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12.19.19 Preservation Committee Public Meeting Minutes-FINAL.pdCITY OF BEVERLY PUBLIC MEETING MINUTES COMMITTEE /COMMISSION: SUBCOMMITTEE DATE: LOCATION: MEMBERS PRESENT: Community Preservation Committee December 19, 2019 Beverly City Hall, 191 Cabot Street Chair - Marilyn McCrory, Vice Chair - Heather Richter, Wendy Pearl, Derek Beckwith, John Hall, Tom Bussone, Christy Edwards, Nancy Marino MEMBERS ABSENT: OTHERS PRESENT: Robert Buchsbaum Denise Deschamps - Economic Development Planner, Planning Department, acting as Committee staff Jodi Byrne - Recording Secretary Chair Marilyn McCrory calls the meeting to order at 6:30 p.m. McCrory explains that the purpose of this meeting is to welcome questions from those individuals and /or organizations, which have been invited by the CPC to submit a Round 7 (full) Project Funding Application requesting CPA support. Review of 2019 -20 Project Pre - Applications: The Project Representatives and the CPC Members introduce themselves. 1. Beverly City Hall Historic Records Conservation Project Mr. Wesley Slate (City Clerk's Office) informs the Committee that he will be retiring from his role as City Clerk on January 10th. He states that the City Clerk position has been posted, and that the Council President has appointed a hiring committee who will make recommendations to the Council. Slate says that the Council President hopes to have the position filled by February 1st, and in the meantime, Lisa Kent (Assistant Clerk) will shepherd the application through this process. Slate stresses the importance of the protection and preservation of historic documents currently being stored in the basement area of City Hall. He then spoke of the CPA money this multi - phased project was awarded in Round 6. He says that an RFP was issued for this project because it exceeded 50K, and that the Mayor has approved this RFP. Slate notes that a bid for vendors will soon be released. Bussone requests that a copy of the RFP be added to the full application, and Slate confirms. The Committee thanks Mr. Slate for his many years of service as City Clerk. 2. Solar Now, Inc. Stella Mae Seamans and Fred Hopps represent this project proposal to develop a design for preserving the vintage solar panels, historical records, and related artifacts at this Beverly High School location. Seamans reviews the project, and notes that because the project site is on city property, they have received a letter of support from the Mayor. Bussone suggests that Solar Now also secure a letter from the school district as the project is on school property. McCrory encourages them to ask for letters of support from the community. Seamans notes this site's value to history and will pursue more letters of support. McCrory asks the Solar Now representatives for clarification as to what will be preserved. Seamans states that Jack Coleman initiated this solar project by contacting officials in the President Carter administration, and that this is the only site from that initiative that still exists. McCrory confirms with Seamans and Hopps that the Inverter House is being preserved as a structure. Hopps notes that there is a citywide PV (photovoltaic) project planned to replace the existing panels with upgraded panels, and that this site is a historic cornerstone of this advancement. He said that their project looks to preserve the Inverter House, the hardware, a few panels, and some artifacts from the original site so that teachers and community members can both reflect upon Beverly's history of being on the forefront of solar. McCrory suggests that they add these details to their application. Hopps asks the Committee for guidance in finding additional funding. McCrory suggests fundraising or partnerships that could diversify the funding sources as well as groups interested in the project. Marino notes that not having other funding in place in not a disqualifier and confirms that some of the original solar panels will continue to be visible at the site. She also suggests that Solar Now consider reaching out to National Grid for possible grant opportunities. Hobbs notes that the Solar Now group will list any partners on the full application and the value each will provide. 3. Gillis Park Staircase Tiffany Collins, Susie LaMont, and Hannah Kurman Martino are present from the Ward 2 Civic Association to represent this project. LaMont explains that this stairway is historically significant having been built as a result of a program generated by the "New Deal" initiative. She notes that this proposed CPA project is still in development in regards to the scope and cost, and that different vendors have provided varying estimates. Collins states that she will include all of the vendor estimates with the full application. Bussone confirms with the applicants that one vendor wants to replace the stairs with granite, and one wants to use same materials as in existing structure to restore it. It is noted that in order to qualify as historical preservation, the brick cannot be changed to granite (unless it is discovered that, at one time, the stairs were granite). It is also noted that if it were the will of the city to replace the steps to granite, then this group would have to ask for funding in a category other than historic. Pearl suggests that this group clarify the scope of the project, and then apply primarily in that area of qualification. Collins states that they will meet with the city to best determine the scope. 4. Restoration of Beverly Farms Cemetery Lori Sullivan and Medley Long III are present (representing the Beverly Farms Improvement Society) and provide a brief summary of this project application. Sullivan notes that the cemetery is owned by the city, and that they have requested letters of support from the Mayor and City Council. McCrory provides guidance to this group about the importance of securing support letters from the community. Sullivan notes they have hosted neighborhood meetings, and that they will request letters of support (or a petition) from these community members to include with the full application. Bussone asks about fundraising efforts, and Sullivan describes their three -stage plan including the sale of bricks for walkways, a fund letter mailing, and the selling of merchandise. She notes that private donations are their biggest financial contributor. Bussone states that strong fundraising encourages CPC funding. Sullivan confirms that the BFIS is paying for the first section of the restoration (which is currently underway). For the second phase of the project, BFIS will continue to pursue private individual donations as well as grants. The Committee encourages this group to identify all other funding in the full application. Marino informs the group that the city's contribution of services (such as an arborist) should be mentioned in the full application. It is noted that the application category must comply with the US Secretary of the Interior's design standards, and that they may contact Denise Deschamps with questions on this. Edwards states that the current application appears to meet these requirements. It is noted that Cassidy Brothers, who does various work in the city on these types of projects, is the vendor. Beckwith suggests that this group identify other civic projects they've supported within the full application. The Review of 2019 -20 Project Pre - Applications ends at 7:22pm Bussone announces that the Beverly Housing Authority was awarded a full grant, and thanks the Committee for their financial contribution as a part of this process. He notes that Marino was present at the award meeting in Fitchburg. Marino shares information from the meeting and its successful culmination of all of the Beverly city departments working as one. Bussone says that there will be a press party to make this news public. Approval of Minutes September Minutes Bussone makes a motion to approve the September minutes as amended. Edwards's seconds. The motion passes (7 -0). It is noted that Pearl left the meeting at 7:22. October Minutes Beckwith makes a motion to approve the October minutes as amended. Marino seconds. The motion passes (7 -0). The November minutes are tabled until the next meeting, and McCrory requests that all meeting materials be sent to the Committee by Monday of the meeting week. Powder House Meeting McCrory explains that there is a large volume of material involved with the Powder House Project, and asks if there should be a special meeting as opposed to waiting to address it at the next regularly scheduled CPC meeting. Deschamps suggests that a special meeting is necessary, as there are some time - sensitive issues that need to be addressed before the next regularly scheduled meeting of the CPC. Deschamps states that the City is in contact with both the preferred contractor who would perform the restoration and Mass Historic, which has awarded a grant for the project. The grant from Mass Historic required the grant funds to be spent by the end of June 2020 so the City (Emily Hutchings) has been in communication with the preferred contractor and MHC about the project's timetable and the possibility of only being able to use a portion of the grant funds before the June 30 deadline. It is important for the City to know if they can count on additional CPA funds. Bussone asks if the Powder House project proponents would need to submit a new application if they are pursuing additional CPA funds for the project. McCrory states that they can continue to reference the original application submitted in 2016 if the scope of the work is the scope that was described in that application. It is decided to schedule a special meeting of the CPC to discuss the Powder House Project. The meeting is scheduled for Thursday, January 2nd, 6:30pm in Beverly City Hall. Adjournment Bussone motions to adjourn the meeting at 7:45 PM. Marino seconds the motion. The motion passes (7- 0). A special meeting of the CPC to discuss the Powder House Project will be Thursday, January 2, 2020 at 6:30 PM in Beverly City Hall. The next regular meeting of the CPC will be Thursday January 16, 2020, 7PM, in City Hall.