Loading...
08-16-18 CPC MinutesCITY OF BEVERLY PUBLIC MEETING MINUTES COMMITTEE /COMMISSION SUBCOMMITTEE: DATE: LOCATION: MEMBERS PRESENT: MEMBERS ABSENT: OTHERS PRESENT: RECORDER: Tour of the City_ Clerk's vault and documents Community Preservation Committee August 16, 2018 Beverly City Hall, 191 Cabot Street Marilyn McCrory - Chair, Wendy Pearl - Vice Chair, Robert Buchsbaum, John Hall, Nancy Marino, James Matz, Heather Richter Tom Bussone, Christy Edwards Amy Maxner - Environmental Planner, Emily Hutchings - Associate Planner & Wes Slate - City Clerk Travis Lovett Hall basement to review historical munici McCrory calls the meeting to order at 6:30pm at the City Clerk's office in City Hall. City Clerk Wes Slate takes Committee members on a tour of the 1S floor and basement vaults to view how documents are stored on site. He explains the process of archiving city records. Slate said the vendor ( Kofile) helps them to determine which records are in the greatest need for preservation. Slate said the value of the materials and the condition of the materials determines which documents are preserved first. Slate said some documents, such as past voter ballots, need to be stored for a certain number of years before they can be recycled. Pearl asked about the process of rehousing documents in new bindings versus keeping documents in their original binders. She said that there should be some competition with Kofile to ensure that the city doesn't overpay for services. Slate said the other major vendor in the region, NEDCC, was more expensive. Slate said other city officials appreciate having access to materials in the archive, such as board of health records and highway department records. Buchsbaum asked about digital restoration and Slate said that all materials are archived electronically. City council agendas, meeting minutes, and records are maintained online, Slate said. The Committee reconvenes its meeting on the 3r Floor Conference Room. Administrative Business MOU Extension Powder House Preservation Project Community Preservation Committee August 16, 2018 Meeting Minutes Pagel of 4 Hutchings notes she has asked for an extension on the MOU for the Powder House Preservation Project until June 2020. She explains this will allow for the city to apply for grant funds from the Massachusetts Historical Commission, and then potentially save CPC funds for other needs. They expect to have news about the other source of grant funding by May 2019. Matz asked if they were looking for a consultant for the application. Hutchings said she has contacted five consultants so far. McCrory asked if work has been halted. Hutchings said if they do not receive a state grant, they will continue with the use of CPC funds for the preservation work. Hutchings is unsure if the boundary survey is done. Pearl motions to extend the grant agreement until June 2020. Richter seconds the motion. The motion carries 6 -0 (Buchsbaum stepped out of the meeting momentarily and did not cast a vote). FY19 CPC Budget McCrory said the CPC votes on the budget and makes a recommendation to the City Council. Matz asked if they can use funds from the general reserve account on projects for the upcoming year. Pearl said they can use funds from the general reserve funds with no more than 5 percent going to administrative costs. Maxner said the fund balance snapshot spreadsheet will include FY19 projects in addition to any surplus funds left over from Round 5. Pearl motions to accept the FY19 proposed budget as provided by Finance Director Bryant Ayles. Buchsbaum seconds the motion. The motion carries 7 -0. Other Updates Maxner states she will be submitting the annual CP -3 report to DOR by middle of September. Matz said that Pete's Park has been making significant progress. McCrory asked if CPA funds were used at all as over $250,000 was raised in donations from other funds. Marino said the total cost of the project would be about $400,000. Marino said CPA funds helped to leverage state grants. Pearl encouraged Marino to check back to ensure that CPA funds are eligible to be spent on the project. Richter would like to have a brick or some kind of recognition for the Pete's Park project. Pearl said she would like to see the city engrave a block for CPA in Ellis Square, considering CPC gave more money than any other sponsors. Approval of Minutes Community Preservation Committee August 16, 2018 Meeting Minutes Page 2 of 4 Members review the draft June 21, 2018 meeting minutes and offer edits. Matz motions to approve minutes as amended. Hall seconds the motion. The motion carries 6 -0, with Richter abstaining from voting. Round 6 Schedule Maxner reports that the Beverly Golf and Tennis Clubhouse is all set for hosting the hearing and a public tour at 6:15pm on October 4, 2018, followed by the CPC public hearing at 7:OOpm. McCrory said they can prepare more for this at the September 20, 2018 CPC meeting. Maxner notes meeting legal notices will run the weeks of September 17t' and the 24t''. The Beverly public access channel could film the public tour, Pearl said. Hall said he could turn the CPC promotional poster into a graphic for social media to share with the Salem News, Beverly Citizen, and Boston Globe North. Members offer a few tweaks for the application process flow chart. McCrory asks how the Committee would like for the agenda to run. Members agree to include the following: • Provide overview of projects funded and supported by the CPA • General discussion with the public to solicit ideas for the CPA needs, possibilities and resources of Beverly • Review process for Round 6 • Answer any technical questions that audience members might have Members discuss visuals to display at the hearing. Hall and Maxner agree to coordinate in developing a graph /pie chart of funds disbursed to date to put on a poster. Block Party Logistics - August 25, 2018 McCrory said she would like to have 50 flyers for the upcoming Beverly Block Party and that they could print posters using administrative funds from the CPA. McCrory said it would be great to have information about the public hearing. Pearl has a tent she can provide. CPC members will work in three separate shifts at the Block Party, with tent set- up happening with the first shift around 3:30pm. The Block Party ends at 10pm. CPA Plan Updates Pearl explains the Historic District Commission members felt that preservation of the Briscoe School should be a priority. Pearl is hopeful that there are city protections to preserve the property. Nancy Marino notes she is seeking input on the CPA Plan from the Recreation Commission at their September meeting. Marino said recreational needs change, so it can be hard to determine long -term goals. McCrory is hoping to have the CPA Plan draft ready for public comment at the October 4th public hearing. Pearl said the housing section should be updated to reflect the Beverly Housing Trust's work. McCrory will send Open Space updates to Buchsbaum to share with the Beverly Conservation Commission. Community Preservation Committee August 16, 2018 Meeting Minutes Page 3 of 4 CPA Recognition Signage Maxner said they have a draft of signage policy guidelines and she expects to have an update about a process regarding signage approval at some point soon. September 20, 2018 CPC meeting agenda items: • Review draft CPA plan • Prepare for the October 2018 public hearing • Debrief of the Block Party experience • Budget: fund balance updates Adjournment Matz motions to adjourn the meeting. Marino seconds the motion. The motion carries 7 -0. The meeting adjourns at 8:45 pm. The next meeting is scheduled for Thursday, September 20, 2018 at 7:OOpm in Beverly City Hall. Community Preservation Committee August 16, 2018 Meeting Minutes Page 4 of 4