financial proformas, past projects and the management company plan . RFP' s have a prescribed
evaluation criteria that is comparative, from highly advantageous down to not acceptable . Ms .
Shufelt shared a sample evaluation criteria . The process of developing the RFP and receiving
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proposals back takes about 6 to 8 months . Potential developers have to put a lot of work into
putting a response to an RFP together . The development of the RFP and the scoring is all done in
a public process . The Trust would score and recommend a developer to the Select Board and
then , the disposition of land process would take place with an interim land disposition
agreement . The entire process takes about 14 months .
Chair deRuyter opened up to questions from the Trust . Ms . Spade-Aguilar asked about flooding
on the property, particularly in regards to Ocean Edge , Mr . Wixted said the design has to meet
the standard that we not flood any abutters . The topography was not of concern in the initial
concept plan . Chair deRuyter reiterated that this is a high level concept plan that we have taken
two years to come to, but ultimately a developer will make a specific proposal for the land in
response to the RFP and will have to undertake specific site engineering and analysis . The study
and concept plan were to determine feasibility and involved much community engagement, but
this is not the final plan . Ms . Spade -Aguilar noted that topography was considered in feasibility .
Madalyn Hillis- Dineen asked for further explanation on why the northern portion of the
property was chosen . From an engineering perspective , we don't need that much land and the
access road is closer to the northern portion as well as the existence of the water easement and
guidance from the Town . Ms . Hillis- Dineen said there is an impression that the southern portion
of the parcel was avoided because there were higher value homes there and that was not the
case . Ms . Shufelt said that keeping cost down is important and one of the most expensive parts
is roads and to have a fork and go both ways in the parcel would be cost prohibitive . Mr. Hackert
said there were three reasons we chose the Northern parcel , infrastructure costs, the water
easement and the topography of the southern portion . Ms . Kalinick said that the Town of
Brewster has a history of leaving open space within affordable house developments . Many of
these discussions took place early in the process and all information is available and has been
available on our website . Chair deRuyter outlined next steps of developing an RFP in open
meetings over the next 3 to 6 months . Ms . Scalise noted one question came in that was
different than others we have received . Is the 25 foot setback measured from the buildings to
Ocean Edge . A set back is from the building to a lot line . The zoning in place is a minimum 25
feet setback and we tried to meet the minimum , in most cases, we exceeded it . Ms . Shufelt said
you can put increased setbacks in the scoring criteria as preferred . Ms . Scalise said that all
questions received will continue to be addressed by the Trust as we move further through the
process . We appreciate the feedback and do hear the concerns that have been mentioned .
S . Rental Assistance Program, with Covid emergency funding update : Ms . Scalise and Ms . Kalinick
had a meeting with Housing Assistance ( HAC) to discuss program details and promotion . A flyer
was included in the packet and shared . Funds are now available for Brewster residents to apply
to HAC for ongoing or emergency rental assistance . We will monitor how many applications are
received . There was a Rental Assistance working group that Ms . Spade-Aguilar was on, though
she is an employee of HAC . She is filing a conflict of interest form with the Select Board . It was
discussed whether the rental assistance working group would monitor the program and , also,
work on an application to CPC for further funding for rental assistance . It was decided at this
time that we do not to continue the working group, but can take up further actions as a whole
Trust . Chair deRuyter thanked the working group for all their efforts in getting this program
running .
6 . Elevation Financial presentation on proposed redevelopment of 873 Harwich Rd to 55+ rental
housing : Chair deRuyter took this agenda item before #5 . Elevation Financial , Stuart Heaton ,
provided an overview of their company mission to provide affordable housing . They are located
in 11 states in the southeast and midwest now, but are looking to expand to the northeast and
feel that Brewster is a good fit for their mission . They are dedicated to low and affordable
rentals for seniors and families . They revitalize properties and Wingate was identified as a good
fit for Elevation and its' goals . They would convert the existing property into 134 units for 55+
seniors . The current property has a DRI ( Development of Regional Impact) on it, requiring 10%
of the units to be affordable ; they are working with the Town and are willing to have 20%
affordable units . They will be going to ZBA for a use variance request . They will bring the
property back to life and also , bring some jobs . Most tenants in their properties are long term
renters who live in a community . Mr. Heaton showed a schematic of what they are proposing
for the property . They are invested in working with the community, the town .- and the abutters
to provide a great community for seniors of modest income . Wingate is exactly the type of
property that they like to bring back to life . Trust members expressed support for the proposal
and the mission of Elevation Financial . Ms . Spade -Aguilar asked if it would be restricted to
Brewster residents . Fair housing does not allow that type of restriction and we expect there to
be residents from the surrounding town . Sarah Robinson asked about how the property would
be managed . Elevation does manage its own properties, but they hire local people to manage .
There would be onsite management during the day, during the week, including maintenance .
Madalyn Hillis- Dineen asked if there would be a community room . Mr . Heaton said yes they
have one or more in all their properties and will be keeping the existing community rooms . Mr .
Ruchinskas asked about the mix of studios and one bedrooms; there are a lot of studios . Mr.
Heaton said that they are trying to re- purpose the footprint, but there is also a fair number of
single seniors that can only afford a studio . They try to make a mix of units . Ms . Kalinick said that
housing and administration have been working with Elevation and they have been very
responsive . This is a property that will offer both little a and big A affordable units which is a real
win for everyone .
7 . Town items : Select Board Strategic Plan, Town Meeting 9/12, 10am & CPC Joint Meeting 9/24,
4pm : Chair deRuyter spoke about the process and consensus priority goals under Housing that
the Board came to . The first strategic planning session took place in 2019 with department and
committee input and priority goals were formed . This year, they reviewed and updated the plan .
Three housing goals were agreed to be high priority : permanent funding for the Trust, establish
Housing Rehab program and long term rental assistance, and develop Millstone Road property
for housing . Assessment of the ADU bylaw was also a goal under housing . Ms . Kalinick noted
that woven into this plan is the Local Comprehensive Planning process which .is the next step
after the Vision process . There are number of goals woven through that include housing as well,
like looking at zoning and housing and open space working together . The Housing goals are in
line with what the Trust is actively working on . Chair deRuyter said the Trust really needs to
work on a long term proforma for our financial needs . Housing articles at town meeting are
supporting the Cape Housing Institute and funding the Housing Coordinator position at 25 hours
a week . Ms . Kalinick said there is much information on the website about how town meeting
will run this year, outside and the rain date and safety protocols in place . A joint meeting has
been scheduled with the Community Preservation Committee on 9 . 24 at 4pm to discuss
financial strategies as well as how the committees work together around housing . Mr .
Ruchinskas said he was happy to see in the Strategic Plan a discussion around the CPC formula .
8 . Housing Coordinator update including preservation of affordable housing & Brewster Woods :
Ms . Scalise said she would keep it brief tonight . We are waiting on next steps from legal counsel
on the SHI homes . We are still waiting on a decision about the CDBG block fund rehabilitation
grant . Ms . Kalinick said we are going out to bid for the Town portion of the Brewster Woods
infrastructure work in September. We will select a contractor in October . We are working
closely with POAH and also, outreaching to abutters . Our portion of the work, funded by
Massworks, will take about 6 months . Ms . Kalinick thanked everyone who has worked to get this
project off the ground .
9 . Any other business not anticipated :
10 . Next Meeting : The next meeting has been scheduled for October 8 at 5@00pm . We need to
move to Spm so it is possible for another virtual meeting to take place in the same night . We
may have to move to 4 : 30 .
11 . Approval of Minutes from August 13, 2020 : Tim Hackert moved to approve the minutes of
August 13 , 2020 with a change by Mr . Hackert to define, there was a burst pipe at 212 Yankee,
not a flood and minor grammatical edits, Maggie Spade -Aguilar second . A roll call vote was
taken . Madalyn Hillis- Dineen -Yes, Maggie Spade -Aguilar-Yes, Paul Ruchinskas-Yes, Tim Hackert-
Yes, Sarah Robinson -Yes, Donna Kalinick-Yes, Chair deRuyter-Yes .
12 . Adjournment : Mr . Hackert moved adjournment at 7 : 21pm , Maggie Spade -Aguilar second . A roll
call vote was taken . Madalyn Hillis- Dineen -Yes, Maggie Spade -Aguilar-Yes, Paul Ruchinskas-Yes,
Tim Hackert-Yes, Sarah Robinson -Yes, Donna Kalinick-Yes, Chair deRuyter-Yes .
Respectfully Submitted ,
Donna J . Kalinick
Assistant Town Administrator
Housing Trust public packet : http : //records . brewster-
ma gov/WebLinl</ Browse . aspx? dbid - 0&startid = 116185 & row= 1 & cr= 1
Approved October 8, 2020