HomeMy Public PortalAboutAffordable Housing Trust -- 2022-01-06 Minutes Brewster Housing Trust
January 6, 2022 5 * 00pm Virtual Meeting = _
Housing Trust Members Present : Donna Kalinick, Tim Hackert, Madalyn Hillis- Dineen , Maggie
Spade-Aguilar, Ned Chatelain , Paul Ruchinskas
Others Present : Jill Scalise - Housing Coordinator, Robert Tobias - Finance Committee liaison ,
Laura Shufelt- Mass Housing Partnership ( MHP ) , Peter Lombardi -Town Administrator
Absent : Vanessa Greene
1 . Call to Order : Chair Hackert called the meeting to order at 5 : OOpm , read the required
notice for virtual meetings, and declared a quorum .
2 . Citizen' s Forum : Glenn Casey addressed the Trust . He stated that he took a quick look at
the proposal that was in the packet; his druthers would be not to have affordable
housing in the forest behind his home . He does support affordable housing but not in
forests, on the Bay or on Long Pond . He did find the bid that was submitted to be highly
professional . He did see an attempt to consolidate the amount of the land that would be
preserved to minimize the ecological effect on the property, about 25 % of the total land
used for development . He does believe that through the RFP process, some of the
abutters have been listened to . He referred to some of the language in the proposal .
principles of site design will be compact development concentrated along a loop lane, a
concentrated effort to preserve mature trees and native vegetation , thoughtful layout
and preservation of buffers and existing vegetation will minimize perceived impact to
the neighbors . Also, in sustainability, the compact layout preserves natural resources
and trees . On Page 32, it does talk about the engineering principles, and he appreciates
the wastewater management and groundwater effort . He did note that it is a lot of
money for the construction , 22 million . j
3 . Request for Proposal ( RFP ) Millstone Community Housing Property :
• Explanation of initial proposal submission review for completeness process :
Mr . Lombardi is serving as the procurement officer for this solicitation . The Town
received 2 bids by the 12/ 16 deadline . Following submission , Mr . Lombardi & Ms . Scalise
reviewed the proposals to make sure they met the minimum criteria ; one was fully
compliant, and the other did not . The bidder was notified that they did not meet the
minimum criteria . Chair Hackert asked what the non - compliant bidder said . Mr .
Lombardi said they acknowledged they did not meet the criteria and he does not expect
any push back on that . Chair Hackert asked about the email from Mid - Cape Church
homes . Mr . Lombardi said there was an email that they were very interested in
submitting a bid but from their prospective , they could not meet the financial proforma .
• Discussion of Trust member participation in RFP proposal review process : Mr .
Lombardi said that because this was discussed at prior meetings and there were three
potential members with potential conflicts, administration reached out to town counsel j
1 j
i
I
to review . Town Counsel opined that based on the information that they received ; all
three members would have to recuse themselves . There is a provision in the law where
the members can ask the appointing authority, the Select Board for disposition . All three
members were notified . Mr . Lombardi heard back from Mr . Ruchinskas that he would
recuse himself. Ms . Scalise heard from both Ms . Greene and Ms . Spade -Aguilar that they
were willing to recuse themselves . Ms . Scalise noted that there was information about
the Open Meeting Law from the Town Clerk in the packet; this is informational but also
a reminder to Trust members and all committee members to acknowledge and return
receipt . Chair Hackert said from a technical standpoint, those members will be put in
the waiting room during the RFP proposal discussions and then , be brought back in
when that discussion is over for the rest of the meeting items . Ms . Kalinick said that
leaves four members which is the minimum quorum to conduct the review and all will
need to attend to review the RFP proposal . Maggie Spade -Aguilar asked if what she
signed in December was sufficient; it was what the Town Clerk asked people to sign and
return .
• Discussion of Pro-forma evaluation and possible vote of funds for review : Mr .
Lombardi stated that in addition to the RFP , they prepared and distributed a Request for
Quotes to review the financial proformas that accompany proposals . They solicited once
and did not receive any responses, so it was put back out, and they received a
submission from Lynne Sweet who has extensive experience doing this work . The pricing
was $ 750 per proposal plus $ 250 an hour to meet with the Trust to review . Ned
Chatelain asked if that is an appropriate amount to do this work . Mr . Lombardi said it is
and Ms . Shufelt confirmed it was a reasonable price . Ned Chatelain moved that the
Trust accept the proposal , Madalyn Hillis - Dineen second . A roll call vote was taken . Ned
Chatelain -Yes, Madalyn Hillis - Dineen -Yes, Donna Kalinick-Yes, Chair Hackert -Yes .
• Proposal review process with Laura Shufelt, Mass Housing Partnership : Ms .
Shufelt said it is a little easier but shouldn ' t be any less complete, having one proposal
to look at . She suggests that each member read through the proposals with the criteria
i
in mind . She suggests having a review score sheet based on the criteria that was laid out
and think about it in the highly advantageous, advantageous and not acceptable terms .
This would be a paper score that would then be discussed as a group and compile into a
i
group score . We will have to wait for the financial review to come back to finish the
scoring . If the score is advantageous or highly advantageous then a recommendation is
drafted and sent to the Select Board . The amount of detail in this recommendation is
based on the Select Board and how much information they want . There should be
specific examples noted in the proposal that tie back to the criteria and the rating . Chair
Hackert said we will need to get feedback from Select Board on the level of detail that
they want . Chair Hackert said we have discussed having a presentation and provide
them with a list of questions . This would be done at the February meeting . Chair Hackert
asked if anyone had any questions . Ms . Kalinick agreed we should have a presentation .
Some of the questions that she has are related to the financial proforma review . Chair
Hackert suggested those questions go to Mr . Lombardi to give to Ms . Sweet . Ms .
2
3
c
Kalinick had the following questions : 1- clarification on the height of some of the
buildings 2- confirm that the black dotted line around the perimeter is the proposed
buffer 3 - is all the storage in one building- is there potential to put storage in the one
larger building as well 4does the community center building have a generator and a
kitchen 5 - more information on the management plan and someone to speak to how
that concept has worked in their other properties . Ms . Shufelt said she does think there
is a kitchen on the left wall . Ms . Kalinick wanted to reserve the right to send any other
questions . Ms . Hillis- Dineen wondered if the one larger multi -family building, #2, could
be split into two smaller buildings . Chair Hackert said that would be both a site plan and
financial proforma issue . She thought the projected rents looked good for this area . Mr .
Chatelain commented that it is a good proposal . He did want to know how many units
are tax credit and how many are workforce and what the breakdown of 1 -3 bedroom
are in each category . Mr . Chatelain asked what our responsibility is to review the
proposal in terms of the criteria and what falls into the ZBA area , where is the line . Ms .
Shufelt said you are reviewing what is before you . Ms . Hillis- Dineen ' s question probably
can ' t be asked . The tweaking usually happens at the negotiation of the Land Disposition
agreement and permitting . Mr . Chatelain said would it be scored , hypothetically the
larger building, as not advantageous . Ms . Shufelt said you have to go back to the criteria
and score based on the criteria that was set forth by the Trust . Mr . Chatelain said it is
clearer now to him that this process is us scoring based on the criteria and the proposal .
Ms . Kalinick stated that in some cases, we are asking them for clarification based on the
criteria . We could ask them to walk us through their design as it relates to the site and
the buildings . Ms . Kalinick asked Ms . Shufelt how many projects a developer can submit
for in a funding round , knowing that they were just awarded Wellfleet as well . Ms .
Shufelt said they can submit two per round . She believes this is a legitimate question .
With ARPA money, there may be more funding rounds or more projects funded per
round . Ms . Kalinick asked that this question be added to the list; funding and capacity .
Chair Hackert thought it was a professional and well - done proposal . He did not have any
`i
specific questions . Any other questions should be submitted by trust members by 1/20
to send to POAH for their presentation . Laura Shufelt will be away but does not need to
t
be there for the presentation . Questions should go to Ms . Scalise and Mr . Lombardi ; Ms .
Kalinick should only be acting as a Trust member .. Next steps, notify POAH of the
presentation date, send questions to Ms . Scalise and she and Mr . Lombardi will send
them to POAH by the 24th . Mr . Tobias asked if we should ask the Health Department to
weigh in on the proposed IA septic system . Chair Hackert asked if that is for the ZBA or j
I
here . Ms . Shufelt said it is for ZBA because there will be further plans at that point . We
can ask for explanation of the design . Ms . Kalinick said there are 10 units in the 60 to
80 % AMI which Ned had asked about earlier . Ms . Kalinick said it is a game changer to
i
have this Mass Workforce housing money available . Mr . Chatelain said he wanted to
know how many of those 10 are 1 , 2 and 3 bedrooms . Ms . Kalinick said that she and Jill
toured Terrapin Ridge in Sandwich and the site design is very similar to the proposal , in
I
3 I
s
i
1
terms of the compact site design . Ms . Shufelt noted that was a different developer . It is
more the similarity in compact design principles . Ms . Scalise noted that there was a
sample comparative review sheet in the packet that could be used for review . The Trust
thanked Ms . Shufelt and Mr . Lombardi for their efforts .
4 . Housing Trust Goals & Priorities Discussion and Possible Vote : Ms . Scalise shared the
previously discussed Housing Trust Mission Statement & Goals, there were no questions
or changes . The mentioned 2022 Priorities were shown on the screen and included : 5 -
year Financial Plan with action group , Trust Guidelines with action group , Trust funding
with action group , support and advance development of community housing on the
Millstone parcel , revisit rent to own program , evaluate the effectiveness of CDBG
program , and Community Housing Fair and Forum ( including a fair housing/diversity
component ) . Chair Hackert felt the Trust Guidelines and Trust funding should both be on
the list recognizing that they are a more than one year process . Ms . Kalinick stated that
in the last discussion , we noted that we need to develop a 5 -year financial plan before
we can develop a Trust funding plan . She will engage the help of the Finance Director
and the Town Administrator to work on this . This financial forecast is needed before the
Trust can determine what funding is needed and where it will come from . Ms . Kalinick
asked Mass Housing Partnership if there were any templates for a Housing Trust
proforma and there were not . However, other Trusts and agencies are interested in
seeing a Trust proforma example . Ms . Kalinick and Mr . Chatelain volunteered to be on
the financial plan team . Ms . Kalinick agreed that the Trust Guidelines were a priority as
well as supporting Millstone housing . Ms . Spade -Aguilar asked about ARPA funding and
if this would be considered in the financial plan . Ms . Kalinick stated that financial plan is
the financial needs, expenses, and what our existing revenues are, such as money from
CPC, from Short Term Rental allocation , and then developing other possible funding .
The Select Board is looking at ARPA funding . Ms . Scalise and Ms . Kalinick have attended
a few seminars about housing eligible uses ; there is a need to look at possible ARPA
housing uses . This is a discussion that will take place in the Town over the next couple
months and the Trust has a role to comment . Mr . Ruchinskas clarified the 5 -year
financial plan expenditure side would be programmatic activities . Ms . Kalinick agreed
and said the plan will come to the Trust for a full discussion . The development of a Trust
financial plan is also in the FY 22 - 23 Select Board ' s Strategic Plan , in part because of the
policy for half the Short-term rental revenue going to the Housing Trust . This is showing
what we intend to use those monies for . Chair Hackert said that he and Ms . Spade -
Aguilar offered to work on the Trust Guidelines . The Trust agreed to remove the trust
I
funding priority . Ms . Kalinick asked about whether additional action teams or priorities
are needed and that the Housing Production Plan ( HPP ) will be a key time emphasis the
first half of 2022 . Because of this outreach and workload , a Community Housing Fair
would best be scheduled after the work on the HPP . Ms . Hillis - Dineen volunteered to be
I
part of a Community Housing Fair Action group . Mr . Ruchinskas shared that the rent-to -
4 1
i
j
own project is a very involved program , that 34 priorities tend to be a big lift, and
suggested removing the rent-to - own priority. Chair Hackert agreed . Mr . Chatelain
agreed regarding the Trust bandwidth but doesn ' t want to lose sight of the program as
it can help preserve the housing stock . Ms . Spade -Aguilar also noted her willingness to
work on the Community Housing Fair . Additionally, the Trust should have input in the
Local Comprehensive Plan ( LCP ) . Ms . Kalinick will include the timeline for the LCP in the
next packets there is a plan to bring the LCP to the November 2022 Town Meeting .
There will be opportunities for community input and for the Trust to engage in the
process . Mr . Hackert said the Trust could have a discussion about involvement at the
next meeting . Mr . Ruchinskas suggested removing the CDBG evaluation because of the
current workload . Ms . Scalise noted that the 4 identified priorities ( supporting
community housing, 5 -year financial plan , Trust Guidelines, and Community Housing
Fair ) are all very Trust specific and strong priorities . Mr . Ruchinskas moved approving
the Housing priorities as revised at this meeting and to adopt the items for 2022 . Ms .
Hillis- Dineen seconded . A roll call vote was taken . Tim Hackert -Yes, Donna Kalinick-Yes,
Maggie Spade -Aguilar- Yes, Madalyn Hillis - Dineen -Yes, Paul Ruchinskas- Yes, Ned
Chatelain -Yes .
5 . Housing Coordinator Update, including Preservation of SHI homes : Ms . Scalise
thanked the Trust for all the input on the Housing Trust goals and priorities and for the
collaborative process demonstrated . The November Coordinator report is in the packet .
She shared several December highlights . The Serenity Brewster Local Action unit
application was submitted to DHCD . With Ms . Kalinick, the Housing Production Plan
Request for Quotes was sent out . Ms . Scalise has also noticed an increase in resident
calls for assistance . Mr . Ruchinskas asked about the type of assistance needed . Ms .
Scalise has seen an increase in the need for finding rentals and now has a list of 59
people who would like applications for Brewster Woods and/or Serenity Brewster . Covid
Fund requests also continue as well as trying to help people remain in their homes . She
appreciates how the Health , Police, Fire and Building Departments all work together to
support our residents . As for the Rental Assistance Program , over the past three months
Housing Assistance Corporation reported that they assisted 12 Brewster households
with rent and mortgage assistance of $ 59, 662 . Because of state and federal funds, no
Brewster RAP funds were used . This is the third quarter in a row where about $ 60, 000
has been provided for Brewster residents . In the past year, $ 201, 000 was provided to
Brewster residents through HAC' s mortgage and rental assistance efforts . Ms . Scalise
has also been working on our Subsidized Housing Inventory ( SHI ) homes . Based on the
t
home inspection of 11 Sean Circle , she has been compiling estimates on the needed
work, which appears to be over $ 85 , 000 of work . This estimate will be sent to DHCD .
Additionally, Ms . Scalise met with the chair of the CPC regarding the $ 500, 000 Housing
Trust Preservation of Affordable Housing grant . The Chair suggests a joint meeting with
the CPC and Trust to discuss Trust grants, the Buy- down Program and to encourage
communication between the boards .
I
5
i
i
r
6 . Request to Community Preservation Committee ( CPC) on extension of Community
Preservation Act ( CPA) funding for Trust . Discussion and possible vote . The Trust
received an initial grant of $ 100, 000 in December 2018 for the beginning of the Trust .
This grant was supposed to be spent by December 2020 . While the Trust has allocated
all of the $ 100, 000, not all has been expended . $ 25 , 000 was allocated for Millstone
Community Housing property & preserving SHI homes . $ 75 , 000 was allocated for the
rental assistance program and a contract with HAC was signed in August 2020 . Brewster
is only charged when funds are used from the rental assistance fund . Even though over
$ 200, 000 has gone out this year, only $ 6, 300 have been spent from the funds . The CPC
Chair suggested the Trust request an extension of the grant . A memo is included in the
packet describing the grant extension request . Mr . Ruchinskas suggested the extension
be requested to December 31, 2023 . Ms . Kalinick made a motion to approve the request
to the CPC for an extension of the $ 100, 000 grant approved at the November 2018
Town meeting to December 31, 2023 . Mr . Chatelain seconded . A roll call vote was
taken . Tim Hackert-Yes, Donna Kalinick-Yes, Maggie Spade -Aguilar- Yes, Madalyn Hillis-
Dineen -Yes, Paul Ruchinskas - Yes, Ned Chatelain -Yes .
7 . Discussion , and possible vote, on Brewster CPA funding formula recommendation to
the CPC A draft letter by Mr . Chatelain was included in the packet . He shared that
flexibility was the key and that it would be in the best interest of the Town to use the
state formula . Ms . Kalinick suggested removing the number of communities that don ' t
use the state formula . The CPC Coalition said they believed that only Brewster and
Bourne did not use the state formula but did not have an actual count . The sentence
was changed to almost all Massachusetts communities . Ms . Kalinick moved to approve
the Trust letter to the CPC with such changes as may be appropriate by the Chair, with
consultation of Mr . Chatelain & Ms . Kalinick, and to authorize the Chair to sign the
letter . Ms . Hillis - Dineen second . A roll call vote was taken . Tim Hackert-Yes, Donna
Kalinick-Yes, Maggie Spade -Aguilar- Yes, Madalyn Hillis- Dineen -Yes, Paul Ruchinskas-
Yes, Ned Chatelain -Yes .
8 . Cape Cod Sea Camps Planning Committees : Ms . Kalinick shared that the Select Board
approved the charges and makeup of the planning committees for the Bay and Pond
a
parcels . The Housing Trust has a seat on the Pond parcel . Any Trust member who is
interested in filling that seat should send a letter of interest to Erika Mawn . The
deadline for submissions is January 211t . For the Bay parcel , the Trust has been given a
liaison role . This discussion will take place at a later meeting . Mr . Chatelain will be a
Select Board member on the Bay Committee . Ms . Kalinick will be the administrative lead
for the Pond parcel . Neither Ms . Kalinick nor Mr . Chatelain will be submitting for a seat
or liaison position . Ms . Spade -Aguilar asked for clarification regarding the voting status
of the liaison and committee member . Ms . Kalinick stated that the Pond parcel j
committee member will be a voting member, the Bay parcel liaison will not be a voting
I
member .
i
i
6
l
I
9 . For Your Information : Mr . Hackert noted that the Town does an annual report which
includes a Housing Trust report . Ms . Kalinick and Ms . Spade -Aguilar will provide a draft
report for the February meeting .
10 . Any other business not anticipated : None
11 . Approval of Minutes from December 2, 2021 : Ned Chatelain moved the minutes of
December 2 , 2021, with minor technical comments from Chair Hackert, Maggie Spade -
Aguilar second . A roll call vote was taken . Tim Hackert-Yes, Donna Kalinick-Yes, Maggie
Spade -Aguilar- Yes, Madalyn Hillis - Dineen -Yes, Paul Ruchinskas - Abstain , Ned Chatelain -
Yes .
12 . Next Meeting : February 3, 2022 at 5@00pm virtual .
13 . Adjournment : Madalyn Hillis- Dineen moved adjournment at 6 : 45pm , Paul Ruchinskas
second . A roll call vote was taken . Tim Hackert-Yes, Donna Kalinick-Yes, Maggie Spade "
Aguilar- Yes, Madalyn Hillis- Dineen -Yes, Paul Ruchinskas-Yes, Ned Chatelain -Yes .
Respectfully Submitted ,
Donna J . Kalinick
Assistant Town Administrator
Housing Trust public packet : records . brewster- ma . gov/weblink/0/edoc/ 167093/" 1 . 06 . 22 BAHT
Complete Packet , with Proposal ( amended 1 . 06 ) . pdf
Approved February 3 , 2022
i
l
i
i
{
I
i
i
7
t
j7
7