HomeMy Public PortalAboutHarwich Ecumenical Council for the Homeless
APPLICATION FOR COMMUNITY PRESERVATION ACT FUNDING
Date Application Submitted: November, 2015
Name of Project Applicant: Harwich Ecumenical Council for the Homeless (HECH)
Name of Co-Applicant(s), if applicable:
Name of Contact Person: Susan Roettig, Executive Director
Contact Person’s Mailing Address: P.O. Box 638 West Harwich, MA 02671
Contact Person’s Daytime Phone Number: 508-432-0015 x102
Contact Person’s e-mail Address : susan@hech.org
Proposed Project Name: Brewster – Housing Emergency Loan Program (HELP)
Project Address (or assessor’s parcel ID): N/A
Project Synopsis:
The Housing Emergency Loan Program is an ongoing CPA program that provides technical and financial assistance to
Brewster homeowners to preserve properties by replacing failing roofs, windows, siding, heat/hot water systems; and ensure
decent, safe, warm and sanitary housing conditions for income-qualifying low to moderate (LMI) residents of Brewster.
HECH program staff will assist homeowners through the entire process, including: income qualifying the applicant according
to HUD guidelines; preparing cost estimates to preserve Brewster homes; securing approval as necessary from the
Massachusetts Historical Commission; managing the bid process; providing contract review; supervising construction and all
financial oversight. Each project results in a 0% interest free deferred loan on the property, creating four or more affordable
housing units in Brewster. Funds are reimbursed to the Town of Brewster when the home is sold or transferred, replenishing
the CPA funds.
Category: ☐Open Space ☐Historic Preservation ☐ Recreation ☒Affordable Housing
CPA funding requested $ 118,000 Total Cost of Proposed Project $ 118,000
Form 12/11/2014 Community Preservation Committee Application 3
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1. PROJECT DESCRIPTON
The Brewster Housing Emergency Loan Program (HELP) is an ongoing program created to address
Affordable Housing by preserving and supporting the housing stock for Low to Moderate income (LMI)
residents of the Town of Brewster, LMI limits are set by HUD at 80% average median income for
Barnstable County.
The HELP program will offer income-qualifying LMI residents of Brewster a loan of up to $25,000 to
secure their housing “envelope” by providing new roofs, windows and siding; addressing health and
safety code issues; upgrading failing systems to energy efficient systems; and ensuring decent, safe,
warm and sanitary housing conditions. HECH Program staff will assist homeowners through the entire
process, including: income qualifying the applicant according to HUD guidelines; preparing cost
estimates to bring properties up to code so that they are water-tight; securing approval as necessary
from the Massachusetts Historical Commission; managing the bid process; providing contract review;
providing financial oversight and supervising construction.
To qualify, applicants must be income eligible and own a home in the Town of Brewster which must be
their primary residence. Each project results in a lien on the property and a 0% loan that would require
funds to be paid back to the Town of Brewster upon sale of said property. Refinancing requires approval
by the Town of Brewster. In addition, the program allows landlords and owners of units in existing
buildings to create new affordable year round rental properties that will house income qualified tenants.
Each of these projects results in a lien on the property requiring the new unit to remain an affordable
rental property in perpetuity.
Program Design:
Marketing:
Marketing materials could include newspaper articles, Lower Cape Community Access Television, flyers
posted in accessible public venues throughout Brewster such as at Town Hall, Brewster Ladies’ Library,
Brewster Council on Aging, places of worship, etc. Flyers and/or pre-applications will also be sent home
in the backpacks of local school children. The HELP program will be advertised on the HECH website and
promoted through social media channels as well. HECH suggests the Town of Brewster provide a link to
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program information on the Town’s website and possibly an insert in Town correspondence such as a
water bill.
Participant Selection:
Participants are selected on a first come/first serve basis. Upon notice of funding, HECH will create a full
application with directions to help with its completion. Program Management will also set up meetings
in Brewster to privately assist applicants in completing the application. Applicants are informed that
loan funds go on a first come/first served basis, thus encouraging the submission of applications. Bona
fide emergencies are moved to the top of the list as necessitated.
Final Eligibility Determination:
The Program Manager and a Town of Brewster representative shall make all final eligibility
determinations. Eligibility is determined by the following factors: review of income qualification
documents, loan to value property analysis, number of code violations and feasibility of the project.
Upon a favorable determination, detailed construction specifications and a bid package will be
prepared.
Risk Assessment, Bidding and Contracting Process:
Risk Assessment:
After final income eligibility has been determined, the entire structure will be inspected for Housing
Quality Standards (HQS) deficiencies by the Rehab Specialist. A Massachusetts Historic Project
Notification Form will be submitted once the scope of work is determined and any comments by
Massachusetts Historical Commission will be incorporated into the final work specifications.
Preliminary Results/Recommendations:
Inspection results and cost estimates will be discussed with owners (i.e. code violations present,
methods of correction, Energy Star approved improvements, energy efficiency, etc.)
Bidding and Contracting Processes:
A draft work write-up will be created on the basis of the inspection, risk assessment and owner input.
The Rehabilitation Specialist will specify environmentally friendly materials/products whenever they are
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available at little or no additional cost. The draft work write-up, signed by the homeowner, will be given
to the Program Manager who will contact all participating program contractors and schedule a “Walk
Through” at the site. The Rehab Specialist and Program Manager will conduct the Walk Through and
answer any questions. Modifications or corrections to the draft work write-up will result in the creation
of a final work write up to be signed off by the homeowner and sent to all contractors for bidding. The
work write-up is written in priority order and code or health and safety regulations are cited. Bids are
due on a specific date at a specific time. Each bid must include a signed non-collusion statement. Any
General Contractor is welcome to bid and will be notified of each bidding opportunity once they have
filed their annual Contractor Registration that includes insurance, licenses, references, etc. Contractors
may be asked not to bid if they are delinquent with the completion of other projects or if there are
justified complaints from previous program participants. A Contractor Manual is provided to each new
contractor and reviewed at the Annual Contractor Training Session held by the Program Manager and
staff. All bids are submitted to the Program Manager and reviewed for accuracy. A bid recap sheet is
then shared with the homeowner and all bidders. The program will pay for the lowest acceptable bid
and that contractor will be hired by the homeowner in most circumstances. The homeowner may
choose another contractor if they are willing to pay the difference between the low bidder and the
chosen contractor. The homeowners’ funds will be expended before Community Preservation funds.
The Contractor shall obtain construction permits after the housing rehab contract is signed and prior to
beginning work. The Contractor will contact the Rehab Specialist for inspections at least twice during
each job, preferably more often. No contractor will be paid without an inspection and signatures of the
homeowner, the Rehab Specialist and the Program Manager. Ten percent of each invoice will be held as
retainage until the project is complete, inspected by the Rehab Specialist, Building Inspector and the
homeowner. The contractor will supply the program with the final inspector sign-off documentation
and completed permits with the final invoice. The Program Manager will verify that the work is
complete, that material warranties have been supplied to the homeowner and that all contract
requirements have been met. The program will adhere to all Federal, State and local regulations.
Oversight of Construction:
Construction oversight is performed by a Rehab Specialist who is on-site to inspect work while in
progress and for final work completed, thus assuring that the work performed is of high quality and
meets current construction standards. In addition, the Rehab Specialist ensures that the work is being
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performed in accordance with the timeline set forth in a contract signed between the contractor and
homeowner. Finally, the Rehab Specialist confirms that the contractor has obtained all required
permitting and it is secured and posted. Contractors are required to email photos of progress at various
stages, such as the removal of an old roof. This allows the Rehab Specialist to track how the work is
progressing while not on-site and provides additional and easily accessible documentation for the
homeowner and the program. Once all the work is completed according to the specifications articulated
in the contact, the required signatures are obtained and an invoice is processed. The required
signatures include the homeowner, the Rehab Specialist, the contractor and the Program Manager.
Final payments will not be made until all releases of liens are obtained and any required inspections are
performed by the building inspector and the permits are signed and in the file.
Project Closeout:
At the project closeout, the results of any necessary environmental tests, septic or well tests and any
product warrantees are collected and provided to the homeowner. In addition, the homeowner is
provided with a Contractor Evaluation form and a general Program Evaluation form. These ensure that
there is a continuous feedback loop to assess overall program quality, contractor performance and client
satisfaction.
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2. CPA GOAL/CRITERIA
The Housing Emergency Loan Program will meet the Community Preservation Act (CPA) “core
community concerns (of) preservation and support of Community Housing.” The program will create
four or more affordable housing units. Furthering the CPA objectives, 100% of the beneficiaries will be
low to moderate income residents of Brewster. Both owner-occupied and landlord-owned properties
are eligible for this program.
The program will enhance the quality of life for Brewster residents by turning burdensome housing
conditions into affordable solutions. Our marketing material is entitled “From House to Home”, the line
chosen to underscore the dramatic impact having a water-tight, dry, warm, safe home has on program
participants.
In addition, the Program takes into consideration Historic Preservation as the Program Manager will
complete an environmental review of each home and then submit the review, evaluation and/or any
other testing required for project completion, to the appropriate authorities/agencies. A letter is sent to
the Massachusetts Historical Commission for historic consideration. Historic houses in Brewster will be
re-roofed and re-sided in the traditional Cape style.
Wherever possible, HECH will leverage other funding sources (SMOC, USDA, Cape Light Compact,
Barnstable County Community Septic Management Loan Program etc.) to assist in providing the needed
emergency services to qualified households.
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3. COMMUNITY BENEFITS
HECH is currently processing five HELP loans for qualified residents in the Town of Brewster. HECH has
already begun a waitlist which includes three additional Brewster residents who would immediately
benefit from this year’s funding if it were available. Loans of up to $25,000 will be available per unit on
a first come, first served basis. The financing mechanism will be a 0% interest deferred payment loan to
property owners. Mortgages will be recorded against each property. Should the property be sold or
transferred, the funds are reimbursed to the Town of Brewster Community Preservation funds.
In the case of rental units, a 15-year binding, non-forgivable deed restriction will be placed on each unit,
guaranteeing affordability.
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4. COMMUNITY SUPPORT
Letters of support from Alice Boyd of Bailey Boyd Associates and H. Mark Hossfeld, Brewster resident
and HECH Program General Contractor are included in the supporting documents section of this
proposal.
Below is a list of HECH clients who have benefitted from our previous housing program and are available
to you for reference. The bottom three references are currently being assisted by the Brewster HELP
program; however the projects have not been finalized.
Authorized Client Reference Contact Information
Reven Oliver
“I simply cannot thank you enough for all that
HECH has done to repair my home. I have been
overwhelmed by my antique house that was so
desperately in need of repair…”
2147 Route 6
Wellfleet, MA 02667
508-349-7272
Rebecca Nazarian
“…I don’t know if it would have been possible to
ever finance the work done on my home by
myself…This program has restored much more
than my home – I’m eternally grateful for this
blessing.”
74 Springbrook Rd
Wellfleet, MA 02667
508-349-7327
Exanie Pierre
“…Nothing we can say to express our happiness,
but we can only say thank you from the bottom
of our hearts.”
733 Queen Anne Rd
Harwich, MA 02645
774-237-0309
Janet Donahue
“…My septic system and yard are done and I am
thankful, relieved and most grateful. I never
thought about the ramifications of not being
able to shower, do dishes, use toilet or wash
clothes. I am so appreciated for you amazing
service…”
17 Main Street
W. Harwich, MA 02671
508-432-1413
Caroline Davenport 231 Governor Bradford Rd
Brewster, MA 02631
508-896-3206
Debra Demarais 392 Main Street
Brewster, MA 02631
774-212-2428
Jessica DiGravio 12 Daisy Lane
Brewster, MA 02631
508-737-9303
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5. TIMELINE
Market Program immediately after notice of funding -
Ongoing throughout program year
Pre-qualify Applicants 1 month after notice of funding - Ongoing
throughout program year
Income Certification 1-2 months after notice of funding -
Ongoing until minimum of 5 loans is met
Housing Inspection 2-3 months after notice of funding –
Ongoing until minimum of 5 loans is met
Work Write Up Development 2-3 months after notice of funding -
Ongoing until minimum of 5 loans is met
Seek Competitive Bids 3-4 months after notice of funding -
Ongoing until minimum of 5 loans is met
Close Loan 4 months after notice of funding – last
loan closed no later than 8 months after
notice of funding
Record Mortgage and Deed Restriction 4 months after notice of funding – 8
months after notice of funding
Construction Begins 5 months after notice of funding – 10
months after notice of funding
Project Closeout No later than 10 months after notice of
funding
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6. CREDENTIALS
HECH is a highly respected organization known for its 24 year history of providing housing solutions for
low to moderate income residents throughout Cape Cod. Founded by Bob Murray, affordable housing
leader and tireless advocate, HECH’s mission is to stabilize housing opportunities for year-round
residents of Cape Cod. HECH accomplishes this through multiple programs including: self-managing 54
affordable rental units; administering Rental Assistance programs for the Towns of Dennis and Eastham;
running The Children’s Center in Harwich, an affordable daycare/preschool for working families;
developing homeownership opportunities such as the Hinckley Homes development in Orleans; as well
as through the CDBG-funded Housing Rehabilitation Program. Over the past two years, HECH has
successfully completed over 90 housing rehabilitation projects for LMI residents and landlords for the
Towns of Dennis, Harwich, Wellfleet, Truro and Provincetown, ensuring income-qualifying residents are
able to stay on the Cape in safer, warmer homes.
The HECH team has extensive experience with income certification, title searches, affordable housing
deed restrictions, promissory notes, loan agreements and mortgage recordings and construction. This
includes training and certifications in CDBG compliance, and a solid and demonstrated commitment to
working with low and moderate income families in the region. This combination of technical skill and
mission-driven values results in an approach that is tailored to meet the client’s needs, to help them
complete the application process and to ensure that all program guidelines are fully satisfied.
Furthermore, this approach ensures the program can be implemented expeditiously and within budget.
All documents used in the program have been reviewed by legal counsel and there is a notary public on
staff for the convenience of the program participants.
Team members also have experience and technical expertise in general construction supervision for
rehabilitation and new housing construction as well as the submission of environmental review
documents including Full 21E Environmental Assessments, EPA statutory checklists and lead testing. The
team includes a construction specialist as well as a construction consultant available for additional
support if needed. Finally, HECH has a track record of collaboration and has established relationships
with organizations that are capable of providing supplemental construction funds including SMOC, MA
DEP “Get the Lead Out” Program, and emergency support organizations such as Lower Cape Outreach
Council, Homeless Prevention Council and a variety of local church groups. HECH has adopted a
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program protocol of immediately helping homeowners access Cape Light Compact funding to address
eligible energy efficiency upgrades included in the project. This allows limited loan funds to be used for
other eligible urgent needs within the home or for additional projects in the region.
HECH has extensive relationships with area contractors, local building officials and licensed construction
specialists. The Rehab Specialists are licensed construction professionals with many years on the job
experience and much additional training. They have worked extensively with housing conditions
typically found on Cape Cod including issues of lead paint and mold and have licenses and experience to
correctly remediate problems. Our team is well-qualified to solicit bids and to assist homeowners in
selecting a contractor that best meets their needs.
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7. BUDGET
SOURCES:
Brewster CPA Funds $118,000
TOTAL SOURCES
$118,000
USES:
Brewster Housing Emergency Loan
Program
$100,000
Program Delivery (Payroll, Insurance,
Overhead, etc.)
$18,000
TOTAL USES
$118,000
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8. MAINTENANCE
Should an owner-occupied house be sold or is transferred (whether by gift, law, sale or any other type of
transfer) the balance of the loan will become due and payable. At no additional charge HECH will act as
a conduit on the loan and direct the seller’s attorney to prepare a check payable to the Town of
Brewster replenishing Community Preservation Act funds. A mortgage discharge will be drawn up and
provided to the seller’s attorney for recording at the Barnstable County Registry of deeds.
*Property that is transferred to or inherited by a direct income-eligible heir who will live in the property
as their primary residence is not subject to this clause.
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9. SITE CONTROL
Mortgage/Deed Filing:
The financing mechanism will be a 0% interest, forgivable loan to property owners. HECH’s Housing
Emergency Loan Program closing process includes the preparation of the mortgage, the deferred loan
agreement and the promissory note. Once executed with the homeowner, the mortgage is filed with
the Barnstable County Registry of Deeds.
If the property is transferred (whether by gift, law, sale or any other type of transfer) the loan will
become due and payable to the Town of Brewster to replenish Community Preservation Act funds.
Property that is transferred to or inherited by a direct income-eligible heir who will live in the property as
their primary residence is not subject to this clause.