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2009-09-02 CITY OF BEVERLY PUBLIC MEETING MINUTES BOARD: SUBCOMMITTEE: DATE: BOARD MEMBERS PRESENT: BOARD MEMBERS ABSENT: STAFF MEMBERS PRESENT: OTHERS PRESENT: RECORDER: Open Space and Recreation Committee September 2, 2009 Elizabeth Dunne (Chairperson), Suzanne Beaudoin, David Brewster, Robert Buchsbaum, Nancy Coffey, Marilyn McCrory, Bill Squibb Pam Kampersal, Sylvan Menezez, Michael Ralbovsky Environmental Planner Amy Maxner, Associate Planner Kate Newhall Renee Mary, Mary Roderick, David Gardner Andrea Bray Chairperson Dunne calls the meeting to order. Guest Speaker: Robert Munroe - Assistant City Solicitor - Discussion re2ardin2 Open Meetin2 Law Munroe provides an overview of the Open Meeting Law, which prohibits all members of City committees/boards from discussing issues with a majority of the members outside of the scheduled meeting. He clarifies that it would be acceptable for the staff to get approval from the Chair for letters/communications directed to other entities. He notes that communication between Committee members regarding agendas, meeting rooms attendance and the like are perfectly acceptable matters that can be discussed as a group by email or telephone. He emphasizes that any matters of material or decisions that the Committee must make as a group must be done in open meeting. He goes onto explain other possible scenarios that may present themselves in administering the Committee's duties and appropriate ways to address these situations. Much discussion and Q & A ensues regarding regulations governing Open Meeting Law. Munroe informed the Committee that members must be present at a meeting to express their opinions on matters and decisions before them and cannot send members of the public in their place to speak on their behalf. He notes that the absent member can convey their thoughts to staff that can then provide such at the meetings. Munroe encourages members to contact him any time they have follow-up questions or situations that need clarification. The Committee thanks Munroe for his presentation and guidance on this matter. Open Space & Recreation Committee September 2, 2009 Meeting Minutes Page 2 of 4 Guest Speakers: Kate Walton. Asst. Director of Land Stewardship. Essex County Greenbelt Association and Dan Streeter. Director of the New En2land Mountain Bikin2 Association (NEMBA)- Discussion on Trail Maintenance & Stewardship of Beverly Commons Area Maxner introduces Kate Walton from Greenbelt and Dan Streeter ofNEMBA to discuss trail maintenance and stewardship of the Beverly Common area. Walton states that the Greenbelt Association and NEMBA are collaborating to improve various trails on this property some of which are on Greenbelt land and some on City land. She refers to the map and photos and states that the numbers on the map indicate areas of concern that need drainage corrections. The letters on the map indicate areas on the trail that need a more comprehensive long-term management or closure may be required. She adds that they plan to work on the numbered locations this year and the lettered locations some time in the future. She notes that they met with the Conservation Commission last night and received a favorable response to this plan. She reviews the plan with the Committee and discussion ensues regarding maintenance elements. Buchsbaum states that the removal of auxiliary trails is a priority. Dunne states that bikes cause most of these auxiliary trails but she appreciates the stewardship from the bike groups and hopes that the relationships can continue. She adds that the more people that use the woods, the safer and better protected the woods are. Walton states that she is trying to get the many trail users to work together to maintain the trails. Streeter states that he wanted to make the Committee aware of the work that he will do on Saturday morning September 13. He agrees to contact Amy in the early spring and seek an opportunity to work with the OSRC on other projects noted on the plan. Approval of Minutes - July 1. 2009 and AU2ust 20. 2009 Meetin2s The members review the minutes for the July 1 meeting and make suggested amendments. Voting members are Dunne, Brewster, Coffey, and McCrory. McCrory: Motion to approve the minutes for the July 1, 2009 meeting as amended, seconded by Coffey. Passes 4-0. Voting members are Dunne, Beaudoin, Brewster, Coffey, McCrory, and Squibb. McCrory: Motion to approve the minutes for the August 20, 2009 meeting, seconded by Brewster. Passes 6-0. Old Business Open Space & Recreation Committee September 2, 2009 Meeting Minutes Page 3 of 4 The Open Space and Recreation Plan DCR 2rant opportunity for October 2009 - follow UP on proiect: Research and Choice and Application Pro2ress Newhall states that she looked into the possibility of using this grant to purchase 27X property and she is not confident that this can happen, because all acquisition projects must take place with a willing seller. She notes that 27X is owner unknown. She adds that they need 2 appraisals as well and appraisals cannot be part of the grant, they must be submitted with the application. She notes that the National Grid trail project would require that Grid provide a formal right-of- way on the property but this seems unlikely and even if Grid is amenable it may not happen in time for grant deadlines. Regarding Norwood Pond, Maxner states that she met with Bill McGrath, with W AM General Contractors in Beverly, and together they visited the end ofElnew Avenue. She distributes her findings on the discussion regarding the installation of an accessible trail in the area at the end of Elnew Avenue. She explains that the labor costs are higher for a narrow trail that would required more manual labor, and in this case, would cost about $10,000 just to install an accessible trail to reach the kiosk. After much discussion the members conclude that this would probably be prohibitively expensive. Maxner states that there are drainage issues at Elnew Avenue, which must also be addressed, as well as long-term maintenance costs that must be factored in and she doubts that this would be a priority for DPW. Newhall states that one possibility was the path along the Bass River pathway behind Innocenti and McPerson Center. Coffey states that she is in favor of committing the funds to the Bass River area because it is one of the only sites downtown and she thinks that attention should be paid to these types of recreational areas. She states that another site that was considered is Rice's Beach but the based on her conversation with Tom Scully, the neighbors are not in favor of improving that trail and have expressed strong opposition in the past. Newhall reviews the specific provisions for the grant. Discussion ensues as to other projects for this grant; among them were other trail sections of Norwood Pond and securing a CR for the open space parcel in the Chapman's Corner subdivision. Beaudoin suggests the possibility of cooperating NEMBA and ECGB on the Beverly Common site by using grant money for trail maintenance/repair. Members discuss this option. David Gardner suggests working on establishing a Folger Avenue trail. Open Space & Recreation Committee September 2, 2009 Meeting Minutes Page 4 of 4 Maxner and Newhall state that the Committee must decide tonight because the grant application is due on October 1, 2009. Coffey suggests using the grant money for the Bass River pathway improvement to install an interpretive kiosks or natural history stations, benches and lighting. Beaudoin steps out. Squibb states that the area near Stop & Shop and McDonalds is in deplorable condition and maybe the grant can be used to improve this. Maxner and Newhall inform the Committee that Stop & Shop and McDonalds are under obligation to maintain that path under Chapter 91 License and deed restrictions. The members agree to seek a grant for the Bass River pathway and if that does not work the second choice would be the Beverly Common trail work with Greenbelt. Newhall requests the Committee's permission to proceed with the grant paperwork, and the member agree that it would be fine. Coffey: Motion to adjourn, seconded by McCrory. Passes 6-0. The meeting is adjourned at 9:00 pm.