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Home My Public Portal AboutCPC Packet 113022Town of Brewster Community Preservation Committee 2198 Main St., Brewster, MA 02631 cpcmeeting@brewster-ma.gov (508) 896-3701 MEETING AGENDA Brewster Town Hall 2198 Main Street November 30, 2022 at 4:00 PM Pursuant to Chapter 107 of the Acts of 2022, this meeting will be conducted in person and via remote means, in accordance with applicable law. This means that members of the public body may access this meeting in person, or via virtual means. In person attendance will be at the meeting location listed above, and it is possible that any or all members of the public body may attend remotely. No in-person attendance of members of the public will be permitted, and public participation in any public hearing conducted during this meeting shall be by remote means only. The meeting may be viewed by: Live broadcast (Brewster Government TV Channel 18), Livestream (livestream.brewster-ma.gov), or Video recording (tv.brewster-ma.gov). Members of the public who wish to access the meeting may do so in the following manner: 1.Phone: Call (929) 436-2866 or (301) 715-8592.Webinar ID: 837 7728 4808 Passcode: 326439 To request to speak: Press *9 and wait to be recognized. 2.Zoom Webinar: https://us02web.zoom.us/j/83777284808?pwd=NjB3WldRTGRxb0l0WXhIS1J0Y1NOQT09 Passcode: 326439 To request to speak: Tap Zoom “Raise Hand” button or type “Chat” comment with your name and address, then wait to be recognized. When required by law or allowed by the Chair, persons wishing to provide public comment or otherwise participate in the meeting, may do so by accessing the meeting remotely, as noted above. Community Preservation Committee Faythe Ellis Chair Sarah Robinson Vice Chair Sharon Marotti Treasurer Elizabeth Taylor Clerk Roland Bassett Jr. Christine Boucher Bruce Evans Peggy Jablonski Paul Ruchinskas CPC Assistant Beth Devine 1.Call to order 2.Meeting participation statement 3.Declaration of a quorum 4.Public Announcements and Comment – Members of the public can address the Community Preservation Committee on matters not on the meeting’s agenda for a maximum of 3-5 minutes at the Chair’s discretion. Under the Open Meeting Law, the CPC is unable to reply, but may add items presented to a future agenda. 5.Financial update including FY24 revenue projections 6.Recap of Fall Town Meeting CPA article votes 7.Discussion and possible vote to amend award/grant agreement for Cobb House Outbuilding related to disbursement of CPA funds. 8.Discussion regarding upcoming application review process. 9.Discussion of draft agenda items for 12/14/22 meeting 10.Approval of minutes 11.Project updates 12.Items the Chair could not reasonably anticipate 13.Announcements 14.Next meeting – Wednesday, December 14, 2022 at 4 PM 15.Motion to Adjourn Date Posted: Date Revised: 11/28/22 Community Preservation Committee: FY23 Forecast as of 11/30/2022 2,860,357.94$ 1,144,558.05$ 286,139.51$ 1,430,697.56$ 4,291,055.50 130,062.49$ 50%10%10% Open Space Housing Historical $ 1,556,879.89 $ 45,369.87 $ 500,351.96 $ - $ 757,756.22 $ 2,860,357.94 $ 715,348.78 $ 143,069.76 $ 143,069.76 $ 429,209.27 $ 1,430,697.56 $ 2,272,228.67 $ 188,439.63 $ 643,421.72 $ 429,209.27 $ 757,756.22 Open Space Housing Historical "30%" $ (51,075.00) $ (98,000.00) $ (47,583.00) (71,534.88) Requests for Spring 2022 TM (Approved) Housing Coordinator (66,900.00) Pennrose CC Five Development (100,000.00) Pennrose CC Five Development Admin (5,000.00) Lower Cape Housing Institute (15,000.00) Digitization of Ellen St. Sure Collection (22,616.50) Requests for Fall 2022 TM (Approved) Holly Avenue Land Purchase (250,000.00) Holly Avenue Land PurchaseAdmin (14,000.00) Schoolhouse #3 Relocation and Restoration (347,200.00) Schoolhouse #3 Relocation and Restoration Admin (10,000.00) Total YTD Obligations - FY23 $ (460,658.00) $ (81,900.00) $ (379,816.50) $ (176,534.88) $ - $ 1,811,570.67 $ 106,539.63 $ 263,605.22 $ 252,674.39 $ 757,756.22 3,192,146.12$ Total net available from all accounts 65,031.24$ 13,006.25$ 13,006.25$ 39,018.75$ 130,062.49$ 416,202.00$ Total Net Available after Round 1 Distribution 1,876,601.92$ 119,545.88$ 276,611.47$ 291,693.14$ 757,756.22$ 3,322,208.61$ (4) Iincludes State Grant of 192,400 for McGuerty Road purchase Received in FY22 Administration Expense [3] Adj for Reserve setasides FY23 Estimated Unreserved Fund Balance as of 11/30/2022 with Adjustments Additional Funds for Round 1 FY23 Distribution [1] Balance forwarded estimated from prior year includes all unallocated funds, including unspent amounts from projects and budgeted administrative and professional expenses. (2) State Match revenue is projected at 25% [3] Administrative expenses are limited by law to 5% of the total CPC budget and include primarily payroll costs, legal and other professional expenses, the annual $4,350 state CPA Coalition dues. Bates Property Bond Budgeted Reserved for CPA Undesignated Fund Balance FY-22 Actual Unreserved Fund Balance with Original Match(4) FY-23 Estimated revenue FY-23 Estimated Funds available FY-23 obligations as of 11/30/2022 BBJ Property Bond #1 BBJ Property Bond #2 FY-22 Estimated total balance forwarded [1]: FY-23 Estimated local tax revenue: FY-23 Estimated State contribution [2]: Total FY-23 Estimated funds available: BONDS BONDS Community Preservation Committee: FY24 Forecast as of 11/30/2022 3,322,209$ 1,223,691$ 358,153$ 1,581,844$ 1,581,844$ 70%Pre FY24 10%10%10% Open Space Housing Historical $ 1,876,602 $ 119,546 $ 276,611 $ - $ 1,049,449 3,322,208.61$ $ 158,184 $ 158,184 $ 158,184 $ 1,107,291 1,581,844.03$ $ 2,034,786 $ 277,730 $ 434,796 $ 1,107,291 $ 1,049,449 Open Space Housing Historical "30%" $ (49,050) $ (94,400) $ (46,183) (79,092)$ Total YTD Obligations - fy24 $ (189,633) $ - $ - $ (79,092) $ - $ 1,845,153 $ 277,730 $ 434,796 $ 1,028,199 $ 1,049,449 4,635,327.44$ Total net available from all accounts [1] Balance forwarded estimated from prior year includes all unallocated funds, including unspent amounts from projects and budgeted administrative and professional (2) State Match revenue is projected at 30% [3] Administrative expenses are limited by law to 5% of the total CPC budget and include primarily payroll costs, legal and other professional expenses, the annual $4,350 state Coalition dues. Undesignated Fund Balance FY-23 Actual Unreserved Fund Balance with Original Match(4) FY-24 Estimated revenue fy24 Estimated Unreserved Fund Balance as of 07/01/2022 with Adjustments FY-24 obligations as of 07/01/2023 BBJ Property Bond #1 BBJ Property Bond #2 Bates Property Bond Administration Expense [3] FY-24 Estimated Funds available FY-23 Estimated total balance forwarded [1]: FY-24 Estimated local tax revenue: FY-24 Estimated State contribution [2]: Total FY-24 Estimated funds available: Budgeted Reserved for CPA BONDS BONDS Excerpt from grant agreement with BHS regarding Deed restriction on property Community Preservation Committee Minutes of October 26, 2022 Page 1 of 5 vd 2198 Main Street Brewster, Massachusetts 02631-1898 (508) 896-3701 FAX (508) 896-8089 COMMUNITY PRESERVATION COMMITTEE Virtual Meeting Wednesday, October 26, 2022, at 4:00 p.m. MEETING MINUTES OF OCTOBER 26, 2022 Present: Community Preservation Committee (CPC) – Chair Faythe Ellis, Vice-Chair Sarah Robinson, Clerk Elizabeth Taylor, Roland Bassett, Paul Ruchinskas, Bruce Evans, Peggy Jablonski Absent: Christine Boucher; Treasurer Sharon Marotti Also Present: Cindy Bingham, Select Board Chair Ellis called the meeting to order at 4:00 pm and announced a quorum. This meeting will be conducted by remote participation pursuant to Chapter 20 of the Acts of 2021. No in-person meeting attendance will be permitted. If the Town is unable to live broadcast this meeting, a record of the proceedings will be provided on the Town website as soon as possible. 1.Public Announcements and Comment- none 2.Financial Update Faythe said this is page 2 in the packet reflecting the most current information we have based on the recommendations we are making to fall town meeting. No further questions. 3.Discussion and vote on committee recommendation for Article 5 as printed in the warrant Faythe said as the committee will recall, at our last meeting, we had a discussion regarding Article 5 which is about the town code amendment to the Community Preservation Act bylaw. We made a recommendation to the Select Board, but we did not officially vote on it. So, this is for us to have an official vote on this for the committee recommendation on the article as it is printed in the Warrant. Motion to recommend Article 5 as printed in the Warrant. MOVED by Bruce Evans. Seconded by Paul Ruchinskas. Roll Call Vote: Roland Bassett – abstain, Bruce Evans – yes, Paul Ruchinskas – yes, Peggy Jablonski – yes, Sarah Robinson – yes, Chair Ellis - yes. VOTE 5-yes 0-no 1-abstain Elizabeth Taylor had technical difficulties and was not in the meeting when the vote was taken. Later in the meeting, the Committee came back to this vote – Peggy asked, because of the technical glitch with the vote, where we lost Elizabeth, can we go back and add or revote? Faythe said to allow Elizabeth to record her vote for Article 5. Elizabeth had a question – Approved: VOTE: Community Preservation Committee Minutes of October 26, 2022 Page 2 of 5 this is not the same thing we voted on in our last meeting – the allocations were in the article, now they are just in the comments. So, it is different than what we discussed. Faythe said it is the same thing – the target allocation is in 17-4b page 4. Elizabeth votes yes. Cindy said she thinks they should do a whole revote. Motion to rescind previous vote on Item 6. MOVED by Peggy Jablonski. Seconded by Paul Ruchinskas. Roll Call Vote: Roland Bassett – yes, Elizabeth Taylor – yes, Bruce Evans – yes, Paul Ruchinskas – yes, Peggy Jablonski – yes, Sarah Robinson – yes, Chair Ellis - yes. VOTE 7-yes 0-no Motion to approve Article 5 as printed in the Warrant. MOVED by Bruce Evans. Seconded by Peggy Jablonski. Roll Call Vote: Roland Bassett – abstain, Elizabeth Taylor – yes, Bruce Evans – yes, Paul Ruchinskas – yes, Peggy Jablonski – yes, Sarah Robinson – yes, Chair Ellis - yes. VOTE 6-yes 0-no 1-abstain 4.Update on Select Board and Finance Committee warrant article presentations Faythe said she presented these last week. In both cases, the board and committee voted for the article. There were a few questions from the Finance Committee, and they asked for a summary of feedback from other committees. She did get very positive feedback about revisions to the article and how it is presented in the warrant. 5.CPC Meeting planning for November and December Faythe said this is on page 7 of the packet. Wed the 9th is a regularly scheduled meeting; the second meeting in November is scheduled for Thanksgiving eve at 4pm, her suggestion would be to reschedule to November 30th, the following Wednesday night. Paul said he thought this was a great idea. In December we start talking about applications that are due by December 1st. There are three other things to talk about - 1.The last meeting was quite painful because of her internet. She proposes to move to a hybrid meeting format in November. She asked if the committee had any objections. Paul asked if a majority of the committee had to be there. Faythe said no, not right now. Faythe said they will start hybrid in November. 2.We have a request from the Brewster Affordable Housing Trust for a joint meeting to discuss topics such as projected funding requests, consideration of annual funding, and several other topics. She suggested the November 30th meeting or the first meeting in December. Sarah voted for December. Faythe was going to vote for November 30th. Paul said either is good. Elizabeth asked about the HAC/APCC meeting. Faythe said the Nov. 9th or Dec. 14th. 3.With the joint meeting, she asked the committee to start thinking about it to talk about it at a future meeting. 6.Discussion and possible vote on draft award letter to Brewster Historical Society’s Schoolhouse #3 project Community Preservation Committee Minutes of October 26, 2022 Page 3 of 5 The draft is on page 9 of the packet. Faythe asked Eric Dray to look through this before the meeting to make sure we are on track with the standards and wording for some of the conditions. Faythe went through all the conditions with the committee. She welcomes input. 1.All rehab work must be approved by CPC for compliance with the standards before any work commences; before any work commences, the Historical Society must provide measured floor plans, elevation drawings, and material specifications for our approval; all plans, specs, and docs must be submitted to us and our designee 4.All rehab work must comply with Secretary of the Interior standards. The wording in there is carried over from Eric’s memos. 7.She pulled from another construction project but feels it may be redundant - approval of final sources and uses budget including construction line items for materials employed. Paul wondered if the expectation is that this would be done at one meeting, or a couple line items at a time. Final budget should be us, but the other things seem more appropriate for Eric. Regarding item 7 – should it be in there at all? Paul said for construction type projects, we do get a final budget. Faythe said the budget they submitted was the final budget. She will delete item 7. Peggy said, if you keep it, add “or designee” – so it could be Sharon as liaison or Eric. One as committee, the other as professional. It is redundant with number 1. Faythe is going to take it out. 8.On or after the grant agreement is signed or after town meeting? She will ask town counsel. Request for reimbursement - standard wording. 10.She doesn’t want to hold up the funding for the project because the state is very backed up, and she doesn’t want to tie the funding release to the recording of the Historic Preservation Restriction. She may change wording to the “filing of this” with the state if recommended by town counsel. Peggy agreed, with either submission or filing. Paul agreed as well. It indicates that the Historical Society or the Town are on board, and it is appropriate. Elizabeth agrees. Motion to approve the draft award letter with the amendments discussed. MOVED by Paul Ruchinskas. Seconded by Bruce Evans. Roll Call Vote: Roland Bassett – yes, Elizabeth Taylor – yes, Bruce Evans – yes, Paul Ruchinskas – yes, Peggy Jablonski – yes, Sarah Robinson – yes, Chair Ellis - yes. VOTE 7-yes 0-no 11.Implementation planning for Target Allocation Policy (TAP) Faythe said she is working on the assumption that the article will pass which means the applications we accept on December 1st will be subject to the TAP. She would like to put together a little group to help put this together and come back to the committee with recommendations. She has Sharon and Sarah so far. Elizabeth volunteered, and they formed a subcommittee to do this. Peggy offered to look at the information to see about common understanding, etc. 12.Approval of Minutes from 9/14/22 Public Hearing & 9/28/22 9/14 – Paul said on second page under Community Development Partnership – mention requesting $7,500 for the institute for the coming round of applications. It would be worth adding that - Planning to apply for $7500 in December. Motion to approve Minutes from 9/14/22 with that edit. MOVED by Elizabeth Taylor. Seconded by Paul Ruchinskas. Community Preservation Committee Minutes of October 26, 2022 Page 4 of 5 Roll Call Vote: Roland Bassett – yes, Elizabeth Taylor – yes, Bruce Evans – yes, Paul Ruchinskas – yes, Peggy Jablonski – yes, Sarah Robinson – yes, Chair Ellis - yes. VOTE 7-yes 0-no Motion to approve Minutes from 9/28/22 as presented. MOVED by Paul Ruchinskas. Seconded by Bruce Evans. Roll Call Vote: Roland Bassett – yes, Elizabeth Taylor – yes, Bruce Evans – yes, Paul Ruchinskas – yes, Peggy Jablonski – yes, Sarah Robinson – yes, Chair Ellis - abstain. VOTE 6-yes 0-no 1-abstain 13.Project Updates Faythe said the application is being worked on getting updated. She plans to ask to put a reminder on the webpage that we are in the application period for CPC funding for Spring Town Meeting, and the link to the updated form is there. Faythe said, as liaison for the Stony Brook Wall project, she reached out to Chris Miller to come in a give an update as to where the project stands. Faythe said she reached out to the Cape and Islands Veterans’ Outreach Council, which as you recall, we have approved a grant for them. She hadn’t heard from them but spoke to a new Director. They are waiting for the AHR to go on, once that’s in place, they will let her know so we can release those funds. Faythe included the info from Habitat for the Red Top Road project. Paul said it is Habitat’s format. Paul had a question on the application process, the check box about meeting one or more goals of the CPA Plan. Do we ask that in the narrative as well? At the beginning, she encourages that the applicants read the plan. But his question is about checking off one or more of the goals, but if it’s not in the narrative, we will have to go back to get it. It would be helpful if they enumerate which goals they have met in the plan. Faythe said we will try to get that in. 14.Announcements Reminder that tomorrow at 5pm there is a Community Housing Forum at the Brewster Ladies Library- info on town website Tue November 1st at 6PM, there is a Fall Town Meeting Forum- info on town website Reminder on October 27, 28, and 29 the Crosby Haunted Mansion is happening – for tickets, you can get through Brewster Recreation- info on town website 15.Items Chair could not anticipate - none 16.Upcoming meetings: November 9, 2022 at 4PM Hybrid Community Preservation Committee Minutes of October 26, 2022 Page 5 of 5 MOTION made by Bruce Evans to adjourn the meeting at 4:43 pm. Peggy Jablonski second. Roll Call Vote: Bruce Evans – yes, Elizabeth Taylor – yes, Roland Bassett – yes, Paul Ruchinskas – yes, Peggy Jablonski – yes, Sarah Robinson – yes, Chair - yes VOTE 7-yes 0-no Respectfully submitted, Beth Devine, Recording Secretary Packet of additional documents available on website for public review.