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CPC Meeting 10-20-2022 Minutes Community Preservation Committee October 20, 2022 Meeting Minutes PUBLIC MEETING MINUTES CITY OF BEVERLY BOARD OR COMMISSION: Community Preservation Committee SUBCOMMITTEE: N/A DATE: October 20, 2022 LOCATION: Beverly City Hall, 3rd floor Chambers MEMBERS PRESENT: Chair Heather Richter, Vice Chair Derek Beckwith, Robert Buchsbaum, Suzanne LaMont, Marilyn McCrory, Danielle Spang MEMBERS ABSENT: Thomas Bussone, Christy Edwards, Nancy Marino OTHERS PRESENT: Victoria Healey (City of Beverly Planning Department), Bruce Doig (arrived at 7:45, departed at 8:25) RECORDER: Brandon Kubik 1. Call to Order Chair Richter calls the meeting to order at 7:00 p.m. and welcomes all committee members and attendees to the meeting. A roll-call was taken. 2. Welcome and Remarks Healey noted the agenda order would need to be adjusted so that Recreation Director Doig could discuss the Gillis Park stairs project after his other meeting.. 3. Review and Approval of Community Preservation Committee Draft Meeting Minutes: June 16, 2022, September 15, 2022, and October 6, 2022 With the change of the agenda, Chairperson Richter reviewed the meeting minutes from previous meetings. The committee discussed the June 16, 2022 draft minutes, and offered revisions. Buchsbaum asked whether Chair Richter characterized the CPC's scoring system as "subjective." Chair Richter reflected that was her intent, and no change was needed. That prompted a brief side discussion about any scoring metric to review this round of applications, and Healey suggested holding that discussion for later in the agenda. Chair Richter suggested adding it to the CPC's December agenda so more members are present for the discussion. Spang moved to approve the amended June 16, 2022 minutes; LaMont seconded. The motion carried (6-0). Chair Richter introduced the September 15, 2022 draft minutes, and the committee offered revisions. Vice Chair Beckwith made a motion to approve the amended September 15, 2022 minutes; Buchsbaum seconded. The motion carried (6-0). Chair Richter introduced the October 6, 2022 draft minutes. LaMont noted members of the public 1 Community Preservation Committee October 20, 2022 Meeting Minutes in attendance were not listed in the "Others Present" section. Healey stated she would review the recording and update the list appropriately. After reviewing several topics, it was determined that all appropriate items had been addressed prior to the committee being able to accept the draft as final. McCrory moved to approve the amended October 6, 2022 minutes; Spang seconded. The motion carried (5-0-1), with Buchsbaum abstaining as he was not present for the October 6, 2022 meeting. 4. Updates Related to On2oin2 Proiects that have been awarded CPA funding Chair Richter introduced the next agenda topic, updates related to ongoing projects. Healey noted that the committee needs to review the Beverly Golf and Tennis project, the Lynch Park project, and the Garden City Towers project and their MOU extension requests. Healey stated Goganian (Historic Beverly) informed her that the Hale Farm Landscaping project would not need an extension as the work is complete. Healey noted the Wentworth Tot Lot project is also slated for review in December. Recreation Director Doig joined the meeting, and confirmed that the Wentworth Tot Lot project is completed, and he will process and submit the reimbursement paperwork. Doig confirmed he reengaged the contractor to prepare samples and the scope of work for the Historic Districts Commission's review for the Gillis Park Stairs project. If the weather cooperates, there is a chance the project will finish in 2022, otherwise it should be completed next spring. LaMont stated that sharing the samples, photographs, and supporting documentation with the Historic Districts Commission may help expedite the review process. Doig confirmed the contractor will provide any needed information, and agreed to work under the original scope of work from the application. LaMont confirmed the work needs to meet the Secretary of Interior Standards, and Doig agreed, noting one of the difficulties for the project is the lack of historic photos of the stairs for reference. LaMont stated elements in the existing adjacent wall can be referenced for a guide, and Doig confirmed the contractor has experience restoring historic masonry and is doing masonry repairs at Hammond Castle. McCrory asked if the Committee needed to approve an MOU extension on this project, and Vice Chair Beckwith confirmed it was already extended. Doig next reviewed the tennis court replacement projects, confirming he is actively preparing a request for bids to obtain the current cost estimates and a timeline for the Committee. He hopes to contract a company to begin working in spring of 2023. He anticipates the project cost estimates to have increased like other recent projects, and believes it may cost around $500,000, with $250,000 in CPA funds. He then went on to tell the committee process stories for some of the other projects that applications were submitted for, but were ultimately not awarded due to various contingencies. He referenced that the city has approximately twenty outdoor sports courts, and they will all need refurbishing in the future. Doig confirmed he has not drafted any pre-applications for the current funding round yet,pending review with the Mayor, but he is reviewing options for Holcroft Park, Gillis Park and the Simon Street parcels. LaMont inquired when he anticipates meeting with the Historic Districts Commission to review the Gillis Park Stairs Project, and he stated that as soon as the materials are prepared by the contractor they intend to make it to the next HDC meeting. Buchsbaum inquired about repairs to 2 Community Preservation Committee October 20, 2022 Meeting Minutes the Lynch Park seawall, and Doig confirmed the seawall is being repaired, the parking lot will be repaved. Doig also noted that pending discussion and review with the Mayor, the city may apply for CPA funds to repair the Lynch Park Carriage House as well. Doig asked whether there were any further questions, and Chair Richter confirmed no extensions or approvals were needed on these projects, and saw no further questions. Doig thank the Committee, and Chair Richter thanked him and looked forward to reviewing future projects. 5. MOU Extensions Chair Richter opened discussion on the Beverly Golf and Tennis Project request for an extension through January 31, 2023. Vice Chair Beckwith noted in the prior extension, the Committee encouraged the applicant to take as much time as would be needed to finish the work. Chair Richter stated that it sounds like the project will conclude shortly. Vice Chair Beckwith moved to extend the MOU for CPC 4R5-3, Beverly Golf and Tennis Club Project, from November 30, 2022 to January 31, 2023; seconded by McCrory. The motion carried (6-0). Chair Richter opened discussion on the request to extend the Lynch Park nomination to the National Register of Historic Places Project to June 16, 2023. The Committee discussed timing and reimbursement flows, and opted to extend the deadline through December 31, 2023. McCrory moved to extend the MOU for the Lynch Park National Register Nomination Project to December 31, 2023; seconded by Vice Chair Beckwith. The motion carried (6-0). Chair Richter opened discussion on the Beverly Housing Authority Garden City Towers Project request for a six-month extension. McCrory suggested extending the deadline to June 30, 2023 to provide extra time for unanticipated delivery or installation delays. Spang moved to extend the MOU for the Beverly Housing Authority Garden City Towers Elevator Modernization Project to June 30, 2023; seconded by LaMont. The motion carried (6-0). Chair Richter confirmed with Healey that were no other MOU extension requests to review. 6. Invite CPC members to share information regarding Matters of Interest to the CPC Chair Richter opened discussion on Matters of Interest to the CPC, sharing that Councilor At- Large Hannah Bowen and other parties have reached out suggesting updates to the CPC section of the city website to make it easier to navigate. Richter welcomed suggestions from other Committee members. LaMont suggested posting the Community Preservation Plan on the landing page for easy access. Vice Chair Beckwith asked who manages the CPC page, and Healey stated she inquired how to update the website and can help facilitate the changes. Healey outlined proposed updates for the website, and the Committee noted posting all pre-applications and full applications throughout the funding round. Healey confirmed she would incorporate the requests in her reformatting efforts. Chair Richter next raised whether the CPC could review expenditures from its administrative budget. Spang suggested Finance Director Ayles should have that information, and Healey asked the Committee as a whole to vote to authorize spending. Chair Richter confirmed the FY2023 Budget was approved by City Council, and the Committee can vote on a case-by-case basis for 3 Community Preservation Committee October 20, 2022 Meeting Minutes significant expenditures while smaller items like publishing public notices do not require prior authorization. McCrory inquired the status of the printed 2023 Community Preservation Plans discussed at a prior meeting. Vice Chair Beckwith confirmed the expenditure was authorized. Healey stated she printed copies for the Committee members, but had not yet completed the remaining copies. Chair Richter requested Healey order the copies, and Healey noted she would need to learn the ordering procedure from the Finance Department. Chair Richter opened discussion on CPC social media posts for the upcoming month, and requested posts for the funding round schedule. Vice Chair Beckwith asked whether Committee members had an idea of anticipated applications for this round, and some raised potential projects. Chair Richter suggested posting about available CPA fund levels, and McCrory suggested posting once the state match is finalized. Chair Richter asked whether any members would have a conflict if future CPC meetings were held on the third Wednesday of each month instead of the third Thursday. Spang stated she had a Harbor Management Authority meeting on the third Wednesday every month that would conflict. Chair Richter invited members to review schedules for a future discussion on rescheduling the meetings as Bussone had a conflict for Thursday evenings, and she would like to ensure his continued attendance. Healey suggested adding it to the November agenda. LaMont raised the Beverly Farms Cemetery Fence Project, and its potential need for review at Historic Districts Commission before work begins. Vice Chair Beckwith noted the MOU should memorialize any requirements, and McCrory agreed the project schedule should include it as well. Healey noted applicants are responsible for meeting all requirements, and Vice Chair Beckwith asked whether the Committee should review benchmarks to help remind applicants. Spang noted other MOUs in the historic preservation category include such benchmarks. The Committee suggested reviewing projects, especially as the MOU expiration dates approach. Healey invited Committee members to attend a training session on November 1 organized by Sustainability Director Keefe on upcoming building code changes and to help guide evaluation of retrofitting projects. Healey will share the invitation by email. 7. Agenda Tonics Shifted to Future Meetings To efficiently end the meeting relatively on time, the committee agreed to discuss remaining agenda items in November, including the MHP Housing toolkit(Agenda Item 9). 8. Adiournment Spang moved to adjourn at 9:10 p.m.; seconded by Buchsbaum. The motion carried (6-0). The next regular meeting of the Community Preservation Committee will be held on Thursday November 17, 2022 at 7pm, at Beverly City Hall, 191 Cabot Street. 4