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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 Pagel of 3 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 Page 3 of 3