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9-19-19 CPC meeting notes-FINALCITY OF BEVERLY PUBLIC MEETING MINUTES COMMITTEE /COMMISSION: SUBCOMMITTEE: Community Preservation Committee DATE: LOCATION: MEMBERS PRESENT: September 19, 2019 Beverly City Hall, 191 Cabot Street Chair - Marilyn McCrory, Vice Chair - Heather Richter, Wendy Pearl, Derek Beckwith, John Hall, Tom Bussone, Robert Buchsbaum, Christy Edwards MEMBERS ABSENT: OTHERS PRESENT: Nancy Marino Denise Deschamps - Economic Development Planner, Planning Department, acting as Committee staff Bryant Ayles - Finance Director Jodi Byrne - Recording Secretary McCrory calls the meeting to order at 7:00 p.m. The team introduces themselves. Budget Review Bryant Ayles introduces the proposed budget for fiscal year 2020. He is asking that the CPC to approve the budget and agree to recommend the budget to the City Council. Ayles reports that once the Committee approves the 202o budget, the tax rate can be set for the fiscal year. Ayles also informs the Committee that for budget approval, the Committee has historically left roughly one year of reserve in its funds. Ayles provides handouts with specific budget information for the Committee's review. Ayles explains that page one shows budget trends indicating the increase in tax levy, and shows that totals are conservative based upon past trends. The data also presents a conservative estimate on revenue with any surplus to fall into reserves for the following fiscal year. Ayles explains that there is no risk in under budgeting, but that surplus would not be available for current fiscal year. Ayles reviews the line items of expected revenue noting that any special needs can fall into a fund balance for future use, with remaining funds placed into a general budget reserve. Ayles opens up to the Committee for questions. Buchsbaum confirms the fiscal year dates as July 1- June 30. Pearl asks if the Committee could have a supplemental budget and Ayles confirms that this is not possible once budget is finalized in November. Increased fees implemented by the MA Registry of Deeds will be distributed to cities and towns that have adopted CPA in 2020 in time for distribution in 2021. As to funds, available Ayles takes his guidance from the MA Division of Local Services as well as the MA Community Preservation Coalition. Ayles reviews page two of document, which shows actuals to review fund basis and funds to be used for project recommendations. Ayles explains that the number assumes revenues and sets aside the administration budget of 5 %, as it cannot change until it becomes a fund balance. Ayles also notes that totals do not include most recent requests as they were submitted after the initial report was made. Ayles reviews page three of document showing history of yearly revenue and fiscal year 2020 budget revenue. Revenue has been 6.1 million since inception and Ayles compliments the Committee on the research and care they have used in reviewing funding requests. Ayles reviews the administrative budget and The Bond for Camp Paradise purchase. The Committee reviews other projects and Ayles notes that any recent adjustments in modifying reward amounts is not reflected. There is a brief discussion about Pete's Park funds confirming that $75,000.00 in CPA funds were used towards Pete's Park project. Ayles says that the next time the Committee meets to vote, any necessary revisions will be made. Ayles closes with confirming total budget and number in the general fund balance. McCrory thanks Ayles for his work. Hall motions to close the budget discussion. Buchsbaum seconds, all vote to close. Ayles exits meeting at 7:30. Approval of Minutes Members review the draft minutes from August 15, 2019 and offer edits. Discussion follows with recommendation by McCrory that minutes be general except in items that require decision making or where clarification is needed. Buchsbaum moves to approve the August minutes as amended. Seconded by Hall. The motion carries 5 -0 with Edwards abstaining. Planning for Next Funding Round McCrory asks the Committee to discuss plans for outreach to community. Deschamps provides informational packets including schedule, overview statement, application process, and required materials. There is a discussion on ways to optimize advertising/ outreach related to the Public Meeting and CPA Funding Process including providing information to other groups that may be particularly interested such as the Farms Association, Civic Associations, as well as adding to a Listserv. The Committee agrees to review the press release provided by Deschamps and to send her any requested edits. The dates for receiving, reviewing, and decision - making are confirmed and Deschamps will make changes and coordinate with Emily Hutchings (Associate City Planner). Deschamps will make sure the Committee gets copies of applications so they can read and review before the Review Meeting. The Committee discusses how to best inform applicants on necessary information such as the requirement to submit support letters and to post a sign (where applicable) on completed project sites. Bussone suggests that the application differentiate between commitment letters from funding partners from "public letters of support" from individuals or groups that are in support of the project. The Committee approves, as this would encourage applicants to keep neighbors informed of projects. Buchsbaum suggests that the "Please attach letters of support" be in bold print. It is also suggested that the line "whenever appropriate" for the site - required signage be removed, so that the CPC can make this decision. Richter notes the importance of the CPC being acknowledged as funder on the signage. It is discussed that application approvals take place on a somewhat rolling basis as the Committee comes in with rankings after the first meeting and then orders for the next meeting. This indicates that the Committee ranks but does not vote until after all applications are discussed. McCrory asks Committee to move discussion to the Public Hearing. The Committee assigns roles for Public Meeting to be held on October 10, 7p.m. at the Beverly Public Library. McCrory confirms who will be present and reviews agenda from the previous year. The Committee agrees that most of the discussion about the Community Preservation Plan and the previously created PowerPoint should stay the same, but CPC members agree to shorten the overview and section on the application process in order to leave more time for public interaction. The Committee designates roles for the Public Meeting: i. Welcome - McCrory (20 minutes) Pearl suggests that successful projects scroll on the presentation screen as the public arrives. McCrory will work with Deschamps to ensure a projector. Deschamps will secure a copy of the PowerPoint. 2. Discussion: CPA Needs, Possibilities and Resources - Pearl (all participate) keep longer to encourage discussion g. How to Apply for CPA Funds - Bussone Buchsbaum suggests that the Committee continue to highlight some projects so that the public can see the effect of the Committee's work. Hall offers to take photos and Deschamps will have some posters printed. Suggested sites are GAR Hall, Powder House, Ellis Square, Harbor Light at Monument Square, Vittori Park Playground, Greens Hill Trail. Bussone stresses that it should be shared with the public that the Committee has funded 50 projects for a total of over 4.5 million. Deschamps reports that this information is in the legal advertisement. Beckwith suggests that this information be added to the press release. Richter suggest we should try to identify how much additional funding was generated by CPA investment in projects. Beckwith offers to work with Buchsbaum to create an outreach plan regarding the upcoming funding round. He and Buchsbaum stress that in the application instructions the importance of letters of public support should be made clear. They differentiate between letters of support provided by funders and letters of support provided by the general public. The Committee acknowledges that the presentation format during the public hearing will be influenced by turnout. Buchsbaum suggests that it would be good to have projects proposed that are consistent with the needs expressed in the CPA Plan, Open Space Plan or other plans generated by the City. 4. Wrap Up - McCrory (5 minutes) The Committee discusses optimal ways to advertise the Public Meeting. Richter suggests the Mayor's Page, and Pearl suggests posting the press release on social media. It is also suggested that Council Members share on social media. Beckwith will put something together for social media and share with the Committee. Committee members are then asked to forward to Council members for their Twitter, Facebook, and LinkedIn accounts. Deschamps will place a hardcopy in Council mailboxes as well. Beckwith indicates that social media should be sent at the time press release goes live as the press release is a public announcement. Buchsbaum offers to use google maps to create a PowerPoint slide that shows sites funded. Deschamps will have advertising copy ready September 27 to go to the Beverly Citizen, the Wicked Local page, and the Salem News. Deschamps will arrange for refreshments and a minutes recorder for the Public Meeting. The Committee cancels the October Committee meeting due to the 10/10/19 Public Meeting. At the November meeting, the Committee will review Round 7 pre - applications. Adjournment Bussone motions to adjourn the meeting at 9:09 p.m. Hall seconds the motion. The motion carries 6 -0. The next Committee meeting will be Thursday, November 21, 2019 at 7:oopm in Beverly City Hall.