2014-04-17CITY OF BEVERLY
PUBLIC MEETING MINUTES
COMMITTEE OR COMMISSION: Community Preservation Committee
SUBCOMMITTEE:
DATE: April 17, 2014
LOCATION: Beverly City Hall, Third Floor Conference Room B
MEMBERS PRESENT: Wendy Pearl — Chairperson, Robert Buchsbaum, Marilyn
McCrory, Leland McDonough, Lincoln Williams, Henry
Pizzo
MEMBERS ABSENT: John Thomson, Heather Richter,Darien Crimmin
OTHERS PRESENT: Amy Maxner, Environmental Planner;
RECORDER: Craig Schuster
The meeting was called to order at 7:00 P.M.
Special Application (Emergency Situation) Application Process
The Committee reviewed Maxner's draft of the special application and had minor word and content
changes to better clarify the application. There was discussion and it was agreed by the Committee
this application will be incorporated into the CPCs guidelines.
Williams moves to approve the Special Application as amended. Seconded by McCrory. The
motion carries with all members in favor.
Review Sample Memorandums of Approval/Understanding (MOA/MOU)
The Committee reviewed and discussed sample MOA's from other communities. It was noted that
there cannot be one size fits all MOA for all projects because there are different project categories
(open space, historic, etc.) as well differing project complexities. Maxner noted Gloucester uses one
MOA for all projects as its template and then adjusts the MOA as necessary for particular projects.
Maxner noted to the Committee, for consideration of inclusion into the MOA tax attestation. The
Committee generally agreed with this suggestion but will have to be further reviewed. The
Committee discussed how does State procurement law work with the MOA, will the CPC require a
project coming before the CPC to be procured per Massachusetts General Laws and does it need to
be mentioned in the MOA? It was agreed by all Committee members this needs to be further
researched.
CPA Project Signage
The Committee discussed signage based on Maxner's handout picturing various types of CPC
signage from other communities. Maxner noted that other communities buy a number of signs that
are lent out to the projects for display during construction and returned to the CPC for reuse. The
Committee discussed various elements of signs to be used on CPC projects, types (permanent,
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temporary, special recognition), materials (aluminum, vinyl banners, bronze plaques), fonts,
language, and other symbols (City seal on sign, Gloucester example good use of fonts and
language), and colors (consistent with other City of Beverly signage). The result of the discussion
was sign requirements need to be written into the CPC's MOAs, the required sign type, wording,
etc. for each project, will be decided by the CPC based on the nature of the project, the CPC will
purchase temporary signs but will require the applicant to fund a permanent sign if required by the
CPC, and let the application process help determine the sign template. The Committee noted the
Gloucester sign layout is a good starting point to model after.
Since the CPC will be purchasing the temporary signs the Committee directed Maxner to research
the legal requirements for procurement of these signs. The Committee also asked Maxner to
research if there are any City sign requirements already in place that the CPC could use as a
standard.
Full Funding Application Review Procedures
Pearl noted the full applications will soon be submitted (May 1, 2014), so the Committee needs to
discuss how best to handle the review of these applications prior to the May 15, 2014 CPC meeting.
The Committee suggested ranking the applications individually but it would be hard to compare
them equally since the applications will be submitted under different categories (Open Space,
Historic, Recreation, etc.). Scoring the applications by meeting certain criteria was discussed by the
Committee but was ruled out because not all applications could meet the criteria. The Committee
decided since this is the first time the CPC is going through this application process to rank the
applications within their respective categories and then use the information learned from the
application process to develop some objective criteria for next year's applications. Pearl asked how
the Committee is going to keep track of their review criteria. Maxner commented that she will
prepare a criteria sheet and attach them to the applications for the Committee members use during
review.
Maxner noted she would assemble the applications into packets and deliver to the members. The
Committee asked Maxner to create a similar table as she did with the Pre -Apps.
Maxner notes she will place links to the full applications on the CPC website, whether within the
table or separately on the main webpage.
Upcoming CPC Tentative Meetings
It was agreed to schedule the following meeting dates May 15, 2014 May 29, 2014 and June 19,
2014. The Committee noted that establishing the meeting schedule beyond June will depend on how
many applications are received.
Other Business
Maxner provided administrative updates by noting the Bonding 101 webinar hosted by the Coalition
last month. She noted the webinar was informative and noted that funding of bonds can only be
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based on the funds raised from the local surcharge, a 2/3 vote is needed by the City Council to pass
a bonding measure, city bonding capacity has to be considered, it is the CPC's responsibility to
recommend the structure of the bond (amount, number of years, etc.) to the City council with
Finance Direcotr Bryant Ayles's help, and bonding is commonly used by other CPC's in the
Commonwealth.
Pearl noted she had a meeting with the Mayor, the Recreation Department and other city officials to
discuss Recreation Department's CPC application projects. Pearl noted to the meeting attendees that
she could not speak or make decisions on behalf of the CPC Committee. Pearl noted they presented
five priority projects — Camp Paradise, Ellis Square, bath house at Dane Street, bath house at Lynch
Park, and the spray park at Lynch Park. Pearl explained the Mayor presented a spreadsheet showing
the bonding costs of the projects and asked if the CPC would consider bonding these projects. Pearl
noted to the Mayor these projects would have to be approved individually and not as one project.
Pearl asked if the Mayor could prioritize their projects even more and the Mayor noted the Camp
Paradise project would be the high priority since he believes the land will not be available come this
fall. There was a discussion among the Committee if this meeting was appropriate. It was generally
agreed it was not appropriate. Pearl noted she would not attend such a meeting again if contacted.
Pearl welcomes Daneille Povey of First Parish Chruch who had a few questions of the Committee:
1) does my project have to follow state procurement laws? The Committee was uncertain and will
look into the answer. Maxner will post the answer on the CPC website once she finds out from the
Coalition. 2) The church is listed on the State website as historical significant but she is unsure if
there is City process to determine historical significance? The Committee noted that was part of the
pre - application process and the First Baptist church is all set. 3) Instead of binder clips can we use
binders because she is concerned the application materials will fall out? The Committee said no
binders but you can put the application materials into large envelopes.
The draft March 20, 2014 minutes are reviewed. Members suggest minor edits and clarifications.
McCrory noted for the record the reference in the meeting minutes which notes the City Council has
the ability to direct the CPC to choose projects is not correct, the City Council does not have that
power. Williams moves to approve the minutes as amended. Seconded by McDonough. The motion
carries with all members in favor.
Pearl noted she forgot to coordinate with BEVCAM and it is still on the table and asks who on the
Committee would like to attend. McCrory, Thomson, and Pearl note they are all willing to
participate. Pearl also noted BEVCAM will provide draft questions for the interview.
Adjournment
McDonough moved to adjourn the meeting. Williams seconded. The motions carries will all
members in favor. Meeting adjourned at 8:35 P.M.
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