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HomeMy WebLinkAbout2004-02-17 CI II n Community Preservation Committee 14 Easy Street Nantucket, MA 02554 COMMUNITY PRESERVATION COMMITTEE MINUTES - Tuesday- February 17, 2004 A meeting of the Community Preservation Committee, CPC, was held on Tuesday, February 17,2004, at 3:15 pm at the land Bank Office at 22 Broad Street. Present were: Pat Butler, Chair, Ken Beaugrand, Vice Chair, Rich Brannigan, Virginia Andrews, Polly Miller, Neville Richen, Barry Rector, Linda Williams and Stephanie Henke, Administrative Assistant. Frank Spriggs was absent. Pat Butler, Chair, established a quorum and called the meeting to order at 3:18 PM. Upon a motion made by Ken and 2nd by Rich it was VOTED to approve the agenda. Upon a motion made by Polly and 2nd by Ken, it was VOTED to approve the minutes of the January 20, 2004, meeting. There was no Public Comment Request for Funds Housing Office. Polly reported that the Housing Office has had their third closing in their NHNC program and that the rate of new applicants continues to be strong. The 5 Norquarta Drive project is moving along, with site preparation having started. The move for this is targeted for March 2. The Housing Office will be submitting the HDSP grant by March 18. There is still an issue with the 17 Irving property. The Housing Office owns the property, but an heir has come forward, and an agreement is in the works. Ken elaborated that when the town took title of the property, they didn't do all the right things and they now need to be straightened out. Upon a motion made by Polly and 2nd by Ginger, it was unanimously VOTED to approve a request for funds in the amount of $16,258.10 for the Housing Office. Nantucket Human Service Center. Rich met with Maryanne on Feb 4. Plans are moving ahead. The request for funds are for architectural plans and fees for Robert DeSimone and Neil Parent, who did a lot of pro bono work in the beginning and is now submitting his first bill. They are looking to respond to the RFP by March 1st. They hope to secure the lease by the end of April. John Miller is now the acting chair due to Georgia's health issues. There is a question as to rolling over funds from FY '04 grant for FY '05 utilization. This request is for $19,658.00. .Upon a motion made by Rich and 2nd by Ken, it was unanimously VOTED (with Linda recusing) to approve the request for funds. Linda added that they have made some progress: they are re-drafting some of their bylaws and goals and objectives and solidifying the board membership and getting a handle on their finances. They are getting more input on the RFP. Linda clarified that they are paying someone to work on the fund-raising. Habitat for Humanity. Ken presented a request for funds in the amount of $26,830.14. This is the first request this year. It is for bills in connection with the completion of the first house and the start on the second house. Upon a motion made by Ken and 2nd by Linda it was unanimously VOTED to approve the request for funds. Coffin Park. Ginger presented a request in the amount of $550 to pay the engineer who did the drawings for the walkway. Linda added that they got HDC approval for the walkway. Upon a motion made by Ginger and 2nd by Linda, it was VOTED to approve the request for funds. NEW BUSINESS Rich presented his idea of Stephanie meeting with one-two applicants per week (when her time allows) at the CPC office or on-site in an effort to get to know the projects more closely and act as a liaison for questions, concerns, issues, possible problems, and upcoming funding requests. It would also make the CPC more visible and allow the applicants to put a face to the name of the Administrative Secretary. Rich clarified that this new function would not 1 in any way usurp the Project Manager's role. Stephanie would meet back with the Project Manager and he or she would sign off on any Project Status Reports that arose from said meetings. Discussion about this idea ensued. Pat mentioned that with the turnover in Committee Members (namely herself come June), it would be good to have the continuity of the Administrative Secretary's presence and her continued knowledge of the projects. Barry felt the idea might diminish the role of the Project Manager. He stated that he feels the Project Managers need to be more visible with projects, not less so, and he felt that if Stephanie were to be meeting with the clients, then the PM's might step back a little, which he felt was a bad road to go down. Neville stated that it is a good idea because the clients may be able to reach Stephanie more readily sometimes. More discussion followed, with pros and cons of the idea being weighted. It was decided as a compromise measure that Stephanie would for now be invited to all meetings with client and Project Managers and then the committee would see how her role develops from there. OLD BUSINESS Finance Committee. Linda asked the Committee whether there had been any word from the Finance Committee regarding their recommendation on the CPC warrant. There has been no word yet. Pat said that Frank will let the committee know if anything is decided. CPC Brochures. The latest draft was discussed. Corrections and changes were presented. It was decided to go ahead and hire DlM & Associates to print 15,000 copies of the letter and brochure and to mail it out. Stephanie will contact DLM and get: · Paper stock examples (of a weight that won't put the envelope and its contents over 1 ounce) · Estimates for full color photos (if they can actually do full-color at DlM) The Tax Assessor's office has emailed us the list of the tax payers. We can use that list for our mailing and have brochures left over for the Town Meeting. Pat will need to write the cover letter that will be included with the mailing. Upon a motion made by Polly and 2nd by Neville, it was VOTED to let the brochure subcommittee make all final decisions about the brochure without involving the whole committee. Encumbering Funds. Questions still remain about being able to use the full amount of funds for one year, when the project won't be finished within that fiscal year. From Connie Voges's email, it seems clear that there is a lag time of 6 months to'get invoices in FOR WORK DONE WITHIN THE FISCAL YEAR. Therefore, Stephanie will encumber the full amount of the award at the beginning of each fiscal year. That means the money will be there for each project and the client has until about December to get all invoices for work done THROUGH JUNE 30 to CPC for payment. The committee still wants to leave a little leeway for projects that may not be that clear cut, namely historic preservation projects that may run into timeliness issues due to weather, etc. But they will deal with those kinds of projects on a case by case basis. There being no further business, upon a motion made by Ken and seconded by Polly, it was unanimously VOTED to adjourn the meeting. The next meeting will be on Tuesday, March 16, at 3:15 at the Land Bank office. Respectfully submitted by, Stephanie Henke Administrative Secretary 2