08-16-18 CPC MinutesCITY OF BEVERLY
PUBLIC MEETING MINUTES
COMMITTEE /COMMISSION
SUBCOMMITTEE:
DATE:
LOCATION:
MEMBERS PRESENT:
MEMBERS ABSENT:
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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
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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
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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.
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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.
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