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2003-09-03 CITY OF BEVERLY PUBLIC MEETING MINUTES BOARD: Open Space and Recreation Committee SUBCOMMITTEE: DATE: September 3, 2003 PLACE: City Hall, third floor BOARD MEMBERS PRESENT: Chairman David Gardner, Ellen Flannery, William Squibb, Elizabeth Dunne, Kathy Skrabut, Anthony Paluzzi, James MacNeil and Paul Knight (arrives 7:50). ABSENT: Robert Buchsbaum OTHERS PRESENT: Amy Maxner, Environmental Planner RECORDER: Cheryl Lamont (tape) CALL TO ORDER Chairman Gardner called the meeting to order at 7:30 P.M. ACCEPTANCE OF PREVIOUS MINUTES Paluzzi makes a motion to approve the regular meeting minutes of August 6, 2003 with amendments. Squibb seconds. All in favor. Motion passes 7-0. Skrabut makes a motion to accept the Executive Session minutes of August 6, 2003. Paluzzi seconds. All in favor. Motion passes 7-0. OLD BUSINESS Trail Maps/Action Plan Summary Distribution Paluzzi states he has taken receipt of 1,000 trail maps that were reproduced. He passed out samples to board members. Chairman Gardner suggests that they be distributed outside the Planning office and at public presentations. It was decided that they would also be distributed to the sites listed on the back of the maps along with a letter to each contributor ($100.00 or more) with a copy of the Open Space & Recreation Committee September 3, 2003 Meeting Minutes 2 map. Members agree that some would be given to Tom Scully for distribution at the library, as well as the Cummings Center, Chamber of Commerce Information Center, Beverly Co-operative Bank, Brown’s Bike Shop, YMCA, Paper Crane and Wild Oats. Paluzzi volunteered to make these deliveries. Report of presentations to ZBA Chairman Gardner states that he and Buchsbaum made this power point presentation geared to the Zoning Board to explain what was needed and some things that the two bodies can work together on. The ZBA was in favor of a joint meeting in the fall, with the Action Plan as the focal point. Report on concept plan for pro bono work for Green’s Hill – MacNeil MacNeil reported that he has not been very successful in getting in touch with his contacts as various institutions. He states he is finding it difficult for anyone to commit to work for free. He explains that this project does not seem to fit in with what anyone is doing. He states he will continue working on this project. Board members made a few suggestions for MacNeil to try, which included Tom Scully’s neighbor Priscilla Randall. MacNeil states he will also pursue the three professors’ names given to him by his friend who works at the Department of Urban and Regional Planning at MIT. Dunne suggested the Arnold Arboretum. MacNeil asked board members to give him any other suggestions they may have in pursuing this project. NEW BUSINESS Funding Program possibilities – Tom Scully Scully appeared before the board and gave a power point presentation for funding suggestions. The first thing to be determined is the amount of money that needs to be raised and to look at grant possibilities, either foundation grants or government grants. Next a fundraising committee needs to be formed along with a list of people who could make substantial contributions. This group could then identify other potential donors. Next, a giving pyramid is established and names of potential donors are assigned to each level of giving. The group would need to identify contact people for each potential donor who would do the “asking” by setting up meetings with donors. The group would need to work with designers to develop fundraising material and announce a fundraising campaign after forty percent (40%) of the goal is pledged or attained. The group should arrange this presentation before local community groups and plan high profile fundraising Open Space & Recreation Committee September 3, 2003 Meeting Minutes 3 activities. Scully feels that local community groups and the PTO’s are good places to announce fundraising activities. Scully states that fundraising is a lot of work but it is something that can be done with proper planning and organization. Plan initial Action Plan proposal to Council and service clubs, including project list Chairman Gardner suggests that it would be beneficial to present the power point presentation put together by Skrabut to the City Council. Gardner states he th would like to get this on the October 20Council agenda. MacNeil volunteers to do the presentation and Gardner encourages board members to attend. Ayers School PTO presentation Chairman Gardner stated that there is a plan on paper that shows a road that goes behind the Ayers Ryal Side School that ties into Woodland Avenue that is not necessary and would interrupt Green’s Hill Park. He explains the alternative would be to build a parking lot on the north side of the school. He explains that a meeting was held with Rhonda Gauthier, Principal and David Lang, Chairman of the Conservation Commission, who agreed with the alternative. Gardner states that he would like the alternative to be presented to the neighbors and the school PTO sometime in October. Skrabut raises concerns regarding meeting with neighbors and PTO at a time when there is no available City funding for such projects. Gardner prefers to meet as a means of providing interested parties with an alternative to the plan on paper. Skrabut states that a meeting potentially creates needless upset when there is no reasonable possibility that a road or parking lot project will be undertaken by the City. Gardner indicates that Ward One Councilor Maureen Troubetaris is in favor of a neighbor/PTO meeting and suggests that Skrabut contact her. Skrabut states that she will contact Councilor Troubetaris. Rezoning Committee letter Chairman Gardner explains that Buchsbaum, Dunne and himself attended a meeting before Planning Board Chairman Richard Dinkin, who suggested that the Committee write a letter to the ZBA (see letter in packet). Chairman Gardner has drafted this letter and looked for comments from board members so that this letter could be sent out. Open Space & Recreation Committee September 3, 2003 Meeting Minutes 4 OTHER BUSINESS Maxner passed out copies of letters to board members written by Chairman Gardner who is looking for board member input. Gardner asks that board members look them over and e-mail him any suggestions/changes. Chairman Gardner discussed the draft budget and will choose items from it to present to the service groups when the power point presentation is given. Chairman Gardner stated that he will draft a letter to former board member, Cindy Modugno, to thank her for her past service and continued participation. NEXT MEETING AGENDA ITEMS AND DATE strd The next meeting is scheduled for Wednesday, October 1 at 7:30 P.M, 3 Floor City Hall, Committee Room. ADJOURNMENT Paluzzi made a motion to adjourn. Flannery seconds. All in favor. Motion passes 8-0. The meeting adjourned at 9:55 P.M.