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11-15-18 CPC MinutesCITY OF BEVERLY PUBLIC MEETING MINUTES COMMITTEE /COMMISSION: Community Preservation Committee SUBCOMMITTEE: DATE: November 15, 2018 LOCATION: Beverly City Hall MEMBERS PRESENT: Marilyn McCrory - Chair, Tom Bussone, Christy Edwards, Nancy Marino, Heather Richter, Robert Buchsbaum, James Matz MEMBERS ABSENT: Wendy Pearl - Vice Chair, John Hall OTHERS PRESENT: Amy Maxner - Environmental Planner; Jimi Carnazza - Full Circle Earth RECORDER: Travis Lovett McCrory calls the public hearing to order at 7:00pm. uest for Extension of MOU - Green's Hill Trail McCrory notes the grantee, the Planning Department, is requesting an extension of 9 months to address some issues related to the access point of the property. Maxner said the footbridge had been constructed but there are access issues at the Greene Street side that need to be settled. Bussone motions to extend the MOU as requested. Marino seconded the motion. The motion carries 5 -0. Buchsbaum arrives at 7:06pm (and did not vote on the first motion). Request for Extension of MOU Historic Resource Survey Round 3 McCrory notes the Planning Department is seeking a 6 month extension on the MOU. The MOU expires on November 16, 2018. Maxner notes that the original RFP had no responses, but the second RFP secured a consultant and the survey is now underway with the historic survey. Bussone motions to extend the MOU in accordance to the request. Richter seconds the motion. The motion carries 6 -0. Community Preservation Committee November 15, 2018 Public Hearing Meeting Minutes Pagel of 6 uest for Extension to MOU - Citv Clerk Document Preservation - Round 4 McCrory notes the City Clerk requested a six -month extension to June 19, 2019. McCrory asked for more insights as to why the extension is needed. Buchsbaum said that it seems like they are getting ahead of themselves with records preservation. Bussone said he was surprised to see no explanation in the request letter. Marino said the election cycle could be an issue and caused excess workload for the City Clerk's office. McCrory said she would like to see an explanation. Bussone motions to extend the MOU as requested and require that the applicant provide a more detailed explanation as to the need for the extension. Marino seconded the motion. The motion carries 6 -0. Updates from Staff Maxner states the FY19 Budget was approved unanimously by the City Council. Beverly Historical Society - Out of Cycle Application for Cabot House Heating System Maxner provides the CPC with copies of the Out of Cycle application submitted by the Historical Society for the emergency replacement of the heating system for the Cabot House. Matz arrives at 7:15pm. The Members discuss the timeline for review, Council vote and project start date. Discussion ensues as to reimbursing the applicant for work undertaken prior to Council vote and MOU execution. With Edwards and Matz cautioning that is bad practice and not something acceptable on State grants. The Committee schedules a meeting for November 20, 2018 at 6:00 p.m. to review this application. Review of Round 6 Pre - Applications McCrory states there were 8 pre- applications received for three categories. She explains that in considering the pre- applications, the key question to ask is whether or not a project is eligible for CPA funding. Category: Recreation Full Circle Earth - Community Greenhouse Jimi Carnazza from Full Circle Earth states they are seeking funding for sustainable, environmentally friendly community projects, such as organic land care. They are seeking support for a vocational training and accreditation program through NOFA (Northeast Community Preservation Committee November 15, 2018 Public Hearing Meeting Minutes Page 2 of 6 Organic Farming Association). They would like to train people in the community and promote equity and community inclusion through creating a community greenhouse. There is a small greenhouse at Long Hill Reservation in Beverly that the organization works out of and they also partner with Salem State University. Edwards said the creation of a community garden would potentially qualify for funding, but educational programming isn't eligible for CPA funds. Carnazza said they saw this as recreational use. Maxner said the Conservation Commission is a steward of the land that operates under a charitable trust. Maxner said that construction of a greenhouse structure is most likely not eligible for CPA funding. McCrory said control of the site is an issue for the project as well. Edwards motions that the Full Circle Earth application to construct a greenhouse is not eligible for CPA funding in either recreation or open space categories as the project did not meet criteria in the DOR's allowable uses chart. Bussone seconds the motion. The motion carries 7 -0. Category: Community Housing Harborlight Communitv Partners. LLC - Anchor Point Housin McCrory turns attention to Harborlight Community Partners who has applied for funding under the category of acquisition and creation of community housing. They are proposing construction of affordable community housing and a community building. Edwards said the project would be eligible for funding consideration for the creation of community housing but it appears that the land has already by acquired. Bussone said the community building is probably not technically considered housing, so would not be eligible. Matz said he would want the applicant to come in and explain what the community building is being used for. Bussone said he has a lot of questions but believes the project is eligible. Buchsbaum motions that the project is eligible for funding in the community housing category under creation. Bussone seconds the motion. The motion carries 7 -0. Category: Recreation Ryal Side Civic Association /Beverly Recreation Department - Herlihy Park/ Livingstone Park McCrory turns attention to the Ryal Side Civic Association application seeking to rehabilitate or restore Herlihy Park as a recreation project. Marino said the Parks Department met with the sub - committee of the Ryal Side Civic Association and discussed the vision for the space and using the existing footprint of the existing play structures making it ADA compliant, and maintaining the existing fields. She provides an overview of the main elements of the plan. Buchsbaum said the project seems eminently eligible and would like to see matching funds contributed to any playground renovation project. Marino explains that outside fundraising, contributions from the Beverly Parks and Recreation Community Preservation Committee November 15, 2018 Public Hearing Meeting Minutes Page 3 of 6 budget, and contributions of in -kind services will be considered for funding sources. Edwards would like to see a letter of support from the Beverly Recreation Department. Marino motions that the pre- application Herlihy Park project is eligible for funding under the recreation category for rehabilitation. Richter seconds the motion. The motion carries 7 -0. Edenic Development, Inc. - Community Gardens McCrory stated that Edenic Development proposes restoring the open space area off Standley Street and prepare the field for operation of the Beverly Community Gardens. She notes that funds would be primarily used to purchase a tractor, shed, and fencing. Maxner explains that this land was donated by way of a charitable trust by the Miles Family and it is under the care and custody of the Conservation Commission. Maxner said the garden participants and the garden managers identified this land for potential use as community gardens since the current location off of Cole Street is cemetery land and the City needs to now use that area for burials. Edwards suggests that the creation of the community gardens would be eligible, but maintenance, shed construction, and tractor purchases wouldn't qualify, rendering certain elements of the project ineligible. McCrory had questions about site control. Maxner said the City of Beverly will always own the land but through a license agreement Edenic Development would oversee and manage the gardens on behalf of the City and would have a hand in preparing the garden space. Buchsbaum sees the irrigation system as eligible and said that the group does have a plan and that their intentions are honorable. Bussone said if Edenic Development isn't the land owner, how do they have standing to make the application without City signature? Buchsbaum said he would approve the pre- application with stipulations about what is eligible and the full application would require City sign off and letter of commitment. Bussone said he does not believe anything in the application qualifies for CPC funds and on the face of the pre- application that the applicant does not have standing. Buchsbaum motions that the irrigation system (components and installation), soil preparation and site clearing are eligible for CPA funding under rehabilitation for the recreation category with the understanding that all other items listed in the pre- application are not eligible for CPA funding. Matz seconds the motion. The motion carries 4 -3, with McCrory, Edwards, Buchsbaum, and Matz in favor. Bussone, Marino, and Richter opposed. Matz said he is stepping down from the Beverly Planning Board and he is hoping at the next Planning Board meeting to find his successor to the CPC. The Committee thanked Matz for his service to the CPC. Members agree to table review of minutes until the next meeting. Community Preservation Committee November 15, 2018 Public Hearing Meeting Minutes Page 4 of 6 Cateaorv: Historic Preservation Cabot House Fencing & Landscape McCrory states that Historic Beverly submitted a proposal to restore the Cabot House Fencing under the historic preservation category. Members review and discuss the project. Bussone motions that the project is eligible for funding in the historic preservation category under rehabilitation and restoration. Buchsbaum seconds the motion. The motion carries 7 -0. Beverly Planning Department - Lynch Park Carriage House Restoration McCrory states the City of Beverly Planning Department is seeking funding for the first phase of the Lynch Park Carriage House restoration in the historic preservation category under restoration and rehabilitation. McCrory notes the Beverly Planning Department is looking to break up restoration costs for future phases of the project. Members review and discuss the project. Edwards motions that the project is eligible for funding in the historic preservation category under restoration and rehabilitation. Marino seconds the motion. The motion carries 7 -0. Beverly Planning Department - City -Wide Historic Preservation Plan McCrory stated that the City of Beverly Planning Department is seeking funding for a Historic Preservation Plan to perform a citywide historic preservation plan to guide future work and guide citywide planning efforts. McCrory said the HDC letter is attached which outlines the purpose. Buchsbaum said presumably the historic preservation plan would inform the CPA plan. Bussone said he does not see in the DOR uses chart where the CPC has the authority to fund a plan. McCrory said she would see plans falling under preservation. Bussone said he would not like to set a precedent and wants to see plans and surveys that are project based. McCrory said the plan would identify priorities for preservation. Maxner said the CPC is always looking for plans from applicants. Edwards questions if the use of CPC administrative funds could be used for this. Bussone motions to table making a decision on the proposal in favor of obtaining guidance from the CPA Coalition as to whether a preservation plan is an eligible activity under CPA or whether CPA administration funds can be used to fund such an undertaking. Buchsbaum seconds the motion. The motion carries 7 -0. Citv Clerk's Office - Municipal Document Preservation Community Preservation Committee November 15, 2018 Public Hearing Meeting Minutes Page 5 of 6 McCrory stated the City Clerk's Office is seeking funding for municipal document preservation of historical documents as they have in all of the funding cycles so far. Buchsbaum raised the question about the capacity of the City Clerk's office to complete the work in the next grant cycle. Edwards said the narrative states they will include a larger summary of documents that are being preserved. Edwards motions that the preservation of historical records is eligible for funding in the historic resources category under preservation. Richter seconds the motion. The motion carries 7 -0. Adjournment Bussone motions to adjourn the meeting. Marino seconds the motion. The motion carries 7 -0. The meeting adjourns at 9:05pm. The next meeting is scheduled for Thursday, December 20, 2018 at 7:OOpm in Beverly City Hall. Members agree to schedule its holiday party for immediately after regular business that evening, with Bussone agreeing to make reservations at the restaurant SOMA for 8 -8:15 p.m. Community Preservation Committee November 15, 2018 Public Hearing Meeting Minutes Page 6 of 6