HomeMy Public PortalAboutCommunity Preservation Committee -- 2016-02-17 Minutes 01\1\11111Y111141'1911�I�/!!!!
R, ;,u .� Approved: 03 09 2016
VOTE: 5-0-0
o 1 — to 'P_ 2198 Main Street Bf EJU';i ' li1!l; i'tE2l
Brewster, Massachusetts 02631-1898
�FfB APOAF 03O \\
(508) 896-3701 FAX (508) 896-8089
6 NA"R14 -1 01 03A'
COMMUNITY PRESERVATION COMMITTEE
Held a Regular Meeting
On Wednesday, February 17, 2016 at 4:30 p.m.
At The Brewster Town Office Building, 2198 Main Street, Brewster, MA
MEETING MINUTES OF FEBRUARY 17, 2016
Present: Peter Johnson, William Klein, Paul Ruchinskas, Joan Carstanjen,
Elizabeth Taylor, and Roland Bassett.
Absent: Barbara Burgo and Jeanne Boehm
Also Present: Ellen St. Sure, Cape Cod Village Representatives Richard
Hoffmann and Chris Raber, Repertory Theatre Company Representative Janine
Perry, CPC Historic Consultant Eric Dray, Assistant Town Administrator Jillian
Douglass and Brewster Recreation Director Ellen Bearse.
The Chair called the meeting to order at 4:30 pm
Recording or Taping Notification: "res required by the Opera lleetingLmv we are i forming you that the
Town will be audio taping and possibly videotaping this public meeting. In addition, if anyone else intends to either
video or audio tape this meeting they are required to inform the chair." We request that all cell phones be turned off
or to vibrate.
1. Approve minutes of January 27, 2016 CPC meeting.
Motion made by Peter Johnson to approve the meeting minutes of January 27, 2016 as
presented. William Klein seconded,
VOTE: 5-0-0
2. Approve minutes of January 8, 2016 CPC Housing Subcommittee meeting.
These minutes need to wait for approval due to the absence of some of the members.
3, Treasurer's report
Elizabeth Taylor gave the Treasurer's report dated Januar 31, 2016. There was a review of the
Open Space, Housing, Historical, 30% Reserve and the 5"Bucket. There was an accounting error
CPC Meeting Minutes of
Febrttaq 17, 2016 Page 1 of 8
and the 5`h bucket currently shows a deficit due to items being charged to this line, However, after
June 30"' once the FY '16 extra local revenues and state match are added the deficit will disappear.
Current Balances are: Open Space $485,821; Housing $140,472; Historical $131,549, and the 30%
Reserve $374,311 phis $53,000 to be added left in from the Habitat project or approximately
$427,000 in the 30% Reserve.
The Professional Services Fund Balances are: Open Space $31,160; Housing $22,890; Historical
$3,981 and 30% $10,000.
One member arrived at the meeting.
4. Discussion and votes on funding requests:
a. Brewster Recreation Department- Babe Ruth Baseball Field Rehabilitation($60,00.0): There
was a request for questions on the Babe Ruth Ball Field Rehabilitation project for $60,000 and
hearing no questions, a motion was made to approve the project.
Motion made by Joan Carstanjen to approve the Brewster Recreation Department request for
$60,000 from the 30% Reserve funds to rehabilitate the Babe Ruth Baseball Field. Roland
Bassett seconded,
VOTE: 6-0-0
This project will be started this summer with a fail planting of grass and will be granted a one-
year finish date. Roland Bassett will be the liaison, A draft award letter will be brought to the
next meeting for review.
b. Ca e Cod Village--.16 units of community housing for adults with autism in Orleans
($100,000): Richard Hoffmann representing the Cape Cod Village organization asked for any
questions on the project. About 70 percent of the residences may be set aside for Cape Cod
residents, though not specifically for Brewster residents. It is felt there are about 30 Nauset
students and potentially 6 Brewster students that may be able to live here once they turn 23
years of age. There was discussion on the local regional preference and it was felt this usually
only applies to the initial residents. Fair Housing regulations were reviewed as far as local
preference was concerned.
Cape Cod Village representative Chris Raber reviewed the project permitting process. Tire
project has been before the Orleans Architectural Review Board, formal and informal site plan
reviews are complete, and they have been to Conservation with amended conditions as to
access to the building site, They have received approvals before all boards to date and March 2,
2016 they will appear before the Orleans ZBA.
It is not known if this project will need additional financial support in the future. They are
launching additional fundraising for this project and have a total of$550,000 to date. Concern
was expressed that these units are usually given for life or until a person is unable to live here
CPC 1Yleeting Minutes of
February 17, 2016 Page 2 of 8
for other reasons and the uncertainty of Brewster residents benefiting at all from this project. It
is felt that to meet the need of this population, additional projects such as this may come
forward in the future. Provincetown and Welltlect have been approached to help with this
project but the final determination is not known at this time.
Motion made by Peter Johnson to approve the Cape Cod Village proposed community housing
for$100,000. William Klein seconded.
There was further discussion and it was agreed a regional preference to the extent allowed by
law be added. It was suggested to approve the funds, but only release them when certain
criteria are net. Orleans does have a deed restriction in place and there is a loan on the
property and the town has the right of first refusal. It is hoped to use some of these funds for
predevelopment costs and to reduce the debt on the property to help. It was suggested that this
be structured so that the Brewster money goes into the project after construction starts. There
was discussion on the Town of Brewster placing a mortgage on the property. It was
recommended to put a 3-year limit on the use of the funds as it was felt 2-years would not be
long enough to get the project completed. Paul Ruchinskas will be the liaison for this project.
Town Counsel will be asked to review the project. An award letter will be drafted for the
Committees review.
Motion was amended by Peter Johnson to include releasing the fiends at the discretion of the
Chair once it is determined the project is fully committed. Town Counsel will be asked to
review with regard to regional preference and money not release and a 3 --year term. William
Klein seconded the amendments.
Motion made by Peter Johnson to approve the Cape Cod Village proposed community housing
project in Orleans for$100,000 with a regional preference to the extent allowed by law. Funds
are to be released once all criteria are met at the discretion of the Chair once it is determined
that the project is fully committed. The contract will be limited to a 3-year term. William Klein
seconded.
VOTE: 6-0-0
c. Harwich Ecumenical Council for the Homeless (HECH)- emergency housing rehabilitation
loan program ($11$,000): These funds will go towards the second year of funding this
program. In this new funding, HECH will hold the mortgage and CPC will not be voting on
each individual loan and will rely on HECH to go forward with the program with regard to
vetting the applicants and administering these funds. They will report to the CPC on a
monthly basis. HECH will monitor recipients to make sure they are income eligible as it
goes along. Jillian Douglass will be the liaison to this program. Town Counsel has helped
with streamlining this process.
Motion made by Roland Bassett to approve the HECH emergency housing rehabilitation loan
program for $118,000, William Klein seconded.
VOTE: 6-0-0
CPC 1feeting 1lfinutes of
February 17, 2016 Page 3 of 8
d. Cape Cod Repertory Theatre Company: rehabilitation of historic Crosby Barn ($225,000): A
letter dated February 17, 2016 from Jeffrey Harris; Preservation Planner with the Massachusetts
DCR was distributed and reviewed. The lease with the Commonwealth is renewable in 2019. If
the property is ever sold, it will need to go through a legislative process.
The DCR is recommending that the new foundation be minimally visible as possible. There was
a review of the choices available. Research is being done on what the foundation may have been
before this building was moved. It is hoped to have architectural drawings available before the
permitting process begins. There are three different organizations involved in preservation
planning and there was discussion on the best way to determine how to go forward. It was
suggested that a consensus from all three organizations be presented. It was recommended the
award be subject to an agreed foundation choice. The foundation will be visible to the public and
concern was expressed if the foundation were to be concrete. Some of the other Crosby property
foundations were reviewed. Some properties have had three different foundations from different
periods of time. Most of the foundations have been brick, It was expressed that brick or
fieldstone would be acceptable materials. Eric Dray was requested to sign off for the CPC on the
final acceptable choice once it is chosen.
The barn is being restored back to the Camp Monomoy era as it was used longer by Camp
Monomoy than it was by the Crosby family. Photos from the 1960's were referenced regarding
the cupola and it is felt that this will be replaced though it has been controversial. The Historical
Committee recommends the project subject to the approval of the materials chosen for the
foundation.
Motion made by Roland Bassett to approve the Cape Cod Repertory Theatre Company
rehabilitation of historic Crosby Barn for $225,000 subject to a consensus plan approval on the
foundation plan. William Klein seconded.
VOTE: 6-0-0
There was a brief discussion on some of the structural details and a consensus will be determined
from the three different organizations. The timeline is to start the project on October 7, 2016 and
finish the project in January 2017. Cape Cod Repertory Theatre Company has applied for a Mass
Cultural grant and they expect to hear in March. Peter Johnson will be the liaison for this project.
A draft award letter will be sent to Eric Dray for his review.
Elizabeth Taylor will work on drafting the warrant articles and will work with Lisa Souve on the
funding. Since these are current fiends, they will be drafted for the Special Town Meeting.
5. Discussion of potential Brewster Historical Conunission request for documentation of historical
resources
Eric Dray reviewed the process of documenting historical resources and the survey plan. The
Historical Commission Chair, George Boyd is requesting this survey plan be done, as Brewster's
documentation needs to be updated. CPC fiends are a great resource to accomplish this task. The
CPC Meeting Alfinutes of
February 17, 2016 Page 4 of 8
survey plan uses a list of town properties over a certain age and then going out and determining
which properties should be included on a prioritized list such as which are the most venerable.
This will help in determining how much the next steps in the project will cost. The Brewster
Historical Conrtnission is uncertain how far to go, but may ask the CPC for funds to do the
analysis. This initial analysis will take a couple of months to complete at a cost of between
$5,000 and $10,000. It includes a narrative and prioritization of the properties and why they are
included. A street index then becomes a working document. The consensus of the Committee
was that this could be paid for out of professional services funds from the 30% fund. They will
ask the Chair of the Historical Commission to apply for funds to get the windshield survey done.
Step 2 could be done with 2017 funds.
Ellen St. Sure stated that there were a number of lists already available and reviewed some of
them. It was suggested to use these lists and combine them into one instead of spending money
for a new survey from scratch. It is felt that these surveys are very flawed, but that they could be
corrected. It was also suggested to determine in researching old buildings as to who built the
house, what did the father do for a living, and when was it built. It was felt that putting the
money into research would be a better use of the funds. Ellen was thanked for her push to have
the CPC meetings televised/videotaped.
6. Discussion and votes to amend the 2015 award letter and grant agreement to HECH; to increase
the funding amount on up to two (2) of the mortgages on HECH's Housing Emergency Loan
Program; and the assignment of those mortgages to HECH
Elizabeth Taylor recused herself from this discussion and left the room.
Paul Ruchinskas reviewed the changes to be made on the 2015 award letter and grant
agreement to HECH Program.
• Amend the HECH Program grant agreement for HECH to hold the mortgages and to
allow them to make the determinations.
• Page 2, 41, Section 5, 4"' line down--need to add the word "loans." This allows a 5"'
loan to go forward under the new guidelines. It should read, "loans, renewals, and
extensions there of'
• Award letter sentence to be deleted is "in addition HECH will submit loan analysis
documentation in a form acceptable to the town's representative in order for her to
make a determination on final approval of all loans".
• Page 3, 42 the monitoring of the borrowers.
+ Page 3, 43 HECH will do the mortgage and when the home is sold, HECH will come
to the town for a payout amount.
Motion made by Roland Bassett to approve the changes as outlined to the award letter
and the HECH grant agreement. Peter Johnson seconded.
VOTE: 5-0-0
Move to amend the mortgage resolution adopted by the Community Preservation
Committee ("CPC") on October 28, 2015, as amended by the mortgage resolution adopted
by the CPC on December 9, 2015, to accept a mortgage interest of$18,563.45 (Eighteen
CPC Meeting Minutes of
February 17, 2016 Page 5 of 8
Thousand Five Hundred Sixty-Three and 451100 Dollars) from Caroline Davenport,231
Governor Bradford Road, Brewster, MA,which Mortgage was recorded with the
Barnstable County in Book 29339, Page 70 (the "Mortgage"), in order to increase the
mortgage amount by $3,015.78 (Three Thousand Fifteen and 781100 Dollars) to $21,579.23
(Twenty One Thousand Five Hundred Seventy Nine and 231100 Dollars), and to assign all
of the CPC's right, title and interest in the Mortgage, as well as the Promissory Note and
Deferred Loan Agreement in connection therewith, to Harwich Ecumenical Council for
the Homeless,Inc. in accordance with terms and conditions to be set forth in agreements
to be drafted and negotiated by Town Counsel, and further to authorize the Chair of the
Community Preservation Committee to sign said agreements, as approved by Town
Counsel.
Motion made by Peter Johnson and seconded by Roland Bassett.
The vote was 5 yes, 0 no, and 0 abstentions.
Move to amend the mortgage resolution adopted by the Community Preservation
Committee ("CPC") on October 28, 2015 to accept a mortgage interest of$9,843.45 (Nine
Thousand Eight Hundred Forty-Three and 451100 Dollars) from Elizabeth Taylor, 245
Run Hill Road, Brewster,MA,which Mortgage is filed with the Barnstable County
Registry District of the Land Court as Document No. 1285321 and recorded with the
Barnstable County Registry of Deeds in Boob 29364,Page 242 (the "Mortgage"), in order
to increase the mortgage amount by $1,650 (One Thousand Six Hundred Fifty and NO/100
Dollars) to $11,493.45 (Eleven Thousand Four Hundred Ninety-Three and 45/100 Dollars),
and to assign all of the CPC's right, title and interest in the Mortgage, as well as the
Promissory Note and Deferred Loan Agreement in connection therewith, to Harwich
Ecumenical Council for the Homeless, Inc. in accordance with terms and conditions to be
set forth in agreements to be drafted and negotiated by Town Counsel, and further to
authorize the Chair of the Community Preservation Committee to sign said agreements,
as approved by Town Counsel.
Motion made by Roland Bassett and seconded by William Klein.
The vote was 5 yes, 0 no, and 0 abstentions.
Move to amend the mortgage resolution adopted by the Community Preservation
Committee ("CPC") on November 18, 2015 to accept a mortgage interest of$20,828.45
(Twenty Thousand Eight Hundred Twenty-Eight and 45/100 Dollars) from Debra S.
Demarais of 392 Main Street,Brewster,MA,which Mortgage was recorded with the
Barnstable County in Book 29339, Page 60 (tile "Mortgage"), in order to assign all of the
CPC's right, title and interest in the Mortgage, as well as the Promissory Note and
Deferred Loan Agreement in connection therewith, to Harwich Ecumenical Council for
the Homeless,Inc. in accordance with terms and conditions to be set forth in agreements
to be drafted and negotiated by Town Counsel, and further to authorize the Chair of the
CPC Meeting Minutes of
Febritaq 17, 2016 Page 6 of 8
Community Preservation Committee to sign said agreements, as approved by Town
Counsel.
Motion made by Roland Bassett and seconded by Peter Johnson.
The vote was 5 yes, 0 no and 0 abstentions.
Move to amend the mortgage resolution adopted by the Community Preservation
Committee ("CPC") on November 18, 2015 to accept a mortgage interest of$23,101.17
(Twenty-Three Thousand Four Hundred One and 171100 Dollars) from Jessica L.
DiGravio of 12 Daisy Lane, Brewster,MA, which Mortgage was recorded with the
Barnstable County in Boole 29338,Page 338 (the "Mortgage"), in order to reflect the
second mortgagor, Alison G. DiGravio, and to assign all of the CPC's right, title and
interest in the Mortgage, as well as the Promissory Note and Deferred Loan Agreement in
connection therewith, to Harwich Ecumenical Council for the Homeless, Inc. in
accordance with terms and conditions to be set forth in agreements to be drafted and
negotiated by Town Counsel, and further to authorize the Chair of the Community
Preservation Committee to sign said agreements, as approved by Town Counsel.
Motion made by Roland Bassett and seconded by Peter Johnson.
The vote was 5 yes, 0 no and 0 abstentions.
7. Discussion and potential vote on CPC FY 2017 allocations, including administrative and
professional services expenses
Awards this round will be from FY 2016 funds. There was discussion on the CPC FY 2017
allocations. It was decided to keep Administrative at$15,000 and for Professional Services
allocations increasing Historic to $30,000; Open Space at $50,000; and Housing at $30,000;
8. Cobb House progress report
There was a review of the Cobb House progress report. Eric Dray went over the Cobb House and
reviewed the invoice submitted. He is very pleased with the work that has been completed to date
and feels that this has been a very successful project with the restoration and rehabilitation of this
house. Historic materials have been used where possible and the mechanical systems have been
sensitively positioned. Landscape features are pertinent to the site.
The remaining$20,000 will be released once the historic preservation restriction is submitted to
Mass Historic. Town Counsel is reviewing Eric Dray's draft on the submission of the historic
preservation restriction.
9. Topics that can be legally discussed that the chair could not have reasonably anticipated
There were no other topics discussed.
CPC Meeting Minutes of
February 17, 2016 Page 7 of 8
10. Next scheduled meeting date:
The next meeting will be held on March 9, 2016 and it is expected to have an open space
application. Draft award letters and draft warrant articles will be reviewed at this time.
Motion made by Peter Johnson to adjourn the meeting at 6:04 pin. William Klein
seconded.
VOTE: 6-0-0
Respectfully submitted,
Donna J. Moberg, Recording ecretary
Items used in this meeting:
• Draft minutes of January 27, 2016 meeting
• BHC approval letter of Cape Rep Grant request dated Feb, 2016
• BHS CPC Report dated January 28, 2016
CPC Alfeeting lbfinutes of
February 17, 2016 Page 8 of 8