HomeMy Public PortalAboutAffordable Housing Trust -- 2022-09-01 MinutesBrewster Housing Trust
September 1, 2022, 5:00pm Virtual Meeting
Housing Trust Members Present: Donna Kalinick, Tim Hackert, Maggie Spade -Aguilar, Madalyn
Hillis -Dineen, Vanessa Greene, Paul Ruchinskas, Ned Chatelain
Others Present: Jill Scalise, Housing Coordinator; Robert Tobias, Finance Committee liaison
Absent:
1. Call to Order: Chair Hackert called the meeting to order at 5:00pm, read the required
notice for virtual meetings, and declared a quorum.
2. Citizen's Forum: No citizens in attendance.
3. Reorganization of the Trust- Ms. Kalinick shared that it is the practice of boards and
committees to reorganize on an annual basis and she described the process. Mr.
Hackert offered to serve as chair for another year. No one else expressed interest in
being chair. Ms. Spade -Aguilar nominated Mr. Hackert for chair. Ms. Hillis -Dineen
seconded. A roll call vote was taken. Madalyn Hillis -Dineen -Yes, Paul Ruchinskas-Yes,
Vanessa Greene - Yes, Maggie Spade -Aguilar - Yes, Ned Chatelain-Yes, Donna Kalinick-
Yes. Tim Hackert-Yes. Mr. Hackert will be for the chair next year. Ms. Spade -Aguilar
offered to remain vice chair. Ms. Hillis -Dineen nominated Ms. Spade -Aguilar for vice
chair, Ms. Kalinick second. A roll call vote was taken. Madalyn Hillis -Dineen -Yes, Paul
Ruchinskas-Yes, Vanessa Greene - Yes, Maggie Spade -Aguilar - Yes, Ned Chatelain-Yes,
Donna Kalinick-Yes, Tim Hackert-Yes. Ms. Spade -Aguilar will be the vice chair for the
next year. Ms. Hillis -Dineen offered to continue as clerk if no other members expressed
interest. Ms. Spade -Aguilar nominated Ms. Hillis -Dineen for clerk, Mr. Chatelain
seconded. A roll call vote was taken. Madalyn Hillis -Dineen -Yes, Paul Ruchinskas-Yes,
Vanessa Greene - Yes, Maggie Spade -Aguilar - Yes, Ned Chatelain-Yes, Donna Kalinick-
Yes, Tim Hackert-Yes. Ms. Hillis -Dineen will be the clerk for the next year.
4. POAH & HAC proposal for Millstone Community Housing update- Ms. Kalinick reported
that the LDA has been voted on and signed by the Select Board. The fully executed LDA
with Preservation of Affordable Housing and Housing Assistance Corporation (HAC) is in
the meeting packet. The lease will be signed at a later date. Ms. Scalise shared that
today the Town received an email from the Department of Housing and Community
Development (DHCD) which included a Project Eligibility Letter (PEL) for POAH & HAC's
Millstone affordable housing proposal. The PEL will be in next month's meeting packet.
This means the project is preliminarily eligible for the Low -Income Housing Tax Credit
program. Ms. Kalinick and Ms. Scalise and new Town Planner, Jon Idman, met earlier
today with POAH and HAC about next steps. POAH and HAC anticipate applying for a
comprehensive permit in several months. In the next month or so, they expect to hold a
community outreach meeting as well as an informal staff review about their proposed
plans. The Town will look to get a consultant with Mass Housing Partnership for the
comprehensive permit hearing as it has done with other comprehensive permit
hearings. Thus far there has been good communication, coordination, and
collaboration, with the steps moving forward as designed. Ms. Kalinick added that the
Planning Department is the lead staff for the informal staff review and the
Comprehensive Permit hearing. Mr. Idman has been a good resource for Ms. Scalise and
Ms. Kalinick since he began and is very helpful as the permitting phase begins. The
proposed timeline, submitted with the POAH and HAC proposal, is just proposed. It's
hard to say when all the steps will happen, but we will keep the Trust informed as we
move along in this process. Mr. Hackert asked if there would be coordination with the
Housing Office on the Community Meeting. Ms. Scalise shared that she would assist in
the outreach for the community meeting, including posting on the Town website. Ms.
Kalinick noted that the Town will participate in the community meeting and also invited
Housing Trust members to attend.
S. 2022 Housing Production Plan Update and 2017 HPP Certification- Jill Scalise shared
that the Housing Production Plan (HPP) has been approved by DHCD. They did request a
small clarification. The final approved plan is in the Trust packet. The Town currently
has both a certified HPP and an approved HPP. Ms. Scalise thanked the Trust for their
participation in the housing plan update process over the past 7 months. Now that the
plan has been approved, it would be appropriate to have a joint meeting with the
Community Preservation Committee (CPC). Ms. Kalinick asked Mr. Ruchinskas about the
timing of a meeting with the CPC and requested the CPC proposed bylaw change be
placed on next month's Trust agenda. Mr. Ruchinskas suggested checking with the CPC
Chair about either a meeting late October or in November. He also shared that the CPC
is holding a Public Hearing on Wednesday September 14th at 4PM for organizations
planning to make CPC requests over the next 1-2 years to share possible requests with
the CPC. Ms. Kalinick stated that she and Ms. Scalise have participated in CPC public
forums representing the Town's Housing Program. A request for the Millstone property
is expected over the next 2 years. Mr. Ruchinskas also suggested an item on a Trust
Agenda about the possibility of a CPC direct funding appropriation for the Housing Trust.
This would be a discussion to have prior to the meeting with the CPC as well as the
needs and asks over the next year or two. Chair Hackert asked about the requests to be
presented to the public hearing. Mr. Ruchinskas also mentioned the funding and
administration of the buy down program. Ms. Kalinick noted that she would mention
the Millstone funding request, a desire for a joint meeting with the CPC, the potential
funding and oversight of the buy down program, a discussion of possible allocation -
which would also be based on the financial plan, and the potential to continue funding
the rental assistance program. Ms. Spade -Aguilar asked about the Housing Partnership's
oversight of the buy down program. Ms. Scalise replied that the buy down program is
run by the CPC with the Housing Coordinator staffing the program. Prior to the Town
having a housing coordinator, the Partnership was more involved in the process. While
the Coordinator oversees the application process, all buy -down funding requests require
CPC approval. The plan is to share these housing items at CPC public meeting: rental
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assistance, buy -down program, Millstone, possible annual request, and Housing
Coordinator funding. Chair Hackert thanked Ms. Scalise for her work on the HPP.
6. Housing Trust Goals and Priorities -
Financial Plan Update: Ms. Kalinick said there is no update from last month.
Trust Guidelines Update: Ms. Scalise noted that the packet includes the updated Trust
Guidelines and guidance from legal counsel. Ms. Scalise shared her screen and went
through the latest version of the guidelines. The Trust kept the phrasing of the
previously adopted Trust goals. In Section II, the Trust agreed with the clarifications and
ministerial changes made by legal counsel. In Section III, the Trust's Priority Initiatives,
the previously adopted language of the Trust was retained. In Section IV, Eligible
Activities, several clarifying edits were noted. Last month the Trust had requested more
information regarding the Emergency Assistance Administrative Fund on page 7. Ms.
Scalise contacted Chatham about their Emergency Assistance Fund and received a
response that it appears that fund has not been used. Mr. Chatelain asked why
Chatham's program has not been used, Ms. Scalise did not know the reason. Mr.
Ruchinskas noted that the Brewster program was created for a unique situation with a
SHI homeowner and suggested removing the fund. Ms. Kalinick requested that if the
fund is removed, the Trust monitor any requests the Trust receives and, if needed,
consider potentially revisiting this fund. Mr. Hackert noted that the Trust can revise the
guidelines. The Trust agreed to delete this fund. The Trust is willing to look at revisiting
an emergency assistance fund if circumstances arise. Ms. Scalise returned to screen
sharing; small clarifications were noted under Support Programs. In Section V, Funding,
clarification included that expenditures, not allocations, of over $50,000 require Select
Board approval. Ms. Kalinick asked about the difference between allocation and
expenditure. She agrees with the change in the word but would like to follow up with
legal counsel about how this will work operationally. Mr. Hackert stated that if the Trust
approves something over $50,000, it will still need Select Board approval to happen. Mr.
Ruchinskas also asked about the ability of the Trust to fund programs outside of
Brewster. Ms. Scalise directed Trust members to legal guidance included in the packet
stating that if the Trust chose to provide funds to a regional program outside of
Brewster, it could use Community Preservation Act (CPA) funds. Trust designated funds,
not originating from CPA, should only be used for projects within Brewster. Ms. Kalinick
noted that, at this point, all Trust CPC funds are designated for specific programs. This
funding guidance would be applicable if the Trust received a set allocation from the CPC.
No changes are needed in the guidelines to address this funding guidance. Legal counsel
suggested considering changing the unanimous vote requirement to modify the funding
guidelines. Mr. Chatelain and Chair Hackert both expressed that a majority vote was
consistent with the rest of the guidelines. Trust members agreed that the guidelines
may be modified with a majority vote. Ms. Scalise continued through the guidelines,
sharing slight modifications, and clarifying phrasing from legal counsel, but no
substantial changes. No changes were made to the application. Chair Hackert stated
that the issues previously identified had been addressed. Ms. Kalinick moved that the
Trust accept the guidelines as revised at the meeting. Second by Ms. Hillis -Dineen. A roll
call vote was taken. Madalyn Hillis -Dineen -Yes, Paul Ruchinskas-Yes, Vanessa Greene -
Yes, Maggie Spade -Aguilar - Yes, Ned Chatelain-Yes, Donna Kalinick-Yes, Tim Hackert-
Yes. The guidelines as revised were approved. Chair Hackert expressed thanks to legal
counsel, Shirin Everett, for her work on the guidelines. Ms. Kalinick shared next steps.
Ms. Scalise will make the final changes to the document, the final copy will be in the
next meeting packet, the document will be provided to the Select Board as an FYI, and
then the guidelines will be posted on the Trust webpage. The Trust will need to discuss
whether to make an announcement about the guidelines. Ms. Kalinick thanked the
working group of Ms. Spade -Aguilar, Ms. Scalise and Mr. Hackert for their work on the
guidelines.
7. Housing Forum Update: Ms. Spade- Aguilar shared that Jillian Douglas & Ralph Marotti
from the Housing Partnership are also on the working group. The Partnership requested
a date of October 27th 5-6:30PM for the forum. The working group held a meeting which
discussed the goal of the forum/fair and brainstormed about outreach and
organizations to invite. Another meeting is planned with Ms. Scalise on Tuesday. Ms.
Kalinick said it sounded like a good opportunity to talk about the adoption of the new
Trust Funding Guidelines. Ms. Hillis -Dineen said they thought something hands-on,
interactive, getting people to know what is available to them would be helpful and then
hold a larger fair in the spring. Ms. Spade -Aguilar noted that the spring event would
hopefully coincide with the Local Comprehensive Plan. Ms. Kalinick suggested having a
one-page handout about available resources.
8. 212 Yankee Drive update, discussion, and possible vote- Ms. Kalinick shared that she
and Ms. Scalise had internal discussions with additional staff and shifted on how to
proceed with 212 Yankee Dr. They put together a Request for Quotes for someone to
oversee writing the scope of work, supervising the construction work, and conducting
the affordable housing lottery. The qualifications would include having a rehabilitation
specialist and someone certified to run an affordable housing lottery. Overseeing
construction is out of the skill set we have available in town. It would not be
appropriate for the Building Commissioner who would approve the work to oversee the
work and it is beyond the role of our facilities manager. Ms. Kalinick would still act as
the Procurement Officer and issue the Invitation for Bid (IFB) and Ms. Scalise would
assist with the outreach for the lottery. We do not know the cost associated with this
work, but several agencies have the required skill set. There would still be a goal of
having everything completed by June 2023. Ms. Scalise added that after going through
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the property with the Building Commissioner, meeting with DPW, and walking through
the required process, this appeared to be the most efficient way to facilitate the
rehabilitation of the home. Ms. Spade -Aguilar asked if it was two separate RFQs. Ms.
Kalinick said it is one RFQ for someone who does both the oversight and the lottery.
Subsequent there will be an IFB for someone to do the actual construction work. Chair
Hackert noted this makes sense as we do not have the resources available in the Town
to act as construction manager and lottery person. This gives us access to expertise and
moves the process along in a productive way. Mr. Ruchinskas asked about considering
having the lottery as a separate RFQ. Ms. Kalinick replied that there are agencies that
have capacity to do both the construction oversight and lottery. Mr. Chatelain made a
motion to approve the request for quotes and move forward. Second by Mr. Ruchinskas.
A roll call vote was taken. Madalyn Hillis -Dineen -Yes, Paul Ruchinskas-Yes, Vanessa
Greene - Yes, Maggie Spade -Aguilar - Yes, Ned Chatelain-Yes, Donna Kalinick-Yes, Tim
Hackert-Yes.
9. Rental Program Update and Evaluation- Ms. Scalise said that the amended packet has
the Rental Assistance Report for June- August. The Brewster Rental Assistance Program
(B -RAP) is currently helping two households with rental assistance funds. Housing
Assistance Corporation (HAC) assisted 6 Brewster households for a total of $26,678
assistance. On top of this assistance, two Brewster households are receiving B -RAP of
$500 a month. HAC anticipates seeing increased need in the community as federal and
state funds diminish. Two additional Brewster households are in the application/
enrollment process. Ms. Scalise had a meeting with Heidi Archibald from HAC about
several tweaks in the program. I. Making clear that households can be eligible for B -RAP
without being in arrears. 2. HAC is checking applications received weekly for the
Possibility of eligible Brewster residents. HAC expects to see need and enrollment
increasing. Ms. Archibald also noted that Housing Voucher (Section 8) waitlist is
currently pulling applications from May 2019. HAC is helping folks apply for housing
vouchers when they enter the B -RAP program. Thus, hoping that folks would be able to
attain vouchers within the three-year time frame of the B -RAP program. Over the past
year, HAC has assisted Brewster residents with over $200,000 in rental and mortgage
assistance. There is good coordination with HAC helping residents to obtain assistance.
MS. Kalinick suggested locally promoting the B -RAP program. The Housing Forum will be
an opportunity to provide information on B -RAP and housing vouchers. Mr. Tobias
suggested a Town of Brewster email post. Ms. Hillis -Dineen asked about posting the
forum and information on Brewster Community Facebook page. Ms. Kalinick noted that
the Town has its own social media feeds and tends to not go beyond those Town feeds.
10. Housing Coordinator Update including Serenity at Brewster and Brewster Woods- July
report is in the packet. Ms. Scalise mentioned that Serenity Brewster has leased up most
of the affordable units. In August, Ms. Scalise presented to the Bay Parcel Group about
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the Housing Production Plan, the Housing Program, and housing possibilities on the Bay
Parcel.
11. Cape Cod Sea Camps updates- Ms. Kalinick said the Town is in the process to obtain
consulting assistance with the planning oversight. Mr. Ruchinskas said the Pond Parcel
had presentations on planning documents, including a report on the Vision Plan and a
spectacular job by Ms. Kalinick on the Housing Production Plan. Ms. Spade -Aguilar
reported on the Bay Parcel, noting Ms. Scalise's presentation on the housing front. Mr.
Chatelain is looking forward to the consultant being announced for further progress.
12. For Your Information: Ms. Kalinick mentioned that November Special Town Meeting
has been set for November 14th at 613M.
13. Any other business not anticipated: None
14. Approval of Minutes from August 4, 2022: Paul Ruchinskas moved to approve the
minutes of August 4, 2022, with technical comments reviewed & approved by Donna
Kalinick. Ned Chatelain second. A roll call vote was taken. Madalyn Hillis -Dineen -Yes,
Paul Ruchinskas-Yes, Vanessa Greene - Yes, Maggie Spade -Aguilar - Yes, Ned Chatelain-
Yes, Donna Kalinick-Yes, Tim Hackert-Yes.
15. Next Meeting: October 61h, 2022 virtual
16. Adjournment: Ned Chatelain moved adjournment at 6:39pm, Madalyn Hillis -Dineen
second. A roll call vote was taken. Madalyn Hillis -Dineen -Yes, Paul Ruchinskas-Yes,
Vanessa Greene - Yes, Maggie Spade -Aguilar - Yes, Ned Chatelain-Yes, Donna Kalinick-
Yes, Tim Hackert-Yes.
Respectfully Submitted,
Jill Scalise
Housing Coordinator
Meeting Packet: 09.01.22 BAHT packet Amended laserfiche.com
Approved: October 6, 2022
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