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2024-03-21 CPC Minutes (PDF) CITY OF BEVERLY PUBLIC MEETING MINUTES BOARD: Community Preservation Committee LOCATION: Beverly City Hall, 191 Cabot Street, 3rd Floor Chambers DATE: March 21, 2024 BOARD MEMBERS PRESENT: Chair Derek Beckwith, Vice Chair Robert Buchsbaum, Suzanne LaMont,Nancy Marino, Heather Richter, David Ershun BOARD MEMBERS ABSENT: Christy Edwards OTHERS PRESENT: Darlene Wynne, Director of Planning and Development RECORDER: Naomi Moca 1. Call to order Chair Beckwith opens the meeting at 7:03 p.m. and takes a roll call. 2. Consultation and Q&A with the CPC There is no one from the public with general questions present. 3. CPA Funding Round 11 —Initial review of applications a. Beverly Affordable Housing AHT Allocation—Mayor's Office Director of Planning and Development Darlene Wynne is present on behalf of the applicant and addresses the questions the Committee asked the Affordable Housing Trust(AHT)to answer at today's meeting. i. Provide a list of projects that have been funded to date Wynne states that the five projects that have been funded to date totaled $950,000. They include Hardy Street, Cabot Street YMCA, Anchor Point Phase I, Briscoe Village/Beverly Village, and Anchor Point Phase 11. When the AHT established its first guidelines in 2018, the emphasis was on maximizing the number of units that can be created per dollar. At this time, the AHT does not know of another project on the horizon, so the AHT plans to meet imminently to discuss projects that may need funding. ii. Provide a timeline for project applications and funding. Wynne states that if granted the funds,the AHT will use the following timeline: 1) start planning and update the AHT Guidelines and Priorities in Spring 2024 (non-funded, planning part of project) 2)update project application over the Summer 2024 3)issue call for new applications in the Fall 2024, 4)process applications on a rolling basis,using a letter of intent to gauge interest, 6)hold meeting within two weeks, 7)make decisions within 30 days of applications, and 8)will report to the Committee by June 30, 2025. Wynne shares the Sample AHT application Process and notes that the language states 45 days, but the AHT aims for a faster turnaround. Wynne states that today's request is for a one-year allocation of CPA funds, and the AHT would re- apply at the end of the year if needed. Beverly Community Preservation Committee March 21,2024 Meeting Minutes Page 2 of 7 Beckwith states that out-of-cycle applications require proof of impending need that cannot wait for the next round of funding. Beckwith states that the Committee is able to be relatively quick in processing out-of-cycle applications. iii. Why is the request being made now? Wynne states that the AHT has $200,000 left and this allocation resulted from the Beverly Community Housing plan in 2016-17 that was adopted in 2018 after establishing the AHT. It is for the purpose of creating affordable housing and the AHT even has the ability to purchase and manage property. Ershun asks if the AHT could build a project and Wynne states that the AHT can contribute to projects, but lacks the funds to build entire projects. Marino asks for clarification on how the funding would be handled, and Wynne states that funds from the CPC have to be kept in a separate account and remain subject to CPC guidelines. Wynne states that the AHT plans to apply for a State grant to update the housing needs analysis and fair housing plan. Richter asks when the AHT last received revenues and from what source. Wynne states that 2016 was the last application and 2017 was the last payment. Marino asks how the inclusionary zoning may impact the AHT because it requires a developer to include affordable apartments. Wynne clarifies that fee-in-lieu is only for condominiums or single-family homes because it is a real estate transaction. Apartments can only opt for credit or in-building units. iv. Are Habitat for Humanity (HFH) and the Beverly Housing Authority (BHA) eligible for AHT? Wynne states that HFH,Northshore CDC, and other types of nonprofit organizations would be eligible for AHT, depending on the type of program and its priority. Beckwith asks if since there is no new project on the horizon for the AHT, the AHT is looking at doing unconventional projects. Wynne gives the disclaimer that she does not speak for the AHT, as the AHT was unable to meet before today's meeting,but a housing rehabilitation program, a first-time homebuyer program, or rental assistance have been discussed. v. Is the Housing AHT a reimbursement? Wynne notes that when setting up the guidelines, the AHT invited organizations such as Harborlight and Habitat for Humanity to teach about what they do. The AHT is also contemplating working with the Accessory Dwelling Unit(ADU) ordinance, such as creating a seed fund for people to build ADUs. Richter observes that housing needs have changed significantly in the City since 2018. LaMont asks what strategies or initiatives the AHT is using, and Wynne states that the preservation of units that might be losing their affordable restrictions such as rents at below- market rates is an example. LaMont asks who that benefits, and Wynne states that it enables a property to keep rent at an affordable rate even after selling the property, though she is unsure of the mechanics of how that financially would work. 2 Beverly Community Preservation Committee March 21,2024 Meeting Minutes Page 3 of 7 Marino comments that the AHT is not widely known about and Wynne states that a lot of press, legal ads at the beginning of the cycle, and publicity have been done. Wynne adds that more publicity would happen when a new program is initiated. vi. What are specific goals with funding? What type of projects are funded? Richter asks what the AHT's meeting schedule is and Wynne answers that it meets on an ad hoc basis four times per year, with the caveat that a meeting would be moved if an application is received. Richter comments that the Committee understands that the AHT needs funds to do projects, but the Committee does not know what they are. Wynne answers that it is difficult for the AHT to support projects without first knowing what the funding stream will be. LaMont asks if there is an estimate for how long the funding would last and Wynne states that it depends on what the funding is used for, such as $10,000 loans. Beckwith asks how the fund is restricted in terms of what money it is not eligible to receive and Wynne states that the fund may accept donations, but may not solicit donations. The only dedicated mechanism of funding is fee- in-lieu payments where developers opt to pay a fee instead of building affordable housing units. There is no single dedicated source of funding. Marino asks if the allocation of$121,000 in CPA funds would limit the AHT's flexibility on what you can spend it on. Wynne states that CPA funding guidelines would help the AHT define what kind of program it can use the funds on. Director of Harborlight Homes Andrew DeFranza is present and states that the advantage of having a separate entity is timing. The AHT can manage timing. Marino observes that for certain projects seeking funding, the dollar amount may not be as important initially as proving multiple sources of funding. vii. Please provide specific information on non-traditional grantees and/or populations that have received AHT funding. Richter gives the example of the Martha's Vineyard CPC working with the City to provide grants or startup money to support the year-round residents to counter the effect of being outbid by the seasonal residents. Marino states that there is some flexibility within CPC funds that is a good option if people are aware of it. Executive Director of Beverly Bootstraps Sue Gabriel is present in her capacity as a board member of the AHT and states that the thought process behind today's application is that the AHT doesn't have a dedicated stream of funding and is attempting to anticipate being ready when a good project comes along. viii. How do people in the community know about the housing trust?What public support has been solicited? Beckwith states that the question on the table is how the AHT partners with the Committee. Beckwith states that one of the core missions of the Committee is affordable housing with the goal of supporting it in a strategic way to maximize resources. Marino asks if Boston is doing 3 Beverly Community Preservation Committee March 21,2024 Meeting Minutes Page 4 of 7 something like that. DeFranza answers that Boston has a linkage fee, which is similar to fee-in- lieu. Wynne states that the City is thinking about creating a transportation fund. Beckwith comments that perhaps those funds could help people with security deposits or some other housing support. Marino expresses her hope that the Committee would talk about smaller projects under CPC guidelines, if applications were to come before the Committee. Marino comments that she had hoped to see smaller projects funded through this means and that the AHT could serve a population not involved in big projects, such as mortgages. Beckwith observes that there is an appetite in the City to try other strategies for people that do not fit into those categories, such as helping residents to buy their first home. Wynne states that the AHT received two public comment letters: one pro and one con. Wynne shares a sample award letter, scoring sheet, and CPC Coalition grant agreement. 7:56 p.m.: Gabriel and DeFranza depart. 4. CPA Funding Round 11 — Continued Review of Applications a. Holcroft Park Renovation - Beverly Recreation Department Director of Parks and Recreation Bruce Doig is present. Marino expresses gratitude for the collaborative effort between the Housing Authority, the residents of the neighborhood, and the Parks and Recreation Department. Doig states that in the first 20 years of his career in the City, the Department worked through replacing all the equipment in every public park, and now they are coming around to needing repair or replacement again. Marino comments that the enhancement of the park will help drive rehabilitation in the neighborhood as it will bring attention to the condition of the sidewalks and streets leading to the playground. LaMont comments that the curbing on Beckford Street looks great, and Marino states that some triple- deckers are being sold as condos, contributing to the gentrification of the neighborhood. The Committee discusses whether it is comfortable with moving on and holding votes today. The Committee agrees to send projects to the City Council in a single batch, so that they can make decisions in March and April 2024 and notify the City Council after the April 2024 meeting. Buchsbaum asks whether the scoring system would be useful for this round's projects. LaMont, Beckwith, and Richter state that it wasn't necessary because enough funds are available to enable the Committee to consider all of the applications without the need to prioritize ahead of time. Doig states that the State grant hinges on this funding. Richter: Motion to approve the funding for the Holcroft Park Renovation - Beverly Recreation Department under the category of recreation for the purpose of rehabilitation and restoration in the amount of$250,000. Marino seconds. Motion carries (6-0). Doig states that there is a new member on the Parks & Recreation Commission (Mario Tricome) a. Critical Home Repair Program—Essex County Habitat for Humanity 4 Beverly Community Preservation Committee March 21,2024 Meeting Minutes Page 5 of 7 No one is present from HFH. LaMont comments that she thought the Committee had reached conclusion with their questions with the applicants. Marino notes the process and CPC guidelines were clearly discussed. Beckwith states that the administrative process be spelled out in the MOU and if a project does not clearly fall within CPC guidelines, that for urgent projects, he suggests the CPC can have a subcommittee to provide guidance within a short period of time. Richter states that it is an interesting project and she supports the concept of a subcommittee to address helping people to stay in their homes. Marino comments that this program is a new and exciting project. Beckwith expresses enthusiasm for the project and his hope that the Committee will support unconventional projects. The Committee agrees that there should be a mechanism in the MOU for the subcommittee to meet to address any concerns and to move quickly. Richter: Motion to approve the funding for the Critical Home Repair Program —Essex County Habitat for Humanity under the category of community housing for the purpose of preservation and support in the amount of$100,000. Buchsbaum seconds. Motion carries (6-0). Richter: Motion to amend the above motion to incorporate a process within the MOU to work with the members of the Committee, as this is an unusual and different program for the Committee, making communication crucial for its success. Marino seconds. Motion carries (6-0). a. Girdler House Kitchen Updates - Old Ladies Home Society, Inc. d/b/a Girdler House No one is present from Girdler House. The Committee discusses that the applicant submitted a letter indicating its wish to reverse the request to withdraw (due to plumbing issues and material delays)made at the previous meeting and to resubmit the kitchen storage application for consideration. Beckwith reads the letter into the record. Materials added to the record: • Letter to the Committee from Ellie Filyaw of Girdler House dated March 20, 2024 The Committee discusses that the kitchen project is eligible again because the start date is now Summer 2024 and the total cost for this portion is $31,200 under the category of support. The Committee discusses whether the project is eligible for the categories of rehabilitation or restoration. Beckwith states he is comfortable with the project, although it is a bit of a stretch. Marino observes that the Committee needs to exhibit some flexibility in the interpretation of "support" and to understand what is needed to keep the Girdler House running. Richter observes that the Girdler House is a very well-established residence and its success and many volunteers lend it credibility. LaMont and Marino comment that the Board of Health possibly bears some of the responsibility for the kitchen not being in compliance. Richter states 5 Beverly Community Preservation Committee March 21,2024 Meeting Minutes Page 6 of 7 that clarification would be beneficial at the April 2024 meeting,now that the project has been modified somewhat. Wynne agrees to notify the Board of Girdler House. b. Girdler House Generator Replacement- Old Ladies Home Society, Inc. d/b/a Girdler House LaMont: Motion to approve the funding for the Girdler House Generator Replacement - Old Ladies Home Society, Inc. d/b/a Girdler House under the category of community housing for the purpose of preservation in the amount of$70,400. Ershun seconds. Motion carries (6-0). c. Girdler House Window Replacement- Old Ladies Home Society, Inc. d/b/a Girdler House Beckwith observes that the application is thorough and well-presented. Buchsbaum: Motion to approve the funding for the Girdler House Window Restoration/Tune-up- Old Ladies Home Society, Inc. d/b/a Girdler House under the category of historic resources for the purpose of preservation in the amount of$26,670. LaMont seconds. Motion carries (6-0). 5. CPC Project Close-Outs,if any There are no project closeouts. 6. CPC Project Updates,if any a. Larcom Theater Wynne states that she reached out to projects whose MOUs are expiring in the next few months. Lisa Crowell of the Larcom provided an email describing the timeline of work done thus far: work started in August and September of 2023 with the contracting of a company. It came to light that the logo needed to be re-designed, and with some delays, it was finalized in February 2024. Crowell states that work will resume with the sign company. The installation will be completed in September 2024. Wynne states that prior to work commencing on the project, the CPC has requested that the Historic Districts Commission review the design. The Committee discusses how to define the commencement of work on a project, such as hiring a designer. Beckwith clarifies that it means the physical work. Wynne states that the next steps are that the HDC will review the work. The applicant will then submit the sign design to the Design Review Board(DRB), the Zoning Board of Appeals for a Special Permit, and then the Building Department for a permit. Currently, the MOU is due to expire in June 2024. The Committee discusses that in April or May it will become clear whether the extension is needed. Marino states that City Councils, such as Peabody, want updates on CPC-funded projects and this is one of the duties in the administrative support staff job description. 7. Approval of minutes a. February 15,2024 6 Beverly Community Preservation Committee March 21,2024 Meeting Minutes Page 7 of 7 The members review and offer edits to the February 15, 2024 draft meeting minutes. LaMont: Motion to accept the February 15, 2024 meeting minutes as amended. Richter seconds. Motion carries (6-0). 8. CPC Administration a. Update on use of Administrative Funds for CPC staff support Wynne states that the job was posted on March 19, 2024. Wynne matched the rate to that of existing staff with similar expectation of minimum qualifications. At the full rate with the maximum possible hours,the annual cost will not exceed$40,000. Wynne states that the job was posted on the City's website, a planning professional listserve, and the MA Municipal Association job board. Richter asked if it could be posted on the City's social media, like other City positions she's seen. Wynne agreed to look into that. Wynne also requests administrative funds in case the staff person needs a laptop or computer equipment. Beckwith asks where City employees get their IT equipment from. Wynne states that either the IT Dept or Planning Department budget currently pays for hardware and software programs. Beckwith asks how much funding is needed. Wynne states she will consult with IT, but believes the last laptop she purchased was approximately $1,000 or slightly more. Marino asks if reimbursing mileage is included in the job. Wynne states mileage for site visits within Beverly may be reimbursed, but commuting to and from the job is not reimbursable. She reminds the Committee that the position is funded through an annual allocation and must be voted on every year by the Committee. 9. Other items not known in advance of the posting of this agenda Richter asks what the status of the Cabot House tour is. Wynne states that it was canceled by Historic Beverly due to scheduling. The Planning Department is trying to reschedule. 10.Adjourn LaMont: Motion to adjourn. Marino seconds. The motion carries unopposed. Meeting adjourns at 9:05 p.m. Next regular CPC meeting: Thursday,April 18, 2024, at 7 p.m. 7