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,
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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
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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.
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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.
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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.