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HomeMy Public PortalAboutCommunity Preservation Committee -- 2015-05-13 Minutes ������UtU',IS!!1�rtrrrrrurrir/i/i � \```gip 04 w s 7'p1��, `." �s� Approved: 6/10/15 a o eq� �4 Z � �,� 3" � VOTE: 7-0-0 z © u n o= 12198 Main Street Revised/Re-voted: 7/8/15 Brewster Massachusetts 02631-1898 (508) 896-3701 FAX(508) 896-8089 COMMUNITY PRESERVATION COMMITTEE will hold a Regular Meeting on Wednesday, May 13, 2015 at 4:30 p.m. at The Brewster Town Office Building, 2198 Main Street, Brewster, MA MEETING MINUTES of May 13, 2015 Present: Chair Paul Ruchinskas, Elizabeth Taylor, Joan Carstanjen, William Klein, Jeanne Boehm, Peter Johnson and Roland Bassett, Absent: Dion Dugan The Chair called the meeting to order at 4:33 pm Recording or Taping Notification "As required by the Open Ueeting.Lms,ane are informing you that the Town will be audio toping this public meeting. In addition, if anyone else intends to either video or audio tape this meeting they are required to inform the chair." {f'e request that all cell phones be turned off or to vibrate. 1) Approval of minutes of April 22, 2015 meeting Motion made by Peter Johnson to approve the April 22, 2015 meeting minutes as presented. Jeanne Boehm seconded. VOTE: 6-0-0 One member arrived following the vote. 2) Review of Town Meeting articles All CPC articles passed at town meeting. HECH is now accepting applications. 3) Discussion and potential vote on CPC policies and procedures for funding awards The Chain announced that Elliott Carr has officially resigned as of the last meeting. There is a citizen position open on the Committee. CPC Meeting Minutes of May 13, 2015 Page 1 of 4 There was a review of the Proposed Policies and Procedures for awards as outlined in the May 8, 2015 document. There was discussion on how to handle the 30 percent reserve account and it was decided to change the wording in the application so that this money may be accessed on an annual basis. It was decided that the CPC would draft an award letter to the recipients including all of the information that has been agreed upon as they currently do. Also, it was suggested that there be a grant agreement/contract drafted by the town attorney. There was discussion on the best way to draft the contract or grant agreement and who should draft them. A boilerplate agreement may be the way to go with the toren attorney reviewing it. This is a new procedure and concern was expressed that this process could delay projects for several weeks and this was discussed. There was discussion on whether town projects needed an award letter and the consensus was that this would be a good procedure to follow, but would not be necessary for open space awards. Open Space awards currently do not receive either an award letter or a grant contract and it was agreed to continue this practice. The application will be changed to match this procedure. The Town Administrator needs to sign contracts. In summary, award letters will go to everyone except open space and the contract and/or grant agreements will go to everyone except town-sponsored projects. There was a review of the CPC Liaison Responsibilities. Liaisons are consulted before a bill is paid. Motion made by Peter Johnson to approve the draft of the Proposed Policies and Procedures for Awards dated May S, 2015 as amended. Roland Bassett seconded. VOTE: 7-0-0 4) Discussion and possible vote on CPC application There was discussion of the revisions made to the application and further revisions of the CPC application were made. There was a lengthy discussion on the application deadlines and it was felt that applications should be received at any tame. It was agreed that applications should be submitted by July 1 for the fall town meeting and December 1 for the spring town meeting to allow sufficient time for CPC to review the application. There was a brief discussion on committee terms as they related to the application. How the CPC other committee positions are appointed and how many meetings a member can miss shall be researched. There was a brief review on the changes that the Chair made to page 2 of the application. There was a review of changes to page 4 and historic applications and providing financial information. Page 5 changes were reviewed. The application will be changed to match the changes made to the policies and procedures. Contents of Page 5 will be moved to Page 5. Pages 7 through 9 were reviewed. There was discussion on referring projects, whether there should be a restriction on money match, and withholding some money back until the end of a project. Approval by the CPC Meeting Minutes of May 13, 2015 Page 2 of 4 historic preservation consultant is outlined in the award letters and grant awards when required by the CPC, There was discussion on who should be paying the historic preservation consultant and it was suggested that the CPC should be paying for this service. It was decided to remove the sentence that the no CPC funds will be expended until proof is received that the project is fully completed. Motion made by Peter Johnson to approve the CPC application as revised. Roland Bassett seconded. VOTE: 7-0-0 5) Update on open projects: Brewster Woods, Brewster Baptist, Rec fields, Eddy School Playground, Cobb House, Lower Road Cemetery, others? Brewster Woods has made no progress to date. The Recreation Fields are being worked on currently and the project is almost complete. The Eddy School Playground may be completed and if so, the money left in this account will be returned to the CPC. Roland Bassett will follow-up on this. The Cobb House project was briefly reviewed and the Chair is meeting with the Town Administrator and Finance Director on contracts for this project and the Lower Road Cemetery project. The First ParishBreakwater Cemetery is moving along and they will be installing a granite post this summer, The Brewster Baptist Church project was reviewed. The Massachusetts Historic Commission has raised concern about some of the materials used and the construction of the steeple and will be returning their findings. Their findings will concern the release of the last $50,000. Eric Dray's contract will need to be renewed beyond July 1, 2015 and how to pay him was briefly discussed and will ultimately depend on the applications that come before the CPC. 6) Update on state budget and CPC match The House budget was reviewed and contains CPA funding, but the Senate budget does not have any CPA funding match. An amendment is being proposed for a $25 million match from the CPA trust fund. Peter Johnson will contact Senator Wolf. 7) Other items that the Chair could not reasonably anticipate There were no other items discussed. CPC Meeting Minutes of May 13, 2015 Page 3 of 4 8) Schedule next meeting. The next meeting will be held Wednesday, June 10, 2015 at 4:30 prn. Motion made by Peter Johnson to adjourn the meeting at 6:05 pin. Roland Bassett seconded. VOTE: 7-0-0 Respectfully submitted, Donna J. Moberg, Recording Secretary Materials use at the meeting: • Meeting Minutes of April 22, 2015 • CPC Revised Application • Brewster Housing Authority statement • CPC Draft Policies & Procedures CPC Meeting Minutes of May 13, 2015 Page 4 of 4