Loading...
HomeMy WebLinkAbout2023-09-21 Community Preservation Committee Minutes Community Preservation Committee Minutes of September 21, 2023 Present: Chairman William Callahan Tracy Watson, Terrance Holland, Rick Green, Tim Tschirhart, Ron Rudis, John Mabon Absent: John Simons William Callahan called the meeting to order stating that since all participating members are present for this meeting they will not be conducting a virtual meeting. If going forward virtual participation is needed, it will be shown on the agenda. All meetings will be recorded and the public will still have access. Election of Officers— MOTION -T. Watson nominated W. Callahan for Chairman, seconded by T. Holland. Motion approved unanimously. MOTION -T. Watson nominated T. Tschirhart for Vice Chairman, seconded by T. Holland. Motion approved unanimously. FY24 Grant Agreement process for approved projects. W. Callahan provided an update on the Barn Project. They will be meeting on Monday to review the grant agreement. Issues of public access will be discussed. Also, language will be written regarding historical items that might be found in the barn to be reviewed by the Historical Society. T. Holland provided an update for the mural at the Stevens Coolidge Property. There is a new group of people that took over the project at the property. The new people are of the same mindset and looking to build a strong connection with the town. They would like to change some of the wording in the contract, but all requests make sense for the project. Lawyers are writing up the contract and should be completed this week. The other projects that were approved are still moving forward,just a bit more slowly. W. Callahan would like to put in the application for next year to have a draft agreement ready before town meeting so once the funds are approved, projects can move forward as soon as the fiscal year starts. Review of CPC Financials - Fund Balances. As of the end of August the fund balance was 16.7 million. We don't have the exact number of encumbered funds. There are millions encumbered on the Community Fields Project as well as many open projects. There is a healthy fund balance. There is $6.8 million assigned but not yet spent for open space projects. 2.5 million for historical preservation, and 1.9 encumbered for affordable housing. W. Callahan stated that a requirement for the funding from the State is that the Chairman must submit a description of every project and the amounts granted. That is where the database information on the CPC website comes from. He has completed this information for the FY24 projects, but still needs to go back and provide updates on past projects. Conversation took place regarding closing out older projects with balances. W. Callahan suggested reviewing projects that have most of the balance remaining or $50 thousand or more remaining. If it's a small amount remaining on a large project it can be discussed at a later time. They can contact the owner of the project, receive a status update and potentially close out the project. Would like to send out notices to older projects with funds remaining to close out. Middle School Athletic Complex has exceeded the design budget, and has a change order for additional work that has been done. R. Green will look into that project as well as the McEvoy project status. There is currently 5.6 million for the Community Fields Project. R. Green gave brief update on status of the project. T Tschirhart asked if the Committee would be re-examining the project due to cost increases. Yes. The Cyr Boardwalk from 2020 still has most of the money unused. Playground Master Plan should probably be done, will check with the town on it. T. Watson suggested the committee or town send out a letter to all the open projects asking them to provide an update on each project. We should be requiring quarterly updates. W. Callahan asked what the process for sending out a letter would be. T. Watson offered a form letter showing status updates on projects she works with. W. Callahan suggested sending out automated emails to applicants requesting status updates quarterly. Members briefly reviewed past projects and balances. MOTION to approve May 4, 2023 meeting minutes made by R. Green, seconded by. T. Holland. T. Holland-yes, R. Green-yes,T. Tschirhart-yes, W. Callahan-yes., R. Rudis-yes,J. Mabon-yes. T. Watson abstain. Motion approved 6-0. Meetings have been the second Thursday of each month and this schedule seems to work. We will bring forth a calendar at the next meeting to schedule upcoming FY meetings. MOTION to adjourn made by T.Tschirhart, seconded by R. Green.T. Watson,-yes T. Holland-yes, R. Green-yes,T. Tschirhart-yes, W. Callahan-yes., R. Rudis-yes,J. Mabon-yes . Motion approved 7-0.