05.05.2020 BPB MinutesCITY OF BEVERLY
PUBLIC MEETING MINUTES
Board:
Planning Board Meeting
Date:
May 05, 2020
Location:
Google Meet virtual meeting
Members Present
Chair Ellen Hutchinson, Vice Chair Alexander Craft, Sarah
Bartley, Derek Beckwith, Ellen Flannery, Wayne Miller, Andrea
Toulouse
Members Absent:
Allison Kilcoyne
Others Present:
Planning Director Darlene Wynne, Thomas Alexander, Jay
Coughlin, John Coughlin
Recorder:
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. She says that tonight's meeting is not being live - streamed by BevCam, and that a
recording will be available for viewing after the meeting. Chair Hutchinson confirms that all can
hear her clearly, and then she calls the attendance of the Board and staff as a note of public
record. She states that Andrea Toulouse is now a voting member of the Board. Chair Hutchinson
also calls the attendance of the meeting's anticipated speakers. 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.
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. Chair Hutchinson reminds all
participants that they 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 they are 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 that she will introduce each speaker on the agenda and asks
invited speakers to state their names before comments. Chair Hutchinson then says that after
each presentation, she, as Chair, will formally invite Board members to provide comments or
questions. After this, Chair Hutchinson will call the names of those who have registered for
public comment. Members from the public who have been invited to speak are asked to first state
their name and address, and then they will be given three minutes to speak. All attendees are
asked to use their mute button except for when they are introduced to formally speak and to not
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Meeting Minutes
May 5, 2020
use the chat feature unless it is for technical issues. Chair Hutchinson states that each vote will be
taken with a formal roll call that will be called in alphabetical order.
1. Subdivision Approval Not Required Plans
There are none.
2. Approval of Minutes: February 11, 2020; March 10, 2020; April 14, 2020
The February 11, 2020 minutes are discussed and amended as needed.
Flannery: Motion to approve the February 11, 2020 minutes as amended. Derek Beckwith
seconds. Chair Hutchinson takes a formal roll call vote with all members voting
yes: Bartley, Beckwith, Craft, Flannery, Miller, Toulouse, and Hutchinson. The
motion passes (7 -0).
The March 10, 2020 minutes are discussed and amended as needed.
Flannery: Motion to approve the March 10, 2020 minutes as amended. Sarah Bartley
seconds. Chair Hutchinson takes a formal roll call vote with all members voting
yes: Bartley, Beckwith, Craft, Flannery, Miller, Toulouse, and Hutchinson. The
motion passes (7 -0).
The April 14, 2020 minutes are discussed and amended as needed.
Flannery: Motion to approve the April 14, 2020 minutes as amended. Sarah Bartley
seconds. Chair Hutchinson takes a formal roll call vote with all members voting
yes: Bartley, Beckwith, Craft, Flannery, Miller, Toulouse, and Hutchinson. The
motion passes (7 -0).
3. Request for Determination of Adequacy of Screening and Landscaping — 32 Dunham
Road — Steve Frederickson, Director of Municipal Inspections
Chair Hutchinson informs the Board that this request is similar to the Everett Street project
where the Board had to make a formal recommendation to Mr. Frederickson that the proposed
screening was adequate for conflicting uses.
Darlene Wynne, Planning Director, projects an image of the landscaping plan for all to view.
Chair Hutchinson invites Jay Coughlin (Gateway Realty) to speak, asking him to address two
items:
1. What is proposed for the site
2. What is the current state of the screening and what changes does he propose?
Jay Coughlin states that Gateway Realty closed on this building in late February 2020 and began
removing both dead trees and invasive species of trees from the site. He says that they then
began planting 80 new 8 -10 ft. high evergreens. Coughlin says that they began meeting with
concerned neighbors and that the last meeting was April 25, 2020. He says that they walked
through the area with the neighbors and showed them the plantings, and that all appeared to be in
agreement that their landscaping plan would be an improvement. Coughlin says that Steve
Frederickson suggested that they get their plan approved or that they would be proceeding at
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Meeting Minutes
May 5, 2020
their own risk. Chair Hutchinson confirms this speaker is Jay Coughlin with Gateway Realty.
John Coughlin (Gateway Realty) also speaks to confirm that they removed dead trees and
invasive species that were overgrown within their plan to improve the area.
Chair Hutchinson asks how high the newly planted trees are estimated to grow. John Coughlin
answers that the newly planted evergreens are white pines and will grow to the height of 15 -20
ft. He states that these trees will create a barrier around the property.
Chair Hutchinson invites questions or comments from the Board. Wayne Miller says that pines
sometimes die from the bottom up and that this would leave a hole at the bottom. He asks if this
kind of pine is subject to this. John Coughlin answers that this type of pine will not do this.
Miller then confirms with John Coughlin that the screening barrier is only required on the north
and west side of the property.
Beckwith asks if the lawn area in the front of the property has trees that will potentially be
removed. John Coughlin answers that they have already taken down the dead trees that were
closest to the building. He adds that once he knows what they will be doing with the building,
they can provide a more specific plan for the Board. Beckwith asks if the road to the right side
(that goes to the existing condos) is under jurisdiction of Conservation. Jay Coughlin says that
they are in the process of drawing up plans for this.
Flannery asks if they can confirm if the condo association has reviewed this plan. John Coughlin
says that they have not heard anything from the condo association. Jay Coughlin confirms that
they have cleaned up trash and dead growth to improve the area and have not heard from the
condo association. Jay Coughlin also says that they only met with the neighbors on the left side
of the road.
Chair Hutchinson asks how many neighbors were in attendance. John Coughlin says there were
two separate meetings, with almost every neighbor at the last meeting. Jay Coughlin confirms
this. Chair Hutchinson then asks how they would categorize the response. John Coughlin says
that while he doesn't want to speak for the neighbors, he can report that most seemed pleased
with the improvements that included the new trees that provide a better sound barrier and view.
He says that they were also concerned with what would be happening with the property building,
and that as plans develop they can tell them more.
Jay Coughlin adds that they had originally planned to plant the trees 10 -15 ft. apart, but were told
that this was too far to serve as a barrier. As a result, the trees are planted 4 -5 ft. apart allowing
for the best barrier while also giving trees room to live. Wynne notes that the City did receive
calls from neighbors when the trees began to come down, but that she has not had any more calls
since they met with the neighbors.
Jay Coughlin says that everyone left the meeting with a positive tone, and that it appeared to him
that everyone was on the same page. John Coughlin says that he informed the neighbors that they
would keep them informed of any building and tenant plans as the neighbors were worried about
lights and trucks coming to the site. He says that he assured them that they would take care of all
of their concerns.
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Meeting Minutes
May 5, 2020
Chair Hutchinson asks if by the submission of this plan, if this will be the extent of the screening
of the boundary. John Coughlin confirms this, saying that they planted thirty of the trees so far in
the high impact area. Jay Coughlin says that they are planning to plant eighty trees, and that if
requested they will add more. He says that they are also adding an irrigation system to promote
growth and life to the trees. He says that they are really trying to do this right for this project and
for their neighbors. He says that he feels confident that everyone will be happy with the results.
John Coughlin adds that the irrigation well is already on the site, and that once the trees are all
planted they will add hydroseed.
Chair Hutchinson states that she appreciates their willingness to work with the neighbors. She
says that the job of the Board is to decide if it wants to recommend that this proposed screening
is adequate for the conflicting uses. She then asks if there are any more questions from the
Board.
Flannery: Motion to recommend that the landscape plan for 32 Dunham Road provides the
adequate screening required for the conflicting uses. Craft seconds. Chair
Hutchinson takes a formal roll call vote with all members voting yes: Bartley,
Beckwith, Craft, Flannery, Miller, Toulouse, and Hutchinson. The motion passes
(7 -0).
4. Minor Modification Request: Site Plan Review #129 -17, Special Permit #160 -17, and
Inclusionary Housing Application #11 -17 — 245 Cabot Street Unit 2 — YNS Affordable
Housing c/o Alexander & Femino
Chair Hutchinson recuses herself from this item on the agenda. Vice Chair Craft takes over the
meeting. Craft says that the Board is being asked to determine if the proposed changes to the site
plan are minor or not. Craft states that if the Board determines that the changes are minor that
they can vote on these modifications at tonight's meeting, but if the Board determines that they
are not minor that they would need to schedule a public hearing to consider the site plan as a
major modification.
Attny. Tom Alexander, One School Street, is invited to speak on behalf of his client. Attny.
Alexander says that the property currently houses 45 single occupancy units in addition to
YMCA offices and facilities. On September 19, 2017, the Board approved a plan to propose
increasing this project to 69 total single occupancy units, including adding one story to the
building. Attny. Alexander explains that due to a request by the Department of Housing &
Community Development that each unit host a 2'x2'x2' stove, they had to resize the units and
are instead proposing a 67 total single occupancy unit project. Attny. Alexander says that this
plan has been submitted to the Board to show the new configuration. He says that the image
shows what had been approved as well as what they are asking to be approved tonight. Attny.
Alexander says that there are minor changes, with the exterior looking the same except with the
windows being slightly changed to accommodate the new units. Attny. Alexander states that this
plan has been approved for DHCD funding, and that they have submitted the plans for the
building permit. Attny. Alexander states that they are hoping to begin construction in June 2020.
Vice Chair Craft invites questions or comments from the Board. Flannery says that she can see
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the changes in the windows (from a total of five to a total of three) on the top floor. Attny.
Alexander confirms this and says that on the Essex Street side, the windows are of the same
number, but with a slight change in position.
Miller asks if the DRB would want to review this plan, and Flannery says that the DRB will be
reviewing it on Thursday evening. Wynne states that the Board can vote before the DRB review.
Wynne says that if there were any issues, the applicant would have to go back to the Planning
Board, but that it made sense to lump the two votes together as plans to be submitted to the file.
Miller confirms that there are only two elevation changes. Attny. Alexander notes that only one
side will host these changes, and that the other side will have minimal change.
Beckwith says that eliminating the two units is an 8% change from the number of additional
units and asks if this should be considered a minor modification. Attny. Alexander confirms that
this change is the result of the state's request for the 2'x2'x2' stoves for each unit.
Craft asks if there are any other interior changes beside the stove that would impact the first plan
approved. Attny. Alexander answers that there are not. He notes that on level two a laundry room
was added.
Vice Chair Craft asks if the Board has any more questions or comments. He then explains that
there are two parts to this vote:
1. determining if the changes are minor or major
2. voting on the modifications
Flannery: Motion to deem the changes to Site Plan Review 11129 -17, Special Permit #160-
17, and Inclusionary Housing Application 911 -17 as minor. Beckwith seconds.
Vice Chair Alexander Craft takes a formal roll call vote with all of the following
members voting yes: Bartley, Beckwith, Flannery, Miller, Toulouse, and Craft.
The motion passes (6 -0) with Chair Hutchinson abstaining.
Flannery: Motion to accept and approve the requested modifications to Site Plan Review
#129 -17, Special Permit Application #160 -17, and Inclusionary Housing Permit
#11 -17. Beckwith seconds. Vice Chair Alexander Craft takes a formal roll call
vote with all of the following members voting yes: Bartley, Beckwith, Flannery,
Miller, Toulouse, and Craft. The motion passes (6 -0) with Chair Hutchinson
abstaining.
Flannery amends the motion to include the elevation changes as reflected on the
plan. Beckwith seconds. Vice Chair Alexander Craft takes a formal roll call vote
with all of the following members voting yes to the modification request with the
added amendment to include the elevation changes as reflected on the plan:
Bartley, Beckwith, Flannery, Miller, Toulouse, and Craft. The motion passes (6 -0)
with Chair Hutchinson abstaining.
Chair Hutchinson resumes as Chair of the meeting.
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5. Discussion
a. Master Plan Update
Chair Hutchinson asks Darlene Wynne to report on the Master Plan. Wynne reviews the
conversation from the last Board meeting regarding ways to move forward with the Master Plan
during the current State of Emergency. Wynne says that she spoke with the Mayor and they both
agree that they should wait a month or two in order to hold a public event, and that future public
meetings may not be able to include in- person events. Wynne says that she is learning from
consultants about different methods to hold virtual public outreach. She notes the equity issues,
including those who cannot participate in person and those who cannot attend online and
mentions a variety of options for outreach. She adds that in light of the State of Emergency and
all that the City is trying to work out with supporting its people and businesses that the Master
Plan is on the back burner.
Wynne acknowledges Board member Sarah Bartley's comments from the last meeting, noting
that people do not have the bandwidth right now to focus on the Master Plan. Wynne says that
she does want to move forward and not wait too long, and that they hope to revisit in the next
month and come up with a plan to move it forward in a different way. Wynne says it continues to
be a priority that the end result will be a Master Plan that all (the community, City Council, and
the Board) will feel good about.
Bartley asks about a past discussion of the role and possible release of the consultant. She asks if
the current conditions due to the pandemic may influence the current recommendations, and if
this could change what has already gone forward. Wynne answers that the prioritization may be
influenced, but that in a recent meeting with the consultant, many of the goals and
recommendations still carried much weight. Wynne adds that some, including housing, job
creation, and quality of life, may now be even more important. Wynne says that she does not
anticipate massive changes, but that in the short term (independent of the Master Plan) there is an
immediate need on how to help the City's businesses and residents. Wynne says that they can
still move forward on some things such as zoning changes in the short -term priorities.
Craft says that he appreciates the delay in the hope for a public meeting in July. He asks if the
City is looking at ways to provide online access for citizens who do not have it in the event of an
online meeting. Wynne answers that they have not yet thought about this, and that it will depend
on what is open in July; for example, the library with public wifi access, downtown windows for
display, or even opportunities for people to meet and review with just a few staff members. Craft
suggests a pre- recorded spot on BevCam.
Miller states that with the need for public access added into the process, in addition to more
people working from home and remote learning, all require that the City prioritize high speed
broadband. Miller says that this is a blatant problem right now as there are families with children
who cannot complete their homework. Miller recommends broadband access for everyone in the
City as a priority recommendation.
Beckwith also asks about broadband, and asks if its value is increasing in the Master Plan.
Wynne confirms that this is one of their recommendations, and that she has a webinar scheduled
for tomorrow on best ways to host public meetings in the age of the COVID -19 pandemic.
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Chair Hutchinson says this Master Plan is an especially significant one for the City. She says she
appreciates how challenging the pandemic has made accessing the public and providing access
for the public to respond. Chair Hutchinson says that she appreciates that people are working on
this and thinking about how to best move forward. Chair Hutchinson again stresses the
significance of this Master Plan and thanks Wynne for her efforts on finding ways to best
proceed.
b. Other business not known at the time of the posting of this agenda.
Wynne says that the City is setting up an emergency business support task force to determine
how to support its businesses in their reopening plans such as the staggering of openings, full
reopenings, processes, determining what businesses will most need. She notes a CPC
subcommittee and staff have been discussing possible emergency rental assistance funded by the
CPC. She says that she has spoken with other organizations, finding that from a rental
perspective, the eviction moratorium is significant, but notes that into the summer and fall when
it is lifted this will change. Wynne says that the City is looking for what options can be provided,
noting that Beverly does not have access to Federal funding pools (like other cities of the same
size) due to its higher income levels. Through the CARES act, Wynne says the City hopes to
apply for funding again this year. She says that Beverly does not have the $400,000 that Salem
can put into their programs, but that these are things that City staff are working on behind the
scenes. She notes that there is not yet a City or state budget, so that the financial picture is
unknown.
Beckwith says that the CPC can put together an emergency rental program for those who earn
less than 100% of area median income and are in need. He is on a CPC subcommittee (with
others including City staff member Denise Deschamps). He says this subcommittee is
performing independent research and are also waiting for the number of people in Beverly who
have become unemployed during the past 6 -8 weeks in order to formulate a plan for a rental
program. Beckwith says that if there is a need, he will be working with Wynne and the Mayor to
provide help for those who don't qualify for other assistance.
Chair Hutchinson asks if their committee is planning to provide rental assistance to the landlord
or to the tenants. Beckwith answers that they are planning assistance to the tenants, but that the
payments would go directly to the landlords. He also states that the tenant would apply for the
aid, not the landlord.
Chair Hutchinson asks Wynne if the City's inclusionary housing trust monies could be used for
rental assistance. Wynne says that there is 60K in the account, and that they are still waiting for a
payment from the Congress Street property. Wynne explains that the Congress Street property
agreement is for them to pay 50% before their first building's certificate of occupancy and then
the rest before the second building's CO. Wynne says that there are also some home funds and
CDBG monies, but that city staff is considering the whole picture in order to determine how
much of the balance they can spend.
Wynne also says that the City is committed to supporting the Briscoe project and that their
proposal included seeking funds from the CPC, Housing Trust and the City's HOME funds. She
says they are looking for one million dollars to help them meet their match to get the historic and
affordable housing tax credits. Wynne says that while this does take a large amount of money, it
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will create 90 affordable housing units.
Bartley says that rental assistance funds are a priority, and asks if the City has considered any
philanthropic fundraising to lessen the needs for City funds. Bartley stresses that there will be
long standing needs. Wynne says that perhaps she and Bartley can talk more about this in
addition to banks and businesses, etc. Wynne says that an emergency rental assistance program
would have to apply to the CPC, and that she will think more about this. She notes that
Bootstraps is considering creating a fund. Wynne says that she will follow -up with Bartley.
Wynne says that the Briscoe project will be on agenda for the next meeting of the Board on
Wednesday May 27, 2020. Wynne says that the Board will be asked to make a recommendation
to the City Council regarding a Special Permit. She says that they met with Parking and Traffic
today and will be meeting with the DRB next Thursday.
• Adjournment
Flannery: Motion to adjourn the meeting. Craft seconds. Chair Hutchinson takes a formal
roll call vote with all members voting yes: Bartley, Beckwith, Craft, Flannery,
Miller, Toulouse, and Hutchinson. The motion passes (7 -0).
The meeting adjourns at 8:30 pm.