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2014-01-30CITY OF BEVERLY PUBLIC MEETING MINUTES COMMITTEE OR COMMISSION: Community Preservation Committee SUBCOMMITTEE: DATE: January 30, 2014 LOCATION: Beverly City Hall, Third Floor Conference Room B MEMBERS PRESENT: Wendy Pearl — Chairperson, Robert Buchsbaum, Marilyn McCrory, John Thomson, Leland McDonough, Heather Righter, Lincoln Williams, Henry Pizzo (arrived late) MEMBERS ABSENT: Darrien Crimmin OTHERS PRESENT: Amy Maxner, Environmental Planner; General Audience RECORDER: Craig Schuster The meeting started at 7:00 P.M. Pearl highlighted the purpose of the meeting is about answering the public's questions about the CPA and scoping out some of the projects for the first round of CPA funding. Introductions followed next with Committee members and staff introducing themselves. Pearl next went over the background of the CPC and the purpose of tonight's meeting noting the following: • The CPC started meeting last summer to develop a structure for implementing the CPA (which was adopted in Beverly in 2012). • The criteria the CPC developed is posted on the website and these criteria were also subject to a public meeting held on December 12, 2013. • This is the CPC's first year and the CPC is here to listen to the public's ideas about possible projects; • The CPC has developed a two -part application process. The first part is to determine the project eligibility through a pre - application which is due February 14, 2014 at noon, she noted that Historic Preservation projects will need to have sign off by the Historic District Commission. The second part is full applications can be submitted for eligible projects, due May 1, 2014. From those applications the CPC will deliberate to determine which projects to recommend for funding to the City Council, which will be in October 2014, with funds being awarded in November 2014. Pearl then opened the meeting inviting questions from the audience. Cheryl Clayton of 107 Hart Street, asks if private property is listed on MACRIS does that necessarily mean that is has been determined to be historically significant? Pearl commented that it does not mean the property has been historically significant. She noted that MACRIS is Massachusetts Historical Commission's inventory of historic properties and being inventoried does not place the property on the state register. Eligibility requirement for historic property requires the property is either to be on the state register or to be determined locally significant to the Community Preservation Committee 01 -30 -14 Meeting Minutes Page I of 6 architecture, culture, and history of Beverly by the local Historic District Commission. As an inventoried property on MACRIS you have a good record on the history of the property and you can use that to request a determination. Peter Johnson of 677 Hale Street asks how the timing of the Historic Commission determination of historical significance work with the CPC application process? Pearl explained that these two application processes are concurrent and the HDC determination can come in after the CPA pre -app is submitted. Sue Goganian, Executive Director of the Beverly Historical Society asks how long does the Historic Commission process take to review an application for determination of historical significance? Pearl noted that the applications that came in early the Historic Commission will be making a decision this Saturday, which is quick. For the pre - application there is a meeting schedule for late February and the invites for full applications probably mid -March so there is some flexibility in the schedule if something should be delayed. Goganian asks how the funds will be disbursed to the applicant if a project has been approved? Will the applicant be required to carry the cost of the project until they received payment from the CPC? Pearl noted that in the application materials there are a number of steps and highlighted Step 7 about fund disbursement and project monitoring. She further noted that a Memorandum of Agreement (MOA) which would be signed by the City and the applicant will outline how payments will be made based on the schedule the applicant has provided. Clayton asks if there are requirement for contractors to be certified for working on CPC projects, especially historical properties? Pearl noted that the requirement of CPA for rehabilitation work on historic properties be in compliance with the Secretary of Interior standards for rehabilitation. These standards outline, in general, how to perform work on rehabilitation projects and Pearl suspects that a contractor would have to be knowledgeable with these standards. Pearl added that if there is a project that has to be in compliance with the standards that the CPC may provide additional funding to cover the costs of some sort of the professional oversight for compliance to the standards. Goganian asks how the CPC would fund a project for revitalizing a historic landscape, would the CPC funds pay for the preparation of the land or interpretive plan or just the actual materials that are going to be used? Pearl noted to refer to the allowable uses chart and under the Historic Preservation category you can acquire, preserve, rehabilitate, or restore so an interpretive plan probably could not fall under one of these sub- items. Pearl noted that if an applicant could provide a description how an interpretative plan could fall under one of the categories then it could be considered for funding by the CPC. Goganian asks if the CPC has a sense whether it will award a number of smaller projects or larger fewer projects? The Committee members noted that it all depends on how many and what type of projects come in, which is an unknown at this point. It was further noted by the Committee that projects could be phased over a couple of years, funds reserved for future projects, or projects bonded as funding mechanisms. Community Preservation Committee 01 -30 -14 Meeting Minutes Page 2 of 6 At this point McCrory noted to the attending audience that applying under more than one CPA category is allowable. Pearl noted for applicants to pay attention to the qualifier under the Open Space category for rehabilitation — property has to be acquired using CPC funds. Rick Lord with the Hastings House, asks if architectural plans can be funded by the CPC? Pearl noted that this has been funded in other communities but the applicant would have to describe in detail how it fits into the proper category. Steve Sloan of the Trustees of Reservations asks if the CPC would consider funding projects that may be multi - phased and occur over more than one year? The Committee members noted the CPC has the ability to bank money to fund future projects so it can fund multi - phased projects over multiple years. Johnson asks will the CPC's budget of $600,000 be all used this year or will some of it be banked? Buschbaum stated that it depends on what projects the CPC receives. Pearl noted that a portion of the CPC's budget is set aside for its administrative costs (5 %), then 10% must be set aside for each category and whatever is left over goes into a general reserve account to be used only for each category as needed (not the administrative account). Mark Casey, Chair of the Parks & Recreation Commission asks if an applicant submit a pre - application after the February 14 deadline? The Committee noted you have to be determined eligible at the pre - application stage in order to be invited to submit for the full application so the February 14 deadline holds. David Gardner, member of the Open Space & Recreation Committee asks if the CPC would allow public comment for these meetings? Maxner responds yes for the full applications. For the full applications an abstract will be posted and then the CPC will receive written comments through June 6, 2014 and then proceed to deliberate on the applications. Gardner clarifies by asking if during CPC meetings will comments or questions from the public be allowed? Pearl notes that the application process is not that formal which would require public input on each application, however, the CPC, at their discretion, can invite public comments and questions as needed. She further added if the CPC needed further input on an application then other meetings would be held and posted for the public to attend. A member of the audience asks if the 5% administrative cost only for the CPC or can it go to pay for the City for reimbursement for staffing costs? The Committee commented that none of it will go to the City for reimbursement of staffing costs. A member of the audience asks if the written comments or letters of support have to be submitted at time of application or can they trickle in afterwards? Maxner commented they will be accepted up to June 6, 2014. Community Preservation Committee 01 -30 -14 Meeting Minutes Page 3 of 6 Clayton asks for the Historical Significance application is a short summary of the project amount required? Pearl commented just the historical significance of the property and the required information from the form. Goganian asks how detailed does an applicant have to be in describing the project? McCrory commented that the project description should be worded just enough so the CPC can approve the project as eligible. Gardner asks if recreation facilities are to be restored, does the land have to be acquired with CPA funds to be eligible? Pearl commented that recreation does not have to be acquired with CPA funds to be restored or rehabilitated. A member of the audience asks if a community garden, for example, operating on recreational land be considered for CPC funding? The Committee commented that the purpose of the CPC is to preserve assets long term so a project would have to be of a permanent nature and provide an enduring public benefit, however the creation of a community garden is an eligible under creation and if purchased could be eligible under acquiring. Pearl noted that smaller portions of an applicant's larger project can be CPC funded if eligible. Johnson asks can a project in which the public could not visual see its results, for instance restoration work on a historical property, be eligible for CPC funding? The Committee commented that it would be up to the applicant to demonstrate the public benefit of the project and to follow the CPA guidelines in developing an applicant's case for eligibility. Sloan asks if projects can be scalable based on available CPC funding, and if so when would this occur between the pre - application and application or application and City Council vote? The Committee noted that it would happen during their review of the applications between May 1, 2014 and October 2014 and the CPC could call in an applicant for further discussion. Pearl noted the CPC has the power, based on funding and eligibility, to fund at any level of a project which could be more or less than what an applicant is requesting for funding. Sloan asks if a project with a long term master plan in which the CPC would consider funding part of the master plan this year, does the CPC want to see the long term plan as well as this year's plan to evaluate? The Committee commented that it would make the application more competitive for eligibility to have the applicant show the long -term commitment to the project. A member of the audience asks if the CPC can negotiate with an applicant to revise the application to make it more fundable? The Committee said yes the CPC has the ability to negotiate applications with applicants as needed as it is a flexible process. Gardner asks if and when the State can provide additional contributions, how much and when would this additional contribution occur? McCrory commented the State disbursements, from the Trust Fund, happen in October and Beverly will be eligible for disbursement in the 20 -25% range Community Preservation Committee 01 -30 -14 Meeting Minutes Page 4 of 6 but will vary year to year. Pearl added these additional funds will be available for the CPC's 2015 budget not this year's budget. There being no further questions from the audience or comments from the CPC, Pearl thanks everyone for attending this meeting and encourages people to attend the Committee's upcoming meetings and visiting the CPC and Coalition's websites. Administrative Updates CPA Fact Sheet The Committee discussed various revisions to the draft CPA fact sheet noting some minor typos and grammatical edits. Maxner will post on the website immediately. At this point the Committee had a general discussion on memorandums of understanding, and how to handle special emergency cases for applications. It is agreed that members will research MOA/MOU's for examples from other towns. Members agree to place the emergency application process on the next agenda for discussion. City Council Presentation Pearl noted since there are a few new City Councilors, it would be a good idea to provide an informational presentation to them outlining who the CPC is, what we have been doing, and where we are in the process. Upcoming CPC Meetings The Committee discussed the next CPC meeting dates. It was agreed the next meetings would be February 20, 2014 and February 27, 2014. Pearl noted to have on the agenda for that meeting a preliminary review of the pre - applications and special emergency application discussion. Administrative Expenditures Maxner noted to the Committee various expenditures the CPC incurred due to the mailings and advertising for the CPC. Since this is the first time the CPC is voting to expend funds Pearl asked the Committee how should the CPC proceed — through voting or delegating administrative authority to Maxner to pay the bills? The Committee agreed to let Maxner pay the bills since the CPC had previously authorized the mailings and advertising; however, Maxner would still need to provide detailed CPC expenditure breakdown at the CPC meetings as required. Maxner noted that other expenses the CPC should be aware of is the hiring of a meeting minutes taker at $40 /meeting hour, i.e. the person only gets paid for the hours of attending the meeting. The Committee then authorized with all voting in favor to budget the $40 /meeting hour for a meeting minutes taker. CPA Coalition Membership Dues Maxner noted the cost for joining the Coalition is $2,875 per calendar year, which is calculated based on the CPC funds raised for each town or city. For this cost the Coalition provides technical and legislative resources to support for the CPC's throughout Massachusetts. Pearl motioned to the Committee if they are in favor of spending $2,875 for membership Coalition dues. All Committee members were in favor. Community Preservation Committee 01 -30 -14 Meeting Minutes Page 5 of 6 Pizzo asked what happens to the administrative budget if the CPC collects less than the expected $600,000 and the CPC needs to spend the money on due diligence, does the CPC increase the administrative budget? Pearl noted the administrative budget is limited to 5% of the total CPC budget per fiscal year and the new fiscal year starts July 1, 2014 so there would be a new CPC administrative budget of approximately $37,000. Meeting Minutes The draft meeting minutes of November 14, 2013 were reviewed. Committee members offered minor corrections and amendments. Thomson moves to approve the meeting minutes as amended. Seconded by Buschbaum. The motion carries with all members in favor. General discussion ensues as to Committee members representing other boards and commissions and their relative roles in preparing CPC applications. It is agree that respective members will inquire with the Ethics Commission as to their situations. Maxner noted the terms of Thomson, McCrory, and Crimmin will expire in 2014. Thomson and McCrory's respective boards can re- designate them as representatives or choose another member as they see fit. Crimmin will need reappointment by the City Council. Adjournment Thomson motioned to adjourn the meeting. Buchsbaum seconded the motion. The motion carries with all in favor. Meeting adjourned at 8:55 p.m. Community Preservation Committee 01 -30 -14 Meeting Minutes Page 6 of 6