Loading...
02-18-16 CPC MinutesCITY OF BEVERLY PUBLIC MEETING MINUTES COMMITTEE OR COMMISSION: Community Preservation Committee SUBCOMMITTEE: DATE: February 18, 2016 LOCATION: Beverly City Hall, Third Floor Conference Room B MEMBERS PRESENT: Wendy Pearl — Chairperson, Marilyn McCrory — Vice Chair, Heather Richter, Jon Paddol, Christy Edwards, Robert Buchsbaum MEMBERS ABSENT: Henry Pizzo, Thomas Bussone, James Matz OTHERS PRESENT: Environmental Planner Amy Maxner, Peter & Joan Johnson of Farms/Pride Community Association, Mark Foster of Beverly Emergency Management, City Clerk Wesley Slate, Open Space & Recreation Committee Chair Charlie Mann RECORDER: Aileen O'Rourke The meeting started at 7:02pm. McCrory chairs the meeting in Pearl's absence. Consultation and Q& A with CPC (7:00 p.m. -7:15 p.m.) Pete and Joan Johnson -- Farm/Prides Community Association McCrory explains the Association was awarded a CPA grant in the First Round for an architectural analysis for rehab and preservation of Hastings House located in Beverly Farms. The grant agreement is set to expire on March 31s and the applicants are looking for an extension. The building was purchased in the 60's, it's a 3 story 1500 square foot building. The main area has had a few additions in the back. The ground floor has a kitchen, 2 meeting rooms, and bathrooms. In 1966 a gym /hall was built on the side of the building for larger functions. The Association would like to update the entire structure including the additions and make them ADA compliant. Peter Johnson explains the organization was in flux for a while with some leadership changes and several new members were brought on. A survey of the property was completed and they have been working with an architect who completed a few conceptual designs. They have held community meetings to discuss what the neighborhood would like to see. The Association does not have the capacity to fundraise a lot of money. Because of this, they would like to phase the project and retain the character of woodwork in the principal rooms and make the meeting rooms more functional. They have a meeting on March 8th where they hope to vote on one of the two drawings created by the architect. Once it's been decided in the spring, the Architect will create the drawings to go out for construction bids over the summer. The Association is asking for an extension until November 15 The scope of the project hasn't changed, it will still be an architectural study to include the gym but just be phased over time. They plan to fundraise for the actual construction. The Hastings House is not a historic building per se but it's historic for is function as a community center in the village. McCrory asks Johnson which project milestones have been met so far. Johnson replies the survey is completed, as built floor plans, and general design alternatives. The plan is to go back to the architect to get a more detailed schematic design for the next milestone. McCrory asks if the schedule is realistic. Johnson replies that he doesn't think HDC will render the building historically significant and therefore will not need to make any changes to the plans, but they will try to submit their plans to HDC sooner. Johnson will submit a letter to the Committee when the third conceptual design if finalized. Paddol asks if there are any big fundraising events coming up to help spread the awareness. In general the group needs to do abetter job of advertising their events but there are a few activities planned so far: a corn hole tournament coming up soon, a St. Paddy's dinner with entertainment, and a beer fest in the fall when they should have a conceptual plan in place. Pearl arrives. Paddol makes motion to accept the extension request. Richter seconds. Motion passes unanimously (6 -0). Maxner will put the extension approval into writing. Mark Foster, Beverly Director of Emergency Management (there to observe meeting) Charlie Mann -- Open Space & Recreation Committee Mann explains that at the Mayor's urging, he is present tonight to communicate the challenges the City faces to preserve open space. The Committee started a priority list it is currently being reviewed by the Mayor. The challenge with open space projects is waiting for the real estate to go on sale, as it doesn't fall in line with CPA funding cycle. Mann is here to ask the CPC to use the 10% Open Space set aside every year to create a war chest and for the bond payments from Camp Paradise to come out of the general unreserved fund, not out of OS reserve. Bond payments are scheduled to start in FYI 7. Buchsbaum voted to do a set aside for housing, would also like to make a set aside for OS. Currently there is $230K in the open space account. However, even with a set aside, it would still require recommendation from City Council, so it is essentially an out of cycle application. Some properties there is 120 days to act, sometimes more, sometimes less, in general Mann would like to have enough time to purchase a right of first refusal to put the property on hold. Wesley Slate -- Preservation of City Records Slate provides an update on the Round 2 progress. The MOU is signed off and executed. He has compiled a list of documents that will be preserved. The timeline from picking up the documents to delivery is about 10 -12 weeks. He plans to ask for $50K in the 3 d Round which is in line with what the company can handle. Administrative Business Members welcome Christy Edwards to the CPC. She is currently the Land Protection and Capital Budgeting Director for the Department of Fish and Game and previously she was a grant administrator at the Office of Environmental Affairs working on drinking water and land trusts. She is excited to be a part of the Committee and members welcome her warmly. Recap of Public Hearing Community Preservation Committee February 18, 2016 Meeting Minutes Page 214 McCrory notes that Councilor Lang and Rand were present, and it was a small turnout. The few people who showed up were there to ask questions about their specific projects. Paddol remarks there wasn't a mix of neighborhoods represented and he is hoping that will change. Overall, it seems there are a small group of active organizations that are involved in Beverly. Maxner thinks there will be new groups applying this year. No budget questions or any negativity was expressed but members wish there was a better turnout. The post -its will be summarized but they might leave the post its up for a bit longer. Members discuss how to do more outreach/education, perhaps grant workshops that would entail how to apply, what is required, etc. Maybe attend neighborhood groups and give presentations? Many projects are city owned and need cooperation with the City or in some circumstances, the organization dissolved and the city had to take on the project. It all depends on the City's priorities and what is on the City Department's plate and where that project fits in the City's priorities. Ryal Side Civic Association is dependent on the City to manage the project. Paddol wonders about funding some kind of advocate to help sprearhead projects and help them move through the process. Maxner is the City point of contact for the Committee and is available for consultation by any group wishing to apply for CPA funds. Paddol suggests that perhaps there is someone who can manage the mechanics of the grant and the MOA; maybe the Grants Director could do this? The applicants have to be able to do the projects, maybe just provide better training and support with the process. McCrory suggests running a reminder in the newspaper that the pre - applications are due March 4t''. Maxner ran an article in the Salem News but she will post again she will also announce it on the City's website. Cabot Theatre is briefly discussed for options on outreach, with Paddol expressing concern that the Cabot Theatre seems worthy of CPA funding but the owner does not seem to want to deal with the historic preservation restriction. Members agree that Cabot Theater organization will approach CPA when appropriate for their purposes. Richter suggests utilizing the Farmer's market, Block parties, and Harbor Fest to conduct outreach as people are more willing and available to chat. Members discuss the website and whether it is user - friendly. Maxner comments that all the boards and commissions have the same website template but the texts and fonts can be changed. Members should look through the website and give feedback to Maxner. CPA Plan Members would like to see completed projects highlighted in the plan. Maxner will add the picture of the Harborlight residents. Maxner notes that Pizzo has been working with Bruce Doig and his assistant to assemble the Recreation Section it will hopefully be completed in the next few days. Members decide to remove the guidelines for application submission since they are in the application instructions in the Appendix. The ordinance will go in the appendix. Members decide it is not necessary to have a conclusion. Edwards likes the format for the historic preservation and open space sections which talk about resources and needs then eligibility and priorities, she suggests keeping that same structure throughout the whole plan and to add active links at the end of each section. McCrory has comments on the historic preservation, re: quality Community Preservation Committee February 18, 2016 Meeting Minutes Page 314 of life a little vague. Pearl will make some minor edits. HDC Determination of eligibility process not outlined in the historic preservation section, it will be included in the appendix. Members offer additional edits for clarification purposes. Members discuss how much detail to add about current projects in the plan but it is decided to direct readers to the website for a list of current projects. Maxner will format the housing section so it is uniform with the others. She will ask Clausen to take a look at the housing priorities and provide feedback. The next CPC meeting is scheduled for March 17, 2016. Meeting Minutes McCrory makes a motion to approve the January 21, 2016 CPC meeting minutes with minor edits. Richter seconds. Motion passes (4 -0 -2 with Pearl and Buchsbaum abstaining). Maxner will send in receipts for materials used for the word boards, the total was $7.00. Adjournment Paddol makes a motion to adjourn the CPC meeting. McCrory seconds the motion. Motion carries unanimously (6 -0). The meeting is adjourned at 9:15pm. Community Preservation Committee February 18, 2016 Meeting Minutes Page 414