04.14.2020 BPB MinutesCITY OF BEVERLY
PUBLIC MEETING MINUTES
Board:
Date:
Location:
Members Present
Members Absent:
Others Present:
Recorder:
Planning Board Meeting
April 14, 2020
Google Meet virtual meeting
Chair Ellen Hutchinson, Vice Chair Alexander Craft, Sarah
Bartley, Derek Beckwith, Ellen Flannery, Wayne Miller, Andrea
Toulouse
Allison Kilcoyne
Assistant Planning Director Darlene Wynne, George Zambouras
Jodi Byrne, Recording Secretary
Chair Ellen Hutchinson calls the meeting to order at 7:00 p.m. and announces that the meeting is
being recorded and live - streamed. She confirms that all can hear her clearly and then verbally
takes the attendance of the Board as a note of public record. Chair Hutchinson reads a prepared
statement introducing the meeting.
"Pursuant to Governor Baker's March 12, 2020 Order Suspending Certain Provisions of
the Open Meeting Law, G.L. C. 30A, §18, and the Governor's March 23, 2020 Order
imposing strict limitation on the number of people that may gather in one place, this
meeting of the Beverly Planning Board will be conducted via remote participation to the
greatest extent possible. No in- person attendance of members of the public will be
available, but every effort will be made to ensure that the public can adequately access the
proceedings in real time, via technological means. In the event that we are unable to do so,
despite best efforts, we will post on the City's website an audio or video recording,
transcript, or other comprehensive record of proceedings as soon as possible after the
meeting. Please see below for detail on accessing the meeting remotely.
REMOTE PUBLIC ACCESS TO THIS MEETING WILL BE PROVIDED IN THE
FOLLOWING MANNER:
1. Broadcast and/or live streaming by BevCam at Channel 99 and /or
https. //bevc /live - stream
2. Access through the Google Hangouts Meet application. This application will allow users
to view the meeting and request comment using the Chat function. Pursuant to Open
Meeting Law, M.G.L. C. 30A, §20, the Chair may elect to recognize public comment
submitted through the Chat function at appropriate points in the meeting."
Chair Hutchinson states that the meeting is being held for the public on Google Meet, and she
provides instructions for the public to join and view the meeting. She reminds that all
participants may be seen, heard, and captured by the recording. She offers participants the option
of removing their camera from the meeting and asks for all to keep microphones on mute unless
formally speaking. She instructs that all supporting materials may be accessed through
contacting Darlene Wynne at the City Planning Department.
Chair Hutchinson states the meeting's ground rules in order to promote a clear and effective
conduct of business. She instructs each speaker to be introduced before providing comment, and
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Meeting Minutes
April 14, 2020
that she, as Chair, will formally invite Board members to provide comments or questions. All
attendees are asked to use their mute button except for when they are formally speaking and to
not use the chat feature unless it is for technical issues. Chair Hutchinson asks that any members
from the public state their name and address before speaking. Chair Hutchinson states that each
vote will be taken with a formal roll call. Asst. Planning Director Darlene Wynne confirms that
Chair Hutchinson is present in the meeting without video and therefore cannot see the other
participants.
1. Subdivision Approval Not Required plans
There were none.
2. Endorse Plan and Accept Performance Bond: Definitive Subdivision Plan - 40
Ellingwood Court - Anthony P. Baltas, Trustee, Fresh Water Real Estate Trust
Engineer George Zambouras, 17 Noble Hill Drive, Beverly, speaks on behalf of the applicant.
He provides a brief review of the project timeline and states that his client is asking for an
endorsement of the Definitive Subdivision Plan and the acceptance of the performance bond.
Chair Hutchinson asks if on Form G, paragraph 4, there is supposed to be a date. Wynne answers
that this date is typically two years from the subdivision approval. Wynne explains that the
applicant is requesting a date of two years from today's date because the subdivision was
approved 6 months ago. Wynne states that the Board has the authority to set and extend these
deadlines.
Chair Hutchinson confirms that the Board has the authority to set the construction completion
date to a later date. Wynne confirms this and says that the Planning Department has no problem
with the construction completion date being set from today's date. Wynne says that due to the
virtual meeting, she has not yet determined how the plan will be physically signed, but noted the
Board can still vote to accept it. Chair Hutchinson asks if there is a limited time frame for the
plan to be endorsed. Wynne says that there is no statutory timeline, but that it is reasonable to
endorse the plan once it is approved.
Zambouras asks if the Board could authorize Wynne to sign on their behalf. Wynne answers that
Chair Hutchinson is the designated person for signing, and that plans could be made for a
delivery and pickup by Wynne to Hutchinson. Wynne clarifies that nothing will be signed during
this meeting.
Flannery: Motion to endorse the Definitive Subdivision Plan for 40 Ellingwood Court. Craft
seconds. The motion passes with a formal roll call vote in alphabetical order with
each Board member voting in favor: Sarah Bartley, Derek Beckwith, Zane Craft,
Ellen Flannery, Wayne Miller, Chair Ellen Hutchinson. It is noted that Andrea
Toulouse is not yet a voting member and that Allison Kilcoye is not present. The
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Meeting Minutes
April 14, 2020
motion passes (6 -0).
Flannery: Motion to accept the Form G Covenant with a construction completion date of
April 14, 2022. Craft seconds. The motion passes with a formal roll call vote in
alphabetical order with each Board member voting in favor: Sarah Bartley, Derek
Beckwith, Zane Craft, Ellen Flannery, Wayne Miller, Chair Ellen Hutchinson.
The motion passes (6 -0).
3. Approval of Minutes
The October 1, 2019 minutes are reviewed and amended.
Craft: Motion to approve the October 1, 2019 minutes as amended. Beckwith seconds.
The motion passes with a formal roll call vote in alphabetical order with each
Board member voting in favor: Sarah Bartley, Derek Beckwith, Zane Craft, Ellen
Flannery, Wayne Miller, Chair Ellen Hutchinson. The motion passes (6 -0).
4. Discussion: Master Plan Update
Wynne provides an update to the anticipated schedule of the Master Plan. Wynne says that the
City is close to completing a draft for the Master Plan Committee's review, and that she has been
compiling public comments to share later this week with the City's consultant.
Wynne says that because a public meeting cannot be held during this time, she is working on
optimal ways for the general public to review the Master Plan draft and have access to virtual
office hours.
Wynne states that the City would like to keep moving forward with the Master Plan, and that she
will be in contact with Mayor Cahill regarding best practices within the confines of the changed
economy. Wynne says that a letter from the Mayor may be added to the Master Plan draft to
address how it is placed within the current pandemic and economic conditions of this time. She
states that she will continue to speak with the Mayor in the development of next steps, as the
Master Plan is almost complete and the City would like to release the consultant. Wynne then
opens up the Master Plan process for discussion, noting that some Board members have seen the
Master Plan draft.
Chair Hutchinson says that she has concerns in moving the process forward during the current
difficult conditions. Chair Hutchinson states that she wants to be sure that the public has full
access to the Master Plan draft for both review and input. She says that virtual meetings are very
different from public comment opportunities, and that with an item so important to the City she
does not feel comfortable moving forward.
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April 14, 2020
Wynne says that she appreciates Chair Hutchinson's comments and will further discuss them
with the Mayor. Wynne explains that there had been a plan for four public meetings, with the
consultant involved in three. She says that she and City Planning Director Aaron Clausen had
been discussing optimal ways for the public to review and vet the Plan and considering an
alternative to a large formal public meeting prior to the pandemic.
Chair Hutchinson says that she applauds the public involvement in the making of the Master
Plan, and that the public should have a chance to weigh in on how this may affect certain aspects
of their lives. Chair Hutchinson thanks Wynne for her response and research in determining best
practices.
Derek Beckwith says that it is important that the public be given an accessible input vehicle in
order to promote inclusion and ensure the future value of the document. He suggests a virtual
town meeting with plans for the Mayor and City Planners to present the new normal and how the
Master Plan plays into this now, or as it is rolled out in the future. Beckwith says that this could
allow people to see the presentation within a venue to both read the document and provide public
comments.
Sarah Bartley says that this is a difficult time for people to pay attention to the Master Plan as,
due to the pandemic, different families are within different levels of crisis. Bartley agrees with
the desire to place this on hold due to the public's physical or emotional ability to focus on the
Plan. She says that while she is open to different options, she has concerns.
Wynne says that there is no intent to rush the Plan within the serious state of our times and
explains that there will be public venues including at least two Planning Board meetings and one
City Council meeting. She adds that the City is trying to come up with an optimal strategy to
move forward with the final draft edits. She also says that she appreciates the comments from the
Board and will be in continued communication with the Mayor.
Chair Hutchinson repeats the need to wait on the Plan in light of the pandemic. Wayne Miller
agrees with the Board's comments and asks if there is pressure from the consultant to finalize,
and if so, how the City could release the consultants without rushing the process. Beckwith asks
if the consultants could take a pause for a few months before returning to work after the
pandemic ends. Wynne explains that it is normal business for a consultant to want to wrap up a
project and notes that the consultants are already working beyond their estimated budget.
Wynne says that it is also necessary to respond to what needs to be done today within the current
needs of the City's population. She also notes that the Plan is written in a software program that
the City does not own, which makes it hard for the City to take on ownership of future edits.
Wynne says that she and the Mayor will continue to discuss how to best move forward.
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Meeting Minutes
April 14, 2020
5. Other business not known at the time of the posting of this agenda.
Chair Hutchinson reports that Aaron Clausen has accepted the position of City Planner for the
city of Lynn. She states that Mayor Cahill announced Darlene Wynne as the next Planning
Director for the City of Beverly.
Wynne reports that the nomination will not be enacted until April 27, 2020.
Beckwith asks if she will be staffing the Board. Wynne reports that she could continue to staff
the Planning Board once a new Assistant Director is hired, but that is not defined yet. She thanks
the Board and notes the positive contributions of Aaron Clausen.
The next meeting of the Planning Board is scheduled for May 5, 2020. Chair Hutchinson reports
that the meeting may not need to be on BevCam, but that it will be a virtual meeting with full
public access.
Adjournment
Flannery: Motion to adjourn the meeting. Craft seconds. The motion passes with a formal
roll call vote in alphabetical order with each Board member voting in favor: Sarah
Bartley, Derek Beckwith, Zane Craft, Ellen Flannery, Wayne Miller, Chair Ellen
Hutchinson. The motion passes (6 -0).
The meeting is adjourned at 7:50pm.