CPC 4_15_21 Minutes-FINAL-APPROVED Community Preservation Committee
April 15, 2021 Meeting Minutes
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CITY OF BEVERLY
PUBLIC MEETING MINUTES
BOARD OR COMMISSION: Community Preservation Committee
SUBCOMMITTEE:
DATE: April 15, 2021
LOCATION: Remotely held meeting through Google Hangouts Meet
MEMBERS PRESENT: Chairperson Heather Richter, Vice Chair Derek Beckwith,
John Hall,Nancy Marino, Marilyn McCrory, Wendy Pearl,
Robert Buchsbaum, Christy Edwards
MEMBERS ABSENT: Thomas Bussone
OTHERS PRESENT: Mayor Michael P. Cahill; William Lowd, Chair, Beverly
Golf and Tennis Commission; Michael Collins,
Commissioner of Public Services and Engineering; David
Gelineau, Purchasing Agent, City of Beverly; Economic
Development Planner and CPC staff Denise
Deschamps
RECORDER: Sarah Scott-Nelson
Call to Order
Heather Richter calls the meeting to order at 7:00 p.m. Richter reads the virtual meeting
guidelines and notes that the meeting is being held in accordance with temporary Open Meeting
Law adjustments due to the State of Emergency associated with the COVID-19 outbreak.
Deschamps takes roll and confirms member access. Richter introduces the first item on the
agenda and invites Mayor Cahill to speak.
Discussion of Beverly Golf and Tennis Clubhouse Analysis and Report
Mayor Cahill thanks Chair Richter for the invitation to speak but suggest that Mr. Lowd speak
first. Lowd notes that the Beverly Golf and Tennis Commission received the CPC's letter(dated
March 24, 2021) in response to the report that was provided to the City and CPC by CBRE
Heery. Lowd emphasized that the goal of Commission, with assistance from CBRE Heery, and
is to go through the design elements. Michael Collins explains there is a draft of the existing
conditions survey available and they can share it with the CPC. The existing conditions survey
also provides a history of the building which is very interesting and reveals that the original
interior design may have been more compatible with current needs than the existing design that
has evolved over many years resulting from several renovations. Collins refers to the CPC's
letter of March 24, 2021 and responds to the questions included in it. Collins states that the
architect will preserve the items with historical significance. He continues that it remains to be
seen what will happen with the current heating system. The goal is to make the building as
efficient as possible. The CPC specifically asked if the heating system they funded several years
ago would be incorporated into any new HVAC system. Collins was not sure but was very
hopeful that if the heating system previously paid for with CPA funds needed to be removed it
would not go to waste, even if it must be moved to a different facility. As to what expenses have
Community Preservation Committee
April 15, 2021 Meeting Minutes
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been incurred thus far related to the study and design plans Collins notes that the contractors
have not processed an invoice. Collins then explains the phases of the project and the applicant's
intent.
Collins clarifies that there is not a request for a revision to the existing MOU, this is just an
update due to reaching a milestone in the funding. In response to Buchsbaum's question, Collins
notes that the applicant is doing its best to ensure that the funding is not spent on a study which
stalls, and comments that the design documents will be immensely helpful. Collins notes that this
is a priority to the city as it is a big architectural asset for Beverly. Collins commented that the
$5 million estimate for the project was based upon earlier studies which are now old and in
addition construction costs have risen dramatically since those reports were completed. He
also notes that a gross rule of thumb for estimating soft costs is to project 10% of the
construction budget so in this case it was $500,000. However, soft costs can be greater than
10% of the budget based on the complexity of a project, and renovations are typically more
complex than new construction. The budget provided by CBRE Heery (in their March 17, 2021
report) is a reality check. Collins also notes that in the past the City would typically employ a
design-bid-build approach to a construction project which meant that the construction
documents were completed before the project was put out to bid. More recently, the City has,
with larger projects, employed a Construction Manager-at-Risk approach. This means that the
designated builder is engaged during the design process, before the construction documents
are completed. The design development and schematic design documents would be
completed. The schematic design documents are very detailed but they do not have
sufficient detail that would allow an electrician or a contractor to complete the work at the
site. John Hall asks why this project should be prioritized above the Carriage House. Collins
notes that this site is currently used by more people year-round. Mayor Cahill notes that he
would like to see a public conversation about how to prioritize and best fund projects eligible for
CPA funds, but notes that this site is the most immediately at-risk. Mayor Cahill also mentions
that he has invited Chairperson Richter and Vice Chairperson Beckwith to a meeting to discuss
how the aforementioned public conversation may take place. Wendy Pearl asks if there are plans
to paint the ocean side of the Carriage House. Collins said that this is not currently planned.
Richter expresses concern regarding the heating system that was paid for with CPA funds that
may now be replaced before the end of its useful life. In response to Deschamps' question as to
time line, Lowd comments that the Design Development documents are expected to be complete
in September. Hearting no other comments or questions Richter takes up the next item on the
agenda.
Review and approve CPC meeting minutes from 3-18-2021
The Committee reviews the draft minutes and offers edits, including a few modifications in
phrasing. Buchsbaum moves that the Committee accept the minutes for the March 18, 2021
meeting as amended. Seconded by Beckwith. Deschamps takes a roll call vote. The motion
carries 8-0.
Proiect Updates
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April 15, 2021 Meeting Minutes
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Deschamps explains that the Document Preservation Project,for which the City Clerk's office
received funding, is nearing completion and an invoice in the amount of$90,000.00 has been
submitted by the vendor. Deschamps notes that the project was originally awarded$94,000.00 in
CPA funds. Pearl suggests requesting a more detailed final report from the vendor who
performed the work regarding what was done to the documents which were conserved. Marino
requests that the City Clerk be asked where all the documents which were preserved are now
being stored. Deschamps will follow up on these requests.
Reminder regarding upcoming dates of meetings and events of interest
Richter comments on the meeting invitation from Mayor Cahill to Richter and Beckwith. Richter
comments that the content of this meeting remains to be seen. Richter states that she and
Beckwith will summarize the content of the meeting and share with CPC members after it takes
place. McCrory suggests that the Mayor may plan to discuss priorities in each category, such as
housing and open space.
Richter reminds the CPC members that there will be an upcoming City Council meeting which
will include a public hearing at which the general public is invited to comment on the projects
that the CPC has proposed for funding. Deschamps notes that the City Council should confirm
the date and time of this public hearing at its next Council Meeting.
CPC members are invited to share information rmardin2 relevant items or events
Deschamps comments that the next regular CPC meeting will be held on May 20, 2021.
Adiourn
Beckwith moves to adjourn at 8:22 p.m. Seconded by Marino. Deschamps takes a roll call vote.
The motion carries 8-0.