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.