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HomeMy WebLinkAbout2003-07-15 -', JIll IIiII II n Community Preservation Committee 16 Broad St Nantucket, MA 02554 COMMUNITY PRESERVATION COMMITTEE MINUTES - TUESDAY - JULY 15, 2003 A meeting of the Community Preservation Committee, CPC, was held on Tuesday, July 15,2003 at 3:30 pm at the CPC Office 14 Easy Street, Nantucket, MA., #2 Upstairs Rear. Present were: Barry Rector, Chair, Pat Butler, Vice Chair, Ginger Andrews, Ken Beaugrand, Rich Brannigan, Polly Miller, Neville Richen, Frank Spriggs, and Alice McWade, Administrative Assistant. Also present were Bob Nussbaum, Leedara Zola, Christine Silverstein and Emily Avery, representing NHA Properties, Inc. d/b/a, Nantucket Housing Office, (NHO). Barry Rector, Chair, established a quorum and called the meeting to order at 3:37 PM. Upon a motion made by Mr. Spriggs, seconded by Ms. Miller the agenda was unanimously approved. APPROVAL OF MINUTES Mr. Beaugrand asked that the June 17, 2003 Minutes be amended by deleting the third paragraph under the heading Nantucket Housing Authority Properties, Inc. -Three Vacant Lots and inserting in its place the following paragraph: ( "Upon a motion made by Mr. Spriggs, seconded by Mr. Richen, it was VOTED (6-0-1, Mr. Beaugrand abstaining) to have Mr. Beaugrand, as Project Manager, obtain the information as to the bid deposits and provide it to the Vice Chair for her review prior to the approval of the requests for funds." Upon a motion made by Mr. Beaugrand, seconded by Ms. Butler it was VOTED (7-0-1, Mr. Rector abstaining) to approve the rr..inutes of June 17, 2003 as amended by Mr. Beaugrand. Mr. Nussbaum stated that the title Nantucket Housing Authority Properties, Inc. is in reality NHA Properties, Inc. His correction was noted. ELECTION OF OFFICERS Mr. Rector stated that the Committee appointments have been made and it is now necessary to elect two Officers for the CPC, Chair and Vice Chair. Mr. Spriggs officiated as Chair Pro Tem. Mr. Beaugrand nominated Ms. Butler as Chair, seconded by Mr. Richen, which nomination Ms. Butler accepted. Mr. Brannigan nominated Mr. Rector as Chair, which nomination Mr. Rector declined. Having no further nominations, Ms. Butler was unanimously elected as Chair. Ms. Butler nominated Mr. Beaugrand as Vice Chair, seconded by Mr. Brannigan, which nomination Mr. Beaugrand accepted. Mr. Richen nominated Mr. Rector as Vice Chair, which nomination Mr. Rector declined. Having no further nominations, Mr. Beaugrand was unanimously elected as Vice Chair. ( Mr. Spriggs turned the meeting over to Ms. Butler, Chair. Mr. Beaugrand requested, in the form of a motion, that the minutes reflect the thanks and gratitude expressed by the Committee members to Mr. Rector for the excellent job he has done over the past two years in his capacity as Chair of the CPC. Mr. Rector's efforts, on behalf of the CPC, were acknowledged as instrumental in guiding the CPC from ground zero to the organized and efficient entity it is today. 1 (' PUBLIC COMMENT Emily Avery expressed thanks to Mr. Rector for his years of service as Chair of the Cpc. No other public comments were raised at this time. COMMUNITY PRESERVATION COMMITTEE -APPOINTEES Two CPC members, Barry Rector, Planning Board, and Neville Richen, Park & Recreation Commission, have been re-appointed to the CPC. Their new terms expire in 2006. Mr. Brannigan inquired about the status of the NHA appointee, Alan Brown. Ms. McWade informed the Committee that Mr. Brown had called the CPC office regarding his inability to attend today's meeting because he was on crutches. Mr. Brannigan noted that three meetings have been held since Mr. Brown's appointment and he was absent from all three. A representative ofNHA Properties, Inc. informed the Committee that Mr. Brown was recuperating from a hip replacement. REQUEST FOR FUNDS A brief discussion ensued regarding the end of a fiscal year. Ms. McWade distributed copies of a memo from the Finance Department relative to the "clean up" warrant for FY 03. Mr. Brannigan noted that the CPC is granted some latitude regarding the Fiscal Year deadline. While it will be possible to submit requests for payment, under FY03, for a number of months, an exact cut off date is not known. To assist in closing the FY 03 accounts, the sooner Requests for Payments are submitted, the better. Ms. Miller asked for clarification regarding dates on documents submitted for payment. It was confirmed that the invoices applicants submit can not be dated after June 30 of the appropriate Fiscal Year. 11\ Nantucket Historical Association -Quaker Meeting House -FY 03 Mr. Rector, Project Manager for Nantucket Historical Association (NHA), stated that the NHA had submitted a copy of the recorded Historical Preservation Deed Restriction as well as an itemized invoice requesting disbursement of$ $45,209.00 for services performed on the Quaker Meeting House. Mr. Rector had just received a revised statement from the NHA, (hand delivered at the beginning of this meeting), which does not sufficiently clarify a question he had. After a brief discussion, upon a motion made by Mr. Spriggs, seconded by Ms. Miller, it was VOTED" (8-0) "To authorize disbursement of funds to the Nantucket Historical Association for not more than $50,000. The amount to be disbursed will be substantiated with receipted invoices approved by Mr. Rector, Project Manager, and the CPC Chair. " NHA Properties, Inc. -NHO -FY 03 Copies of the monthly progress report (June 30, 2003), and end of year budget allocations, submitted by the NHO, were distributed to the Committee. After discussion, upon a motion made by Mr. Spriggs, seconded by Mr. Brannigan, it was VOTED (7-0-1, Mr. Beaugrand abstaining) "To authorize disbursement of funds to the NHO for not more than $31,779.36. Ms. Avery extended her thanks to the Barry, Polly and the CPC for the funding and assistance provided to the NHO Year One. South Church Preservation Trust, Inc. -FY 04 Ms. Butler, Project Manager, stated that some documents necessary for disbursements had not yet been received. Ms. Butler, as Project Manager, will work with the South Church Preservation Trust, Inc. to obtain the missing documents and submit the request at a later date. I ( NEW BUSINESS Ms. McWade distributed copies of a letter received from the Maria Mitchell Association. The letter informed the Committee that it was necessary to change the individual commissioned for the "grain 2 painting". Included was a synopsis of previous projects overseen by the recently commissioned individual. ,.- CPA and Chapter 30 B Ms. Butler asked if there was a handout regarding Chapter 30 B. Ms. McWade distributed copies ofa two-page handout obtained from the Finance Department. Ms. Butler questioned the applicability of Chapter 30B to recipients of CP A funds. Mr. Brannigan would like to see something, from the Community Preservation Coalition, in writing, stating that the Nantucket Community Preservation Committee has to adhere to Chapter 30B. Since this hasn't been an issue up to this point, he would expect that the Committee, and the applicants, do not have to adhere to Chapter 30B requirements until July 1,2004, which would be the beginning of the next fiscal year cycle. In support, Mr. Brannigan stated that the CPC packet for FY 04 funding, specifically the signed Memorandum ofUnderst2.n1ing, did not reference adherence to Chapter 30 B. In his opinion applicants, approved for funding for FY04, should not be burdened by adherence to Chapter 30B. If in fact the Coalition tells the Committee formally that Chapter 30B is part of the State Act and therefore must be adhered to, then he suggests the Committee move to adhere to it, effective in this year's submission cycle, commencing July 1, 2004. Mr. Beaugrand stated that as a creation of statute, the CPC should get definitive language that says that the act that created the CPC indicates the CPC must comply with the requirements of Chapter 30B. Mr. Brannigan concurred, reiterating that the compliance should commence with the new cycle, FY05 applicants, not the present group funded in FY04. I( Ms. Butler believes that adherence to Chapter 30B requirements, by small non-profits on Nantucket, is a burden and would like to receive an official written document from the Community Preservation Coalition so that the Committee can be fully informed about the issue ofCP A funds and Chapter 30B. Ms. Butler expressed a desire for the Committee to be fully informed about this issue by the time of the next meeting. Ms. Andrews inquired about the implications adherence to Chapter 30B would have on the Maria Mitchell project. For specialized work would they be required to advertise and obtain bids in the local paper? Mr. Rector stated that the painting for the Nantucket Atheneum was also a specialized skill not provided by all painting contractors. In his opinion, the Coalition will acknowledge that the CPA funds have always been subject to Chapter 30B requirements. After discussion, upon a motion made by Mr. Beaugrand, seconded and amended by Ms. A:ndrews, (the amendment to the motion was seconded by Mr. Brannigan), it was VOTED (8-0)" That the Chair write a letter to the Community Preservation Coalition requesting clarification with respect to the Community Preservation Committee's obligations relative to its funding and how they are affected by Chapter 30B. The letter will also include a request for information relative to extremely specialized crafts and adherence to Chapter 30 B." Ms. Butler stated that she intends to work very closely with the Vice Chair, of this Committee. With the approval of all members she will be sending letters out, shared with the Vice Chair and any other member who wish to receive a copy. Neville, Ginger, Frank and Barry expressed a desire to receive copies of all correspondence. Alice asked that copies be sent to the CPC Office. It was agreed that the Chair would include all CPC members and the CPC Office as cc. recipients of all correspondence she sends. f( 3 Recap of NHO meeting with the Community Preservation Coalition Mr. Nussbaum presented a written statement regarding the NHO's meeting with the Community Preservation Coalition last month regarding Income Guidelines for CPA funds allocated for Community Housing. A copy of the statement is attached to the file copy of these minutes. OLD BUSINESS FY05 Application Packets FY05 Application packets were distributed. Ms. Butler reminded members that the Application deadline was September 12, 2003. FY 04 - Assign Project Manager for BOS Infrastructure Fun This matter had been continued from last month. Since Mr. Brown is not in attendance the matter will be tabled until next month. Mr. Richen reiterated his concerns relative to the absence of the representative from the NHA, at the CPC meetings. He suggested that the NHA might wish to send an interim representative. Ms. Butler stated that she would call Mr. Brown and ask him about his comfort with that suggestion. Public Hearing -August 19~ 2003 Ms. Butler stated that the Annual Meeting was scheduled for August 19,2003 at the LGI. Alice was asked to place the ads, as she had done last year. Since there are now two weekly papers, the I & M and tlJrll?qW6n.&~N,J~.WRt t~,f.~mt~w..b~ }x@~~'9'~1fI~>>f(J>h8fxp,An the I & M. A display ad, created by RlchJ3ranmgan, will be p1ac'ed 111 the IndepenCrent and b1'e 1 &: 1\t ( Ms Butler asked if the Committee wished to create an Agenda for the Public Meeting and/or discuss the presentation. It was agreed that the format would be similar to last year's Power Point Presentation. The Chair was directed to work with the Administrative Assistant in coordinating the program and members will be notified bye-mail. All are encouraged to attend the public meeting, prepared to talk for a few minutes about their respective projects. Old Business The subject of the Bid deposit paid by NHA Properties, Inc. to the Nantucket Housing Authority, NHA, for the Three Vacant Lots -Septic System Project was discussed. Mr. Beaugrand stated that he spoke with Renee Ceely about the appropriation of the bid deposit. The $2,500 per lot is a standard fee charged by the NHA for any RFP it accepts. Some of the costs incurred are for publication in the I & M as well as legal fees and other expenses incurred by the NHA. Mr. Rector asked Mr. Beaugrand to obtain an itemized list of the allocation of the $2,500 per lot. Mr. Beaugrand said he would. Having no further business, upon a motion made by Mr. Spriggs, seconded by Mr. Richen, it was unanimously VOTED: "To adjourn". The meeting was adjourned at 5: 10 pm. Respectfully submitted by, Alice McWade, Administrative Assistant r 4