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2015-10-22CITY OF BEVERLY PUBLIC MEETING MINUTES COMMITTEE OR COMMISSION: Community Preservation Committee SUBCOMMITTEE: DATE: October 22, 2015 LOCATION: Beverly Public Library, Third Floor Conference Room B MEMBERS PRESENT: Wendy Pearl — Chairperson, Marilyn McCrory — Vice Chair, Robert Buchsbaum, Thomas Bussone, John Thomson, Heather Richter, Henry Pizzo MEMBERS ABSENT: Jon Paddol, Darrien Crimmin OTHERS PRESENT: Amy Maxner Environmental Planner; Aaron Clausen Director of Planning and Community Development; Danielle Povey First Parish Church; William Lowd Beverly Golf & Tennis Comm. Chair; Suzie Lamont Ward 2 Civic Assoc. RECORDER: Aileen O'Rourke Pearl calls the meeting to order at 7:05 p.m. Public Input, O &A with CPC A few of the Round 2 applicants are present to ask questions about their on -going projects. Beverly Golf and Tennis Commission Chair — William Lowd William Lowd thanks CPC members for allocating up to $47K to the Beverly Golf and Tennis Commission for the bidding and design of the great room doors and second floor bathrooms to become ADA compliant. He notes the architect is ready to go. Lowd would like to know more about the procedure for submitting an out of cycle application. Pearl explains the general process. Lowd states his intention to ask for the remainder of the funding requested in the original application. Pearl states the bidding process will clarify the design costs and Lowd can then ask for the construction funding if it meets the out of cycle application criteria. She also clarifies the other projects included in the original application will need to be resubmitted for the next round as the CPC will only consider the 2nd floor bathrooms and great room doors for the out of cycle application. McCrory explains that the $300K ask was too large to be funded in full for this round and the Committee has asked other applicants to reduce the scope or prioritize their projects. Maxner will sit down and go through the CPA out of cycle application criteria with Lowd. GAR Hall Proiect -Suzie LaMont Suzie LaMont asks the process for securing a consultant for the GAR study since it is a City owned property. Maxner states the Beverly Purchasing Agent, David Gelineau can advise on the correct procedure for the bid process. LaMont asks whether Ward 2 will be assigned the money. Maxner notes that in a previous application, the City Solicitor determined the Ryal Side Civic Association couldn't be the receiver of the CPA money so Parks and Recs was assigned the MOU, which may be the case here. Maxner asks Pearl if HDC will be involved in the GAR Hall process. Pearl notes that the MOU will include a clause similar to the Hastings House and Carriage House studies, where the scope of work will need to be reviewed by the chair of the HDC as well as the draft and final products. First Parish Church - change in scope Danielle Povey Danielle Povey updates the CPC on the status of the First Parish Church architectural study approved in the 1st Round. She notes that there was a misunderstanding with the Church's architect and it turns out that the scope of the study needs to shift from architectural to structural. She states the Church would like to get more information about the building regarding the foundation and bell tower with a structural engineer and put the elevator project out for RFP. She notes the structural engineer will likely cost what was set aside for architectural design and asks if they can use the grant money already awarded for the structural engineer's report. Maxner forwarded this questions to the CPA Coalition and the City Solicitor. The CPA Coalition replied suggesting two options: 1) leave money in place and have the Church apply for new funding for the structural analysis, once that is done, the money already approved will be waiting to go forward with the architectural design, 2) have the CPC vote to approve the change and send back to City Council for approval. Maxner reports that Assistant City Solicitor, Eitan Goldberg provided an opinion that the original award cannot be used for the structural engineering review and the Church should submit new application for this. Additionally he recommends that the original award not be kept aside as the architectural design may change based on the structural report, therefore a new application should be submitted once the feasibility of the project can be determined. Thomson states it should be an out of cycle request to get the project back on track. Buchsbaum would like the applicant to make a case why this is urgent and requires an out of cycle application. Members discuss the process going forward. Pearl recommends the applicant scope out the project to address the structural and preservation needs and identify whatever parts are eligible for CPA funding. She recommends starting from a bird's eye view and then focus in on the immediate preservation priorities based on the structural engineering study results. Administrative Business Out of Cycle Housing Plan Aaron Clausen provides copies of an Out -of -Cycle CPA application for a proposal to produce a housing production plan. He notes that during the April CPC meeting with presenter Shelly Goerhing, developing a housing plan was determined to be eligible for CPA funding as a supportive activity. He is seeking $20K from the CPC and estimates the total project cost to be $25K. Clausen anticipates a match of $5K (a leverage of 20 %), with funds from a State grant application he submitted 2 weeks ago and should be hearing about any day now. Clausen is asking for out -of -cycle funding so that the housing plan can be in place for the Round 3 CPA application cycle as well as informing the process for establishing a Housing Trust which will need to be accomplished soon as in -lieu payments will be received shortly. He reiterates the Community Preservation Committee October 22, 2015 Meeting Minutes Page 214 value in creating this plan that includes determining the needs of the City, establish common set of goals /objectives and a strategy to meet them, and educate and create a constituency to support affordable housing. He notes that new affordable housing projects can be controversial and difficult to get approved. Clausen provides an overview of the application. Clausen explains that 12% of Beverly's housing stock is affordable, so they don't have to worry about Chapter 40B, but that shouldn't be the goal as he wants to look more holistically than minimum 10% that the State requires. The housing plan will be completed by May 30, 2016, this is a tight schedule but he will make it clear this is the deadline. He also wants a robust public process, at least 2 public meetings and that is reflected in the $25K cost. Clausen provides explanation of the inclusionary zoning criteria and process. Thomson notes that housing is part of the CPA Plan and suggests creating a housing plan could be treated as a CPC administrative expense. Discussion ensues as to allowable uses of and definition of administrative expenses. Members agree to get better clarification on the administrative expense question and review the application to vote at the next meeting. U pdate on Round 2 Pearl explains the City Council did not vote on the CPC projects at their last meeting, but rather sent it back to Finance & Property to further vet the Housing Authority roof projects. She notes that all CPC members are invited to the Finance Committee next Monday where they will discuss the Beverly Housing Authority project. Discussion ensues as to some of the questions raised by the City Council, many of which the CPC asked of BHA during the 1st Round application cycle. Bussone recognizes these types of projects are somewhat contentious and he is going to recommend the BHA not submit roof project in the future CPA rounds. Members review the August 27, 2015 draft meeting minutes and offer minor edits. Bussone moves to approve as amended. Seconded by Buchsbaum. The motion carries (5 -0 -2 with Richter and Pizzo abstaining). Members review the August 20, 2015 draft meeting minutes and offer minor edits. Buchsbaum moves to approve the minutes as amended. Seconded by Bussone. The motion carries (6 -0 -1 with Pizzo abstaining). Members review the September 17, 2015 draft meeting minutes and offer minor edits. Buchsbaum motions to approve the minutes as amended. Seconded by McCrory. The motion carries (5 -0 -2 with Thomson and Richter abstaining). Other Business Projects left to closeout The Committee discuss the need for updates from Round 1 project applicants. • Lynch park bathrooms and play structure done - final report submitted • Hale House exterior and drainage done - final report submitted • BHA -roofs complete with final report submitted Community Preservation Committee October 22, 2015 Meeting Minutes Page 314 • Hastings House — no request for funds made to date • Lynch Park Carriage House preservation study — advisory committee disbanded, Bruce Doig will be coordinating with the Planning Department for the preservation study • Obear Park Pavilion - work not started, no request for funds made to date • Ellis Square - design still in development • Haborlight House — work has just begun, no request for funds made to date • City Clerk document restoration — completed and closed out, city clerk presented the final project to the CPC Maxner will follow up with applicants on outstanding projects. The process for handling final report review and CPA payment authorization for completed projects is discussed. Members agree that Maxner can process these administratively but should flag any issues and report back to the Committee if there are concerns. Members discuss the schedule for the November meeting and agree to set the next meeting for Tuesday, November 24, 2015. Thomson notes that he will be stepping down from the CPC and Planning Board member James Matz will be taking his seat. Thomson will bring Matz to the next meeting for introduction and transition. Members thank Thomson for his time and contributions and that he will be missed. Members go over work items for the next meeting. McCrory would like a budget update, status of Round 1 applications, and to discuss a public outreach strategy and how to promote the work the CPC is doing. Pearl notes that all Committee members need to start writing their assigned sections for the CPA Plan. The housing plan application will be discussed in more detail and voted on at the November meeting. Adjournment Thomson motions to adjourn. Seconded by Pizzo. Motion carries unanimously. The October 22, 2015 CPC meeting is adjourned at 9:00 p.m. Community Preservation Committee October 22, 2015 Meeting Minutes Page 414