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Home My WebLink AboutPACKET Town Board Study Session 2023-04-25 April 25, 2023 4:45 p.m. — 6:45 p.m. Board Room EP JOINT TOWN BOARD 4:30 p.m. Dinner ® STUDY SESSION AGENDA No public comment will be heard This study session will be streamed live and available on the Town YouTube page at www.estes.org/videos 4:45 p.m. Estes Park Housing Authority Roles, Responsibilities, and Decision-Making Authority with Respect to 6E Funds. (Deputy Town Administrator Damweber& EPHA Director Moulton) 6:35 p.m. Trustee & Administrator Comments & Questions. 6:40 p.m. Future Study Session Agenda Items. (Board Discussion) 6:45 p.m. Adjourn for Town Board Meeting. Informal discussion among Trustees concerning agenda items or other Town matters may occur before this meeting at approximately 4:30 p.m. Page 1 F A fP TOWN OF ESTES PARI Report TOWN ADMINISTRATOR To: Honorable Mayor Koenig Board of Trustees Through: Town Administrator Machalek From: Jason Damweber, Deputy Town Administrator Date: April 25, 2023 RE: Estes Park Housing Authority Roles, Responsibilities, and Decision- Making Authority with Respect to 6E Funds Purpose of Study Session Item: Provide the Town Board with an opportunity to discuss the Estes Park Housing Authority's role, responsibilities, and authority to make decisions vis-a-vis the Town with respect to implementation of housing strategies using 6E funds. Town Board Direction Requested: Staff requests direction regarding the role and responsibilities and the level of decision- making authority it wishes to delegate to the Estes Park Housing Authority (EPHA) related to the implementation of housing strategies and expenditure of 6E funds to address workforce and attainable housing. The direction provided will inform the content of a new agreement with the Housing Authority. Present Situation: The passage of Ballot Issue 6E is expected to produce millions of dollars a year that can be used only to address workforce housing and childcare issues in the Estes Valley. Per the adopted Annual Workforce Housing and Childcare Funding Plan, the Town intends to "enter into agreements with partners, where funds may be transferred for particular purposes, including for administrative costs associated with program management." The Funding Plan specifically notes that EPHA will be the Town's key partner when it comes to addressing items related to workforce and attainable housing. EPHA was created by the Town and exists specifically for this reason, and it has the staff expertise and programming to carry out the strategies outlined in the plan. The new funding source will allow for added staff, expansion of existing programs, and creation of new ones. The main questions now are the extent to which the Town wishes to delegate responsibility to EPHA to implement housing strategies as outlined in the 2023 Housing Needs Assessment and Strategic Plan (HNA/SP), and the extent to which the Town wishes to retain decision-making authority with respect to expenditure of 6E funds (and Page 3 possibly other funds reserved for workforce and attainable housing) to implement the strategies. Roles and Responsibilities Regarding the question about EPHA's role and responsibilities for implementation of housing strategies, the HNA/SP's recommendations for who should be the "lead agency" on each strategy are outlined in the table below. These recommendations from Root Policy Research, the housing consultant that prepared the HNA/SP, are based on the current missions and roles and responsibilities of each agency: Strategy and Action Lead Agency Preservation 1 Property acquisition EPHA 2 Asset Plan Housing Authority Portfolio EPHA 3 Deed restriction buy down EPHA 4 Renovation, Rehab, Weatherization Energy Resource Ctr. New Supply 5 Current Project Success TOEP/EPHA 6 Partnerships EPHA 7 Land Acquisition EPHA 8 Employer Collaboration TBD 9 ADU incentives TOEP/EPHA 10 Fee Incentives TOEP Funding and Policy 1 1 Program Development for Local TOEP Sources 12 Leverage Outside Sources TOEP/EPHA 13 Development Code Updates TOEP Community Engagement and Client Support 14 Home Purchase Assistance EPHA 15 Rent Assistance EPHA 16 Equity and Inclusion TOEP/EPHA 17 Education, outreach, and housing hub TOEP/EPHA Organizational Capacity Building 18 Increase staff TOEP/EPHA 19 Systems development TOEP/EPHA In short, the HNA/SP recommends that EPHA be the lead agency in implementing most action items directly related to the preservation and creation of housing and administration of programs for rent and home buying assistance, and that the Town be Page 4 the lead agency on development of the funding plan and items related to policies and fees. Decision-Making Authority Because EPHA is a governmental organization created by the Town and because the Town relies on the Housing Authority to address workforce and attainable housing issues in the community, one option could be to simply work together each year on the annual funding plan to outline expectations and the purpose of the funds and, once approved by both the Town and County, transfer the funds to EPHA to carry out the agreed upon objectives (the actual timing of the transfer(s) would depend on the timing of remittance of funds to the Town from the Local Marketing District). While granting authority to EPHA when it comes to making specific decisions, the Town Board would still play an important role in determining which strategies would be funded on an annual basis. On the other end of the spectrum, while it would not be an efficient approach and may even beg the question why we need a Housing Authority, the Town could retain all decision-making authority for 6E expenditures. Under this option, EPHA could be required to request funds for each individual program and/or seek approval for specific, individual expenses. Another option is a middle ground of sorts, where the Town could define thresholds for decision-making authority. This could be broken down by the various purposes of the funds, including administrative costs, but would presumably be primarily applied to property acquisition. For example, the Town could authorize EPHA to make property acquisition decisions — whether as part of a "cash-buyer" program, when purchasing existing dwelling units, or for land-banking — up to a certain dollar amount without the need for Town approval on each transaction. In these cases, the Town could still stipulate certain requirements through an ongoing agreement with EPHA, such as deed restrictions placed on units purchased or constructed. If the Town Board finds it acceptable to grant property acquisition authority but wishes to impose a threshold, we would need direction on the dollar amount and whether there are other desired restrictions. The Town could also require approval of individual programs, both existing and new ones, that utilize 6E funds and then permit EPHA to carry them out as agreed upon. This could apply to strategies like rental and home purchase assistance. Regardless of whether or not the Town Board wishes to approve programs or specific components of programs (such as eligibility), it is the Housing Authority's intention to keep the Town apprised of programs as they are honed and/or created. In fact, this will be necessary so that informed decisions can be made each year as the annual Funding Plan is developed. Conclusion Regardless of the agreed upon roles and responsibilities and decision-making authority the Town is willing to grant EPHA, there will surely be property acquisition opportunities Page 5 and/or programs that we will have to work directly together on. For example, when the need arises to bond for certain purchases or when only a municipality is legally able to apply for certain grant opportunities or enter into certain agreements. In any case, EPHA would be required to keep the Town informed of all expenditures made using 6E funds even when approval of individual actions are not required. This would be done through regular reporting and accounting as outlined in the new agreement. It is important that guidance on these questions be provided so that a new agreement can be developed, giving EPHA the assurances it needs to begin adding staff and developing new programs. Proposal: Staff proposes that the Town Board provide guidance so that staff can prepare a draft agreement for consideration by the Town Board and Housing Authority Board. Advantages: • An agreement is needed so that EPHA can begin hiring new staff and developing new programs. Disadvantages: • None. Finance/Resource Impact: To be determined. Level of Public Interest High Attachments: None Page 6 4/26/2023 ToEP and EPHA: Roles, Responsibilities, and Decision-Making Authority with Respect to 6E Funds Joint Study Session April 25, 2023 Estes Park Housing Authority 1 • Per the adopted Annual Workforce Housing and Childcare Funding Plan,the Town intends to "enter into agreements with partners,where funds may be transferred for particular purposes, including for administrative costs associated with program management." • The Funding Plan specifically notes that EPHA will be the Town's key partner when it comes to Overviewaddressing items related to workforce and attainable housing. • EPHA was created by the Town and exists specifically for this reason, and it has the staff expertise and programming to carry out the strategies outlined in the plan (the new funding source will allow for added staff and creation of new programs). ab . lam' }.um -n Esau mu am■ sum ■ns ■ 2 Page 7 4/26/2023 • There are two distinct but interrelated questions that we seek guidance on: o The extent to which the Town Board wishes to delegate responsibility to the Housing Authority to implement housing strategies; and Guidance o The extent to which the Town wishes to retain decision-making authority with Requested respect to the expenditure of 6E funds (and other funds reserved for workforce and attainable housing). .I�-n-Ari7Irli�i ��(-/i'taidwi7�m-t: I�r • r—��Un ❑❑ ■v■�'.!■MINIM iiE3�s��111O111 f6■ 3 Ballot MEeasure • Options o Retain decision-making authority with respect to funds for housing? Local Marketing District o Maximize funds transferred to EPHA Operating Plan to execute the strategic plan to the extent permissible (consistent with P , the approved annual funding plan)? Annual 6E o Somewhere in between? Funding Plan J Implementation of Programs& Associated Expenditures 4 Page 8 4/26/2023 Strategy and Action Lead Agency Preservation 1 Property acquisition EPHA 2 Asset Plan Housing Authority Portfolio EPHA 3 Deed restriction buy down EPHA H NA/S P 4 Renovation,Rehab,Weatherization Energy Resource Ctr. New Supply Recommended S Current Project Success TOEP/EPHA 6 Partnerships EPHA 7 Land Acquisition EPHA Lead Agencies 8 Employer entiv Collaboration TBD TOEP /EPHA ADU incentives 10 Fee Incentives TOEP Funding and Policy 11 Program Development for Local TOEP Sources Does the TB find this acceptable? 12 Leverage Outside Sources TOEP/EPHA 13 Development Code Updates TOEP If not,what would you like to see different? Community Engagement and Client Support 14 Home Purchase Assistance EPHA 15 Rent Assistance EPHA 16 Equity and Inclusion TOEP/EPHA 17 Education,outreach,and housing hub TOEP/EPHA Organizational Capacity Building 18 Increase staff TOEP/EPHA 19 Systems development TOEP/EPHA 5 Strategy and Action Lead Agency Pres Decision-Making 2 Asse _. • • A 3 Deed restriction buy down EPHA Authority f o r 4 Renovation,Rehab,Weatherization Energy Resource Ctr. New Supply 5 Current Project Success TOEP/EPHA Expenditures 6 P PHA 7 Land Acquisition EPHA 8 C L' 9 ADU incentives TOEP/EPHA 10 Fee Incentives TOEP Will budget funds in "buckets" on an Funding and Policy annual basis through the Funding Plan 17 Program Development for Local TOEP Sources 12 Leverage Outside Sources TOEP/EPHA In what areas does the Town Board want to 13 Development Code Updates TOEP be directly involved in decision-making Community Engagement and Client Support with respect to expenditures versus 14 Home Purchase Assistance EPHA dele atin to EPHA? 15 Rent Assistance EPHA g g 16 Equity and Inclusion TOEP/EPHA 17 Education,outreach,and housing hub TOEP/EPHA Organizational Capacity Building 18 Increase staff TOEP/EPHA 19 Systems development TOEP/EPHA 6 Page 9 4/26/2023 • Is there a dollar amount threshold below which EPHA could make specific decisions unilaterally? • Any circumstances that would require Town approval when not already Town Board required? • Other? Desired Parameters? loptethiiiithweigarauflatamaholintroggimei immlinummiumunsormaw=uniluunms 7 • EPHA has demonstrated success in addressing housing issues in the Estes Valley to the extent resources have allowed. • The EPHA Board of Directors, as EPHA Making the appointed by the Town Trustees, are housing and community experts who can Case for Decision- execute through EPHA Staff our community's housing goals. Making Authority • Decision Making Framework o Must be nimble, operate in grey area, ability to react quickly o Match opportunity to need o Financial feasibility o Barriers 8 Page 10 EP AL TOWN of ESTES PARK Future Town Board Study Session Agenda Ite April 25, 2023 May 9, 2023 Items Approved — Unscheduled: • Electrical Vehicle Infrastructure and • Bed & Breakfast Code Update Readiness Update • Proposition 123 Introduction • Planning Fee Schedule • Governing Policies Updates • Stanley Park Master Plan May 23, 2023 Implementation • Seasonal RV Housing in Commercial • Downtown Loop Updates as Necessary Zones Items for Town Board Consideration: None Page 11 i� f