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HomeMy WebLinkAbout2003-05-20 II II R Community Preservation Committee 16 Broad 8t Nantucket, MA 02554 COMMUNITY PRESERVATION COMMITfEE MINUTES - TUESDA Y- MAY 20t 2003 A meeting of the Community Preservation Committee, CPC, was held on Tuesday, May 20, 2003 at 3 :30 pm at the Nantucket Land Bank 22 Broad Street, Nantucket, MA. Present were: Barry Rector, Chair, Pat Butler, Vice Chair, Ken Beaugrand, Polly Miller, Neville Richen, Frank Spriggs, and Alice McWade, Administrative Assistant. Ginger Andrews arrived at 3:50 pm. Barry Rector, Chair, established a quorum and called the meeting to order at 3:42 PM. Upon a motion made by Mr. Spriggs, seconded by Mr. Beaugrand the agenda was unanimously approved. APPROVAL OF MINUTES Ms. Butler questioned the e-mail Ms. McWade sent with the proposed April 15 Minutes as well as the iteration the CPC staff, (Ms. McWade), presented in the proposed minutes. Ms. Butler asked why the language Mr. Beaugrand had proposed for inclusion in the minutes was revised by Ms. McWade. Ms. Butler stated that language from a Committee member, not CPC staff, should be used in the minutes. A lengthy discussion ensued. Mr. Beaugrand expressed concern that the language presented in the proposed minutes substantially changed the content of his suggestions. Mr. Spriggs clarified that the :Minutes, not yet been approved by the Committee, were still in draft form. After further discussion, upon a motion made by Mr. Beaugrand, seconded by Ms. Butler, it was VOTED (7-0):"To amend the Minutes to include the language submitted by Mr. Beaugrand." Mr. Rector stated that he would like to additionally amend the minutes. Ms. Butler asked for a Point of Order. Ms. Butler stated that Mr. Rector, as a Committee member, has the right to make an amendment at anytime, no such rights are conferred to a staff member. A brief discussion ensued regarding the process and parties involved in creating the draft of the minutes. Mr. Rector asked that the iteration proposed by Ms. McWade be reviewed for accuracy. Mr.'Spriggs agreed that the first sentence accurately reflected Mr. Nussbaum's statement on April 15 and provides additional information to someone not present at the meeting that Mr. Nussbaum said this at the meeting. Further discussion ensued relative to Mr. Rector's request to amend the amendment and whether both iterations of proposed language could co-exist in the minutes. Mr. Rector requested time to review the issues he would like included in the minutes, noting that he felt these were also salient points of that meeting. After a brief discussion, upon a motion made by Mr. Richen, seconded by Mr. Spriggs, it was VOtED (7-0): "To table the approval of the April 15 Minutes until the next meeting. Mr. Spriggs inquired whether tape recording the meetings, as was done last fal~ would make creating the minutes easier. The meetings taped were those interviewing prospective FY04 applicants. The tapes were never intended or used for transcribing. NANTUCKET HOUSING AUTHORITY REPRESENTATIVE The Nantucket Housing Authority sent a letter to the CPC regarding their recent appointment of Alan Brown as their representative to the CPC. Ms. McWade stated that Mr. Brown had a previous 1 OrY"\C C f:C- sl '2.. 0\03 commitment today preventing his attendance at the meeting. Mr. Spriggs asked that the record reflect the welcoming of Mr. Brown to the Committee. PUBLIC COMMENT No Public Comments were raised. REQUEST FOR PAYMENT - Nantucket Housing Office, Year One Ms. Miller, CPC Project Manager for NHO - Year One, summarized this request by reference to the one page summary submitted to the CPC by the NHO entitled Monthly Highlights - Marchi April, 2003. A copy of said summary is attached to the file copy of these minutes. Upon a motion made by Ms. Miller, seconded by Ms. Butler, it was VOTED: (6-0-1, Mr. Beaugrand abstaining), " To approve the NHO request up to $23,120.33 authorizing the Chair to sign the Project Status Report for this request in an amount equal to the total of the approved invoices submitted with this request." . NEW BUSINESS Upon a motion made by Mr. Spriggs, seconded by Mr. Richen, it was VOTED (7-0): "To ratify the verbal authorization given the Chair to execute a lease on behalf of the CPC for an Office Space situate at 14 Easy Street, #2 rear." A copy of the lease is attached to the file copy of these minutes. Mr. Beaugrand asked that the record reflect the Committee's appreciation to Ms. McWade for the fine job she did in securing the Office space. Mr. Spriggs stated that he spoke with an Attorney from Boston who had hoped to lease the Office Space the CPC secured intending to use it one or two days per week. Mr. Rector received an e-mail from Emily Avery informing him that the Two Centre Street Restoration Project had employed a Project Manager. The possibility of sharing the CPC Office with their Project Manager was raised in the e-mail. Ms. McWade stated that the Lease did have a no subletting clause. Ms. Andrews inquired whether procurement of the office space would allow for the resumption of scheduled office hours. Ms. McWade answered in the affirmative, qualifying that the days and times were still to be determined. Inquiry was made regarding the size of the office and if it was large enough to hold the CPC inonthly meetings. Ms. McWade answered in the affirmative. She stated that the next meeting would be held at the CPC office. Directions to the office were distributed. The office is only large enough to accommodate the Committee Members and one or two additional people. It was acknowledged that alternate meeting spaces would again be necessary for the CPC's interviews with applicants in the fall. NRTA PASSES Mr. Rector apologized for not having the issue of an NRT A pass on the Agenda. He stated that the Town encourages employees to use the NRTA shuttle for their daily commute. He requested the CPC authorize the purchase of an employee pass for Ms. McWade. After a brief discussion, upon a motion made by Mr. Spriggs, ~econded by Mr. Beaugrand, it was VOTED (7-0): "To authorize the purchase of a Commuter Pass for Ms. McWade." OLD BUSINESS .- FY 03 Requests for Funding Deadline Project Managers were asked to remind their applicants that the deadline for FY03 expenditures is June 30. Final requests will be considered at the July 15th meeting. Invoices must reflect that the costs were 2 CXn~ c PC 5)(;b \Q3 incurred prior to July 1,2003 or they will not be eligible for FY03 funds. Any projects that are able to submit their requests in time for the June 17th meeting were encouraged to do so. July 7th is the deadline for submission ofFY 03 funding requests to the CPC Office. Ms. Butler stated that the Atheneum and the Quaker Meeting House were both waiting for State approval of their Preservation Restrictions. Ms. Butler stated that one application, submitted on February 4,2003, was still waiting for approval. Ms. Andrews asked for clarification on fund availability for FY04 applicants. July 1 is the beginning of the new fiscal year and requests for funds can be submitted after that date. FY 04 - Assign Project Manager for Mr. Chaleki's projects. Mr. Rector stated that Mr. Chaleki was the Project Manager for FY03 Quaker Meeting House. He had previously assisted Mr. Chaleki with this project and had spoken with Niles Parker, NHA, and was willing to act as interim Project Manager for this project. The Committee agreed to Mr. Rector's . continued involvement in. that capacity. Mr. Chaleki had been assigned as Project Manager for the FY04 BOS Infrastructure Fund. After a brief discussion upon a motion made by Mr. Spriggs, seconded by Mr. Richen, it was VOTED (7-0) "to place this matter on the June 17th Agenda." Grant writing workshop for applicants/non~profit-sponsored by CPC The Council for Human Services is sponsoring a Grant writing workshop on June 2 at 2pm. A copy of the flyer and proposed Agenda were distributed. RFP Packet - ReviewlModify for FY05 Ms. Andrews stated that she would like to have a brief synopsis of the project, similar to those submitted to the FinCom this year, be a required component of the application. Ms. Butler stated that she would like to ask applicants to recommend what they think will make the application process more . comprehensive and easy. It was agreed that this subject would be discussed further at next month's meeting. OTHER BUSINESS Ms. McWade distributed a draft of Request for Payment Guidelines. Project Managers may know of other items tbat need to be added to these guidelines to assist the applicants in their submissions. The guidelines were prepared in hopes of making the process simpler. Ms. Butler inquired whether there was anyone to talk to at the Finance Department regarding the process. The CPC office is the last check for funding requests before they are submitted to the Finance Department. ADJOURNMENT Having no further matters for discussion, upon a motion made by Mr. Spriggs, seconded by Mr. Beaugrand, the meeting was adjourned at 5 :00 pm. !);!!f/mmitted by, Alice McWade, Administrative Assistant 3 Cf'l"\C c.OC "S110\03 II Community RECEIVED II P · TOWN CLERK'S OFFICE reservation NANTUCKET, MA 02554 1'1 Committee llMIi, AUG 0 4 2003 COMMUNITY PRESERV ATIUN ~uMMIrn~~E MINUUSRKTITF,SDA v - MAY 20. 2003 A meeting of the COmnlunity Preservation Committee, CPC, was held on Tuesday, May 20, 2003 at 3 :30 pm at the Nantucket Land Bank 22 Broad Street, Nantucket, MA 16 Broad St Nantucket, MA 02554 Present were: aany Rector, Chair, :Pat Butler, Vice Chair, Ken Beaugrand, pony Miller, Neville Richen, Frank Spriggs, and Alice McWade, Administrative Assistant. Ginger Andrews arrived at 3:50 pm. Barry Rector, Chair, established a quorum and called the meeting to order at 3 :42 PM. Upon a motion made by Mr. Spriggs, seconded by Mr. Beaugrand the agenda was unanimously approved. APPROVAL OF MlNUTES Ms. Butler questioned the e-mail Ms. McWade sent with the proposed Apri115Minutes as well as the iteration the CPC staff, (Ms. McWade), presented in the proposed minutes. Ms. Butler asked why the .language Mr. Beaugrand had proposed forinc1usion in the minutes was revised by Ms. MeWade.Ms. Butler stated that. language from a Committee member, not CPC staft:should be used in the minutes. A lengthy discussion ensued. Mr. Beaugrand expressed concern that the language presented in the proposed minutes substantially changed the content of his suggestions. Mr. Spriggs clarified that the Minutes, not yet been .approvedby the Committee, were still in. draft form. After further discussion, upon a motion made by Mr. Beaugrand, seconded by Ms. Butler, it was VOTED (7-0):"To amend the Minutes to include the language submitted by Mr. Beaugrand." Mr. Rector stated that he would like to additionally amend the ininutes. Ms. Butler asked for a Point of Order. Ms. Butler stated that Mr. Rector, as a Committee me:mber, has the right to make an amendment at anytime, no such rights are conferred to a staffmember. A brief discussion ensued regarding the process and parties involved in creating the draft of the minutes. Mr. Rector asked that the iteration proposed by Ms. McWade be reviewed for accuracy. Mr. Spriggs agreed that the first sentence accurately reflected Mr. Nussbaum's statement on April 15 and provides additional information to someone not present at the meeting that Mr. Nussbaum said this at the meeting. Further discussion ensued relative to Mr. Rector's request to amend the amendment and whether both iterations. of proposed language could co-exist in the minutes. Mr. Rector requested time to review the issues he would like included in the minutes, noting that he felt these were also salient points of that meeting. After a brief discussion, upon a motion made by Mr. Richen, seconded by Mr. Spriggs, it wasVOtE'D (7-0): "To table the approval of the Apri115 Minutes until the next meeting. Mr. Spriggs inquired whether tape recording the meetings, as was done last fall, would make creating the minutes easier. The meetings taped were those interviewing prospective FY04 applicants. The tapes were never intended or used for transcnoing. NANTUCKET HOUSING. AUTHORITY REPRESENTATIVE The Nantucket Housing Authority sent a letter to the CPC regarding their recent appointment of Alan Brown as their representative to the CPC. Ms. McWade stated that Mr. Brown had a previous 1 commitment today preventing his attendance at the meeting. Mr. Spriggs asked that the record reflect.. the welcoming of Mr. Brown to the Committee. PUBLIC COMMENT No Public Comments were raised. REQUEST FOR P A YMENT- Nantucket Housing Office, Year One Ms. Miller, CPC Project Manager for NHO - Year One, summarized this request by reference to the one page summary submitted to the CPC by the NHO entitled Monthly Highlights - Marchi April, 2003. A copy of said summary is attached to the file copy of these minutes. Upon a motion made by Ms. Miller, seconded by Ms. Butler, it was VOTED: (6-0-1, Mr. Beaugrand abstaining), " To approve the NHO request up to $23,120.33 authorizing the Chair to sign the Project Status Report for this request in an amount equal to the total of the approved invoices submitted with this request." , . NEW BUSINESS Upon a motion made by Mr. Spriggs, seconded by Mr. Richen, it was VOTED (7-0): "To ratify the verbal authorization given the Chair to execute a lease on behalf of the CPC for an Office Space situate at 14 Easy Street, #2 rear." A copy of the lease is attached to the file copy of these minutes. Mr. Beaugrand asked that the record reflect the Committee's appreciation to Ms. McWade for the fine job she did in securing the Office space. Mr. Spriggs stated that he spoke with an Attorney from Boston who had hoped to lease the Office Space the CPC secured intending to use it one or two' ~ys per week. Mr. Rector received an e-mail from Emily Avery informing him that the Two Centre Street Restoration Project had employed a Project Manager. The possibility of sharing the CPC Office with their Project Manager was raised in the e-mail. Ms. McWade stated that the Lease did have a no subletting clause. Ms. Andrews inquired whether procurement of the office space would allow for the resumption of scheduled office'hours. Ms. MeWade answered in the affirmative, qualifying that the days and times were still to be determined. Inquiry was made regarding the size of the office and nit was large enough to hold the CPC monthly meetings. MS..McWade answered in the affirmative. She stated that the next meeting would be held at the CPC office. Directions to the office were distributed. The office is only large enough to accommodate the Committee Members and one or two additional people. It was acknowledged that alternate meeting spaces would again be necessary for the CPC's interviews with applicants in the fall. NRTA PASSES Mr. Rector apologized for not having the issue of an NRTA pass on the Agenda. He stated that the Town encourages employees to use the NRTA shuttle for their daily commute. He requested the CPC authorize the purchase of an employee pass for Ms. McWade. After a brief discussion, upon a motion made by Mr. Spriggs, ~nded by Mr. Beaugrand, it was VOTED (7-0): "To authorize the purchase of a Commuter Pass for Ms. McWade." OLD BUSINESS'- FY 03 Requests for Funding Deadline Project Managers were asked to remind their applicants that the deadline for FY03 expenditures is June 30. Final requests will be considered at the July 151h meeting. Invoices must reflect that the costs were 2 incurred prior to July 1, 2003 or they will not be eligible for FY03 funds. Any projects that are able to submit their requests in time for the June 17th meeting were encouraged to do so. July 7th is the deadline for submission ofFY 03 funding requests to the CPC Office. Ms. Butler stated that the Atheneum and the Quaker Meeting House were both waiting for State approval of their Preservation Restrictions. Ms. Butler stated that one application, submitted on February 4,2003, was still waiting for approval. Ms. Andrews asked for clarification on fund availability for FY04 applicants. July 1 is the beginning of the new fiscal year and requests for funds can be submitted after that date. FY 04 - Assign Project Manager for Mr. Chaleki's projects. . Mr. Rector stated that Mr. Chaleki was the Project Manager for FY03 Quaker Meeting House. He had previously assisted Mr. Chaleki with this project and had spoken with Nlles Parker, NHA, and was willing to act as interim Project Manager for this project. The Committee agreed to Mr. Rector's . continued involvement in. that capacity. Mr. Chaleki had been assigned as Project Manager for the FY04 BOS Infrastructure Fund. After a brief discussion upon a motion made by Mr. Spriggs, seconded by Mr. Richen, it was VOTED (7-0) "to place this matter on the June 17th Agenda." Grant writing workshop for applicants/non-profit-sponsored by CPC The Council for Human Services is sponsoring a Grant writing workshop on June 2 at 2pm. A copy of the flyer and propOsed Agenda were distributed. RFP Packet - ReviewlModify for FY05 . Ms. Andrews stated that she would like to have a brief synopsis of the project, similar to those submitted to the FinCom this year, be a required component of the application. Ms. Butler stated that she would like to ask applicants to recommend what they think will make the application process more . comprehensive and easy. It was agreed that this subject would be discuss~ further at next month's meeting. OTHER BUSINESS Ms. McWade distributed a draft of Request for Payment Guidelines. Project Managers may know of other items.thatneed to be added to these guidelines to assist the applicants in their submissions. The guidelines were prepared in hopes of making the process simpler. Ms. Butler inquired whether there was anyone to talk. to at the Finance Department regarding the process. The CPC office is the last check for funding requests before they are submitted to the Finance Department. ADJOURNMENT Having no further matters for discussion, upon a motion made by Mr. Spriggs, seconded by Mr. Beaugrand, the meeting was adjourned at 5:00 pm. !J;ivttted by, Alice McWade, Administrative Assistant 3