Community Preservation Committee Meeting

Approved Minutes 12.10.15

HARWICH Community Preservation Committee Regular Meeting

December 3, 2015, at the Harwich Town Hall, Griffin Meeting Room

Present: Chairman Bob MacCready, Vice Chair Kathy Green, Cindi Maule, Daniel Tworek, Jim Atkinson, Walter Diggs,

Robert Bradley, and David Nixon

Vacant: Housing Committee representative

Guests: Selectmen Linda Cebula and Michael MacAskill, town residents, project presenters – Mr. Urbano and  Harwich Recreation Department Director Eric Beebe, Selectmen’s Liaison Peter Hughes and Town Administrator Christopher Clark joined the meeting in progress.  

Called to order at 7:03 PM by Chair Bob MacCready. Guests welcomed.

A motion was made by Walter Diggs and seconded to approve the Nov. 19, 2015 CPC meeting minutes.  Vote - Yes: 6  Abstain: 2.  Motion carried. 

November 19, 2015 Executive Session minutes were distributed to committee.  To be voted on at next meeting, Dec. 10, 2015.

Guests welcome. Meeting open for public comments:

New Business:

• Committee comments on the Submitted Bid for the Community Preservation Plan (CPP):

• Her experience is heavy on housing.
• Thought not as balanced as other CPP reviewed.
• Concerned about receiving only one response.
• Lacking historical record of past projects - not satisfied with just a spread sheet of previous projects.
• The RFP directed the proposal; didn’t include historical record element.
• Why only one response? There was not much interest.  Maybe this is a niche marketplace.  Chair MacCready did get a phone call from a company in California, but no proposal.

The committee has a choice going forward: 1) bring JM Goldson in and discuss proposal or 2) start again.  No funds have been spent yet and the committee sets the time frame.  Chair MacCready needs to respond to JM Goldson.  It was questioned if the committee didn’t move forward with the received proposal, would the RFP be re-issued/rewritten?  That wouldn’t be time sensitive.  The CPP is straightforward.  Information is gathered from the committee, the public, neighborhoods, etc.  The plan will follow what the committee asks for.

A motion was made by Walter Diggs and seconded that we contact Goldson and discuss it with her.  Discussion:  Chair MacCready opened the sealed bid.  Total bid $21,200.  CPC budgeted $25,000 for CPP.   Vote – Yes: 7  No: 1.  Motion passed.  It was decided that Chair MacCready will contact Goldson to arrange a special meeting with all committee members present to go over things (at her expense).

• Committee discussion and potential preliminary voting (straw vote) of the 2015 CPA Project Funding Request Applications:

Chair MacCready received word R12 Off-Leashed Dog Area Project has been pulled.

OS1 – Muddy Creek Headwaters Project.  Update from Vice Chair Kathy Green: No appraisal yet, but due any day.  When they get it, the selectmen will decide if they want to move forward with the negotiating team.  A time frame is hard to define.  In the past, deals have taken longer than expected.

   A motion was made by Vice Chair Kathy Green and seconded that the CPC support REOS proposal purchase of 17 acres of land with approximately $192,000, from the Open Space Reserve Bucket and we would like to use any outstanding land grant re-imbursement of $327,500 toward the purchase.  Note: Not using any Undesignated Reserve funds.  Funding was discussed.  Vice Chair Green moved to Amend the motion to: Just looking for support from the committee on the purchase of the Marini Property Family Trust of 17 acres.  Amendment was seconded.  Vote -  Yes: 8   No: 0     Supported project.

Approved Minutes 12.10.15

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CH2 – Kelley Development for Affordable Housing.  Harwich Housing Committee (HHC). Update provided by Cindi Maule.  New maps were emailed to committee.  Chair MacCready provided copies to committee.  Committee comments: The power lines cross through the lots.  There is no appraisal yet. HHC have not met with REOS yet. There is no commitment from a developer; without solid commitments, it is difficult to review at this time. HHC’s Mary-Louise Secola and Town Planner David Spitz are to meet with Habitat, but it is a little too premature to know how many units could be built.    The Harwich Housing Committee is meeting next Monday, maybe there will be more updates to discuss at next Thursday’s CPC meeting. 

   No motion for support.

HP3 – Fireplace Hearth and Fireplace Base Restoration at Chase Library. Dan Tworek abstained on voting on project because his wife is on Chase’s Board. Committee comments: The project has not gone through the HDHC.   They need the work done.  It is a reasonable project to use historical funds.  The project falls into CPA’s useful conditions.  The library has no other funds available.  It is a not-for-profit, privately owned library.  They fundraise to meet their operating expenses.  They receive $10,000 annually from the town.  The State also provides some funds.  The library has done other CPC historical preservation projects enhancing the building.  It was questioned if the project work is needed due to deferred maintenance – a CPA statue concern.  The statue allows making capital improvements; it was stated this is a capitol improvement.  In the past this committee has dealt with the question of deferred maintenance vs. restoration.  This  project is historic preservation.  Should the project be done when there was no intention to use the fireplace? 

   Straw vote taken to support this application -  Yes: 5  No: 2  Supported project.

HP4 – Harwich Historical Society’s Artifacts - Preserving the Harwich Story Project.  Committee comments: Discussion on the funds distribution between the three artifacts.  The 1998 High School Sign was discussed.  It was said it is not particularly historic. 

   Chair MacCready moved to support $11,000 specifically for the cannon and millstone as in the application, but not anything having to do with the 1998 sign.  Motion was seconded. Vote – Yes: 8   No: 0.   Supported modified project.

HP5 – Restoration of Historic Appearance of Exterior Porches at the Albro House.  Update: 11.30.15 Town Planner David Spitz email provided revised budget and plans details.  The revised budget request is for $26,300.  Plans have a lower contingency and have added a concrete ramp and related construction for ADA compliant access and an option for a lumber ramp at $22,500 budget adjustment.  Committee comments: The project is important to the building. The accessible access was removed last month; a ramp is needed. A concrete or lumber ramp was discussed.  Maybe a more modest ramp would be appropriate.  Though a concrete ramp would have a longer life, it is not as historically appropriate. 

   The porch roof was discussed.  No proof it was originally there.  Is it necessary?  One thought was that the roof would provide weather protection for wheelchairs. 

   The widening of doors was discussed; confused which interior doors are part of the project.  Concerns expressed about widening doors could be opening Pandora’s Box.  Was it a necessary job to be ADA compliant?

   Walter Diggs moved to support the $26,300 budget project with a roof and concrete ramp.  Motion was seconded.  Vote – Yes: 3  No:  4  Abstain: 1.   Project not supported.

   Jim Atkinson moved to support the project proposal at $23,3000 without the (porch) roof, but to include the concrete ramp.  Motion was seconded.  Vote – Yes: 2  No: 5  Abstain: 1  Modified project not supported.   

   Thought the roof shouldn’t be part of the project because it couldn’t be proved it was part of the original construction.  But some substructure has been seen at the house.  It was suggested the project be funded at $14,000 for the town to use towards the project.  No action or motion taken.  The committee members were asked to take a look at the Act’s “adding new components” section.  

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Approved Minutes 12.10.15

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HP6 – Continued Update of Town Historic Property Inventory.  Update: 11.30.15 Town Planner David Spitz email provided more project details: add properties to the MACRIS list, some 60 parcels @$250 per parcel, equaling $15,000Provide a more detailed description of one cluster from the current inventory, most likely Bank Street in Harwich Port or Captains Row in W. Harwich @ $5,000.  The total budget request remained the same at $20,000.  Committee comments:  It is not known how many properties are added each year to the inventory.  The application is supported with the understanding that this is used for the historic preservation inventory.  

   Straw Vote – Yes: 7  No: 1  Supported project. 

HP7 – West Harwich Schoolhouse Preservation and Rehabilitation Phase 1.  Modified from original proposal, $203,500 is now the budget requested.  The RFI went out last week.  The project was discussed.  Does historic preservation allow for commercial operations?  Yes, we encourage it.  The theatre in Chatham or the South Harwich Meeting House benefited from CPA funds and will generate funds; the town will not have to cover the expense of the building going forward.  The buildings wouldn’t be a burden on the town.  The proposal was complimented. It was recognized how the building planned use related to the community.  Mr. Urbano thought it would be better going forward to have a planned purpose for the building: turning an historical building into a boat building operation instead of letting it sit empty. The Maritime Museum would be happy to run it.  When he was asked if he had signed letters of intent, Mr. Urbano handed out three letters.  1) Cape Cod Tech High School Superintendent Bob Sanborn regarding conversations of the school’s participation in restoration work on the building. 2) Peter Hughes committing to two weeks of volunteered work.  3) Scott Carpenter regarding potential for student club activity.  He also referred to the West Harwich Baptist Church minister volunteering work.  Mr. Urbano doesn’t feel it’s justifiable for him to ask for more signed commitments or fundraise at this point without commitment from the town/CPC.  Maybe he should ask the CPC for a letter of intent on the project before he continues to work on the project.  The RFI process on the West Harwich School will include time frames for milestones.  The South Harwich Meetinghouse went on too long.  The CPC can decide what they want to do in the future as projects process.   Public funding is taking a risk.  Maybe this is too premature - concerned about creating a town burden; spending funds on a building that may be vacant.  Maybe the CPC should see a preliminary operating plan now.  Mr. Urbano thought that view is a problem, creating the view that maybe we shouldn’t fund any historical building in the future.  He doesn’t want to work on a building that is going to be empty.  Another committee member thought the CPC is what allows projects to go forward with funding that aren’t viable commercially.  There is risk, but this project is supportive of that area in town, affecting the economy, tourism, etc.  In the end, the project intends to be self supporting in the future.  The CPC is the starting point, but the community decides to vote for or against it.

   The committee was reminded of the old CPC Article #42 funding renovations at the old West Harwich School.  Town Meeting approved $84,000.  Work did not continue, leaving a balance of $57,000 in the general fund, in an open continuing appropriation article account.  Those funds haven’t been rescinded yet.  Those funds could be repurposed.  The Crowell Barn project was funded with two repurposed articles. The town could approve of repurposing the $57,000, along with a new asking of $150,000; that would be enough to fund this project.  The group is asking for a matching grant from the Mass Cultural Council.  The group is working with the town on the project.  This is a town project, the town engineer is the project manager, and they should oversee it.  The group is about 8 – 9 months away from asking for a license agreement with the town, but they first have to be a formal legal entity.  The selectmen encouraged the group to go to the CPC for funding.  The deadline for the RFI is 12.10.15.  The selectmen don’t know what they will receive.  They will need to evaluate the proposals.  They want a mechanism to tackle this property.  They want to move forward.  Even to receive some funding for Reno work is better than how it stands now.  A rest room is important. An article would have to go before town meeting, but it would have to be followed.  The monies are encumbered.  Arbitrarily changes aren’t allowed. 

   Chair MacCready moved we support the spending of $150,000 of current funding and repurpose the outstanding balance of Article 42.  Motion was seconded.  It was noted if the RFIs come in and the selectmen don’t support this project, the CPC can pull it.  Vote – Yes: 7  No: 1.  Supported project.  

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HP8 – Preserve Two Burial Crypts and Two Holding Tombs/Crypts request at $25,000.  Committee comments:  Project history was discussed on a separate previous project.  Vice Chair Green emailed with Harwich Cemetery Department (HCD) Administrator Robbin Kelley regarding the progress of the old restoration of gravestone markers project.  The

town is still in litigation.  Kelley didn’t provide an answer if movement could take place on this project.  Concern was expressed with funding another project while the HCD has a project not making progress.  But they have completed other CPA projects. This project is a safety issue. 

   Straw Vote – Yes: 6  No: 2  Supported project.

HP9 – South Harwich Meetinghouse Restoration and Preservation Project requested by the Friends of SHM at $100,000.

Committee comments:  Selectman Peter Hughes reported the selectmen did tour the South Harwich Meetinghouse in the spring.  They feel the Friends aren’t going to be able to raise the funds necessary to get the job done.  They told the Friends to go to the CPC for funding.  It was asked if the Town Engineer could assess the project weekly as it goes forward.  The project has gone on too long.  The building is beautiful but, do they have a plan?  Concerns about how the building will be used.  The budget presented is unclear.  Will they really be able to finish?  Selectperson Cebula commented that this project has shown us it is critical to get an overall look at what needs to be done on a project,  similar to the studies of Brooks Academy and Brooks Free Library.  With what funds the CPC has contributed, it needs to be finished.  To would be bad to stop now without sheetrock and a bad roof. 

   Straw Vote – Yes: 8  No: 0.  Supported project.

R10 – Nantucket Sound Artificial Reef.  Comments: Town Administrator Christopher Clark had heard from Town Conservation Agent Amy Usowski that the State is interested in funding the reef.  The matching grant was questioned, but status is unknown.  Amy doesn’t have anything in writing from the State yet.

   No motion for support.

R11 – Whitehouse Field Fencing Replacement.  Comments:  CPA database shows many approved recreational fence projects.  Dave Nixon moved to support the article as is at $57,128.  Motion seconded.  Town paid for the first fence.  For safety reasons the twenty-year old fence needs to be replaced.  The highway department has patched it too many times.  The Capital Outlay could provide optional funding, but if CPC funds are used, free cash could be used on other town expenditures.

   Vote – Yes: 8  No: 0  Supported project.

R13 – Queen Anne Road Crossing Lights – Cape Cod Rail Trail.  Committee comments: The safety comment keeps coming up with this project.  The idea of dealing with safety is not outside the recreational concept in the modern sense; it is a standard. Lighting and surveillance equipment at a playground in a recreational facility creates a component of a safe recreational facility.   Does the Act see safety as a part of recreation? 

   Straw Vote to support the project.  Yes: 7  No: 1.  Supported project.

R14 – Brooks Park Expansion/Improvement Phase 3.  Project elements were discussed. Dave Nixon moved to support project.  Motion seconded.  It was questioned if resurfacing the tennis courts is maintenance?  Director Beebe sees it as rehabilitation, not deferred maintenance.  They were resurfaced 8 years ago.  Usual life span is 7-9 years.  The Act allows replacement of playground equipment as rehabilitation in a recreational facility.  Vote – Yes: 8   No: 0  Supported motion.  

HP15 – Historic Brooks Free Library Restoration Brooks Free Library.  Committee comments: The building needs something done, but not happy with proposed project.  The budget is unclear.  Painting the building and landscaping can be identified in the proposal, but other listed items have soft numbers.  We are not sure what we can do to get those to a point where we feel comfortable.  Bothered by the ratio of expenditures, overhead, etc.; 30% overall cost is very high.  The budget seems to have double counted the contingency. 

   This project is hard to assess.  Concerned that this is maintenance work, not restoration.  But then again the Act allows for capital improvements, extraordinary repairs.  The CPC should fund this project because it can be considered a capital expenditure.

Approved Minutes 12.10.15

CPC 12.3.15  Page 5

   The work sections were discussed: Historically speaking, originally not all of the building was painted. With research, it could be identified what was painted and what color.  If they left it in the natural state, would that be considered restoration?  The columns don’t have to be replaced.  They are non-supportive and the 2-3 foot area at the bottom can be repaired.  Concerned about stripping all the paint, only to start the whole process of 47 coats of paint again.  Why don’t we stain it?

   The library has been trying to attend to their maintenance.  It was too much for them.  The town now has Sean Libby and a plan to consolidate all maintenance budgets into one account and go from there.  However, that account will not have enough money to do this entire project.  Note: CPC cannot pay town staff doing the work.

   During the presentation project manager Sea Libby had his own ideas about what he thought was a priority, differing from the report assessment.

   The library still has a balance on the books.

No motion for support.

Other:

• A motion was made by Dan Tworek and seconded to pay the Board Secretary the submitted payroll hours of 7 hours.  Motion carried unanimously.

• Calendar dates in 2016 will be reserved.

Adjournment 10:00 PM.