welcome to the community preservation committee meeting being held at uh one government center in uh city council hearing room it's uh Monday February 24th 2025 6 p.m uh pursuant to the open meeting laws any person who make an audio or video recording of this public
meeting or may transmit this meeting through any medium attendees are therefore advis that such recordings or Transmissions are being made was proceed un proceeded by those present and deemed acknowledged and uh we'll start with uh roll call to
my left Michael FIS here Alexander Silva here Kristen can Olivera here John BR here Rick mancy here BJ McDonald here then Chris just say you're on Zoom Chris
Ben present on Zoom okay and we're missing uh um Joan Bley which will be joining us shortly and um rert Hornsby is out uh we do have Sandy Dennis our CPC admin and forward TV
Craig um no citizen inut okay uh can I have a motion for approval of the minutes from January 27th I'll make a motion to approve the minutes from January 27th second okay uh roll call Michael
FAS yes Alex Silva yes Kristen can aliv yes John BR Yes Rick Mani yes EJ McDonald yes ches yes okay um we have uh a sheet in front of us
it's the uh uh discussion on FY 26 process and FY 27 dates uh we're basically going to stick with the uh September 2nd uh due date before noon on eligibility applications this year we thought we
would uh take all eligibility hearings on just one night since it's pretty much cut and dry good you know and then uh we did have two options there but I think the December 1st uh worked out pretty well um I did hear some feedback from
some applicants that uh the due dates and the meeting dates uh being so close to the holidays had a negative impact on being able to get cost estimates from contractors is turned around um so I was wondering if maybe we' want to bump it a
little bit further away from the holidays but if we bump it we're going to run into Christmas and New Year's Eve no I mean after so I think um the funding hearings would maybe be bumped make it a little earlier Alex would that
be it's whatever well earlier would bring us uh for for the funding applications do like that'll put you at Thanksgiving yeah ideally we would have them as close to the hearings as possible so the
estimates are good the longest it was just some feedback I I heard and and going like a step further into the funing hearings I thought reviewing everything during the holidays Peak
illness season was a little bit challenging personally so I thought that might give us more time to um evaluate too and um even further I it would give applicants more time to respond with further requests for information because
I think they only had three weeks for my questions to give some information additional information but if they don't turn them into say January 1st if we wanted anything give them just a week well we could always have the hearings that's what I'm saying later
and not the first week of January that's what I was so think what about the the again I'm new to this process the September 2nd I'm assuming that's because of the summer months that you're trying to get it towards the end of the summer that's just is that the
thought process to it so would it be outrageous to say we do at the beginning of the of the um of the summer before kind of vacations happen like May or June and then you would have the reason
I say that I'm I'm not quite sure what's more lengthier just doing the application due right or the second component of that the the funding for the applications so like we almost move it up like a month or
two a season up and and the reason I say that is that um your construction process is typically wiped out unless we have a an incredible winter or something of that nature so um it's just a a food
for thought you have more you've done it more often than I have but it would be a scenario um like I'll give you an example K through 12 uh schools or college and universities uh they got to start construction during the time that students are out and that's basically
summertime so it's a really kind of a um off-kilter type of approach to typal typical types of grant money uh design submissions permits applications and then the funding of of Awards and then going into construction so it's just a a
thought and I I just if it makes any sense maybe that happens um because I do understand what you're saying like if the holidays October November it's shot it really is maybe maybe I kind of walk back a little so I think maybe the
December 1st date for the funding applications is okay I think the problem we had this year was a lot of our cost estimates were gotten after the applications were actually due so they were being they were being asked for or or um
you know copied or whatever during the time in between the funing hearing which is the holiday season so um I guess I would be I I think the December 1st date is fine because it's really before the holidays kind of get into started it would maybe be the January 8th funding
hearing the J the earlier January funding hearings and deliberations I would maybe move that closer to February if not the beginning of Fe think and that way it would us mons tow applications ands request foration or
clarification it would give you know about a three or 4 week buffer for holidays um all all over the place and then uh things might be kind of more in a normal workflow for everyone does that sound so you're recommending changing
the January and inserting February in that place something along there it doesn't have to be verba numbers but um just a couple more weeks I think after New Year's rather than one you know well how long take I mean if we
made it January 1 and then we started uh funding hearings January 20th January 1st for the funding applications due yeah I I think December first is okay still and then it just gives us longer to review ask more
information gives them chance to actually get the information back ahead of the yeah cuz I mean some of the questions I asked before the funing hearings I was asking again at the funding hearings because I just still hadn't received it yet and that could be for whatever reason the real reason is it should have been with the initial
application you know but we could maybe be more clear about that during eligibility phase um but at the end of the day if we're looking for that information it would give them more time during not a peak season to get it for us so how about we uh bumped the uh the
8th and the 99th to the the funding hearings 20th and the 21st I think something like that is good yeah yeah I like that I like that myself that's a I like that that's good sounds good I don't think we need a motion cuz
it's we're just discussing dates so we don't really have anything set in stone yeah yeah I think that's good so you want to just tell me what dates in January so we would I'm going to update the web page on this Stu so we would do
uh I have to make sure that the room's available uh we do the funding hearings on the 20th and 21st and then calendar and then did we want one week uh or it was less than a week for
deliberations um well January 20th is a Tuesday and Wednesday mhm yeah so then uh deliberation um we're not doing a Monday and Tuesday yeah you could do the 19th and 20th is a Monday and Tuesday it's MLK Day on the 19th that Monday oh okay sorry about that
thanks so we do 20th and 21st and then we do deliberation 27th and 28th we just do one day deliberations oh yeah we just uh what am I talking about did we want to give more of a window in there for applicants to
answer our questions after the funding hearing cuz we generally always have them and it's been I think it would be better it's usually hard for a quick turnaround some of it I'd say two okay so we have February 2nd February the Monday yeah
yep February 2nd for deliberations Monday the 9th yep so we're still pretty close Mondays are better for meetings because Tuesdays Wednesdays Thursdays all the other committees have their meetings already scheduled for the year so well if these
are already booked with those committees do you want me to put it in another room yeah put in another room because we won't get this room we got lucky this year but we may not get lucky next year if we were going for Mondays you're saying or the Tuesday and the
Wednesday all the other committees ands just just make it Like Mondays right besides that MLK that's going to be tough though because if we're doing funding hearings we need this set up I set up the city clerk's office cafeteria
or outside well you know you know the you know the parameters of the time frame we're talking about so just coordinate that and then let us know and you know again because they won't have their calendar until December so I'll work with the city clerk and get as close to these dates as possible if not
these dayses for you okay okay okay thank you how many how many Wednesdays we talking about one one one I can handle one I can't handle one yeah okay the rest is Mondays and some Tuesdays Monday Tuesday I Tuesday Friday Saturday
Sunday which is fine I it just be the 2st I want um we did update our web page um but we uh to finish that off we're
going to do a document reviews um on the document reviews we started this process 13 years ago when we didn't even have any paperwork for CPC so this the paperwork we've had has been an
ongoing we tweak it here and there I think we've added a few things every year uh so uh something things probably won't change because they're pretty basic but like the eligibility application uh the award agreement we have some things we wanted to add the
funding application so uh I thought we would um um just go uh Page by Page and and Chris for I don't ignore you uh if you want to
jump in just give a shout out we'll do okay thanks uh first is a funding guidelines [Applause] so I did I just had one thing in the funding in the in the
eligibility like the the guidelines we're under funding where it says applicants are recommended to be present at the CPC fund funding meeting to answer questions I I would change that to
expected to be present not recommended okay because they really if they want that money they really need to be here for that okay so Scratch Out recommended must be
presented um Reed required or expected either one yeah want me to put that in eligibility too yeah yeah I I mean oh yeah okay then the uh I guess the applicant
must submit the date on that we have to change where you on that's on the the January 15 date the sub I'll change all those okay yeah I'll make those dates align
with said December 1 we see anything else um I was going to recommend um maybe at the beginning we include the mission of the CPA and some the project categories
um also the links the document links I don't know if there need to be updated or not but the file file names are outdated years so maybe we just resave a new link for that um I thought we might want to
include somewhere at the top that applicants must submit completed applications for full consideration just to repeat that point um and then I also thought it might be worth the of including that eligibility
chart in the application so people can refer to it in the in the guidelines sorry not the application that's a good idea it'll be smaller to fit on the page but it's still useful enough all right one other thing on that first page city
of fall over Community preservation guidelines for project submission we need to spell fall with the extra L yeah I was going to I'm not I'm not going to talk about all the typos and punctuation stuff I was just going to do that for
Sandy I just figured while I'm it's the title the title but um Sandy and if everyone's okay I was going to suggest or or just offer that once we get all the opinions I'll make them and then I'll just do
some formatting cuz stuff like um the boxes on the wrong page and stuff that drives me nuts so I just got to like format these a little more conservatively for the paper s them okay and then then once we have once all the changes are in the full committee can
review it and then just fully vote on the edited changes I was thinking okay the I'm looking down here uh on the fourth dot it said include any Maps diagrams and or photos I would like to
see I'm recommending diagrams slash drawings I know there's it's not a major difference but a diagram can be just a rough sketch where draw drawings would be more formal so if you got a larger project so I would put diagrams slash uh
drawings okay and uh and on that application I I was going to put must you know where it says recommended so I was right in line with that I I agree so I was going to put must be present but I like I like it turned better uh Sandy
asked me to take a look at some uh the documents and make them more Technical and associate in association with the city council and what we're expecting uh basic basically it's kind of what you expect for um submissions and lures and you what the process what we would
expect to see you know from the beginning of how they would go if the city is going for a project and I'll give you an example um the gate house um so they kind of lumped both design and
construction into one one bucket and so the reality of it is by the time you go through the procurement process if you're going through the public the process you need to go and get the uh the document so I would almost mandate that you have those stuff done first can
yeah and and and it gives you a closer indication of what the costs are going to be and if there are two separate things one is for soft cost which is design and permitting and survey and whatever and the other one's for hard cost and so one of the one of the
elements to that is if you've already done the soft cost on your own then you're that F much further ahead than everybody else the other thing that I noticed on here and I may have or may not have put it in there um so for open space and Recreation special Rec um
Parks or Recreation space um you should have a like a lands a licensed landscape architect that's what the Commonwealth of Massachusetts requires I think we just put architect down and so I say that same component like if you're going to do like uh Rails to Trails programs
if it's off-road you're fine with a landscape architect license if you're doing something that's associated with it being on the road or um uh shared use paths it needs to be an engineer and so right now we just kind of caveat everything as architect and so we're
kind of going through through this with Christ the Rock you know uh the keing are are the professionals giving us the advice of how far they've gotten with the work with the repointing and stuff like that so that's a good example of who you should have there as
professionals an architect and a structural engineer um and they're helping to sign off and get the billing for it I'd say it's the same way if you're doing anything and again like for historical component of it you would want to have somebody who's an architect that understands historical components
so that they make you're making sure that they're meeting what you want um to see at the end of the day so those were just a few of the comments that I added earlier this week and send it to John and Sandy so but that was the only thing uh I would add to those as well
can you send those again yeah I can send it to everybody but I just sent it replied to you was that for the guidelines portion or later components it was it was um what they were um expectations from the city uh um no I
mean were you adding them to this part or yeah so it was it was basically um for this one you don't have the word architecture in here but what I had received um via that email that's where I went through and I added those to that
so the other the still confus sure yeah yeah yeah not a problem I'll I'll send to everybody I just rep to well because they sent they sent all of this I think so I think you might be talk I'm trying to figure out where you're okay so I can
pull it up on my Emil okay put me to have do the uh design work no that was the you asked me to to add um to review that and so I put it in those six bullet points of what our
expectations were of seeing anything from the city so for instance if they're going to go out and bid on this we need to know who the people are bidding the project how we're that was the letter yeah okay that doesn't okay that's separate but but that would be that
would be applicable to some of these in here as well so and I can tell you exactly I think it should go as we go just tell me yeah eligibility or funding for both okay
gotcha well I I I think it should go somewhere in here in the guidelines for the project so if you're going to have if you're going to have somebody who's a licensed professional and I'm thinking specifically for your uh the historical preservation that you don't want to have
someone who does Dunkin Donuts calling thems a historical preservation architect M you know again we're giving lots lots of money to this that you want to make sure they have that expertise because at the end of the day you're going to go out there and review that and if it doesn't meet the standards of
the Interior you know design standards then you know it's kind of too late you've already WR a check wrot a check in theyve already installed or whatever might be so um but I'll I'll find it in here and I would say what I had just said I'll find exactly where you should plug those and it's just having the
right professional doing the right type of work so that we don't take on the liability so yeah and if you if did you have a u could you somebody mentioned open space acquisition of land is there someone you
Rec like that obviously an architect is not what we want you're you're right and so again it would you almost have to be kind of generalized on that because there so many different caveats I'll give you an example there's the city project right now with the dam uh
between North wupa Pond and South wupa Pond that would probably be a geotechnical engineer or a coastal engineer maybe I don't know like I don't know exactly I was particularly talking about land land acquisition not not buildings yeah that in that particular
case what I would say that you would want somebody who's a planner a land planner that understands what their the purchase and sales agreements of this land is the transfer of the land so that would be somebody who's certified in that that also could be an a civil engineer you know just as easily you can
interent interchange those if they have that specialty but like someone who's a historical preservation architect is a lot different than a skyscraper architect I understand that just the the big the big one I have is the recreation
and I I think what's going to end up happening happening is you're going to see a lot more Park projects and stuff like that going for some of These funds and so what I would want to do is I would want to um reduce the liability so when you have somebody put in a a like a
a Tot Lot there's a lot of lawsuits Associated without having Ada accessibility uh Drop Zones fall zones all of these things that people don't think about until some kid breaks their neck and someone's getting sued and so it's just making sure you have the right
professional aligned with what the work is I don't really think there's a professional um I think I have a simple way to incorporate what you're looking for the most simple way what if it's part of the funding application we require um like a
qualifications of any Consultants Engineers uh who will be involved like a resume from profile sort of thing any like relevant licensers that way it could just be part of the package for review and if it's applicable they include it if it's not applicable they don't include it yeah that that sounds
great and that way we don't have to like put wording in place it's just part like we make get maybe another number in the application coming up you know please include like team project team you know please include who's there and their relevant qualifications and then I just have one
request um whoever's making comments if you can just send me what because I know you want include the mission statement on the top the project categories I can insert this I'll insert this chart in there so they know um tell me where you
want me to put it I'll change the date and send me all your comment and then I'll just revise it okay okay thank you so Kristen on the you were talking about the applicability uh or eligibility here but is that going to
that same wording you want to put under funding funding has the same you want to change that too both of them applicants are expected to be present at the CPC funding meeting applications are expected to be present at the CPC
eligibility okay good and on the fifth dot down also that would be diagrams and or slash drawings yep diagrams there on that and our photos so so that would be both on the eligibility
and on the funding sheet yeah good Y and then uh I would was just looking at this on the 12th dot down it says no project may be started before the city council gives final approval for the
project and all necessary funding agreements because it's not just the funding agreement but it's all of the agreements yeah because we have sign right so that agreement and a deed restriction on same yes so we want to
change that to get the funding out of there so funding and all all necessary agreements all necessary you can put funding a deed restriction sign all right as if we just and all necessary funding agreement exactly then we cover
anything and all of it yep just in case you add something this year exactly you might to add something exactly yep and the other thing about starting projects uh we we don't have to
necessarily correct it here but we can do it in our funding in our application form uh the we had a situation where someone had a faulty a roof that was wide open they were afraid to do anything with the project because it
might interfere with the funding or receiving funding because it was part of the project that that we should maybe address this a little more clearly with well the project was $5 million we looking for 300 so fixing a roof would
not cut into his 300 right so if we but over here our funding eligibility says no project may be started before no project should be started just project that they're applying for approve so if
we change that and put down no no funding no CPC funding project may be started if we just slip that in just to clear it up a little bit okay good thought all right anything else on that
one and sany I'll provide you exactly the location and the verbage that nothing to changeability application [Applause] I didn't see anything on there I was
just I was just thinking maybe we add uh similar to the funding application how we have that those couple paragraphs of just informative information about where to submit and the dates it would be useful to just include the eligibility dates and that information at the top
here okay like the please send one copy to and then the address and the due dates and then the guidelines I think that paragraph yeah just just there's like one line at the top where it isn't it isn't applicable because it's it's the
any projects will be n and void if work is started and that's not that's not for eligibility obviously are we on the first page of the application eligibility eligibility under under the applicant name of applicant will we also want to put
telephone and email address because they could be different from the organization there no but it's got the organization the address and telephone number and email for the organization we assum also have an applicant yeah we assume it's the same but it's not always
the same so exactly I think Rick's saying we just doubled up for applicant because you're absolutely right it's not always the same so if we just put their the applicant's telephone number and email address yeah yeah sometimes we're asking
questions to the organization and they really be going to the applicant I think that's like one situation that happens because right yeah we'll do that information all right anything else uh on page two uh fourth line
down it's talking about the it says and include an estimated budget in addition to supporting materials I would I would just thought probably and include a contractor or architect's estimated budget yeah that's
what nor do okay but that's not what it says here so I just thinking if you slip that in did you want contractor yeah contractor or Architects because the estimated budget could be as we saw at the gate house it
was just done by the participants of mhm I had put in specific language that I sent to you what was that form that I was replying to what was that it was rewriting to different department so
that you are all it's a public project y they need to notify you when the RFP goes out whens come in when it yeah that was a specific letter to all the departments in here because it's not being done right now we've done in the
mhm okay that's what that was yeah so I I just use the basic uh guidelines of what you would do for public uh procurement of a project and so a cost estimate what I would suggest is it's either a contractor's number hard number
or you're using a professional estimator so and then the other thing that I put to that is what the dates were associated with it because if you're doing soft cost on it but you're not doing construction for another two years you to put in that money for that and then two I I put in at least a minimum
of just what's going on right now and what's been going on for the last several years a 20% contingency on costs do that and you need to do that because um yeah who knows where we're going to be I mean it's uh pricing that's the
huge that's one of the huge problems with affordable housing right now is material prices are unpredictable and and investors are staying away so but if they're going to do it whatever it might be they should have those caveats but that's what I had submitted to um Sandy
on that letter yeah and and ie the contractor or architect Architects usually get a professional estimator so you know it's right in there and but it could also be appraisals for like land purchases and stuff and the architect would get all those professionals
correct all right next is the uh funding application that kicks back uh uh Mr chairman on the first paragraph third line it's a be null and void if work is started prior
on and on I just thought maybe if we insert it in there be null and void if direct Project work started prior to so that would clarify for instance that situation we had with the roof in our last uh
funding if it's a if it's a direct if they're working on a project that we're funding direct uh work but ancillary work they could perform without it affecting the C so if we just stick that
in know that but I mean we can put it in yeah well it's just the it's wordy clarify the point point you know so just put direct Project work can you just elaborate on what would the anciliary work that's okay is that you're talking about like design
work and stuff no U I don't know anything that doesn't include what emergency stabilization maybe not anything that's not uh awarded by CPA they can do they they might be coming it for Windows okay they can do anything and they could go
inside and and and Rehab the interior while while they're waiting window approval where this sort of locks them in not going in and doing anything I would just put Project work not direct then I think direct makes it a little more confusing okay all right
that the the other one that I see in here is on page 14 um one two three four five sorry it's easier to two from the back what was that sorry that's a little easy it's under the major topic of uh
project check checklist yes and one two three fourth from the uh the bottom is architect landscape architect engineer it says four Hiser preservation project that also should be applicable to any Recreation and outdoor recreational
project as well um because there's a a much a finite difference between uh like an hestad Park where somebody is a historical um landscape architect that does hestad parks and those types of and then somebody who's just doing a um a
grant or the application for a Tot Lot or a playground or whatever it might be so uh I would I would include for historical preservation uh projects and Recreation so you get the right person open space
and Recreation right yeah open yeah you can do open space and Recreation y all right and while we're on that page if you don't mind uh at the bottom the last uh block it says I understand understand this project should get at least three
bids that's what we've been hearing I've been getting calls we all hear that three bids are very difficult to get and this is the original application so I'm suggesting maybe we could just even one good solid bid for this
stage for this stage of the process we've had a three bid because sometimes it's easy sometimes masonary work we have run into that problem where we can only get one so I think keeping three gets him the little more motivate I
think we could just say that uh I understand this that just change it to make it good faith efforts to achieve to attain three bids and you know provide evidence that efforts were made you know um for some of the specialty work what we've heard is there's not enough
contractors to get three bids sometimes that was some of the problems we were having so I think that's why we were kind of interpreting it so far or at least in my time or me personally um as like a good faith effort to achieve you know at least three bids
okay they can't get well the the public procurement process they require typically three bids to come in and it really you know it's a lot different I understand because it's a very specialty component of it so when we do a project like the Waterfront we need a specialist
to come in we might get one you know like it's hard to get one but um I would keep it in there but I think the caveat that um ax just mentioned would be the best way to do that and that way you're getting competitive numbers because at the end of the day like if you do
something specialized on that at least get try to get two because you'll have a scenario where you know you're the only one in town you're going to be you know jacking up the price associated with that because that specialty so um but
yeah I think it's good faith effort is a good way to address it and um and whenever again like the whole um Christ the um the masonry work being done he
specializes in that type of work and so um but that's a little bit almost like a peac meal type of scenario we're going to do as much as we can for this amount of money well who really dictates how much that is and how fast are you going to do that and so but we do have an architect and a structural engineer
helping to sign off on that so um again I would question you know the financing on him on that get try to make it as competitive as possible if you can okay when we get
to um number six on that page project budget um it in the in the funding obligation so number six I I don't know what page it is it's number six project
budget which page you on it's towards the back here oh okay from the number system yeah I got yeah we don't have page numbers in our yeah so in the section that says additional funding
information and then in number seven funding I think that's where we need to very clearly say that there needs to be um Bank information like loan information and what they're planning
there but doesn't not say that when attach commitment letters from the organization yeah but but you still need to be more specific and say bank or um Lo like fin yeah yeah a typical
construction loan like anything that's like a highway project you have to you have to identify state federal and local where the money's coming from to build it I think the reason I think the reason this is from any organization is because it could be other grants and private donations and and like things like that
right and that needs we could just we could just say including you know letters from Banks cedit like say like yeah well that would be the underneath the bottom way so describe any attempts to F would it what I was thinking was to
try to clear it up was on that checklist page it doesn't mention outside funding so would it make sense to put another um box under like support SL permission because you could consider
additional funding additional support and then maybe that kind of reinforces the stuff that's already in there because it's on that that checklist as well maybe just a say financial institution or whatever I mean I think you could
probably put it in a couple spots but I I thought yeah under that support or permission just other funding sources but I still think it needs to be in either the additional funding or under regular funding in seven I think it needs to
say including Banks SL Credit Unions because private funding because people don't I I've never seen it put with that a lot of times they don't so the one if it's
personal funding you could get a bank note you know notation and and I agree Kristen I had the same note so so the only thing I would say and I'm I I apologize because I'm not 100% sure which project it was it might have been
the um the diner I think they got a letter a construction letter but it wasn't a um um defined construction loan it was just like we support the project doesn't really give you a number but it was it it gave you something but at the
end but at the end of the day they're not guarantee that loan and so I would hate to see a project move forward we give money to it and find out the bank's like we're not giving that money and so it's typically any project of this
Nature has a dedicated construction loan whatever it might be it was the diner because on the on the letter itself it said this letter is not to be considered a a commitment to fund yeah or something
to to that effect that it was not letter to commit yeah should there be like a threshold where it becomes more of an issue like if you're applying for you know less than 20% of the total project we need to see additional funding you
know if you're applying for if we're paying for the whole thing right like I'm thinking the windows so if it's a $5 million job and we're only paying 200,000 we're under 20% of the total cost we need to know what the
where the other 80% is coming from so maybe that's like the most projects give us that information it's the smaller ones but not always because the night didn't well that was a smaller project I would but it was a smaller project but then they had all the other project
planned so it really wasn't a smaller project they might have wanted a certain amount from us but they had all that other stuff that they plan to do and that's where we didn't see it and and it does happen like some ke I mean if you've got a if you have a project that's applying for
$100,000 and they project is only going to cost $120,000 then that's different but like when you have these big housing projects or the big like the night hour where they wanted this amount but then it was like a $2 million project things like that we need to but I just think it
needs to be specified in there including bank and or credit union um commitment letters or what however we want to work and that's important because we've seen that in the past where we the statement was personal
funds but they're just putting personal funds I agree there should be a bank letter saying yes those perfect those funds are available or something to that nature just just to solidify our thought process in in the funding guess a letter
from financial institute so then I wouldn't necessarily say we need a threshold cuz we're asking for it in every project already and if it's not applicable they just write non applicable right um cuz I would want it for every project pretty much you know to see if they do have funds um I so this little additional funding
information box that's technically under six I was going to say that should be under seven the funding number and I think that would be like a perfect way to start seven and then you have funding A and B the commitment letters and the attempts that's Segways from the chart which they should be listing the
organization what kind of funding it is how much it is and then that chart already has that line Kristen that says sources include private federal state or local government and then before or any other sources we could just add Bank fund like you know that that's your your point right there and then it all kind
of flows better and then it fits better on yeah okay it seems to me that most nonprofits on smaller nonprofits M could simply send in a copy of
their report but even with those we want to see like their other Grant applications things like that would have to go say they come in they asking us the 50 but they got a 50,000 Grant from some we want to see the 50,000 gr U the grant would be in their annual
report deal with with folks who were applying their own money this would be typical of a nonprofit they would have some money and and yeah and if it's like their financial annual report the grant would be on there the financials of the of the
nonprofits that's really what I'd like to see I don't know quite where to put it just like I know like I know uh the church that I work I I I belong to when you look at their operation budgets it has special projects and so for instance
whether it was like outdoor painting lighting whatever it might be but that would be in a typical non-for-profit here is a specialty project broken out and these are the funds we have strictly dedicated for it and so it's clear so you see that it's not going to be just
you know where is it coming from type of scenario but yeah just I think that's a a perfect way to state that that the funds need to be sh shown during your operation budgets specifically for the project that you're looking to receive CPA funds on well it's also nice to see
an operations budget to know that they're financially stable and we're going to give them money for a project because it shows that we're not going to give it to somebody that's going to close in six months right yeah so okay I've been making the notes so you
don't even really have to send any yeah I'm just I'm actually thinking uh Jim it goes under that additional funding box and you could add it right to that sentence where adding banking where it's like nonprofits operational budget for the most recent fiscal year or something
and any grants that were achieved or attained would be in that report unless it's the current fiscal year and then the rejection letter bullet point shows the other end of that so it's like all our bases I think okay before we get too
far on page three skip on page three there's a 1 two 3 four bullet points down it says uh including or include supporting materials and Exhibits as necessary well what's necessary maybe we want to remove that and just ask them to
include all supporting materials and Exhibits period not as necessary because you know we that's very subjective yeah they're all necessary right exactly Oh I thought you were going to want to put drawing in there yeah no no not there well we can
we can but that's what what this is just again you can tell me to be quiet if you'd like but like typically our projects that we do um we give a basically a statement sheet of what the project is and so and
that would be really helpful for the CPA to be able to start logging this is what we're doing this is what we've done and so I'll give you an example if it was like uh we're building a new five story story um uh housing project with first floor
whatever it might be it'll tell you exactly what the project is and so if you're ever asked you just hand them that or you give that to the news or whatever it might be anybody who's doing an application to a project that's pretty much your cover sheet like you give that to them this is why we're
proposing this project this is what it's about and then you know the public gets to know what what's the end result of what that project is at the end of the day but that's what I would say that exhibit type of scenario is that's kind of what the eligibility application is
like because you in the eligibility application you're giving a synopsis and you're telling why it's relevant to CPC so I mean that's basically same that's basically what that is can I just make a suggestion on that same page because
when I get these in and I'm looking at them describe the project and a lot of these applicants they go on and on and on about the history of the building briefly describe the project they don't tell me like so what are you asking for like it's like you're not telling me
what you're at you're describing know this whole history of this project and the building building and what it means to the city but they're not saying what they're applying for I've I've been seeing that over and over put can you can we put something like briefly
describe the scope and work to be done for this project funds you know applying for like I don't you know maybe you want another section you describe you know the history but you do ask that well it
does later on yeah yeah it does ask in here so please describe what do this project do to the city so that that's where they could put all that history but in describe the project this is where we want to know okay I want $100,000 and this is what I want this
$100,000 project so if I think that's going to be changed so describe the scope of work that this project will entail something like that a requested project that's a good point I would say of the requested STI just stick just to the to
that point yeah you could be more specific and say of the requested funding and then it's specific but you still want to know the greater if you say specific yeah well that would be for this then the later would be the greater project where's the leader I think we
asked for another description yeah describe one just says describe the project yeah and then goals you know the goals yeah that's yeah but that's not saying the full because if you say describe the scope of work for the
applied funds they might tell you okay well we're applying for Windows but there's a grand project that you want to know about besides that you know what I mean like if you just limit it to what we're going to fund
they might just tell you okay this is for you know maybe add another SE window add another section describe the project then um describe specifically what your funds you know break up what you look
which you do it's find when I get these applications trying to do reports it it's like this time around they were like two or three projects looking there when I'm trying to do my report what are they asking for I have no idea what they're asking for it would be tell you
in description what they're asking for I don't know it maybe maybe one would be like describe the overall project and then they can go and tell you what we're going to build this redo this whole thing and then describe specifically CPA funding request request exactly this
would be 100 historical windows sure into detail and stuff like that one a and one B yeah maybe something like that good good point yes I have them once in a while describe the project and then overall descri the overall project
project and school um Des project and then describe no we don't want the history there no describe the history is later the specific lat well when it says I thought we were including it there as one of the and who will benefit and why
because it's a historical project and blah blah blah blah blah blah blah and that's what they'll say it then it's not necessary the history that's forward thinking we're talking about backwards descri the speciic I think describe the project one describe the full project and its history B describe the specific
CPC fund scope Bo yes yep so descri the overall project and its history and then describe the specific scope and work the CPA the requested CPA funds are sure A and B Y
good all right we got progress here so now we're back down to page eight well well I'm backing up we went to 14 name what you eight page eight it says a it's um uh project
budget maybe one uh recommendation is we add page numbers to this yeah that would be wonderful yeah that's a simp that's a simple fix okay we're on page eight that's 14 number six at the top it says uh when
submitting a budget please provide da da da okay that if you look if you look on the bottom under the budget categories all the breakdowns there the one two three third line down says construction means all types of work done on a particular project or building
it says including erection alterations or remodeling I'd like to see including install installing because you also do installing on these projects so installing erection altering or
remodeling what about demolition too demolition absolute I I would put a batement on that okay as well bait yeah tuck them all in those are all good and that's why like when we run into a project that ends up just kind of dying
on the vine is because of something unknown and so your abatement costs are just astronomical and if you haven't put that into your assessment it'll kill a project instantly so true one thing on that section as well
the line under it that says the cost share is very important in giving the application a competitive Advantage maybe we could put that in bows right here that's in my note perfect we're thinking same direction yes I think
that's imperative yep and even a larger type if you wanted to just slightly larger type okay so slightly larger font what about does this Chris do you have anything to add anything that you want
to add here we're not forgetting you we just can't see your No I appreciate it you're you're I'm listening in intently I have my camera off to keep the bandwidth issue from from delay so but know you're covering about everything that I would have had as not so thank you we just don't want you to feel left
out I I appreciate that thank you um it's under number 12 specifically but I believe it's somewhere in funding or budget too for the contingency
uh you recommended um 20% we have currently listed as 10% I've I think suggested a couple times just through how we've seen it uh that maybe we increase that as well I don't know about
20% maybe 15% for contingency we started doing 20 though well it's listed as I don't think we maybe we wanted to but it's not listed as some projects we we added it maybe I
well cuz this 10% is before like pre-co inflation is is pre-co inflation so like the 10% kind of kind of evaporated really quickly for a lot of projects um during those years so I I was just thinking we increase it to maybe 15% I
don't know about 20% specifically as Michael addressed it's almost a year before a lot of these projects get off the ground so the 20% is so fluctuation of plywood and stuff I would almost I just kind of put a flatline on that but
so for instance when you do a typical like design build project you're only doing 20 5% documents there's a lot of room for error to find out but our number there is probably like 30% I don't know if we're going to like I recommended in that letter that all of
these documents be done if they're soft costs you should have a pretty good not like a good document um before you start uh constructing we always always use 10% on that so you still have some
flexibility for things happening um but um again like I I didn't see one project that we reviewed that had like full documents they had kind of nice pictures and elevations and that does
that won't get you a construction number at the end of the day um and and that's why you get these overruns the more detail you have the better the cost estimate is the lower your contingency is at the end of the day so I'm okay
anyway um and hopefully they uh they're they appease Us by providing that those documentations before we even see this stuff so it's gone through the historical commission review it's gone through you know open space it's gone through planning and zoning and they
have a finite number and that number I would say 10% and then you know again but it it to me it it really doesn't matter what the number is but the more detail you have the lower the number the less Det you have you're going to have overruns and so what I don't want to
have happen is kind of with you know uh Christ the Rock Church you know that kind we're just going to do up until we run out of money and I'm like well I wish I had projects like that but you know there's a reality to that if you can do those those documents and say
this is what we need to do explore it get a number this is what you know your your project should cost and it should be within this number then um that's what you should hold them to you know if they don't use if even if we put
the 20% contingency if they don't use it it comes back to us anyway so yeah but there's a negative way you could look at that too yeah I know it leaves less for other people too well that and and with the knowledge of a 20% contingency some
of the cost estimates could be skewed to a lower end if you want to really get down to it do 15 15 I mean we could do 20 you know it's just 1 of the total project cost so it's going to be cumulatively eating up into our funds year-over-year
but like I said like some we got it back so it's all it's up to us um number 11 project documentation feeding uh off of Michael's Point um maybe we require uh so instead of attach any applicable engineering plans we just say include
any applicable or and completed plans date something like that the way that I would say that's to keep it like a caveat I would say attached any applicable um professionally um uh
uh I would say um uh attach any um Plans by a registered professional uh design professional in the state of in the Commonwealth of Massachusetts and so you know that they're licensed here they know the codes they know what to do at the end of the day and that includes
everybody which is a I think that's a very good uh way to do it because you don't know which profession you'll need at the end of the day you might need an acoustical if you're doing a theater you might need a geotechnical if you're doing revent work so um I can write that
down and I can send that to you but that's how we would when we when we don't know that's how we kind of uh write that but I think that's that would get that um what you want to include Rhode Island as well I live 100 yard I live 100 yards from Rhode Island we do
get some professionals that come in from Rhode Island because we don't always have them from Massachusetts cuz I know in some of the historical projects The Architects um have been from Rhode Island oh they they can be from anywhere like I I I'm I oh but they have to have you just have to be license in the state
in the state of Massachusetts I have a national license I'm in almost half the states and I don't even practice in most of them but you go and get that but Massachusetts is a it is the it's probably the highest caveat when you have a lier just
wondering if someone would be licensed in Rhode Island but not in Massachusetts no yeah they they if they if they practice in Rhode Island they have uh they definitely have a license I shouldn't say definitely but most likely they have a license in Massachusetts
it's an assumption though they don't always but but like put it this way you you you can't practice and stamp and sign documents and that's if that's what you're asking for that's you required I don't know but I was just asking a
question because it was so close to the state line and I've gotten hung up on this before yeah what's his name yeah I'll do that number I I'll write it right now and I'll give it to you that's
yeah you could just say license professional you don't have to get I'm just saying like that's that you're putting yourself as a city or whatever like you you to practice in the state you have to have a license in the state and if things don't go right and
you have to go and whatever um argue this well I am I'm I'm I'm licensed in Nebraska well Nebraska is a little different than Massachusetts so that that's what I'm saying like that's that's the as I always say that's the minimum requirement you could possibly
need you know I mean it's mandated also not LIC but it I don't like what you're you're speaking of the Rhode Island thing I don't know anybody from Rhode Island that doesn't practice in Massachusetts and vice versa it's just the way and it's it's like a universal
thing once you get your license you get a a national license and then you just get reciprocity and if you if you're going to do work in California you've got to do something with seising so I believe you I just don't know I know yeah yeah yeah yeah it it would it would
cover I would say specifically in your case about the historical component of this you know if all of a sudden you didn't do something and it didn't mean compliance with ma the Commonwealth of Massachusetts you're kind of on the hook you know what I mean so that's that's
all I would say you know sounds good okay so I work at an architecture office in Rhode Island and I know for a fact that not every architect has both licenses for Massachusetts and Rhode Island um generally it's whoever stamps them would
need the so like I just am hesitant about putting language that is like so heavy um when maybe you know someone who didn't have the license would be doing the work to date before final review of someone who had the appropriate like you know like there's just wiggle room for
error with um a blanket Massachusetts approach but yeah I I I wouldn't budg from what I I mentioned but your your office has somebody who is a a part a principal partner or owner of that company they have to be that to stamp
and sign documents so you probably have one person who pretty much stamps everything even though another architect's doing the work this firm licenses too to do business in like you know States and stuff yeah yeah I have 12 corporations it's crazy they come get
you coming and going like it's and you don't even do work in those States anymore so so did we want to keep the I just want to know do are we keeping the Massachusetts uh license Ure in that one just want to know oh I would say yes and then for the contingency is that 20 or
15 or 10 let's go I think 15 okay see anything else it's just the contingency on the checklist change that to 15 moving on
okay Che yeah on uh on page 10 oh okay I guess it says timeline number eight and what we've done in there is uh it's no CPC project can begin on and on and on and then in in small Italy it
says this typically occures during the month of August but it's not a definite month just get rid of it why do we really need that that we don't even need that it's not August anymore not even close right and and we don't need that scratch that right out I would
think yeah it used to be that but now it up yeah sure well think you have any projects you're going to go earlier no but I'm saying that yeah should be yeah anything else if that
closes the only thing I would add to and that's second from the back we use uh we say code enforcement we have fire electric Plumbing gas structural and we got handicap we probably should insert Ada in there you
know either to the handicap or eliminate the handicap and put Ada Ada accessibility yeah yeah rather than handicap okay all right do ADA compliance or accessibility
accessibility ADA Compliant I think would be more more in uh okay be more encompassing yeah that's it for me on that one right want set on that
one next one is the uh uh Community uh non conclusion wish we could have used this time around we we had these forms which is good reason why we have them now
um I don't see anything there that we have to add or change but feel free to the only thing for these award agreements that we don't I don't know if we're necessarily prepared to address right now is I've noticed in
other communities this all this usually you name the organization that's going to hold the deed restrictions um in the award agreement I believe and I think we should start doing that in the future well we were on this page oh I have that
stapled in my other thing I thought we were done with you know I did think on this one when we get to uh pass eligibility next time around is if we do think we're going to have a problem we fill this
out before like no our November meeting that way we know who might miss this is this is not this is not what you're talking about this is this has to do with bid or proposal made subed and okay
yeah I got the wrong form okay you're on the certificate of non-c conclusion correct yeah yeah no he's he's talking about if there's a cont of Interest with one of us yeah no okay okay yeah no this is pretty standard I don't see anything
different okay then the next is uh certificate of uh reimbursement certificate of payment request you have the new yeah does are we on a certificate of
completion or payment request payment payment request okay I think what would be nice is when when we do um when we do the funding hearings or even during eligibility at some point I
think we should go over I I'd say maybe funding we should go over this with the applicants so that they know how to do this because a lot of times they do not know how to fill this out and submit for payment and I think it's important that
they understand exactly how because there's a lot of going back and forth on should be done after Grant Awards emails yeah well at some yeah whenever but at some point before when they sign yeah yeah
because that's they need they need to their um we'll have them fill up their um certificate of non collusion yeah when they sign sign this when they sign the these
need to be changed the top yeah yeah oh yeah yeah these are all like really one of the things on here it says an inspection was made for the requested funds we're looking for a date there maybe we should put on and then just put
date in italics so that they know item you want the a payment request that would be uh an inspection was made on we're on payment oh we just need to put the word on because that line is meant for the date yeah so just add the word
on yeah on or date whatever inspection was made on for the requested fund yeah all right property listed in fiscal year yes that's important we should extend that
line a little bit too that's very narrow okay and just one addition I looked at it said certified by and it's got architect we have projects that are strictly project managers or contractors so maybe
we should add contract to project manager it is underneath if applicable if you look down that that's over here but over here where it says certified by Fifth Line a fifth up in the bottom oh I see okay see that if we could just just
add that just add contractor uh project manager how I put project manager um project manager or contractor too you could just mimic the language above other yes exactly so my my question is on the um masonry project uh
we met with the KE they went through the project we've met with the contractor and I think the KE actually submitted the application as their professionals and so you're you're right sometimes times they're the uh the representative
I just my personal opinion I I I wouldn't take anything from a contractor and I mean this in a bad sense you have a an outside professional saying yeah they did x amount in order to release that fund as the professional
representation of that they did X Y and Z they did 25% they should get a 25% on this one where you'll what you'll have happen and this is the same process that you do for a construction loan you may want the money but they're going to come
out and say did you do $100,000 worth of work right now for us to release that when you have the contractor asking for that money you know I mean but the contract is only going to get looking at the bill too he's only going they're only going to get what you're allowing them there's
a CPC member that reviews this yeah and what you're doing is saying okay this is fine and then you want it certified by someone that the payment is being drawn up here I'm just the architect would still be there the architech would take
care of this but we have uh I'm thinking of a project that looks like it's going to be just one of the members that's going to help out it's going to be members that do the projects okay and so you want the project manager whoever that is and they'll be listed here or if
it's a solely a contractor contractors a license they come in and there's no architect involved and maybe no project manager it's the contractor working with the business M so so at least we got that provision in here right now it's
strictly certified by architect I and you're going to check the work that's on the bill to make sure it's done I I'm just going to give you an example I want to know who would be held accountable for this we just gave out um a hypothet I'll just use
hypothetical um the replacement of 100 uh historical Windows okay and you go through and you count we got 50 on here but they're asking for 70% of the the funds because of over cost and everything else associated with it so at
the end of the day you may put two more 10 more uh windows in you so out of the 100 you only got 60 in if I if I'm you know looking from the outside in I'm saying what happened to the other 40 windows and so that's why I say like you
know in in the in the case that we're doing this historical project they have an architect and they have somebody supervising to that I just want to make sure that in that case just to answer your qu your your question if you're if you're the CPC member investigating that
project looking and they're looking for a partial request and you see 50 out of the 100 you say well you're not going to get any more than 50% of the money yeah and that's what you're signing off we don't have to sign off on this they don't get paid anything so that's that's a very easy case because I can count
windows I can't count how much masonry work you did on side of a building you know what I mean like you're supposed to do whatever it is like I would say You're supposed to get the entire North Face of that Tower done for this amount
of money but then you come back and say okay I only got halfway through because we ran into X Y and Z you know what do you do and then the the issue we have is well now there's been work done and the
work that hasn't been done is relatively unstable or could potentially be hazardous so that's why I'm just trying to figure out yeah keeping us out of out of a a situation where you know well it's somebody of that a project of that
nature is going to be yeah conducted by a reputable contractor or in most cases an architect right and they're going to be signing off on after your review and their explanation to you that that amount of work was accomplished so you
know there's a lot of mimics the invoice yeah so if the invoice is 40% of the work that they going to get paid for um and there's a lot of times that we'll get Ines in and we'll look it over and it's like um sorry but we don't it's not
part of the agreement yeah so we deduct that from the invoice and that's the am goes on here um so this this form goes with the invoice whatever whatever that job's getting invoiced for um is what that will mimic and there are things on
the invoices that I mean we've denied and we have not paid we just got one that we're deducting you know a chunk of money because it's not in the award agreement that's why the award agreement descriptions have to be extremely
specific because um that's what pay pay anything more anything less and and and we as a CPC member uh have to be very very critical of the amount of work type
of work is the work done properly is it sloppy you know what what what's the product what's what's the product that we're paying and you you just don't you you can refuse to sign off on it all of
these signatures without the CPC member have no value so there's a lot of lot of checks and balances here okay the last the last signature is CPC without that when I get i w i don't pay them yeah
so so you guys are the final check and balance of this one so I'm going to put architect contractor program in I actually think it would be more simple just to remove
the parentheses and have C certified blank and then you just match it up with whoever is above it's probably easiest yeah write it in sure I'll just take that roll I actually have the same question on this one what if on a land
acquisition mhm what would you I would think it would just be the CPC member but I can't think Department depart City Department land Acquisitions are actually easy when when
they close it's just a onetime payment that one time yeah land acquisition we've done this committe on a lot of land Acquisitions I don't handle those invoices because they're public I only handle the private ones done1 but but it it's a it's
actually a very extensive process so you need one a surveyor to give you know where the the actual land is first and foremost then you need an attorney to put it in registry of deeds if you're going to do the acquisition to it then you need to find out that there's any leans on it there's a lot there is a lot
to it um uh you know but that's how I know that water department normally does all that in their chapter 97 they'll take care of that so they do the survey they do the Deeds they do all of that stuff that's great you have
somebody that does that but it is again we I think we're Limited in land here Fall River like we know what's available and it's probably readily available but typically what you're saying is actually very true is to find out who owns the land how is it registered is it surveyed
are there any Deeds on there are typically we go do that to buy it yeah yeah we know all that when they I just don't want a land acquisition to get hung up because we don't have the right kind of professional licensed professional to sign off never happens
so the only the only I can the only situation I can kind of come up with is what if there was a private land acquisition there would be no applicable uh line for someone to like a surveyor to sign so would we want
to do architect SL surveyor to head that off yeah yeah that before my time but yeah it would almost be like what you said before the caveat of all- encompassed professional type of deal whatever it needs because is the reason
I the only reason I say this is that you find all of a sudden you've got Wetlands on there and you were going to build a a study center well you you're out of luck you just bought the land and you can't build what you want on there two look at the waterfront you had Brown Fields you
found out later on that it's all brown Fields so what I'd almost say is you have the caveat um of having a licensed professional professional or professionals need needed to do the um the land acquisition and that that
that's on them that at that point so not not here then if it's something that they planning on yeah they will put that in their application all the Passover ship stuff so so what the reason I say this this is what I this is what I do for a living go to somewhere in the
middle of nowhere find out if it's worth to buy and then if I run into something do we have you know storage tanks do we have this can we get what we want do here I would only think if I'm somebody from the community you just SP you just
s you just purchased the piece of land you can't do anything on and it's contaminated and then all of a sudden you might be on the hook to clean that up and that happens quite a bit and again the Waterfront Park is a perfect example of that and so you know they
went through imminent domain obtained it but they knew it was contaminated but not to the level it was and so we' a lot of funds to do that I would just make sure that we're covering our uh ourselves that they're getting whoever it is gets the right type of uh
professionals on it and it's on the application yeah so keep it how we have yeah so you're saying should be on that funding application to make sure that and then the questions rest during the
funding round from all of you exactly you know on exact yes because this is like way after that right okay everything's been surveyed everything's been checked everything like all of that's been done before the and that's part of the reason why we
bring folks in and we question and ask them these questions to make sure that that that is solidified we normally don't give them the money for that till after legal goes through has gone through everything yeah those are good questions to ask during your funding if you next time when you
get a land acquisition project because if if they don't answer all those questions I mean why fund it well I mean if it's you like a lot of times if it's just to buy a piece of land to open up open space great you don't really care
it can be whatever it is it want to be a swamp you want to have a trail whatever but if you have plans of doing some development on there and you find out that all of a sudden I can't put an education on it because it's you know below 10year flood zone or whatever it might be you don't want to fall into
that scenario and say well wait why did you as a group authorize that sale that's I've got some swamp land down a Florida it's great prime prime location all right so I'll set with that
one then um there's a line on this that references Mass secretary interor standards do we need that if it's not a stor preservation project is because that's something we could do without or should we be more clear if it's applicable or not you could put in parentheses if applicable okay cuz we're
going that's going to come up the next page too yeah appable there it's the okay thank you good point and it's like two other times in the next next all righty so Community preservation committee certificate a
completion I'll mimic what you did for the payment request basically the same thing so it's close to being the same thing I'll let you go up I'll let you go through it though
okay any recommendations for this just the two if applicabl for where it mentioned Mass Secretary of interior standards anything else looks good certified by again the same thing just change that out mimic I'm also just noticing it says Massachusetts Secretary of interior standards best should be
national park services secretary for teror standards right Rick what the teror standards approved well secretary it would be Mass historic commission SL national park
services secretary stand for one is one is the other so but I hear what you're saying it'll be just more keep it as is is fine yeah because because this this is mimicking keep it as is Secretary of inter yes so is the ma is the
Massachusetts Secretary of uh interior standards uh is that a federal level or just state level it's a state level following the there's no Secretary of the Interior for Massachusetts it's the mass historical commiss yeah it's Mass historic commission using the Secretary of the Interior standard yeah so we can
just put Secretary of interior standards doesn't need say massachus yeah but M historical commission slash yeah that's what I'm do you think it really matters Kristen I this do do your projects typically get funded from the federal level basically I'll have to
change that some of them do do they but that's just their part of funing they're getting yeah okay well it's it's mimicking the federal governments Massachusetts is mimicking the secretary the national Secretary of interior
standards which are part the national parks and Indian Services okay so so the only reason I'm saying is um if you're going for for funding can you go for two groups here or no okay so that's what I want I just didn't want to um well I
guess clarify that state so so for instance you can you're asking about federal and state funds this is just this is just the standards for the work being done it's the national what basically it's saying is the federal standards equal the state standards the state uses
yeah I'm just saying we should maybe say NPS Secretary of interior standards or if Massachusetts Secretary of interior standards is what they call it with the mass commiss that's all I was saying it's just the right name for it just to be clear for people so let me
get this National Park Service service Secretary of interor yes so then I will change that everywhere the page and everything yeah I think it's on the previous one too yeah I'll go in all my literature sorry
control replace it's a really eite we can when you know how to do the replace on that it's super easy if you don't yeah thank you sorry I'm just trying to be as clear as possible I've got lots of literature
you'll be I will that any other suggestions no and just where it says certified by we want to change that to mimic the first the other uh next okay just want you to know some of these are old agreements
I try to take the most current for you um oh so I don't know if you all want more time to review all of these because I think we need to get really so I think
yeah and if we could get blank ones I think that would be most helpful too well can we just like scrub scrub it all like all the cuz then that way cuz some of it has like Project Specific condition that could be misinterpreted by new members as that should be in
there added in there so we'll just like have clean I'm going to pull the newest I'm going to pull the newest agreements that I have for you I just don't know a lot of changes recommendation on the CP plan as
well and Alex provided me thank you lot and lots of changes comments need to just so you know this needs to reflect FY 27 27 27 so when
you're making comments on this plan it's your business plan for FY 27 it's what you are going to be looking for your projects every year you have to change it yeah and and this is the document
where we can say you know what our preferences are for the upcoming year um this is like one year we did uh preference for public and nonprofit over private I think we took that out um this is where we want to add the 20% affordable housing for community housing
projects that's our preference is that they include that 20% unit uh 20 20% of units so all those kinds of things is what you should think about um in terms of what you want to add like anything anything you want our goals as a committee to be like the kind of
projects we want to see in theory applicants look at this and they're like oh my project is really good for the this year you know the city needs this this year that's what this is supposed to be helping with when they apply when they apply in the letter I'm going to recommend that they go on to the web
page and look at your CBC just remember when you will give me your comments and I update this you need to have a public hearing once you have your public hearing you have to so many comments then the city council has to approve this so you have some
steps this is this is another doc to good I request that can we um it sounds to me somebody sent this electronically it'd be a lot easier to um comment comment electronically and
just oh is that yours okay I'll send this electron yeah please yeah I S writing them I'm like oh my God yeah no well cuz a lot of my stuff was punctuation like I told you like formatting and it that's I don't want to like say I added a period here I added a
here like you know so people write it by hand and give it to I hate doing it on the computer is this also where we would put in we talked about like if it's um they they were to sell the property yeah it also
gets worked into this yeah I think Sandy might have did you add I thought I saw something along those lines um I added a lot yeah there's a I think that's a little bit in there but we need to tweak the what we want I just don't think it's your working document every year it's
it's basically your business plan and yeah and it's broken up by category like our art the the subjects that we award for so you can have you know tailor what we want to see for historic preservation for open space Recreation for affordable housing
community housing you can have like our each goals kind of broken out into the section which is good and this is available on the website well the old well the old one 2020 it will
be because we're doing John and I are on the open space and uh Parks and Recreation committee and that's a seven-year point every seven years you do that but there's a lot of things that are interchangeable between this and that and so it might be advantageous we could actually try to tie those we
changed just two years ago we was our last plan we did how many years supposed to do this every year some don't do it they do it once it's supposed to be every year yeah we we do a little I think so this last year I gave the comments but um we didn't have we had
trouble getting a meeting together with quorums and then we went right into the fun the eligibility round so we basically didn't have the time to ratify uh or approve the changes I MH yeah so can I make a
motion I don't know if we have to put it on motion yeah we do it's on the it's on the agenda so we do so I will make a motion to move discussion on both the award agreements and the CPC plan to another
meeting April yet to be DET March meeting okay so to the April meeting to give us time to go over everything mark up what we want to do you know send our changes to Sandy and may I ask a
question no I I I understand this document but what are we looking to ratify or change or modify in the these are I'm assuming already executed documents and we're just trying to make it better yes some are older than others
um yeah that's the thing I said was so uh you can go on our that website the community preservation coalition.org and they have um other like examples from other towns of award agreement so I've been looking at those and that's what I was saying a lot of other so a lot of
other towns they write in those award agreements who's going to hold the deed restrictions because that's something we don't clarify and we actually have to get on top of um this summer is uh like you who you assign them to I think the water department has assigned them to like the trustees of the buyo reserve
but like usually you write that in it so it's it's recorded who's holding those deed restrictions we did uh we looked into preservation and we looked into the historical side did we looked into it but we never yeah we never we have to have the committee discussion we had
asked Stewart um the the consultant with the the organization um and he kind of gave uh an opinion so we'll we'll wasn't it that the historical commission should be the one that holds the well there's unless it specifically relates to them there's like there's pages on that
website that kind of get into it um essentially Municipal projects are supposed to have their deed restrictions held by a third party a nonprofit and then nonprofit or private deed restrictions can be held by the city So like um like private like historical
society's deed restriction would be held by the historical commission and and um and anything from the historical commission could be held by the Historical Society or preservation Society a nonprofit um it's supposed to just essentially be in a third party's hands so it has you know the highest
form of due diligence anding what would be like um you're part of the parks component of it so they did a recreation thing would it go back to the city or how would that work that would be held by a third party like somebody if it's a city project it's going to be held by
like a private or a nonprofit to for the oversight because you don't want to assign it to another city because then there's still sort of that like the lights right now right the Father Kelly lights must be held by one of the leagues or something right is that yeah that one do I don't think actually had a
deed restriction because it's already it's already a city park it's already protected you it's like you know bi Reserve Parcels um where you need to just watch that they're not being developed or something or hisor like historic projects someone who just checks to make
sure on a a recreation project it's City yeah not all of them I mean if it was like a private if it was like a private playground or something that would be maybe a convers or a private field or something but that's just something um feel free to like do some research on that website
and then just we need to start incorporating it I think in our award agreements okay and I think Rick had a second just I was just going to Second your motion second okay roll call Michael FIS yes Alexander Silva yes
Christ can Oliver yes John right yes James Hornsby Yes Rick manini yes BJ McDonald yes Chris yes all right passes then we have a CHR The Rock discussion regarding emergency funding
Mr chairman could I just I'm not beating a dead horse here but on this certificate payment request third line or or actually the last paragraph if we could extend that where you place the amount it's very narrow and it gets seven or eight digits
in there it just doesn't okay thank you I don't have no I asked uh Alex and uh oh right there like to give us a update what's the deal oh okay
um so I think we had explained I brought in like the mortar samples that time I don't know if all the new members actually were here were you so um they had explained this then and the so the
grant award that they received it was with the understanding when we gave it that it was only going to be partial partial completion of the work because of Just The Limited availability of funds so essentially um the contractor the architect and the church the
organization um think that the condition of so okay so they did the bottom part of the masonry of around the steeple of the church and they they did as much as they could going up um and so they basically have the highest elevations remaining and they think that the
condition of that is uh poor enough to Warrant an emergency application because of the safety issue that it presents to to those below it um yeah is there are there questions or I I there were are photos like we could have sent I could have sent I didn't
know you actually needed them I thought they were going to be sending materials actually what's the amount of emergency funding they're requesting I don't think I don't know if they so were asking so I think they asked if we could I think they from what I remember with the email I think they asked if they could submit
an application and uh chairman brand wanted us to discuss whether it was an emergency or not um technically I think they could just submit an emergency application and that's when we do this discussion so that's why I think this is a little confusing because they didn't
submit an application for emergency funds yet we're essentially discussing if it's an emergency right now I wanted to kind of get a jump on it to see if they should if it warranted you know you could waste they could I don't want to
say wasted time so they could put in an application it wasn't going to as Michael said we're not like you know experts but we I I went up there and I saw and it is in really bad condition uh actually if you stand at the top of the street and look at the steeple you can actually kind of see part of the tower
leaning away from itself um you can actually kind of see it and when you're up there you can see the stone separating um so it and the architect civits do attest that it is in dire uh dire condition the masonry expert he
said it was the worst church he had ever seen actually in his like 30 years the condition of it just because just because of the mortar that was actually used in its condition so there are some Silver Linings to the project um which I
I'm guessing if they present they'll discuss um the replacement mortar that was used at the bottom like maybe 2/3 is a lot worse than what should have been used and but it appears that they stopped at the highest elevation and
that mortar was actually very difficult for the contractor to remove it was kind of sharp and harder and like thicker than it should have been and I think that's why a lot of the budget for the project um was kind of contained to that
lower level and didn't move further up because of the amount of time it took to take out that old mortar and put it back in uh the new the new the work that they have done looks great if you go around the back you can kind of see the transition like it looks so much better um so that so the contractor said once
they get to that higher elevation it should be easier to replace that to to do that work because it's the older mortar um then another Silver Lining is I believe the contractor left up the scaffolding for the year in an attempt to lower the costs for the church um
because a lot substantial portion of cost is like scaffolding and putting it up and back uh down taking it down and putting it back up would have been a significant cost to the project so it was an attempt to minimize costs for the client did I miss anything no you did a
great job someone who does work in concrete uh Alex is actually right so when they did the the lower portion of It's usually the easiest to get to uh they put in a very uh a type of concrete that's very stiff and breaks the stones
instead of flexes and so it took them a long time to actually chip that out and so one of the things that I was saying I didn't see what the original contract was I the number was a lot bigger we couldn't give them all of that funds what I would suggest is though like you
would have a professional go in and they should have probably known the cost of how it was going to remove that hotter material and say we're only going to do 20t up and that's what that budget is what I would recommend and Alex correct
the higher portions are higher are more difficult to get to it's the old material it comes out easier but there is on the north side of this and on the east side of this the corner where they're concerned with the fact that if this thing Falls it's going to go right
through the main alter area and part of me part of of me is okay you should you you're professional and you know what you're doing we should probably know this stuff before these major uh issues come up I think it's an emergency Pro I
think it's an emergency application um how much it's going to be they did give us some prices on on on these I wish they they did say how I think in the initial email I think they they said how much they were expecting the total amount to be and I think how much that
they're planning on requesting mhm um my my only concern would be is that you're going to address the pro the the the area that is of danger to the public and the community and that it's all going to get done or because you're just going to
keep on kicking this can down the road and again uh I do a lot of these inspections on other types of projects and I'm not a masery guy I'm not a building guy um but I just don't want to see like okay here's 100,000 this year and I we need another emergency
100,000 do what you need to do stabilize the building and then you know a lot of the other stuff like the aesthetic stuff maybe you do an application a few years from now because it's one of those things like you're you're um you're
spending bad good money after bad project or whatever it is and that's not a bad project I think they've done a lot of good things to it they have talked about doing some funding um for the church and I think in that email they did say they have some some amount of
fundraising and some kind of matching Grant from a business of some sort the first round was to I I think was to stop the water we literally told him to get to stop the water infiltration at the base and get as high as you can so oh was that what it was see I didn't know
that yeah they were supposed to come in again but they missed last year's funding round so gotcha but like the the just so you know our this is the number that I was uh baffled with is a third of the cost is the scaffolding that they
have to rent and put in place but they own that scaffolding and so the contractor the contractor does and so you're Alex absolutely right like it's there it's still I just drove by it just to make sure and um and so again I think
this is one that uh for um the general purpose I I would recommend funding to get it done oh it's not it needs be stabilized I think for is it an emergency as an emergency well is that's a question so they need so basically yes
let's have them come before us then we can have this conversation okay how you do the emergency okay thank you do we want as a board reach out and send them an email to put in an application I think we need to cuz we told them we would discuss it and let I wanted to hear from you guys
to make sure yeah yeah I mean everything in for is an emergency yeah well you know like this one we think yeah to some extent it's a matter of opinion but until we hear from them and see it's it's hard for us to say just because they're saying you know but we don't
have yeah they they'll bring pictures in we need to know that before I know they were checking on it so as long as they'll bring pictures in or we will um I I have pictures of the the the you know the steeple leaning away and you could see the gaps and along in the
gutters you could see the mortar and the pieces of stone that have already fallen and that goes to the side walk if it goes down you know and bounces off enough could we request the masonry contractor when this is presented maybe yeah he might be I think
he's in Plymouth but like I think he could zoom in yeah he could usually someone from there or or like I know Mike Keane would from CeX and an Kean he probably do the applications yeah like again we have professionals there that I feel pretty
pretty comfortable with saying okay yeah this is this is an issue we've Vis we climbed up there looked at it visually saw it it's not you know the sky is falling so the building is leaning type of approach so they're worried about it
falling yeah no we've had some windy days too I know I know so Sandy could you send them an email uh if they could by April meeting go agenda but it's got the annual meeting
okay yeah well if this is an emergency application they would submit it um whenever they can and then we would hopefully have time enough to review it yeah April or the June meeting possible don't forget this would be an
emergency so time would be of the essence in their eyes they they were there a couple of weeks ago during that the big Windstorm tying things down and yeah I did notice I'm not sure if they're doing work it's coming winter time so they're limited what they can do unless they actually blanket it and put
in heaters and and I guess we could just put uh the convenient date and then we'll take a look just we have to schedule an emergency meeting we can do that yeah we can do it just for like the one just have the one thing on the agenda yeah just tell them to submit the
application um when they can and then if it lines up with our next meeting great if not maybe we'll do a quick early meeting before that I I honestly thought they were they I thought they were working on it when last time you walked and I I well I they kept the scaffolding
up which I didn't they kind of thought that they might not because of how long it could take to get the gr award oh all right so we're going to send a letter there uh can we move on everyone's set all right uh assignment
location um so what are we doing with this because we we all have our projects except I know BJ and Chris don't well or we could just do the new ones coming up yeah that's how I would do it put on old
ones well you have you have a lot and so like now that youve kind of showed me what I need to do with uh the church projects you know well I I I want to help whatever I can I honestly think it's just be' be better clean slate like for for the new members to not have to
learn like you didn't even know you know like so it's just better to start as a clean sling I appreciate that I just trying to help hand on anything like you just got the Maritime Museum do you need a slash on there with you or anything you need
another one no okay it's almost done yeah it is done it is done it's complete all righty so we'll just uh move on from that then so it's the dery block that are new and then it's the uh St John we have to wait for the
city council approval though oh was that then you assign to it tomorrow is the vote so we'll see uh any new [Music] business no okay I do want to say though uh thumbs up to the board we had a uh
quite a few meetings for in uh January and uh we almost had 100% attendance and everyone we have a full board which is very nice first time in a while very rare and uh I've actually got a lot of compliments uh email phone calls we
thought our deliberation how we did questioning the funding round very good so uh want to thank you for making the board's job easier and you guys deserve a round of applause you did a great job thanks you too keep it up makes my job easier let
the uh and then Sandy who was always there I you know brings everything together we move along which thank you everyone we could not do this without Sandy no absolutely I I would be done the cogs that make everything turn to
have this agenda you want you're going to keep your March meeting I was going to say since we had a uh we don't really have much on uh next month's agenda except for signing uh agreements and deed restrictions which most of us don't
have to be there if we want we can bypass March let's aim to bypass unless we get the emergency application with enough time revie I had one question I didn't ask when when can you actually start doing
this bason Rew workk you can't do it today yeah they they actually uh what they have is outside the scaffolding and then they put up actually a tarp a wind barrier and they have heating going in oh but but I will say there's a cave on
to that uh when it gets extreme cold it doesn't matter you cannot keep it warm enough um but the weather I think is going to progressively get um better in January everything going you can actually start say in March so I think
they had said that their their hope would be to start I particularly concerned with this project just with this project yeah they their their Hope was to start in early spring um and that that's why they kept the scaffolding up so if if it doesn't happen earlier they
could take the down and have to cost the cost to reassemble it yeah so as soon as possible thank you so I will make a motion to foro the March meeting and just plan a a
meeting in April unless we get the emergency funding application and then we can revisit a March meeting at that point second second roll call Michael farious yes alander Silva yes Christen K
oliv yes right here James Hornsby Yes Rick Mani yes BJ McDonald yes CH Benes yes okay then can I have a motion to adjourn I motion to adjourn second R
Michael Ferris yes Alexander Silva yes Christen K aliv yes John yes James HBY Yes Rick Mancini yes BJ McDonald yes Chris Benavides yes thank you here