03-21-19 CPC MinutesCITY OF BEVERLY PUBLIC MEETING MINUTES
COMMITTEE /COMMISSION: SUBCOMMITTEE
DATE:
LOCATION:
MEMBERS PRESENT:
Community Preservation Committee
March 21, 2019
Beverly City Hall, 191 Cabot Street
Chair - Marilyn McCrory, Vice Chair - Wendy
Pearl, Nancy Marino, Christy Edwards, Heather
Richter, Derek Beckwith, John Hall, Tom Bussone,
II, Robert Buchsbaum
MEMBERS ABSENT:
OTHERS PRESENT:
10[.x:
Amy Maxner - Environmental Planner; Bruce
Doig - Parks and Recreation Director; Todd
Rotando - President, Ward 2 Civic Assoc.; Wes
Slate - City Clerk, David Gellineau - City
Purchasing Manager, Bill Lowd — Beverly
Golf & Tennis Commission
McCrory calls the meeting to order at 7:01 p.m. She asks everyone in the room to introduce
themselves. She welcomes Derek Beckwith, who has officially been appointed to the Planning
Board and is joining the CPC as the Planning Board designee.
City Clerk - Historical Municipal Document Preservation
Maxner provides a supplemental packet of information provided by City Clerk to the CPC members.
McCrory notes that she only received this material by email late this afternoon has not had a chance
to review fully. Slate notes that as far as RFP process, he is only aware of two vendors that does this
type of work, and New England Document Conservation Center in Andover and Kofile out of
Vermont, and Kofile is much more competitive pricing.
Pearl questions the date of the report which is from December 2016 and asks if the inventory and
triage was part of that, noting that it seems unusual to turn over decision making to the vendor. Slate
notes that the roving archivist report was not document by document evaluation but it mainly
focused on storage and facility conditions and guidelines. Whereas a group of volunteers, the
Beverly Archives Group, did an actual inventory of the documents, which is what has attached to
previous applications. He notes that Kofile is in possession of the archivist's report, but that the
process of identifying documents in need of preservation is coordinated effort between Kofile and
City Clerk. Given that the CPC wants to ensure that our archival program is preserved in the
manner in which we are comfortable, McCrory explains that we have a duty to make thorough
decision the information that is given.
Community Preservation Committee
March 21, 2019 Meeting Minutes -DRAFT
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The Committee asked about a bidding process and David Gelineau clarified that any project of $50,000 or
more requires a formal bid process.
Slate explains that, as the CPC requested, the Round 6 application and proposed CPA funding is for a specific
list of documents that he and Kofile have identified are most in need for preservation and that as the City
continues to generate new records, there will always be a need for document preservation. Pearl notes that in
the future, the City may need to have an archivist come in to provide a thorough analysis on document
preservation moving forward. Marino states she would like to see a project request submitted for a future
preservation plan to understand KoFile's process and their role in the project.
Slate states, that Bill Steward of Kofile, has offered to come to a meeting and bring whomever with him from
the company to discuss technical process of document preservation and restoration.
The Committee decides to table this vote on the application in order to address other applicant's
in the room this evening.
Parks & Rec Department/Ward 2 Civic Assoc. - Herlihy Park/Livim4ston Plav�4round
McCrory notes the Committee requested additional information on pathway circulation and
connectivity, ADA compliance and site elevations, bench locations, written estimates /quotes to back-
up the proposed budget. Pearl requested that an updated plan that has a better design and flow be
submitted. Updated plan was submitted by Rotando and he confirms that the stone dust path is
ADA compliant, and confirmation with Parking and Traffic Sergeant on ADA parking is in
process. Rotondo notes the updated plan is still within budget.
Richter asked if the project will be using engraved bricks including a permanent brick with
recognition from the CPA. Rotando says that it is still up for question but they are willing to
take any recommendations.
Marino suggests that the usual policy of expending CPA funds last should be reconsidered for
this project MOU.
McCrory suggests the Commission move on to other applicant's present tonight and perhaps
circle back on this if time allows.
Edenic Development. Inc. - Community Gardens at Standlev Street
John Zoba & Ben Zoba are present to discuss application. Responses to previous questions were
submitted to Amy Maxner via email and forwarded to the Committee for review. Committee asks
additional questions to clarify the project and application.
Maxner explains that the Conservation Commission had the site delineated for wetlands. Commission
reviewed that and, as a start, would like a footprint of the gardens including pathway and gardens to
occupy one acre in the front of the property. If it falls into wetland jurisdiction, a wetlands permit will be
required but at this point that is unknown until a final design is presented to the Commission.
McCrory explains that CPC requires a letter of commitment from the City before it can consider the
application complete given Edenic is a private entity using City land. The Committee also indicated that
the licensing agreement needs to be more specific and concluded that the application is incomplete until
the Mayor's office signs off.
Community Preservation Committee
March 21, 2019 Meeting Minutes
Page 2 of 3
John and Ben Zoba fielded the CPC's questions, explaining that the number of gardeners is estimated at
50 with a fee of $35 per plot which get deposited to the Beverly community garden fund, the Zobas
would be undertaking the physical work to prepare the land, and that an updated draft license is being
drawn up by the City Solicitor's office.
Discussion ensues as to the following procedural questions to be forwarded to the City Solicitor:
This CPA application has not identified a City entity that would assign a point person to oversee work on site
and be responsible for tracking hourly labor, expenses etc... The CPC is not sure that it is legal for CPA funds
to be disbursed directly to Edenic Development without this City oversite /manager.
The license did not mention/authorize any compensation to Edenic for preparing or managing this land for
Community Gardens. The CPC is therefore not sure if it is legal for CPA funds to be compensating Edenic to
undertake the work. The CPC sees a possible conflict between the license (as written and now expired), the
charitable trust/Article 97 rules, and this CPA funding application.
The Committee suggested having follow up information a few days before the next meeting on April 25,
2019.
Review of Draft Minutes
Members review the draft minutes from January 21, 2019 and offer edits. Pearl moves to
approve the minutes as amended. Seconded by Hall. The motion carries 5 -0 -2 with Beckwith &
Bussone abstaining.
Members review the draft minutes from February 21, 2019 and offer edits. Pearl moves to
approve the minutes as amended. Seconded by Richter. The motion carries 5 -0 -2 with Beckwith
& Hall abstaining.
Adi ournment
Bussone motions to adjourn the meeting at 9:05 p.m. Marino seconds the motion. The motion
carries 6 -0. The next meeting is scheduled for Thursday, April 25, 2019 at 7:00pm in Beverly
City Hall.
Pearl suggests a discussion item for the next agenda regarding municipal document archival
analysis /assessment and eligibility of such a project under CPA category funding or
administrative funding.
Community Preservation Committee
March 21, 2019 Meeting Minutes
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