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06-20-19 CPC minutes-FINALCITY OF BEVERLY PUBLIC MEETING MINUTES -FINAL COMMITTEEXOMMISSION: SUBCOMMITTEE: DATE: LOCATION: MEMBERS PRESENT: Community Preservation Committee June 20, 2019 Beverly City Hall, 191 Cabot Street Chair - Marilyn McCrory, Vice Chair - Wendy Pearl, Heather Richter, Derek Beckwith, John Hall, Tom Bussone, Robert Buchsbaum, Christy Edwards MEMBERS ABSENT: OTHERS PRESENT: Nancy Marino Denise Deschamps — Economic Development Planner, Planning Department, acting as Committee staff Emily Hutchings — Associate City Planner Blakely Calabrese — Recording Secretary McCrory calls the meeting to order at 7:00 p.m. McCrory introduces Denise Deschamps, Economic Development Planner, Planning Department and interim staff support for the Community Preservation Committee. The team introduces themselves. McCrory requests information about the deadline for filing the required DOR report. Deschamps will follow up. Hutchings requests an extension to 10/31/19 for Hale House MOU relative to the exterior restoration project awarded funding in Round 2. A final review of the preservation restriction will take place by the Mass Historical Commission. The process will take approximately 12 weeks and another few weeks for additional signatures through Historic Beverly. Hutchings has been working with Historic Beverly regarding preservation restriction. We may need a request from Historic Beverly to extend the expiration date of the MOU. The current MOU will expire 6/30/19. Historic Beverly is the grantee so Hutchings is requesting on their behalf. Wendy Pearl suggests that in the future any requests for MOU extensions should come directly from applicant. Pearl motions to extend the current MOU for Hale House to 10/31/19. Motion carries unanimously. Hutchings also informs the Committee that Beverly received a Massachusetts Preservation Projects Fund (MPPF) grant from the Massachusetts Historical Commission in the amount of $55,000 for the restoration of the Powder House. The City will provide an important match, and together with the MPPF funding, enabling the whole project to be completed. There will be a project coordination meeting on July 11. The Powder House site visit will happen at end of July and work will begin next spring. A Request for Quotes will be developed in early August. All work has to be completed by 6/30/2020. Member Terms & Election of Officers Three committee members, Wendy Pearl, Heather Richter, and Nancy Marino have terms which will expire on 7/31/19 and they have all taken steps to re- appointment. Wendy Pearl requested that Deschamps provide her with a copy of the letter from the City of Beverly's Historic District Commission appointing her as their representative on the Community Preservation Committee. Election of Officers McCrory asks if anyone would like to serve as Chair or Vice - Chair. Richter asks about the difference between member and chair. McCrory explains her position as Chair is to communicate with City Staff Member before monthly meeting to discuss agenda, answer questions that come up about MOUs, ask Committee members for any comments or missing information, preparing for monthly Committee meeting, keep the meeting moving forward and be a general spokesperson for committee. The Chair generally does not make motions but facilitates the process. McCrory would be willing to serve as chair for another year but will be happy to take on the role as Vice Chair as an alternative. The Committee emphasizes the opportunity for growth within the Committee as members move to Officers. Pearl would support McCrory to remain as Chair but emphasizes the opportunity for another person to become Chair. Bussone nominates McCrory as Chair. Richter seconds the nomination. Bussone motions the nominations for chair to be closed. Motion carries unanimously. McCrory is selected as Chair. Vice - Chair: The Committee discusses this position and those potentially interested in the position. Bussone nominates Richter. Edwards second the nomination. Motion carries unanimously. Richter is selected as Vice Chair. The Committee recognizes Pearl as former Chair and current Vice -Chair and her dedication to the Committee and the knowledge that she has brought to the Committee. The Committee will need to update letterhead. Deschamps will follow up. Approval of Minutes Members review the draft minutes from April 25, 2019 and May 16, 2019 and offer edits. Pearl moves to approve the April minutes as amended. Seconded by Hall. The motion carries 5 -0 with Buchsbaum abstaining. Committee will vote on May minutes in August after the Committee has the opportunity to review the revised minutes. Budget Overview The City is concluding the annual budget approval process. Bryant Ayles will attend CPC meeting in August or September to review CPC's budget. McCrory suggests Deschamps find out from Ayles when /if the Committee needs to vote on proposed budget for next fiscal year. McCrory would also like to receive the budget snapshot for 2020. Update on CPC Awards McCrory and Beckwith attended City Council meeting on CPC recommendations. City Council approved the CPC's recommendations for Round 6 funding, with a few questions including why the number of applications has declined and why only 5 out of 6 applications were approved. The Committee members gave explanations on City Council's questions. Update on MOUs Resulting from Projects Funded in Round 6 All MOUs were reviewed by grant recipient and are in process. The six applications were: 1. Repair of iron perimeter fence at Cabot House -the draft MOU is being circulated amongst relevant department heads for their review and sign -off. A minor change in the MOU was requested by Sue Goganian, Executive Director of Historic Beverly, and that request was approved by the City of Beverly. Historic Beverly wanted to make it clear in the MOU that the bricks they are repairing /replacing are only those that are dislodged /damaged by the fence repair project. 2. Construction of affordable housing project named Anchor Point- The project developer, Harbor Light Community Partners, has been sent the draft MOU for review. 3. Improvements to Herlihy /Livingstone Park -City of Beverly Parks and Recreation Department has received draft MOU for its review 4. Conservation of historic documents in possession of the City Clerk's office- will have draft MOU to the City Clerk tomorrow Note: The out -of -cycle application for the Cabot Housing Heating System was approved and the MOU was fully executed in January of 2019. The Round 6 application for funding for the Edenic Community Garden had been denied during application review process. Executing MOU for Round 5 GAR Hall Phase IIa funding in the amount of $295,952. Deschamps will look into project status worksheet between now and next meeting. Brainstorming on Education about Projects Deschamps provides an update from Chief of Staff regarding engraving of "Beverly Community Preservation Act" on one of the available seat walls located at Vietnam Veterans Memorial Plaza at Ellis Square. The Committee reviewed the graphic representation and commented on font size and style. Ultimately members want the font to mimic that used for the names of other donors already engraved throughout the Plaza. Hall and Deschamps both expressed interest in visiting the Plaza to check existing font. Deschamps was asked about the schedule for the engraving. In response she stated that the Chief of Staff still needed to identify a source of funding for the engraving so she wasn't quite sure at this point when the work would be completed. The Committee discusses marketing CPA information by setting up a table and distributing handouts within city -wide events including Ryal Side 4t' of July parade, a handout to insert with tax bills, and perhaps a social media page with City of Beverly's page. Edwards suggests writing a blurb for each City Council member to highlight CPC funded projects within their ward. Deschamps will find out if we can insert materials into the tax bill mailing. Pearl suggests using administrative funds to create a deliverable to disseminate to citizens of Beverly to promote and participate in CPA. McCrory asks Deschamps to find out how administrative funds can be used and we can discuss at next meeting. There was also interest in revisiting materials previously created by John Hall and how they might be used going forward as promotional /informational materials. Administrative Business Richter makes motion to cancel July meeting if we do not need to meet with Bryant Ayles. Pearl seconds motion. Motion carries 7 -0. Committee will plan to meet August 15t' unless a budget review meeting is needed earlier. Adj ournment Edwards motions to adjourn the meeting at 8:50p.m. Hall seconds the motion. The motion carries 7 -0. The next meeting is scheduled for Thursday, August 15, 2019 at 7:00pm in Beverly City Hall.