Loading...
02-21-19 CPC MinutesCITY OF BEVERLY PUBLIC MEETING MINUTES COMMITTEE /COMMISSION: Community Preservation Committee SUBCOMMITTEE: DATE: February 21, 2019 LOCATION: Beverly City Hall, 191 Cabot Street MEMBERS PRESENT: Chair - Marilyn McCrory, Vice Chair - Wendy Pearl, Nancy Marino, Christy Edwards, Heather Richter, Robert Buchsbaum MEMBERS ABSENT: John Hall; Tom Bussone, II OTHERS PRESENT: Amy Maxner - Environmental Planner; Bruce Doig - Parks and Recreation Director; Todd Rotando - President, Ryal Side Civic Assoc. McCrory calls the meeting to order at 7:00 p.m. She asks everyone in the room to introduce themselves. She welcomes Derek Beckwith, who is a newly appointed member to the Planning Board and is considering joining the CPC as the Planning Board designee. Beckwith notes he is sitting in on tonight's meeting to observe, but will not be voting as he is not officially appointed yet. Parks & Rec Department /Ryal Side Civic Assoc. - Herlihy Park /Livingston Playground McCrory states the application is for improvements to Herlihy Park and request for new playground equipment, replacement of benches, fences, seating and picnic tables as well as landscaping and new pathways. McCrory questioned if the application provides everything that was asked for and does it meet all of the CPC's criteria, is everything proposed eligible for CPA funding, and is the project consistent with priorities in our CPC plan? Doig explains that Herlihy /Livingston equipment got replaced in late 1990's and was originally built for elementary aged school children, not for ages 2 -5. The park basketball court needs repairs, new dug out benches and replacement fencing on baseball field including additional footage, replacement of picnic tables (metal with rubber coating) which will be handicapped accessible. There are currently no pedestrian benches except for the basketball court. The plans include low shrubbery around the stone wall and trees. Plans included a proposed ADA approved path which allows users of all ages an opportunity to enjoy the park. The plans will stay within the parks existing footprint. Play structure surfacing is currently engineered wood fiber vs rubber and will likely remain that way due to cost. Additionally, a handicapped parking Community Preservation Committee February 21, 2019 Meeting Minutes Page 1 of 5 spot by way of striping that corner of the street was request from Beverly Police Department and will not be funded by CPC. Pearl requests that an updated plan that has a better design and flow be submitted and confirmation that the stone dust path is ADA compliant. She notes that supporting documentation to justify the budget was not submitted. Doig responds that bids and designs are typically submitted once funding is approved. Pearl believed it to be more of a park design rather than a playground equipment replacement request. She also noted that the pathway throughout the park should have "flow" with regular intervals for new benches. Edwards asked how the budget was developed. Rotando states that equipment costs were based on what was purchased approximately 2 years ago for other parks and are comparable to other playground designs. Committee requested an estimated fencing cost. Rotando states that he got verbal quotes from Northeast Nurseries for plant materials and spoke with the City arborist and discussed species that require low maintenance. In response to new benches, Rotando explains that he is looking for longer lasting benches verse economical ones. Maxner asks clarification on the budget. Doig explains that it was based on the Park of the Year fund coupled with local business grants and selling bricks and park benches. They hoped that CPA would pay for whatever they believe is eligible and the rest would be privately funded. Committee members confirmed that other funds are to be spent first and CPA funds are used last in projects. Finally, the funds need to be spent for whatever they were approved for as long as they don't change the scope of the project. The Committee requests additional information on pathway circulation and connectivity, ADA compliance and site elevations, bench locations, written estimates /quotes to back -up the proposed budget. Beverly Historical Society - Cabot House Fence Restoration & Landscape Survey Maxner reports that no one from historical society was available to attend this meeting, but she reads from email response provided by Sue Goganian, BHS Executive Director: The Committee requested more information on the wood fence and asked what is the basis for design, the type of wood, and what is the appearance they wish to replicate. Email response: the basis for the design of the new fence is the image that was included in the application and that type of wood is "appropriate "for the design at the time. The existing bricks within the footprint of demo in the sidewalk - can they be reused. Email response: Yes. The Committee discusses the type of wood and McCrory asks if the wood fence is really Community Preservation Committee February 21, 2019 Meeting Minutes Page 2 of 5 a priority for CPA. Pearl asks if the fence does something other than preservation restoration or are we just protecting the property? If a fence isn't for preservation restoration, should CPA fund it? Maxner reads from the Finch & Rose report, noting that its replacement was recommended. Discussion ensues regarding the iron fencing and associated granite block supports. Edwards states that this feature of the application seems to be the most historically important. Members agree. Members review the budget and discuss potentially funding only the iron fencing restoration and requiring revised budget for matching funds on this element. Pearl moves to fund $70,986 for the restoration of the iron fence and the associated granite block and brickwork. Marino seconds motion. McCrory asks if there is any discussion on the motion. Buchsbaum argues that they were willing to contribute $3,700 to the project, and CPC should still expect them to contribute. Pearl moves to amend the motion to contribute $70,986 for the restoration of the iron fence and the associated granite block and brickwork provided that the Beverly Historic Society provides a revised budgetshowing in kind contribution as match based on this part of the project. Marino seconds the amended motion. The motion carries 6 -0. Edenic Development. Inc. - Community Gardens at Standley Street McCrory states that this project is proposed by Edenic Development for a community garden at an open space property off of Standley Street. Committee members review the application and discussion ensues. McCrory questions if the land is protected in perpetuity? Maxner explains that the property is in a charitable trust and is considered conservation land under the care and custody of the Conservation Commission, and will never come under Recreation Department control. She notes that the City Solicitor has determined that the use of the site for community gardens is within allowable parameters of the charitable trust. Edenic would be receiving the fees that the gardeners would pay and they have a license that is currently in draft form with city. The Committee members review the application and ask for the following additional information: 1 A letter from the City affirming support for and commitment to undertaking the project needs to be submitted. The City, as owner of the property, never signed off on the application, and it is unclear if the City /Mayor has been involved in preparing and submitting this application. 2 Who will perform all aspects of physical work to prepare the gardens? Are the CPA funds requested meant to pay Edenic to undertake all of the labor, or just certain phases of labor? 3 "Tools" are listed in the project expenses (albeit not CPA funded) - who will own the tools and how will they be stored /kept track of 4 Where did the costs estimates for irrigation components, labor costs etc... come Community Preservation Committee February 21, 2019 Meeting Minutes Page 3 of 5 from? Provide written estimates. 5 What is the current water source and system at the Cole Street site? Is an underground irrigation system necessary for Standley Street vs. a spigot system. If so, what is the maintenance scheme (who, what, when and costs going forward for maintaining /repairing into the future) 6 It is assumed that the City will cover the cost of water usage, if not how is this paid? 7 What is Edenic's understanding /vision of its "management" responsibilities for the gardens once they are under operation 8 Please provide a copy of the license agreement to the CPC 9 Will wetland permitting be necessary considering the site contains wetlands, buffer zones and riverfront. If so, who will be the applicant and who will cover permitting costs - has this been discussed /coordinated with the City? 10 What is the size of current Cole Street gardens footprint vs. proposed footprint for the Standley Street site. How big must the footprint at Standley Street be? Maxner will invite Edenic to the next meeting and sending its questions in advance for discussion. City Clerk - Historical Municipal Document Preservation Maxner reports that the City Clerk was not available to attend this meeting, but she reads from email response provided by Wes Slate, Clerk: • Provide more detail as to exactly what type of conservation treatment the list of documents need, what are their current condition and what needs to be done to them to preserve them. City Clerk provided a copy of Kofile letter explaining preservation process • Efforts toward digitizing and on -line archiving, and the CPC would like this explored better. Email response: KOFile sends a DVD with each restored and preserved document. Clerk is working with I.T. to download these to the City Clerk Department page. The DVDs themselves are kept in the Clerk's office vault, where they are available to the public, on request. • Requirements for storage of restored /preserved records, do they need to be on site or can they be stored elsewhere that has climate control. Email response: alternatives to current basement storage are being explored. Committee members discuss the project, future requests for CPA funding and long term planning for managing what seems to be an on -going effort. The Committee asks for the following additional information: Application narrative mentions that the collection was surveyed in 2011 and 2017 by a roving archivist prepared a report /list of records most in need of preservation - is this report /list available for viewing? Could the CPC get a copy How does KoFile interact with this archivist's report /list Is there a way to provide a comparison showing preservation completed vs. the archivist's report /list (what has been done and what remains relative to the Community Preservation Committee February 21, 2019 Meeting Minutes Page 4 of 5 priorities identified) • The CPC is curious as to why these services do not go out for bid Maxner will invite the City Clerk to the next meeting and sending its questions in advance for discussion. Administrative Business Maxner reports that the CPC's membership to the CPA Coalition is due for renewal for calendar year 2019 at $$3,500.00. Buchsbaum motions to approve the expenditure out of the administrative funds. Seconded by Richter. The motion carries 6 -0. Review of Draft Minutes Members review the draft minutes from November 15, 2018 and offer edits. Buchsbaum moves to approve the minutes as amended. Seconded by Richter. The motion carries 5 -0 -1 with Pearl abstaining. Adjournment Marino motions to adjourn the meeting at 9:15 p.m. Pearl seconds the motion. The motion carries 6 -0. The next meeting is scheduled for Thursday, March 21, 2019 at 7:00pm in Beverly City Hall. Community Preservation Committee February 21, 2019 Meeting Minutes Page 5 of 5