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CPC meeting minutes for 09-17-2020-FINALCITY of BEVERLY COMMUNITY PRESERVATION COMMITTEE 191 Cabot Street Beverly, Massachusetts 01915 Phone (978) 921 -6000 Fax (978) 921 -6187 Mayor Michael P. Cahill Chairperson Heather Richter Vice Chairperson Derek Beckwith Members Robert Buchsbaum Nancy Marino Thomas Bussone, II Marilyn McCrory Christy Edwards Wendy Pearl John Hall CITY OF BEVERLY PUBLIC MEETING MINUTES COMMITTEEXOMMISSION: SUBCOMMITTEE DATE: LOCATION: MEMBERS PRESENT: MEMBERS ABSENT: Community Preservation Committee September 17, 2020 Google Meet Virtual Meeting Chair - Heather Richter, Vice Chair - Derek Beckwith, John Hall, Christy Edwards, Thomas Bussone, Robert Buchsbaum, Wendy Pearl. Nancy Marino, Marilyn McCrory OTHERS PRESENT: Denise Deschamps - Economic Development Planner, Planning Department, acting as Committee staff Jodi Byrne - Recording Secretary 1) Call to Order Chair Heather Richter calls the September 17, 2020 meeting of the Beverly Community Preservation Committee to order at 7:00 p.m. and informs everyone that the meeting will be recorded. She reads the following: Pursuant to Governor Baker's March 12, 2020 Order Suspending Certain Provisions of the Open Meeting Law, G.L. c. 30A, §18, and the Governor's March 23, 2020 Order imposing strict limitation on the number of people that may gather in one place, this meeting of the Beverly Community Preservation Committee will be conducted via remote participation to the greatest extent possible. No in- person attendance of members of the public will be available, but every effort will be made to ensure that the public can adequately access the proceedings in real time, via technological means. In the event that we are unable to do so, despite best efforts, we will post on the City's website an audio or video recording, t4s02� transcript, or other comprehensive record of proceedings as soon as possible after the meeting. Applicants and /or representatives required to appear before the Beverly Community Preservation Committee must make arrangements to present remotely as there is not a physical meeting location. Documentary exhibits and/or visual presentations must be submitted 3 business days in advance of the meeting to Denise Deschamps via email at ddeschamps @beverlyma.gov. If you wish to have a comment and /or question read during the meeting please submit them to Denise Deschamps at ddeschamps (kbeverlyma.gov. Chair Richter repeats that the meeting is being recorded, and all participants are given the option of turning off their video and audio. She says that anyone who would like a copy of documents from tonight's meeting may contact Denise Deschamps. She states that all votes will be taken in a formal roll call vote and requests that the chat feature be used only for technical issues. Denise Deschamps takes a formal attendance roll call: Chair Heather Richter, Vice Chair Derek Beckwith, Robert Buchsbaum, Tom Bussone, Christy Edwards, John Hall, Nancy Marino, Marilyn McCrory, and Wendy Pearl. Nancy Marino and Marilyn McCrory are not present. Chair Richter reports that Robert Buchsbaum will be joining the meeting late. 2) Revisit Minutes from July 22, 2020 to Discuss Revision with Review and Acceptance The July 22, 2020 minutes are reviewed and amended as needed. Pearl motions to accept the amended language in the July 22, 2020 minutes. Beckwith seconds the motion. There is a roll call vote with all Committee members voting yes: Chair Heather Richter, Vice Chair Derek Beckwith, Thomas Bussone, Christy Edwards, John Hall, and Wendy Pearl. The motion passes (6 -0). 3) Review and Acceptance of Minutes from August 20,2020 The August 20, 2020 minutes are reviewed and amended as needed. Bussone motions to accept the August 20, 2020 minutes as amended. Beckwith seconds the motion. There is a roll call vote with all Committee members voting yes: Chair Heather Richter, Vice Chair Derek Beckwith, Thomas Bussone, Christy Edwards, John Hall, and Wendy Pearl. The motion passes (6 -0). Robert Buchsbaum joins the call. 4) CPA Funding Round 8: (a) Review Application Documents as Revised There are three documents included in the application: the pre - application, the full application, and the document providing information about the application process and instructions for completing the pre and full applications. Beckwith and Richter compliment Edwards for her work on these documents. Edwards adds that she would like to include something related to the protection of resources awarded within a specific time frame. She also asks the Committee how they would like the CPC budget presented on the report. Pearl suggests that the financial reporting includes a statement referencing that the yearly budget varies. Pearl says that this statement with a budget range t 4 J oi� would prevent having to update the document each year. It is noted that the spreadsheet provided from Bryant Ayles provides the general totals from the past few years. Pearl confirms with Deschamps that the October 8, 2020 meeting is virtual. Pearl says that there was a question of when people should submit a request to the HDC for a Determination of Historic Significance. Deschamps says that Associate City Planner Emily Hutchings indicated that a submission by letter given one week before the October 22, 2020 HDC meeting was sufficient, and Deschamps reports that this was the only change made to the schedule previously reviewed by the CPC. Edwards says she will check that the final schedule against what she included in the three application documents. (b) Confirm Funding Round Schedule Deschamps confirms that the Committee received the draft Funding Round Schedule, and all agree that it is acceptable. (c) Discuss Format for Funding Round Launch /Public Hearing Deshamps asks how the Committee would like to run the format for this hearing. Chair Richter suggests that some of the grant recipients could offer presentations in addition to the Committee's presentation regarding each funding category. Richter suggests the Livingstone project, the Cabot Lobby restoration, and Andrew DeFranza's housing project. Buchsbaum suggests Camp Paradise. Pearl says that this is a great way to inspire and would pair well with a presentation that directs people to good information about how to actually apply. Pearl also endorses Edwards' suggestion of a workshop to be held once applicants form project ideas. Buchsbaum thinks shorter summaries of each funding category could be put in place during the public hearing given that there will be presentations regarding specific projects. Chair Richter says that she can begin the Public meeting with a brief introduction using last year's script. She suggests that each member think about their part within last year's format, and says that she will reach out to each member to organize the presentation. Deschamps says she will send out last year's agenda to Committee members. Bussone suggests that Beckwith talk about the work of the housing assistance subcommittee as it is a nice story to bring awareness for the general public. Pearl asks if there will be a PowerPoint as recipients may want to project images while referring to their projects. She notes that some slides from the previous year's PowerPoint will need to be updated. Edwards says that she can talk about the workshop planning and the new application forms. Deschamps says that she will send last year's format and presentation to all Committee members along with a deadline for edits. The Committee discusses a rough agenda, with Chair Richter providing opening remarks, followed by Pearl speaking to Historic Preservation, Buchsbaum presenting on Open Space, and Beckwith presenting on Housing. Some of the projects suggested to complement these categories include: Powder House, Beverly Farms Cemetery Project, Livingstone Park, The Cabot Lobby Restoration, Camp Paradise, and the work of the CPC subcommittee. Bussone refers to the allowable uses chart and suggests a listing of all projects that have been funded. When asked if the list should be inserted into the application or presented as a stand alone document, Edwards points out that a stand alone document can be placed on the website for public review. Pearl suggests that the funding award be listed by each project along with the total cost of the project, allowing the public to see that the CPA grant often does not cover the entire project. The Committee suggests that Deschamps reach out by email to the different past grant recipients, copying the appropriate CPC Committee members, so that they can connect with recipients after the initial contact. Deschamps says that she will follow up with Marino regarding the category of recreation since she was unable to attend the CPC meeting this evening. Chair Richter requests that Deschamps also initiate contact with the Ryal Side Civic Association. Deschamps says that she will make the initial contact the projects to be highlighted in each of the funding categories and will also send last year's PowerPoint and overall meeting format to all Committee members by Monday. Edwards says that one person needs to advance the Powerpoint slides. Deschamps is willing to accept this role. Pearl also suggests that they figure out how the question process will go. Deschamps says that Google Meets is the format available to the City through its Google account, but that Zoom is also being investigated. She reports that they can use the chat feature or a process of raising hands (available in Zoom). Deschamps suggests setting ground rules at the start of the meeting. Deschamps says that she will send a draft of ground rules to the Committee for their review, and that she will take the responsibility for managing the public meeting as far as moving the slides and managing the questions and comments from the public. 5) MOU Extension Requests (a) Hale Farm Landscaping Proiect Deschamps reports that Hale Farm is requesting an MOU extension until November 30, 2020 to be able to include signage and the installation of some new plants. It is noted that the current MOU expires on September 30, 2020. Edwards motions to extend the Hale Farm Landscaping Project for two months. Hall seconds the motion. There is a roll call vote with all Committee members voting yes: Chair Heather Richter, Vice Chair Derek Beckwith, Thomas Bussone, Christy Edwards, John Hall, Robert Buchsbaum, and Wendy Pearl. The motion passes (7 -0). (b) Beverly Golf and Tennis Clubhouse analysis David Gelineau and Tom Ellis are present to speak on behalf of the Beverly Golf and Tennis Clubhouse analysis. Deschamps says that the MOU extension request is for a twelve month period which is based upon her recommendation. Deschamps reports that Beckwith had requested a revised project schedule and that it is provided for this meeting. Beckwith says that his request was due to the Committee's efforts to see project timeframes and milestones, and he thanks them for providing this information. Pearl says that the MOU has two conditions relative to the scope of the project assessment: 1. The work has to be in accordance with the Secretary of the Interior's standards 2. The assessment must be developed in a way that work items to be funding using CPA monies are identified. She says that a check -in needs to occur to be sure all CPA funded items meet these specifications of the MOU. t 4 a oi� Tom Ellis reports on the project status. He states that while the initial budget for the entire project was $5 million, that this may change as they did not realize the scope of the work that needed to be done. He says that the initial schedule determined that bid documents would be completed within one year, with construction ready to begin at that time. He states that this new schedule determines that the first year will just get them through the design phase, and that they were at this point when the pandemic hit. Ellis states that they are now ready with a proposal to begin the design process, and that the next steps will include the feasibility study and schematic design. He says after this, the cost estimate and overall scope of the project can be determined. Ellis states that while the original MOU took the project through the end of the construction, that he would like to pause with the intent of coming back to the CPC at the end of May 2021 and better provide an update on where they are with the project's scope and schedule. He says, at that time, a contract could be put together with the design team, and that from November 2020 to May 2021, the feasibility study and schematic design would be completed to get a better sense of the project's scope. Edwards asks for clarification of the phrase "to get a better sense of the project's scope," and if this means the part of the CPC award after this phase is complete. Ellis says that the scope will determine how the overall project will be funded. Pearl says that the $400,000.00 CPA grant was not intended to fund plan specifications, but for project assessment with some design development. Ellis says that he anticipates that more money will be needed as the funds anticipated for the design included the $400,000.00 from the CPC and $100,000.00 from the city. He says that the goal is to determine the right project scope and from there determine funding needs in order to create a sustainable venue for the public. Pearl reports that the CPC funds were designated to restore the building and bring it back to code, not to support a budget for a project scope determined at the will of the applicant. Ellis states that the project plan is still to restore the structure, but also to allow it to fund itself in the future by generating revenue. Pearl adds that the CPC never voted to use CPA money for the purpose of creating a self - sustaining revenue - producing structure. Gelineau says that the preservation of the building is what will allow it to remain, and that it must provide revenue in order to sustain itself into the future. He adds that in the end, this is a historic masterpiece for the city that will sustain itself. Bussone says that Pearl is correct as the vote is limited in how the money could be spent, and that the funds cannot be used for something not intended. Gelineau says that they will stick to the agreement that was made and notes that (Bill) better understands this. Ellis says that the goal is to use the CPC funds for their intended purpose, and that he will work out other needs with the City revenue. Pearl says that in order to show CPA eligibility, the scope of work needs to come back to the CPC or the Historical Commission for review and that documentation should be submitted reporting how the CPA funds were spent. Bussone confirms that the current MOU expires on September 30, 2020, and suggests an extension for one month at which time (Bill) can present to the CPC. Pearl says that if paperwork is consistent, they could extend the MOU for longer than a month, ensuring that the CPC and HDC are given a confirmation of the deliverables being used as intended by the MOU. After a brief discussion, the Committee suggests a two month extension to allow for a more definite schedule with specific information to present to the CPC. t 4 4 cl±� Bussone motions to extend the MOU until December 31, 2020. Buchsbaum seconds the motion. There is a roll call vote with all Committee members voting yes: Chair Heather Richter, Vice Chair Derek Beckwith, Thomas Bussone, Christy Edwards, John Hall, Robert Buchsbaum, and Wendy Pearl. The motion passes (7 -0). The applicants will return to the CPC in November, 2020 to provide a more detailed schedule and plan to the CPC. At that time, Ellis says they will be able to report what it will take to move from the design phase to the next stage of the project. 6) Presentation by Emily Hutchings, Assistant Planning Director, Planning and Development Department re: Powder House Proiect and Historic Preservation Plan Assistant Director of Planning Emily Hutchings reports that the Powder House project is complete, and hosted its first visitors a few weeks ago. She says that MPPF grant money was received, and that she is following up on the Essex Heritage funds. Hutchings says that the project was $5,000.00 under budget and that this amount will be returned to the CPC. She adds that in the future they plan to install interpretive signage to provide visitors with quick access to information, and may be looking for additional grants at that time. Chair Richter requests signage indicating that the project was funded with a CPA grant. When asked if the Powder House is open to the public, Hutchings reports that while the building is kept locked for protection, anyone who is interested may contact the city for access. She says walking tours may be implemented in the future. Hutchings also reports that the Historic Preservation Plan continues to move forward. She says that the outreach phase is complete and that they are in the recommendations phase of the plan. The consultant (Heritage Strategies) has developed recommendations that she has sent to the Committee. She adds that these recommendations will be reviewed during the September 22, 2020 public meeting. Hutchings says that the meeting information is posted on the city website and on various other pages, with the goal of widespread sharing of notification of this public forum. Hutchings reports that the meeting will be held on Zoom, and that there will be presenters with questions by the public recognized. She says that after receiving feedback from the meeting participants, the next steps will be to prioritize and update through the steering committee with a final plan completed by November 2020. Pearl suggests Committee members share a Facebook post that advertises the meeting. Hutchings adds that they are working on having some equity voices involved in these conversations. 7) Administrative Updates (a) Date for Public Hearing re CPA FY21 Budget and Funding Recommendation for Briscoe Village for Living and the Arts Deschamps reports a probable date change for the public hearing to October 5, 2020, noting that this change will be discussed at the City Council meeting this Monday. Because both the hearing and vote by the City Council will be taken at that meeting, it will not affect the project's schedule. (b) Filing of CP -3 Report TIME STAMP September 15, 2020 3:40 PM Denise Deschamps Pate 2 of 2 Deschamps says that she submitted this report to the state prior to the deadline. The report included existing projects and their status along with identifying new project /costs for the next funding round. (c) Progress on the Cabot Lobby Deschamps reports that Bob Stoneham shared photos of the rose window being framed and strengthened, indicating that the project is progressing. (d) Status of Draft MOU Relative to COVID -19 Emergency Housing Assistance Program Deschamps reports that each MOU goes through an internal vetting process that includes review by the Planning Department, Purchasing, and the City Solicitor and the Finance Director. She says that the MOU is now on the desk of the City Finance Director and the Director at NSCAP. Deschamps reports that once the City Finance Director signs the MOU, it will receive a notarized signature from the NSCAP Director. At that time it will be sent to the Mayor for his signature. 8) Other Items Not Previously Identified before This Agenda was Posted There are none. 9) Adjourn Bussone motions to adjourn the meeting. Hall seconds the motion. The meeting is adjourned at 8:40pm.