Loading...
CPC 4_15_21 Minutes-FINAL-APPROVED Community Preservation Committee April 15, 2021 Meeting Minutes Page 1 of 3 CITY OF BEVERLY PUBLIC MEETING MINUTES BOARD OR COMMISSION: Community Preservation Committee SUBCOMMITTEE: DATE: April 15, 2021 LOCATION: Remotely held meeting through Google Hangouts Meet MEMBERS PRESENT: Chairperson Heather Richter, Vice Chair Derek Beckwith, John Hall,Nancy Marino, Marilyn McCrory, Wendy Pearl, Robert Buchsbaum, Christy Edwards MEMBERS ABSENT: Thomas Bussone OTHERS PRESENT: Mayor Michael P. Cahill; William Lowd, Chair, Beverly Golf and Tennis Commission; Michael Collins, Commissioner of Public Services and Engineering; David Gelineau, Purchasing Agent, City of Beverly; Economic Development Planner and CPC staff Denise Deschamps RECORDER: Sarah Scott-Nelson Call to Order Heather Richter calls the meeting to order at 7:00 p.m. Richter reads the virtual meeting guidelines and notes that the meeting is being held in accordance with temporary Open Meeting Law adjustments due to the State of Emergency associated with the COVID-19 outbreak. Deschamps takes roll and confirms member access. Richter introduces the first item on the agenda and invites Mayor Cahill to speak. Discussion of Beverly Golf and Tennis Clubhouse Analysis and Report Mayor Cahill thanks Chair Richter for the invitation to speak but suggest that Mr. Lowd speak first. Lowd notes that the Beverly Golf and Tennis Commission received the CPC's letter(dated March 24, 2021) in response to the report that was provided to the City and CPC by CBRE Heery. Lowd emphasized that the goal of Commission, with assistance from CBRE Heery, and is to go through the design elements. Michael Collins explains there is a draft of the existing conditions survey available and they can share it with the CPC. The existing conditions survey also provides a history of the building which is very interesting and reveals that the original interior design may have been more compatible with current needs than the existing design that has evolved over many years resulting from several renovations. Collins refers to the CPC's letter of March 24, 2021 and responds to the questions included in it. Collins states that the architect will preserve the items with historical significance. He continues that it remains to be seen what will happen with the current heating system. The goal is to make the building as efficient as possible. The CPC specifically asked if the heating system they funded several years ago would be incorporated into any new HVAC system. Collins was not sure but was very hopeful that if the heating system previously paid for with CPA funds needed to be removed it would not go to waste, even if it must be moved to a different facility. As to what expenses have Community Preservation Committee April 15, 2021 Meeting Minutes Page 2 of 3 been incurred thus far related to the study and design plans Collins notes that the contractors have not processed an invoice. Collins then explains the phases of the project and the applicant's intent. Collins clarifies that there is not a request for a revision to the existing MOU, this is just an update due to reaching a milestone in the funding. In response to Buchsbaum's question, Collins notes that the applicant is doing its best to ensure that the funding is not spent on a study which stalls, and comments that the design documents will be immensely helpful. Collins notes that this is a priority to the city as it is a big architectural asset for Beverly. Collins commented that the $5 million estimate for the project was based upon earlier studies which are now old and in addition construction costs have risen dramatically since those reports were completed. He also notes that a gross rule of thumb for estimating soft costs is to project 10% of the construction budget so in this case it was $500,000. However, soft costs can be greater than 10% of the budget based on the complexity of a project, and renovations are typically more complex than new construction. The budget provided by CBRE Heery (in their March 17, 2021 report) is a reality check. Collins also notes that in the past the City would typically employ a design-bid-build approach to a construction project which meant that the construction documents were completed before the project was put out to bid. More recently, the City has, with larger projects, employed a Construction Manager-at-Risk approach. This means that the designated builder is engaged during the design process, before the construction documents are completed. The design development and schematic design documents would be completed. The schematic design documents are very detailed but they do not have sufficient detail that would allow an electrician or a contractor to complete the work at the site. John Hall asks why this project should be prioritized above the Carriage House. Collins notes that this site is currently used by more people year-round. Mayor Cahill notes that he would like to see a public conversation about how to prioritize and best fund projects eligible for CPA funds, but notes that this site is the most immediately at-risk. Mayor Cahill also mentions that he has invited Chairperson Richter and Vice Chairperson Beckwith to a meeting to discuss how the aforementioned public conversation may take place. Wendy Pearl asks if there are plans to paint the ocean side of the Carriage House. Collins said that this is not currently planned. Richter expresses concern regarding the heating system that was paid for with CPA funds that may now be replaced before the end of its useful life. In response to Deschamps' question as to time line, Lowd comments that the Design Development documents are expected to be complete in September. Hearting no other comments or questions Richter takes up the next item on the agenda. Review and approve CPC meeting minutes from 3-18-2021 The Committee reviews the draft minutes and offers edits, including a few modifications in phrasing. Buchsbaum moves that the Committee accept the minutes for the March 18, 2021 meeting as amended. Seconded by Beckwith. Deschamps takes a roll call vote. The motion carries 8-0. Proiect Updates Community Preservation Committee April 15, 2021 Meeting Minutes Page 3 of 3 Deschamps explains that the Document Preservation Project,for which the City Clerk's office received funding, is nearing completion and an invoice in the amount of$90,000.00 has been submitted by the vendor. Deschamps notes that the project was originally awarded$94,000.00 in CPA funds. Pearl suggests requesting a more detailed final report from the vendor who performed the work regarding what was done to the documents which were conserved. Marino requests that the City Clerk be asked where all the documents which were preserved are now being stored. Deschamps will follow up on these requests. Reminder regarding upcoming dates of meetings and events of interest Richter comments on the meeting invitation from Mayor Cahill to Richter and Beckwith. Richter comments that the content of this meeting remains to be seen. Richter states that she and Beckwith will summarize the content of the meeting and share with CPC members after it takes place. McCrory suggests that the Mayor may plan to discuss priorities in each category, such as housing and open space. Richter reminds the CPC members that there will be an upcoming City Council meeting which will include a public hearing at which the general public is invited to comment on the projects that the CPC has proposed for funding. Deschamps notes that the City Council should confirm the date and time of this public hearing at its next Council Meeting. CPC members are invited to share information rmardin2 relevant items or events Deschamps comments that the next regular CPC meeting will be held on May 20, 2021. Adiourn Beckwith moves to adjourn at 8:22 p.m. Seconded by Marino. Deschamps takes a roll call vote. The motion carries 8-0.