The Community Preservation Fund
59 Town Hall Square
Falmouth, Mass 02540

Tel: 508-495-7436
Fax: 508-457-2511

Email: cpfund@falmouthmass.us

 

2016 Meeting Minutes

Executive Subcommittee

Saturday, January 9, 2016 – 10:00 a.m.

Trustees Room-Falmouth Public Library

Agenda: 

  • CPC Planning Budget Review
  • Staff Budget Management
  • Grant Cycle
  • Spring Town Meeting Appropriations
  • FAHF Funding

Attendees: Virginia Carmichael; Sandra Cuny, Russell Robbins; Kate Jackson; Carole Sutherland (staff)

Virginia Carmichael called the meeting to order at 10:05. She asked members to read Section 13 of Chapter 44B. She summarized the reasons for the CPC’s interest in and responsibility for budget development and oversight. She enumerated the three different types of internal budgets the committee must oversee: Admin budget; CP Fund budget; and Project budget (tracking expenditures). She then went through the CP Fund budget step by step, explaining the various line-item entries. She said it is a rolling budget that will carry over to the next fiscal year. Ms. Carmichael said that her goals as committee chair were 1) to effectively communicate to the people of Falmouth where their CPA tax dollars go; and 2) to establish a stable/positive committee culture. 

Regarding budget management, Ms. Carmichael said that consultant Sharon Gay and CP admin clerk Carole Sutherland would be performing monthly reconciliation of the three budgets. 

Ms. Carmichael reviewed the rationale for changing to a spring vs. a fall grant cycle, a topic which would be taken up for discussion and vote at the CPC meeting on 1/14/16. She also said that if the change were approved, only projects of a time-urgent nature would be considered for the 2016 November Town Meeting. She summarized for members the proposed change in the consultant’s hours, taking into account anticipated work for the Falmouth Affordable Housing Fund (FAHF) and that it was good financial practice for Ms. Gay to bill separately for CP Fund work and FAHF work. Ms. Carmichael then provided some details about the upcoming launch of the CP Fund website and reviewed the financial information connected with the website’s completion, launch, and maintenance. She said that Carol McLeod will continue maintaining the website for the upcoming year. 

Referring to a handout, Ms. Carmichael reviewed the articles that the CPC will put on the warrant for 2016 April Town Meeting. Sandy Cuny said that the articles could be identified as “housekeeping” articles.
The meeting was adjourned at 10:45.

Submitted by Carole Sutherland


January 14, 2016

Members Present: Chair Virginia Carmichael; Vice-Chair Sandy Cuny; Kate Jackson; Holly Wilson; Russell Robbins; Paul Dreyer. 
Also Present: Adm. Asst. Carole Sutherland, Consultant, Sharon Gay
Absent: Malcolm Donald

PUBLIC COMMENT: None

CPC BUDGET REVIEW AND APPROVAL – Chapter 44B, s.13:
The Community Preservation Committee Fiduciary Responsibility Chapter 44Bs.13 was read and reviewed.

Virginia Carmichael presented the budget spreadsheet and noted that she hoped the committee would approve this as a planning tool. Russell Robbins moved to approve. Kate Jackson seconded. All in favor; motion passed. 

ADMINISTRATIVE BUDGET – Discussion and Vote:
A discussion included the following

  • Up to 5% of the CPC budget is allowed by law for the administrative budget. 
  • This proposal is 4.29%
  • The FAHF line item is Sharon Gay. This is in anticipation of work she could potentially do on affordable housing. 
  • Cost of postage was not noted on the proposal. Carole Sutherland thought it may be $200.

Sandy Cuny moved to approve the budget provided there is clarification of the cost of postag e. Kate Jackson seconded. All in favor; motion passed. 

FAHF FUNDING – Discussion and Vote:
A discussion included the following:

  • A transfer of $500,000 to the fund would still leave adequate housing reserves.
  • The committee would still have access to undesignated funds if needed.

Holly Wilson moved to transfer $500,000 to the FAHF. Russell Robbins seconded. All in favor; motion passed. 

GRANT CYCLE – Discussion and Vote :
A discussion included the following:

  • Difficulties present because the present funding cycle is not compatible with the town’s budget process.
  • The staff is in favor of changing the CPC cycle to be compatible with the town budget cycle.
  • There is $3.7 million in open projects the staff is working on to get off the books. It was thought that changing the grant cycle would reduce some of the outstanding projects as the staff would have more time to help close the projects.
  • To have an annual round and an emergency round is not much different than the present practice.
  • It is better to be synchronized with the town budgeting.
  • Funding from the state comes in around the time of the fall town meeting and will be available in the spring so this will not have an impact.
  • What will constitute an emergency project? Should it be referred to as time critical? Time urgent? Should there be risk of some significant loss if funding is delayed? Increasing costs would apply to all projects so would not constitute “time-urgent” status.
  • This will need to be defined before funding is opened up.

Russell Robbins moved to change the grant cycle to the spring. Kate Jackson seconded. All in favor; motion passed.

SPRING TOWN MEETING APPROPRIATIONS :
Sandy Cuny moved to approve the appropriations as printed. Russell Robbins seconded. All in favor; motion passed. 

COMMUNITY RELATIONS: 
Virginia Carmichael articulated two objectives:
The taxpayers of Falmouth will know what their tax money has been spent on and the CPC, as a new committee, will build a stable, productive and creative culture. 
Virginia Carmichael reported that she will give a presentation to the Chamber of Commerce next Thursday and do one of the classes for the Business Education Series. 
The new web Community Preservation Fund website should be launched next week. 
Paul Dreyer reported that the evaluation team for the Spring Bars Road project was set up and he is the representative of the CPC. Two proposals were received and the first meeting was last week to review the review process. A second meeting is scheduled for next week and interviews will then be scheduled. The process is moving forward at this time.

PAYMENT OF BILLS:
Housing Stabilization Program- $4380. Sandy Cuny moved to approve the bill for payment. Russell Robbins seconded. All in favor; motion passed. 
Little Pond Conservation Restoration Project-$5598.75. Paul Dreyer moved to approve the bill for payment. Holy Wilson seconded. All in favor; motion passed. 

REVIEW AND APPROVE MINUTES – December 17, 2015: Sandy Cuny moved to approve the minutes as written. Kate Jackson seconded. All in favor; motion passed. 

ITEMS FOR FUTURE MEETING AGENDAS:
Agree on a funding strategy for the FAHF
Continue defining “time-urgent” criteria

At 8:33 Paul Dreyer moved to adjourn. Russell Robbins seconded.


Thursday, January 28, 2016

Hermann Meeting Room at the Falmouth Public Library – 7:00 p.m. 
Members Present: Chair Virginia Carmichael; Kate Jackson; Holly Wilson; Russell Robbins; Paul Dreyer. 
Also Present: Adm. Asst. Carole Sutherland, Consultant, Sharon Gay
Absent: Malcolm Donald, Sandy Cuny

PUBLIC COMMENT : None
PRESENTATION – Library Documents Preservation/Digitization Project: 
Library Director Leslie Morrissey and library staff reviewed the preservation and digitization process undertaken on archives including issues of the Falmouth Enterprise from years 1873 to 1962 and annual reports from the town of Falmouth. 

REPORTS ON ACTIVE PROJECTS – Project Liaisons:
Carole reported that of the 34 open projects, 27 quarterly reports were submitted. This was the highest percentage of reports ever submitted.
Carol reported that Venable, LLP contacted the office and requested information on any house of worship or any facility used for worship that the CPC had dealings with from fiscal year 2015 onward. They would like the information within 10 days. The information has been prepared and the cover letter will be sent to Frank Duffy for review. Michael Palmer will be advised as well.

  • OPET-Invasive Species Plant Removal: Pesticides have been applied to phragmites and Japanese knotweed. The next step is to pull the dead roots.
  • Wastewater Division-MEP Evaluation: Project is near completion.
  • Library Document Digitization: Closed.
  • Old Stone Church/Bell Tower Restoration: Project is completed. It will officially close in February.
  • Conant House: Fundraising has been successful and the project has now started.
  • River Bend Silo: The project is only waiting for the acceptance of the conservation restriction.
  • Beach Gates: Moving forward.
  • East Falmouth Playground: The project is wrapping up.
  • Little Pond Conservation Area Improvements: A contract for the work has been completed and work will begin soon.
  • Skatepark: The group is trying to raise funds. They have a complete design. The estimates are higher than expected. The idea to break the project up into smaller projects does not seem feasible.
  • Oak Grove Cemetery: Work has stopped for the winter. Two sections have been completed. The staff had questions about the project’s budget.
  • Swift Park Tennis Courts: There was difficulty with the siting. DPW will absorb any cost overruns.
  • Village Green Fence: This has been installed and will be stained in October.
  • Backstops at Recreation Facilities: Documents are being prepared for bid.
  • Highfield Hall: The work is on schedule.
  • Town Landing Granite Wall: Construction has begun and is expected to finish in May.
  • Bike Racks: Copies of all agreements have been submitted.
  • Housing Stabilization Program Phase 2: This is ongoing and tenancies have been established and maintained. Tom Lacy expects to use all the funds.
  • West Falmouth Library: $2 million of a needed $2.4 million has been raised. The HDC has approved the plans.
  • Golf Course Irrigation: Heather Harper has requested an extension.
  • West Falmouth United Methodist Church Doors: Only a site visit remains to be done to close out the project.
  • Preservation of Affordable Family Housing: DHCD involvement can mean matching funds but may delay the process.
  • Shiverick’s Pond Environmental Baseline Assessment: On December 15th all parties signed an agreement. The project is just beginning.
  • Kelly Woodland-CR Acquisition: The goal is to have the conservation restriction by July, 2016.
  • Athletic Fields Demand/Use Study: The RFP is not yet ready.
  • Goodwill Park Playground: One piece of equipment has been purchased and is in storage at the DPW.
  • North Falmouth Elementary Playground: The PTO is actively fundraising. The goal is for installation in July.
  • Sandwich Road Fields Basket Ball Court Fencing: The posts are in the ground. Weather permitting; the project should be finished in 2-3 weeks.
  • Shining Sea Bikeway phase 1 Enhancements: The RFP was issued January 6.
  • Beach Gates at Bristol Beach: Don Hoffer has requested quotes from 3 bidders.
  • Carriage House Window Replacement: A start date of April 2016 is anticipated. A question arose about specifications that were submitted. Virginia Carmichael will check into this.
  • Lawrence Academy Portico and Cupola: A meeting with the facilities director, Shardell Newton and the Chamber, has been scheduled.

FAHF DISCUSSION – Continued
Virginia Carmichael noted that there were 2 issues to discuss and decide: 
A funding plan for the FAHT was needed for the next 3-5 years and the committee needs to come to consensus on criteria for ‘time urgent’ in order to vote on the issue in February. The discussion included the following:

  • Cost of living increases should not count as urgent.
  • A structure in danger of falling down should be considered urgent.
  • Risk of a loss of funding should be considered urgent.
  • It is only fair to give guidance about what constitutes time urgent as people prepare proposals.
  • A criterion for time urgent should be that a resource is at risk of losing value.
  • Committee members should think further about this and write thoughts down to discuss at the meeting in February. The long term budget on the web site should be reviewed.
  • The FAHF vote could be delayed until March.
  • The town has decided that the FAHF will be last dollar funded. The CPC is not bound by this in recommending projects for CPA funding.
  • Heather Harper has asked if the CPC would be willing to fund the FAHF. The committee was urged to consider what it would mean if the CPC was the administrator of the fund.
  • Sharon is in the process of clarifying the FAHF application process, adding documents and checklists and a case study to clarify and standardize the process.

REVIEW OF TOWN MEETING ARTICLES VOTED AT 1/14
Jennifer Petit suggested changes to the articles. Russell Robbins moved to reconsider the action taken at the meeting on 1/14 to approve recommendations for appropriations at spring town meeting. Holly Wilson seconded. All in favor; motion passed. 
Russell Robbins moved to approve the revised recommendations for appropriations at the spring town meeting as presented. Kate Jackson seconded. All in favor; motion passed. 
Jennifer Petit requested that 2 articles be deferred: The fiscal year 2017 contribution to the Land Bank debt and the return of $55,000 to the housing reserve.

PAYMENT OF BILLS :
The following bills were presented:
Housing Stabilization $4068
Old Dock Road Town Landing $50,000
Good Will Park Equipment $55,529
Swift Park Tennis Court $167,169.70
Russell Robbins moved to approve the bills for payment. Holly Wilson seconded. All in favor; motion passed. 
Carole explained that prior to paying an invoice for $32,256, the Conant House Restoration needs evidence of a payment that has been made. They will have this shortly in a bank statement. Russell Robbins moved to approve the bill for payment contingent upon proof of reimbursement. Kate Jackson seconded. All in favor; motion passed.
Carole explained that the West Falmouth United Methodist Church is only lacking a site visit before the final invoice of $22,947 may be paid. Russell Robbins moved to approve the bill for payment contingent upon a site visit. Paul Dreyer seconded. All in favor; motion passed. 
REVIEW AND APPROVE MINUTES – January 14, 2016:
The minutes will be voted on at the next meeting.
At 9:34 the meeting adjourned.

MINUTES
Community Preservation Executive Committee Meeting
February 18, 4:15, Town Hall

Present: Virginia Carmichael, Sandy Cuny, Russell Robbins, Kate Jackson.
Newly appointed at-large CPC members Eileen Miskell and Paul Glynn were present as observers

1. Annual Needs Assessment and 3. Communications
Members agreed to hold a needs assessment public hearing – with notices published according to regulations – on March 24, 2016. They reviewed a draft memo and survey and approved sending them to relevant Town departments, committees, commissions, boards, and officials to return to the CP office by April 15 stating their priorities in ranked order, with estimated costs and suggested projects eligible for CPA funding.

The CPC will use information gained from the public hearing and from the surveys, as well as from interviews with stakeholders, to develop a short-term and five-year CP Program and Financial Plan as required by MA DOR – possibly by May or June. Members reviewed and discussed the six-year rolling budget and agreed to recommend approval of it by the Committee as a planning and budget management tool. 

2. Falmouth Affordable Housing Fund
Part of the five-year program and financial plan will include provision, if any, for continued funding of the FAHF. Using the planning budget, members discussed various approaches to – and limitations on - funding the FAHF on a continuing and regular basis. Virginia reported that Heather Harper has asked the CPC to report to the BOS its plan for continued funding of FAHF. Virginia had expressed the Committee’s concerns to Heather about confusing and conflicting policies and procedures posted on the website, a decision to fund “last dollars” only that was not reviewed or recommended by the committee, and a decision to award grants, not loans. Virginia suggested that Sharon use some of her contracted CPC time to develop streamlined, rational, and transparent policies and procedures for the FAHF. The CPC will review these, request revisions as necessary, and with CPC approval, recommend them to the BOS. It is at that time that the Committee will be able to discuss and agree on a plan for continued funding of the FAHF with CP funds. 

Submitted by Virginia Carmichael


Thursday, February 25, 2016

School Administration Building – 7:00 p.m. 
Members Present: Chair Virginia Carmichael; Kate Jackson; Holly Wilson; Russell Robbins; Paul Dreyer; Eileen Miskell; Paul Glynn . 
Also Present: Adm. Asst. Carole Sutherland, Consultant, Sharon Gay
Absent: Malcolm Donald, Sandy Cuny

PUBLIC COMMENT : None

DESIGNATION OF CPC MEMBER TO AUTHORIZE PAYMENT OF INVOICES:
A discussion included the following:

  • Statutes and bylaws are silent on this issue.
  • The issue was reviewed with Jennifer Petit who had no concerns. 
  • Is there any benefit to having the whole committee review invoices?
  • It is good to hear about what is being paid. It can help keep people up to date.
  • There is a concern about holding up payments.
  • Could the liaison be notified and if there are no problems then payment can be made?
  • By the time the bills get to the payment stage they have been very thoroughly reviewed. Getting the signature is the final step.
  • We don’t all need to sign, but all should be informed.
  • Signing is a control.
  • It depends on the amount of the bill.
  • What amount would be the trigger?
  • What if committee members are informed if a payment is made?
  • Carole will inform those who wish to be informed.

Holly Wilson moved that the CPC’s Financial Officer be designated as the representative of the Committee to review and approve by signature requests for reimbursement from the CP Fund from managers of project. Staff will report on paid invoices at each meeting and it shall be entered into the minutes. Kate Jackson seconded. All in favor; motion passed. 
CRITERIA FOR TIME-URGENT PROJECTS – Vote:
Russell Robbins moved that the criteria for determining time-urgent status of a project is as follows: time urgency status of a project requires at least one of the following conditions: (1) risk of significant loss of funding; (2) risk to public safety or risk of damage to or loss of a Town asset; or (3) unforeseen necessity, uncovered during implementation of a previously funded project, of expansion of the project’s scope of work. Holly Wilson seconded. All in favor; motion passed. 

2016 NEEDS ASSESSMENT – Planning:
Virginia Carmichael explained that as per MA DOR requirements a public informational hearing will be held on March 24 at 5:30 in the Civil Defense room at Town Hall. Department heads, committee chairs and others have been notified.

UPDATED ANNUAL PLAN AND OPERATING PROCEDURES – First reading
A discussion of operating procedures included the following:

  • The communication depends on the subject.
  • Applicants should not talk to committee members. They are to go through the staff.
  • Committee business and concerns should be addressed through the chair.
  • The Coalition sent operating procedures from other Community Preservation Committees and they are not as detailed as this.
  • Regarding liaisons, there is a need to commit interest but we can’t have committee members talking to project managers.
  • The liaisons do act as communication channels.
  • We don’t want to bother the project managers.
  • Visits could be limited or scheduled.
  • The liaison could report to the staff.
  • There is no role for the liaison as this is written.
  • This document will be rewritten and presented next meeting for a vote.

Amendments were made to the Annual Plan. A vote will be taken at the next meeting. 

PAYMENT OF BILLS
The following bills were presented:
Old Dock Road Town Landing $38,000
Sandwich Road Field Fencing Project $15,980
Russell Robbins moved to approve the bills for payment. Kate Jackson seconded. All in favor; motion passed. 

REVIEW AND APPROVE MINUTES – January 28, 2016
Paul Dreyer moved to approve the minutes. Holly Wilson seconded. All in favor; motion passed. 
It was noted that Malcolm Donald had missed 4 meetings prior to this but he has an excuse. He did not have an excuse for this meeting’s absence.
The combined historic committees will have the authority to hold preservation restrictions.

ITEMS FOR FUTURE MEETING AGENDAS
Public relations policy.
Preservation restrictions.
At 8:55 Paul Dreyer moved to adjourn. Kate Jackson seconded.


MARCH 24, 2016.

Members Present: Chair Virginia Carmichael; Russell Robbins; Holly Wilson; Paul Glynn; Paul Dreyer; Kate Jackson; Eileen Miskell; Malcolm Donald

Absent:   Sandy Cuny

Also Present: Consultant Sharon Gay; Adm. Assistant Carol Sutherland

Chair Virginia Carmichael called the meeting to order at 7:00 PM in the Civil Defense Room, Town Hall.

PUBLIC COMMENT: none

OYSTER AQUACULTURE IN LITTLE POND – LETTER TO TOWN MANAGER

 Chair Virginia Carmichael drafter a letter to Town Manager Julian Suso, at his request, asking the town officials to take every precaution when developing regulations for aquaculture activities in Little Pond.

Because of CP funding support for the purchase of Spring Bars Road for housing, open space and recreation, the CPC has an investment in and commitment to Little Pond and the conservation area.

On the motion of Russell Robbins/Kate Jackson, the committee VOTED:  unanimously to endorse oyster aquaculture and open space values of Little Pond.

ODD FELLOWS HALL HOUSING AND ACCESSIBILITY – LETTER TO ZBA

Chair Virginia Carmichael drafted a letter to the ZBA requesting it amend its requirement of turn pavers for the parking area for the apartments being constructed in Odd Fellows Hall at One Chancery Lane.  The letter encourages a modification to allow for a landscaped asphalt parking lot in keeping with the housing needs of people with special needs as per Element 5 in the Local Comprehensive Plan.

On the motion of Russell Robbins/Kate Jackson, the committee VOTED:  unanimously to endorse the letter to the Zoning Board of Appeals.

FALMOUTH AFFORDABLE HOUSING FUND (FAHD) DEVELOPMENT:

Chair Virginia Carmichael is proposing an Affordable Housing Workshop on May 12, 2016 in the Hermann Room of the Falmouth Public Library at 6:00 PM.

Two speakers have been invited.  Shelly Goehring from the Massachusetts Housing Alliance and Laura Shufelt from the Massachusetts Housing Partnership and their organizations are sponsoring their presentations.

They will present the many ways to increase a community’s affordable housing.   They will demonstrate with examples of accomplishments in towns across Massachusetts and how those towns achieved successes.

The committee authorized Chair Virginia Carmichael and Holly Wilson to coordinate the event.

The committee also authorized Chair Virginia Carmichael to talk with Town Counsel, Frank Duffy about the possibility of the CPC to provide funds to support fund-raising for the Falmouth Affordable Housing Fund.


March 24, 2016

CPC OPERATING PROCEDURES:

The committee had a final reading of the revised Operating Procedures.

On the motion of Russell Robbins/Eileen Miskell, the committee VOTED:  unanimously to approve the CPC’s Operating Procedures with revisions.

COMMUNITY PRESERVATION PLAN:

On the motion of Russell Robbins/Eileen Miskell, the committee VOTED:  unanimously to approve the Plan as revised.

PRECINCT MEETING SCHEDULE FOR APRIL TOWN MEETING:

Falmouth Town Clerk, Michael Palmer, forwarded the precinct schedules.  Paul Dreyer will attend the combined Precinct 1-2—3 meeting.

WARRANT ARTICLES/ APRIL TOWN MEETING AND APPLICATIONS FOR NOVEMBER 2016 TOWN MEETING.

Article 21 – Appropriate $137,600 for Community Preservation FY2017 Administrative expense.

Article 22 -  Appropriate $323,808 from FY2017 estimated revenues to the Community Housing Reserve

Article 23-Appropriate $323,808 from FY2017 estimated revenues to the Historic Preservation Reserve.

STM Article 17 -  Postponed.   See Article 19

STM Article 18 -  Appropriate $223,514, the remainder of the FYFY2016 10% allocation to Historic Preservation Reserve.

STM Article 19 – Appropriate $500,000 to Affordable Housing Fund (from the remainder of FY2016 10% allocation to Community Housing and from the Housing Reserve.

STM Article 20 – Appropriate set-aside for Land Banks debt to Open Space Reserve –postponed to November 2016 Town Meeting

PROJECT UPDATES:

Spring Bars Road Housing Parcel:     Paul Dreyer, who is the committee’s representative on the Evaluation Committee for the Spring Bars Road Housing Project, reported that two developers have been qualified.  The town has asked a state official to look at the flood plain issues for compliance with the Coastal Resiliency Plan.

PAYMENT OF BILLS:

On the motion of Paul Dreyer/Holly Wilson, the committee VOTED:  unanimously to approve the following bills for payment.

Little Pond Conservation Area - $4,558.50

Carriage House Windows Restoration   - 52,306.91

Oyster Pond Environmental Trust Invasive Plant Treatment - $4,400

APPROVAL OF MINUTES:

On the motion of Paul Dreyer/ Holly Wilson, the committee VOTED:  unanimously to approve the January 14, 2016 minutes as submitted and approve the minutes of February 25, 2016 with changes.

ITEMS FOR FUTURE MEETING AGENDAS:

Annual Needs Assessment and Long-Term Plan will be discussed at the April 21st meeting.

SUB-COMMITTEE ASSIGNMENTS:

 Historic Preservation-Malcolm Donald and Kate Jackson

Open Space-Russell Robbins

Community Housing-Paul Glynn and Holly Wilson

There being no further business, the meeting adjourned at 9:00 PM to meet again on THURSDAY, APRIL 21, 2016 IN THE SCHOOL ADMINISTRATION BUILDING AT 7:00 PM.

Submitted by:   Mary J. Little, Recording Secretary  


April 12, 2016 5:00 PM Town Hall

Present: Eileen Miskell, Paul Glynn, Holly Wilson, Virginia Carmichael

1. Community Housing Presentation May 12
Notices/invitations for the community housing presentation by Shelly Goehring and Laura Shufelt at our regular May 12 meeting will go out the week of April 17. The presentation will begin at 6:00 in the Hermann Room at the Public Library

2. Uses of CPA funds for Community Housing
Massachusetts Housing Partnership sent extra copies of the book prepared for the March 4 workshop. Subcommittee members were given a c opry. The subcommittee will continue to explore all avenues for supporting community housing with CPA funds.

3. Falmouth Affordable Housing Fund – Future Funding from the CPFund
Heather Harper asked the CPC to report to the BOS, in mid-March, on CPC plans for continued funding to the FAHF. To date the CPFund has been the only source of revenue for the Fund. Virginia reported to the subcommittee that she, CPC staff consultant Sharon Gay, and Heather had met to discuss CPC concerns with the current procedure for applying for FAHF funds. The Fund had been instigated by the CPC to provide, through BOS approval, community housing funds to developers in a timelier way, and in the form of loans as well as grants. But applicants were reporting that the process took as long as 18 months, there were several conflicting sets of policies and procedures posted on the Town website, and the actual process was cumbersome and inefficient. Virginia suggested and Heather agreed that Sharon develop new policies, procedures, rules, and forms that were rational, streamlined and transparent. She is in the process of doing this work now. 

Members of the subcommittee agreed to draft a letter to the BOS indicating interest in reviewing, when they are complete, the proposed policies and procedures for the FAHF, requesting revisions as necessary, and then recommending them to the BOS for approval. The letter will also ask the BOS to revisit several decisions made that appear to limit the usefulness of the fund to developers and that don’t facilitate the expansion of affordable housing in Falmouth: decisions to award only “last dollars” and grants, not loans, from the FAHF, as well as the requirement that the Town hold first position on the mortgage for non-town-owned properties, which large commercial banks will refuse. These may be reasonable decisions in terms of current available resources, but the CPC wants to ensure that developer and stakeholder needs and best practices be considered in formulating the way the Fund operates.


April 28, 2016

6:30 PM
School Administration Building

The CH Subcommittee met to discuss the possibility of recommending to Town Meeting appropriation of approximately $7,500 to fund the preparation of a missing component of the 2014 RKG Associates Falmouth Housing Demand Study and Needs Assessment. The study reported and analyzed housing in Falmouth by demographic group and income levels and found affordable housing to be inadequate for all groups with incomes below 120% of the area median income.

Virginia Carmichael proposed requesting of Town Meeting the funds to hire the author of the Housing Demand Study, Judy Barrett, to prepare tables showing specific needs by each demographic and income group and by type of housing needed. This report would probably be in the form of tables with text only to explain assumptions and methodology. 

She had spoken with Heather Harper in the fall of 2015, who agreed that this was a missing component of the report and thought using CP funds to pay for its preparation would be useful to Town government as well as to developers. Falmouth community housing developers had also noted the absence of specific information in the Housing Study to guide their planning and decision-making. 

Virginia had prepared a CPFund proposal describing the project and providing all information required by the CPFund application form, which she had submitted to the CP office on Monday April 25, 2016 to meet the application deadline, with the intention of presenting it to the full CPC at its regular April 18 2016 meeting to obtain its approval for going forward or not. 

CPCs may recommend to Town Meeting the appropriation of funds for projects the CPCs initiate. Project funding applications don’t always answer actual needs by the town, and CPCs can, if they wish, step in to meet those needs if Town Meeting agrees. A formal application is not necessary, but in this case, it was the most efficient way to explain the project to the full committee.

The meeting adjourned at 7:00 and the full CPC regular meeting began. 


May 3, 2016

Second Floor Meeting Room, Town Hall, 5:00 PM

Present: Virginia Carmichael, Chair; Sandy Cuny, Vice chair; Kate Jackson, Clerk; Russ Robbins, Financial Officer; Sharon Gay, consultant

The executive committee met to determine (1) time urgency and (2) eligibility of the four funding applications received by the April deadline for consideration at November 2016 Town Meeting:

West Falmouth Library – funding to support restoration/rehabilitation of historic components of the library
Town Manager – funding to support salary for three years of a Falmouth housing coordinator
Human Services, Karen Cardeira, Director - $60,000 for a Community Housing Support Fund to provide one-time housing assistance to people/families at risk of losing their lodging
The Conservation Commission in collaboration with The 300 Committee - $650,000 ($450,000 of which would be reimbursed by a LAND grant) to purchase the 69-acre Daddario parcel for conservation and open space (closing date if LAND grant comes through: March 31, 2017)

The CPC had adopted the following definition of time urgency:

(1) risk of significant loss of funding; (2) risk to public safety or risk of damage to or loss of a Town asset; or (3) unforeseen necessity, uncovered during implementation of a previously funded project, of expansion of the project’s scope of work.

The executive committee voted, by majority vote, that only the Community Housing Support Fund and the Daddario parcel purchase were time urgent. The committee found also that the two applications were eligible for CPA funding.

The executive committee adjourned at 6:15


May 9, 2016

Present: Subcommittee members Eileen Miskell, Holly Wilson, and Paul Glynn
Also present: Virginia Carmichael, Heather Harper, and Sharon Gay

The meeting came to order at 5:15.
Heather Harper reported on the progress of a 12-home (ownership) Habitat project in the predevelopment stage. Because of an in-kind gift, Habitat has withdrawn its application to the Falmouth Affordable Housing Fund for predevelopment money. Once the predevelopment work is completed, Habitat will approach either the FAHF or the CPFund for purchase money.

Subcommittee members then discussed the administration of the FAHF. The FAHF was initiated by the CPC in 2010 to provide a second avenue for obtaining CPFunds, through the BOS instead of Town Meeting. It was originally the CPC’s intention that applications to the FAHF would be handled by CPFund staff, as with applications to the CPFund. But when the CPC lost its staff in 2011, Heather Harper and Brian Currie took up the administration of the FAHF, developing guidelines, applications, and procedures. In 2014, Sharon Gay began working for the Town Manager to support CPFund administration in 2014. She also began assisting with FAHF administration, which reduced the number of hours she was available to the CPFund. 

Members discussed various approaches to funding FAHF administration in order to fulfill that function in the best way without limiting the support the CPFund needs. The CPC has an interest in successful administration and operations of the FAHF, but does not have the resources to actually administer it. The BOS are the trustees of the Fund, and to date it has been funded almost solely from the CPFund. Members considered the current arrangement and also the advantages or disadvantages of funding the position more directly, from the FAHF. It is all CPFund money, but funding FAHF administration from the FAHF will not reduce the amount of assistance available to the CPC. It will also achieve a correct line of authority for FAHF administration, from the BOS to Town Manager to the FAHF administrator. Members thought it might make sense organizationally and financially. 

Ms. Carmichael then gave the subcommittee members a draft letter from the CPC to the BOS to describe possible development over time of FAHF functions and to urge that a housing summit be held with all stakeholders, as recommended in the 2014 Housing Demand Study and listed as a priority in the housing element of the Local Comprehensive Plan. Members agreed to review the letter and continue the discussion.

Eileen Miskell was elected chair of the subcommittee. 

The subcommittee meeting adjourned at 6:30.


MAY 12, 2016

Members Present: Chair Virginia Carmichael; Vice-chair Sandy Cuny; Clerk Kate Jackson; Financial Officer Russell Robbins; Eileen Miskell; Paul Dryer; Paul Glynn; Holly Wilson; Malcolm Donald
Also Present: Adm. Asst. Carole Sutherland; Staff Consultant Sharon Gay and Selectman Samuel Patterson.

AVENUES TO AFFORDABLE HOUSING - PRESENTATIONS: 
Shelley Goehring of the Massachusetts Housing Alliance is a Community Preservation program manager and focuses on assisting communities, who have passed the Community Preservation Act, to create affordable housing. Under the CPA, all public funds expended for housing must provide a public benefit. She touched on the Fair Housing Act and the Massachusetts Anti-discrimination Law. She gave examples where mixed housing was initiated by the towns of Northborough, Dennis, Northampton and Sudbury in a non-profit partnering with housing authorities. She discussed the Municipal Housing Trust funded in part with CP funds and noted that CPC’s often require seeing a Trust plan before committing funds. She discussed other ways CPA funds can be used to maintain and expand affordable housing, including the hiring of a town housing coordinator. She finished by discussing the Massachusetts and federal fair housing requirements.

Laura Shufelt is a Community Assistance Manager with Massachusetts Housing Partnership, which is a privately funded public non-profit organization. Their mission is to use private non- profit investment funds for affordable housing in Massachusetts. They work under the umbrella of the Department of Housing and Community Development. They have financed 15,000 rental units. MHP provides 40B technical assistance grants. Local zoning boards have utilized the MHP for assistance. They assist in
advocacy, staffing and monitoring. Laura has consulted with the Falmouth CPC on housing projects, including her work in drafting the original RFP for affordable housing development on Spring Bars Road.
Laura also discussed finer points of compliance with fair housing laws.

PUBLIC COMMENT: none

PRESERVATION RESTRICTION POLICY – Eric Dray’s suggested revisions
Historic Preservation Consultant, Eric Dray, revised Policy #5 as it relates to the application process and Preservation Restrictions. He advised the committee cannot know when to require a PR until they have gone through the application process.
Eileen Miskell asked staff to provide a copy of the complete document and suggested tabling the matter Until each member has reviewed the entire document.

SUBCOMMITTEE REPORTS:
Community Housing:
It was suggested that a letter to the Board of Selectmen be held until the two newly elected selectmen have taken their offices. Sam Patterson pointed out that they take office as soon as the election is over. They do no wait until the beginning of the fiscal year. The housing subcommittee will meet soon to finalize a letter to the Board of Selectmen. Page 1 of 3

Administrative Subcommittee:
Chair Virginia Carmichael asked members Kate Jackson, Paul Dreyer and Russell Robbins to serve on an ad hoc CPfund administrative subcommittee. The subcommittee will have to address a new scope of work for Consultant Sharon Gay, as well as reviewing Sharon and Carol’s duties and redefining the committee’s needs for staffing.

PROJECT DISCUSSION:

  • Oak Grove Cemetery Restoration Project: Preservationist Donna Walcovy, who is restoring 20 veterans’ graves, reported in her quarterly report that it is too costly to manually haul water to each grave worksite and would like to expend $1200 to install a more efficient system for water delivery to the sites. Sharon Gay has explained to her that if spending that amount will reduce the number of gravesites restored, Donna will need to request a revision to her grant. The committee will evaluate two applications for the November Town Meeting.
  • Shallow Pond Woodlands Conservation Restriction: The 300 Committee and the Conservation Commission are requesting $650,000, under the Open Space Category, to purchase the 70 acre parcel in East Falmouth. They have applied for a $400,000 Massachusetts LAND grant, which will be used to reimburse the CPFund by that amount. $250,000 of the $650,000 will be expended for the Conservation Restriction. The closing date is March 31, 2017. If the LAND grant is not awarded, the sale will not go through, at least for the time being. The applicants will attend the May 26th meeting to present the project and answer questions.
  • Community Housing Support Fund: The Falmouth Human Services and Falmouth Service Center are seeing $60,000, under the Community Housing category, to provide services to people at risk of homelessness as well as rental and mortgage assistance. The applicants will attend the June meeting to present the project and answer questions.

FINANCIAL REPORT:
On the motion of Russell Robbins/Eileen Miskell, the committee VOTED: that the staff provides quarterly reconciliations, in writing, of the Administrative and Project expenditures and an annual reconciliation of the CPC Working Budget to the Town CPFund account after the end-of- year closeout, which occurs in September or October.

REVIEW AND APPROVE MINUTES OF APRIL 28, 2016:
The April 28, 2016 minutes were VOTED with revisions.

ITEMS FOR FUTURE MEETING AGENDAS:
Ed Haddad of the Falmouth Historic Districts Committee and possibly the town Preservation Planner Corey Pacheco, will attend the May 26th meeting to give their overview of the priorities for historic preservation in Falmouth. Virginia will invite Malcolm, as Chair of the Historical Commission, also to participate in the presentation. If the question passes at the May 17th town election, the two entities will be merged into a seven-member Falmouth Historical Commission whose mission will be the combined missions of the two enabling statues. Page 2 of 3

The CPC will meet on July 14 and August 11. The deadline for accepting applications for the April 2017 Town Meeting is August 15.

There being no further business, the meeting adjourned at 8:40 PM to meet again at 7:00 PM on May 26, 2016 at the School Administration Building. 

Submitted by: Mary J. Little, Recording Secretary Page 3 of 3 


MAY 26, 2016

Members Present: Chair Virginia Carmichael; Vice-Chair Sandy Cuny; Clerk Kate Jackson; Financial Officer Russell Robbins; Paul Dreyer; Paul Glynn; Eileen Miskell; Holly Wilson.
Also Present: Adm. Asst. Carole Sutherland; Consultant Sharon Gay; Selectman Samuel Patterson

PUBLIC COMMENT: None

HISTORIC PRESERVATION:
Edward Haddad, a former member of the Historic Districts Committee and Barbara Weyand of the Falmouth Historic Preservation Alliance appeared before the committee.
Mr. Haddad advised the Historical Commission serves as an advisory oversight role on historic properties in Falmouth, providing certification for changes to buildings within historic districts. It also must provide oversight of the properties that do not have any protection who can make recommendations for Historic Districts. He stated the Historical Commission must provide oversight of the properties that do not have any protection. He urged that priority be given to complete a survey of the properties. He cited there are buildings outside of the Historic District that have historic significance. The town does have a bylaw that provides a six-month delay waiver for demolition of properties on its List of Significant Buildings.
At the moment, there is no regulated control for a historic property not located in one of the seven Historic Districts. He estimated there are 500-1000 buildings of significance in this category.

The present inventory is not comprehensive. There is a “Form A” that could inventory every home in the town. From this list, you could make recommendations for additional Historic Districts that would identify clusters. He stated the need for looking at the appropriateness of the boundaries and dimensions in the Historic Districts.
He noted that the Falmouth Historic Preservation Alliance is working toward “Form-Based” zoning that takes into account the streetscapes and neighborhood character.

SHALLOW POND WOODLANDS CR:
300 Committee Administrator, Jessica Whritenour and President of the Board of Directors, Thomas Stone, appeared before the committee to request $650,000, under the Open Space Category, to purchase 69.7 acres known as the Daddario property on Thomas Landers Road.
Jessica stated this property was on the original Land Bank Committee’s list as a top priority 22 years ago. Purchase of this property would provide linkage to the 67-acre Breivogel property and the 46-acre Wald-Fender property across the street. This property would be purchased by the 300 Committee and the Conservation Commission. The Conservation Commission will hold the conservation restriction. The Conservation Commission will be the applicant for the $400,000 Mass. LAND grant, which will be used to reimburse the CP fund by that amount. The purchase price is $1.4M. The 300 Committee will be raising $750,000 through their membership base.
Jessica advised the CR, will cost $250,000 and has to be included in the grant application. She expects the state’s preliminary comments will be received by the fall.

CONFIRMATION OF APPOINTMENT OF AD HOC ADMINISTRATIVE SUBCOMMITTEE:
At the May 12th meeting, Chair Virginia Carmichael asked Kate Jackson, Paul Dreyer and Russell Robbins to serve on an ad-hoc CP fund administrative committee, whose purpose is to learn how to administer the CP fund, as well as addressing a new scope of work for consultant Sharon Gay and reviewing Sharon and Carol’s duties and redefining the committee’s need for staffing. Both of their contracts are negotiated by the Town Administrator’s office.

Kate Jackson and Russell Robbins opined that the committee members are fairly new to the administrative process of the CP fund and contract negotiations. They felt the process should be opened up to the full committee.
Paul Glynn stated he would be willing to serve on the committee, but requested a summary of the process. Chair Virginia Carmichael stated that she, Sharon and Carol will work on the summary.

Following discussion, members agreed the full committee should be involved in these discussions.
Matter was tabled.

CP FUND WORKING BUDGET:
Chair Virginia Carmichael reviewed the working budget she compiled for FY’16 through FY’20. She briefly focused on FY’16 and FY’17 by showing the effects of funding the two applicants for consideration at the November 2016 Town Meeting. Land Bank debt and administration funds come off the top of current revenues, following by 10%allocations to community housing, historic preservation and open space/recreation.
After Finance Director, Jennifer Petit closes out on June 30th, unused funds become part of the undesignated fund balance, which may not be used until April of the next fiscal year.

FIVE-YEAR COMMUNITY PRESERVATION PROGRAM:
A draft copy of the Five-year program, prepared by Chair Virginia Carmichael and Eileen Miskell, was distributed to members for review. This document is required by the Massachusetts DOR and is based, in part, on the CPC Annual Needs Assessment public hearing, conversations with interested parties, written communications, the Board of Selectmen’s Five-year Strategic Plan and the applicable elements of the Local Comprehensive Plan. 
Matter tabled until next meeting.

LOA CONDITIONS:
Sandy Cuny expressed her concern that the backstop replacement project, one of which was assigned to the baseball field, located at the School Administration Building has been delayed because there was a condition placed in the LOA by the town manager not to replace the backstop until a decision is made on the location of the Senior Center. She felt adding this condition was unnecessary because the backstop is moveable. More importantly, the CPC questioned the ability of the Town Manager, without consulting with the CPC, to add when signing the LOA a condition that the previous signers, including the grantee, are unaware of at the time of signing. Chair Virginia Carmichael stated she will ask for a meeting with the town manager to discuss the matter.

PROJECT UPDATES:
Paul Dreyer asked about the status of the Shining Sea Bikeway project approved for $53,000. It was proposed by Town Planner Brian Currie. He was concerned that there was no schedule listed and he has attempted to confer with Mr. Currie, who has been out of the office. Sharon Gay gave him a copy of the contract. He expressed concern that the quarterly reports, required of the applicant, are not working and the process needs tightening. Carole Sutherland advised members there are many moving parts to a project.

STAFF CONSULTANT REPORTS:
Consultant Sharon Gay and Admin. Assistant Carole Sutherland have been working on a Project Financial Reporting System as well as one for the CPC Administrative Budget. They were distributed to committee members.
Sharon stated there were 41 open projects on July 1, 2015. Since then, fourteen (14) of them have been completed and the applicants project four more are close to completion. She pointed out most of them are Falmouth Recreation Department projects.

PAYMENT OF BILLS:
Financial Officer, Russell Robbins, recommended the following bills for payment:

  • Little Pond Conservation Area – Horsley Witten Group $ 1875.00
  • Oak Grove Cemetery Gravesite Restoration 640.00
  • West Falmouth Town Landing and Wall 10,000.00
  • Conant House 39,334.50

APPROVAL OF MAY 12, 2016 MINUTES:
On the motion of Russell Robbins/Holly Wilson, the committee VOTED: approval of May 12, 2016 minutes.

ITEMS FOR FUTURE MEETING AGENDAS:
• Final review of Section 5 of the Preservation Restriction Policy

  • Liaison sign up for projects
  • Matrix of project information
  • Report on projects that have fallen behind
  • 5-year Community Preservation Progra
  • Community Housing Support Fund project interview will be scheduled for July meeting.

There being no further business, the meeting adjourned at 9:30 PM to meet again on THURSDAY
JUNE 9, 2016 AT 7:00 PM IN THE SCHOOL ADMINISTRATION BUILDING.

Submitted by: Mary J. Little, Recording Secretary


JUNE 9, 2016

Members: Chair Virginia Carmichael; Vice Chair Sandy Cuny; Clerk Kate Jackson; Financial Officer Russell Robbins; Paul Glynn; Paul Dreyer; Holly Wilson; 
Also Present: Consultant Sharon Gay; Selectman Sam Patterson
Absent: Eileen Miskell

Chair Virginia Carmichael opened the meeting at 7:00 PM in the School Administration Building.

PUBLIC COMMENT: None

Sandy Cuny reported she called Park Superintendent, Rocky Gomes, to discuss the backstop project. He informed her the backstops are not moveable. He plans on putting this phase out to bid. She advised it makes sense to hold off installing the backstop at the Administration Building baseball field until a decision has been made to consider the property as a viable site for the new senior center.

WORKING SESSION: CP FUND ADMINISTRATION PLAN:
Members engaged in a working session for the committee’s long-term plan. Four challenges will confront the CPC and CPfund in the next three years (FY2017-FY2019):

  • Develop a stable administration structure for the CPfund
  • Develop a policy for continued funding of the Falmouth Affordable Housing Fund
  • Develop a communication policy to Falmouth residents on CPfund accomplishments
  • Develop a policy handbook with all existing policies and explanations, if needed.

The committee’s current staffing was discussed at length and following discussion, the committee VOTED:

  1. To increase the administrative budget each year to the maximum 5% allowed
  2. To use Historic Consultant, Eric Dray, to manage and draft deed and preservation restrictions
  3. To consider seeking a consultant to maintain the CPC website and social media
  4. To work with Consultant Sharon Gay to revise her contract

PRESERVATION RESTRICTION POLICY, SECTION V:
Section V of the Preservation Restriction Policy was written by Historic Preservation Consultant, Eric Dray, in 2008. In his May 2016 revision, under Step 6: Grant Agreement, the CPC would withhold a percentage of the grant until the preservation consultant confirms that the completed project complied with the Grant Agreement.
Following discussion, on the motion of Russell Robbins/Kate Jackson, the committee VOTED: 4-2
That the CPC may withhold 40% of the grant funding until the terms of the grant agreement have been met. 
The specific terms of the grant agreement regarding preservation will be decided during the process of developing the Letter of Agreement.

AD HOC COMMUNITY RELATIONS SUBCOMMITTEE:
Members Kate Jackson; Paul Dreyer and Holly Wilson agreed to serve on the committee.
They will develop a public information program from 2016-2020 with the goal of communicating to Falmouth residents how their dollars have been spent and how they have contributed to the town.

NOMINATIONS FOR FY-2017 CPC OFFICERS:
Members shall notify Carole of their interest in serving as an officer and what office they are willing to hold. The chair then shares this information with the full committee. Any member can make a nominating motion and a member must be nominated to be considered for office by election. Officers will be elected at the July 14,2016 meeting.

STAFF/CONSULTANT REPORTS:
Consultant Sharon Gay discussed:

  • Proposed changes to the application process.
  • Funding decisions for the August meeting.Closing out projects this FY to allow balances to be returned back to the budget
  • A newspaper article and public service announcement advising deadline date of August 15th for project applications for the April 2017 Town Meeting.

PAYMENT OF BILLS:
Financial Officer Russell Robbins approved the following bills for payment:

  • Conant House $10,800
  • Oak Grove Cemetery Veterans Graves $2,787.50
  • APPROVAL OF MINUTES:

On the motion of Sandy Cuny/Russell Robbins, the committee VOTED: to approve the May 26, 2016 minutes with changes.

ITEMS FOR FUTURE AGENDAS:

  • Five-year Program and Financial Plan - approval
  • Project Update reporting shall be listed as a regular agenda item
  • Officer Nominations and elections
  • Deputy Director of the Department of Natural Resources, Chuck Martinsen – presentation to the CPC July 14th regarding needs for estuaries, ponds and wetlands.
  • Community Services Support Project Application
  • Finalizing CPC Liaisons

There being no further business, the meeting adjourned at 8:45 PM to meet again on
THURSDAY, JULY 14, 2016 AT 7:00 PM IN THE SCHOOL ADMINISTRATION BUILDING.

Submitted by: Mary J. Little, Recording Secretary


Tuesday, June 21, 2016 at 4:00 PM

Second floor Town Hall

Present: Subcommittee members Kate Jackson, Holly Wilson, and Paul Dreyer.
Also present: Virginia Carmichael and Peter Kent, communications director for Falmouth Academy

Members discussed various approaches to communicating to Falmouth residents and property owners how the CPA surcharge plus state match have been spent since the first year of CPFund operation in Falmouth, 2005 and communicating this information in a way that demonstrates the successful contributions that revenue has made to the culture, economy, historic character, natural resources, and vitality of the Falmouth community. Peter Kent commented on each approach in terms of the pros and cons and requirements for effectiveness. After an hour’s discussion, the subcommittee agreed on the following long-term plan for CPFund Community Relations:

Falmouth Enterprise – newspaper articles and press releases, with great photographs, as often as possible on all relevant topics:

  • Needs assessment
  • Project grant awards
  • Beginning of interesting projects
  • Progress reports on interesting projects
  • Celebrations of completion of interesting projects
  • Any other topic related to community preservation and the four funding areas
  • Responsible party: Chair and Clerk and any CPC member

Presentations, using CPFund Power Point presentation template and distributing brochures, to Falmouth Civic Groups and Churches

  • Rotary Club, Lions Club, Kiwanis, Elks Lodge
  • Falmouth Village Associations – Patti Cosgrove (508-540-8280)
  • Chamber of Commerce Business After Hours
  • Falmouth Bed and Breakfast Association
  • Patricia Robinson
  • Woods Hole Business Association – Beth Colt
  • Falmouth Historical Society
  • Highfield Hall Board and members – Peter Franklin
  • Falmouth Art Center Board and members
  • Volunteers in Public Schools – Tracy Crago
  • Falmouth Public Library Board and members
  • Churches
  • Other?
  • Responsible party: CPC members – one presentation/year at least (Chair will accompany

each presenter as requested) Cards and Posters (template designed by Carol McLeod Design) Cards Paul had prepared a post-card CPFund template with the CPFund logo announcing, with a colorful photograph, the successful completion of CPFund-funded projects East Falmouth Elementary School Playground and Goowill Park. These cards could be printed up in bulk for all the projects completed each year and distributed all over town throughout the year.

Posters
Posters, in a larger but similar format, can be printed for each completed projected and posted on bulletin boards, at the libraries, and in local shops (Coffee O, Starbucks, Gus Canty, W. Falmouth Market, Chamber Kiosk, barber shops, other stores).

Responsible Party: Chair and clerk and CPC members for distribution

Flier in town-wide mailing (to be identified)
Flier with CPFund logo and colorful photographs announcing success of several projects during the year.
Responsible party: Chair, Clerk, and CPC members
Website and Social Media

  • Use all the previous media to drive people to the website, over and over.
  • Continually update, renew, and supplement website content to keep website alive and lively.
  • Develop and manage a lively Facebook account with snappy photographs and frequent posts announcing newly funded projects, other interesting items related to the four funding areas, celebrations of the successful completion of projects, new CPC members.
  • Use Facebook account to announce grant application deadlines and annual needs assessment.

Responsible Party: This work requires the assistance of a consultant (to be identified)

Radio and TV
Explore opportunities with FCTV during project work and at completion.
Continue making PSAs each year publicizing interesting project completions
Explore opportunities with Mindy Todd for an interview on The Point (WCAI)

Signage
Design and purchase project in progress and final signs for projects acknowledging CPFund assistance. Provide both types of signs to project grantees. 

  • Create large signs easy to see from street with CPFund logo
  • Add cost of signs (both) to project grant recommendation
  • Submitted: Virginia Carmichael

July 14, 2016

7:30 AM, Second Floor Meeting Room, Town Hall

Present: Eileen Miskell, Chair; Paul Glynn; Holly Wilson; Virginia Carmichael

Members of the Housing Subcommittee discussed the need for dedicated administration of the Falmouth Affordable Housing Fund, for a short-term and long-term business plan to guide the Fund to optimal operation to meet Falmouth housing needs (as many as 8 different ways to fund developing and retaining affordable housing); and potential funding applications:

  • Habitat for Humanity – predevelopment funds for Barrows Road housing development
  • Falmouth Housing Trust – a project being developed to follow the completion of the Oddfellows Hall apartments (One Chancery Lane)
  • TRI – request for funds to buy down the cost of a fourth affordable unit at the Megansett Crossing development

Paul Glynn described his vision of an affordable housing correlate to The 300 Committee Land Trust, A Falmouth Affordable Housing Trust that would raise funds and develop housing independently of but in collaboration with Town government in the same way The 300 Committee Land Trust operates. He asked if it was acceptable for him to begin discussing this with affordable housing stakeholders and interested Falmouth residents. Members encouraged him to explore the idea. 

Virginia and Holly reported the vote of the EDIC board to pursue the possibility of paying, through EDIC funds, for a quantified analysis of Falmouth affordable housing needs by Judi Barrett drawing, in part, on her 2014 Housing Demand Study and Needs Analysis.

Members discussed the need for a Falmouth housing coordinator and the likelihood that the BOS will vote to use FAHF funds to pay the salary of a coordinator and ask either November or April Town Meeting to approve creation of the position.

The Town has completed its contract negotiation with the Falmouth Housing Corporation (FHC) for the affordable housing development on Spring Bars Road and the Town Planner has recommended that the Board of Selectmen, as Trustees of the Falmouth Affordable Housing Fund, refer the application to the CPC for its recommendation. Housing Committee members discussed the presentation to be made by Linda Clark, Director of the Falmouth Housing Corporation at the regular CPC meeting that night (7-14-2016). Because of requests made during the contract negotiation, the FHC in its letter of intent offered 3 options for distribution of income levels among the 40 units:

1. The distribution requested in the RFP, with a possible request from the CPFund for $750,000
2. A distribution shifted to higher income levels, including 100% AMI, resulting in a need for $1.4 million from the CPFund
3. A distribution midway between option 1 and option 3, resulting in a need for $1.16 million from the CPFund.

The meeting was adjourned at 8:30 AM.


JULY 14, 2016

Members Present: Chair Virginia Carmichael; Vice-Chair Sandy Cuny; Clerk Kate Jackson; Financial Officer Russel Robbins; Paul Glynn; Paul Dreyer; Holly Wilson; Eileen Miskell.
Also Present: Adm. Asst. Carol Sutherland, Consultant Sharon Gay and Selectman Sam Patterson

Chair Virginia Carmichael opened the meeting at 7:00 PM in the School Administration Building.

PUBLIC COMMENT: none

FALMOUTH HOUSING CORPORATION:
Falmouth Housing Corporation President Linda Clark and Treasurer Erick Turkington appeared before the committee to seek a recommendation from the CPC to the BOS for FAHF for the Spring Bars Road affordable housing development. The Corporation was chosen by the Board of Selectmen to build a 40- unit community housing development on Spring Bars Road, to be known as Little Pond Place.
Eric Turkington advised the negotiations with the town are over and the agreement is expected to be signed on July 25th.
It is the intent of the Corporation to seek $750,000 (Option #1) from the FAHF toward construction of 4 units in the 30% AMI; 33 units in the 60% AMI, and two for 80% AMI. One of the units will provide for an on-site superintendent.
During negotiations, two other options were proposed. Option 2 recommends an expenditure of $1,116.222 and Option #3 would authorize an expenditure of $1,469,823 and includes two units for households earning 100% of AMI. 
Paul Dreyer noted the 2nd and 3rd options were not part of the original proposal and should not be considered. He questioned why the item was on the agenda since it was his understanding the town was still negotiating the contract.
Linda Clark noted the Commonwealth’s Department of Housing and Community Development (DHCD) funds up to60% of AMI.
Following discussion, on the motion of Eileen Miskell/ Holly Wilson, the committee VOTED: 6-0 with two abstentions to recommend to the Board of Selectmen, as trustees, approval of Option 1 for the Little Pond Place community housing development , which provides an expenditure of $750,000 from the Falmouth Affordable Housing Fund, as accepted by the evaluation committee

ELECTION OF OFFICERS FOR THE COMMUNITY PRESERVATION COMMITTEE;
Chair Virginia Carmichael stated the current slate of officers has agreed to serve another year.
On the motion of Eileen Miskell/Holly Wilson, the committee VOTED: to nominate and elect the current officers to serve another year.

COMMUNITY PRESERVATION FIVE-YEAR PROGRAM AND FINANCIAL PLAN:
The draft plan dated July 14, 2016 was discussed. Sandy Cuny noted the Little Pond Conservation Area project should be added under the Open Space and Recreation element.
Russell Robbins advised the committee that test holes for the groundwater were done and there was a strong odor of fuel on the Little Pond Conservation Area. An LSP, hired by the DPW, will oversee more testing next week. Work will be done by DPW employees under the supervision of the Town Engineer. Russell advised there will be a “look back” for mitigation liability if there are hazardous wastes on the property. Paul Dreyer asked if this will impact the housing development.
On the motion of Sandy Cuny/Russell Robbins, the committee VOTED: unanimously to accept the draft Five-Year Program, which will include a revenue chart showing revenues and allocations from 2005 through 2035.

CP OPERATING PROCEDURES:
Members reviewed added language about how to address and resolve possible violations by CPC members as it relates to the Open Meeting Law and Conflict of Interest Law and other regulations. It was recommended to delete all reference to staff. Members also reviewed added language to designate other invoice signatories in the event the financial officer is unavailable or has a conflict of interest with invoice payment.

On the motion of Sandy Cuny/Kate Jackson, the committee VOTED: unanimously to approve the added language to the CPC Operating Procedures as revised.

COMMUNITY RELATIONS PLAN: 
The subcommittee, consisting of Kate Jackson; Holly Wilson and Paul Dreyer met on June 21st to discuss various approaches to communicating to Falmouth residents and property owners how the CPA surcharge plus state match have been spent.
They agreed on a long-term plan to author newspaper articles and press releases, with photos, on
relevant topics and to make presentations, using power point and distributing brochures to Falmouth civic groups and churches. It was suggested that each member make one presentation a year. The Plan also called for development of social media and active website and social media management.

Paul Dreyer produced a draft post card and is working on a flyer drawn from four weekly articles by Virginia Carmichael in recent issues of the Falmouth Enterprise, to publicize community preservation activities.
On the motion of Russell Robbins/Eileen Miskell the committee VOTED: to move acceptance of the plan.

ADMINISTRATION BUDGET
A revised budget for FY2017 was proposed based on the estimated surcharge and 18% state match. It amounts to $152,855 or 4.8% and the additional funds (from $134,600 to $152,855) will be recommended for appropriation at November Town Meeting. Included will be an increase in the Administrative Consultants services to 70 hours per month. In the past, the CPC’s consultant was providing help to the Town Manager’s office to administer the Falmouth Affordable Housing Fund.
Selectman Sam Patterson advised there will be a working group meeting next week between town employees and 2-3 CPC members to discuss, among other issues, the fiduciary responsibility of the BOS and how the FAHF will be administered going forward.
Other expenses in the Administrative Budget will provide consultant services for web design, maintenance and social media development and management.

CP FUND CONSULTANTS:
Chair Virginia Carmichael advised the web design and social media consultant services will have to be re-bid because the contract is not renewable.
Following discussion, Sharon Gay was asked to explore the possibility of splitting the web design and social media contract for better optimization. It is expected that the committee will present the changes at the November Town Meeting. -2-

At the urging of Historic Consultant, Eric Dray, the committee will be working to prepare future Preservation Restrictions in tangent with the preparation of warrant articles and Letters of Agreement at town meeting
WARRANT ARTICLES – NOVEMBER TOWN MEETING
Members had an informal discussion of possible warrant articles for November Town Meeting. Among them were:

  • a budgeted reserve for use at the April Town Meeting
  • Community Housing support Fund
  • Daddario Parcel
  • Allocations of remaining portions of the FY2016 Historic Preservation and Housing Reserves
  • FY2017 Administrative Budget
  • Conant House language revision

CPC/TOWN WORKING GROUP:
Selectman Sam Patterson talked about this joint effort of forming a working group consisting of Town Manager, Julian Suso; Planning Director Brian Currie; Budget Director, Jennifer Petit; Asst. Town Counsel Patricia Harris and CPC chairman, Virginia Carmichael. He noted there is no road map, but hopes it will be an open dialogue to identify problems and issues facing the CPC and town employees.
Holly Wilson suggesting adding another CPC member, in a support role, to attend the working group sessions.

HOUSING NEEDS ANALYSIS:
Chair Virginia Carmichael advised that the housing needs analysis, completed by Judi Barrett, was not produced in quantified form and Ms. Barrett estimated it will cost $7500-10,000 to provide this analysis, including any needed data updating.
Planning Board member, Jim Fox, has stated some the planning functions should be the responsibility of the Planning Board. He questioned the appropriateness of EDIC paying for the analysis.

PROJECT UPDATES:
Paul Dreyer inquired about the due date for quarterly reports. Carol advised they are due July 20th.
He asked what information is available on the ballfield analysis. He stated his preference for asking the project applicants to come before the CPC to explain why their project is behind schedule.

FINANCIAL OFFICER’S REPORT ON PAYMENT OF BILLS:
The following projects were approved for payment: Lawrence Academy; Breivogel Parcel; Little Pond Conservation Area; Goodwill Park Playground; Oak Grove Cemetery Veterans Memorials (2 invoices); 
Massachusetts Estuaries Project (MEP) ; Bike Rack Installation and the Kelly Parcel Conservation Restriction.

REVIEW AND APPROVE MINUTES:
On the motion of Russell Robbins/Sandy Cuny, the committee VOTED: to approve the June 9, 2016 minutes.

There being no further business, the meeting adjourned at 9:30 PM to meet again on THURSDAY, AUGUST 4, 2016.

Submitted by: Mary J. Little, Recording Secretary


AUGUST 4, 2016

Members Present: Chair Virginia Carmichael; Vice-chair Sandy Cuny; Clerk Kate Jackson; Financial Officer Russell Robbins; Paul Glynn; Paul Dreyer; Holly Wilson; Eileen Miskell.
Also Present: Adm. Asst. Carole Sutherland; Consultant Sharon Gay

Chair Virginia Carmichael opened the meeting at 7:00 PM in the School Administration Building.

PUBLIC COMMENT: none

Chair Virginia Carmichael announced that Nicole Goldman of Woods Hole will represent the
Historic Commission on the CPC and will be present at the next meeting.

COMMUNITY HOUSING SUPPORT FUND:
Karen Cardeira, Director of the Falmouth Human Services Department, appeared before the committee to speak to her application for funding of $60,000 over an 18-month period from the Community Housing Fund.
The Human Services Department will partner with the Falmouth Service Center to create a fund for people that can afford housing, but might find themselves in arrears due to a crisis or may be able to afford housing but cannot meet the first and last month’s rent requirement.

The Falmouth Service Center, a private non-profit is already vetting residents seeking food stamps, fuel assistance, etc.
All requests for assistance will be funneled through the Falmouth Service Center. They will provide a completed eligibility report, in writing, to the Human Services Department. They will also be required to go through a financial management training program. Upon authorization, the funds will be paid directly to a landlord or appropriate vendor. The Human
Services Department will maintain complete eligibility reports and payment records. All case management will be done by Human Services.

She cited past applications to the CPC from the Falmouth Housing Authority for monies for a stabilization Fund sponsored by the Service Center, the Housing Authority, Falmouth Housing Corporation and Human Services. The other agencies contributed assistance to the Stabilization Fund, but the Housing Authority solely managed the program. The criteria were unclear for eligibility. Another challenge was communication, which did not occur on a regular time frame. Additionally, the FHA had a conflict of interest because it was paying the assistance checks to itself for its rental properties.
Consultant Sharon Gay asked about staffing. Ms. Cardeira replied she will be working with existing staffing.
Chair Virginia Carmichael stated measured outcomes will be helpful to the committee.

BIKE RACKS PROJECT UPDATE:
Scott Lindell, Chair of the Bikeways Committee, was asked by liaison, Paul Dreyer to appear before the committee to update the committee on two open projects that were funded by the CPC in 2014 and 2015. To date, none of the bike racks have been installed.

Mr. Lindell explained that the proposed bike racks at various school facilities still need sign offs. Sandy Cuny advised the School Committee is the responsible entity.
There was a delay due to the hiring of a new town engineer and a shortage of DPW staff. Now that they are on track, the DPW will be installing 92 racks in the fall. -1-

The 2015 bike rack funding project still require sign offs from private entities.
Adm. Assistant, Carole Sutherland, advised any monies remaining from the 2014 bike rack appropriation must be returned.

DISCUSSION/VOTE – NOVEMBER PROJECT PROPOSALS:
SHALLOW POND WOODLANDS CONSERVATION RESTRICTION: $650,000
The project application funding proposal from the 300 Committee is $650,000.

A reimbursable $400,000 is proposed to come from the Open Space Reserve. The 300 Committee has applied for a State Land Grant. If approved, the net cost to the CPC will be $250, 000
The funds will come from a $250,000 appropriation for the Falmouth High School Playing Field, which was returned to the CP fund.
If the grant is not received, the project is cancelled.

On the motion of Sandy Cuny/Kate Jackson, the committee VOTED: unanimously to approve an article for November town meeting to fund the Shallow Pond Woodlands project for $650,000, with the understanding that $400,000 will be a reimbursable award from the State Land Grant.

COMMUNITY HOUSING SUPPORT FUND - $60,000
On the motion of Sandy Cuny/Eileen Miskell, the committee VOTED: unanimously to approve an article for the November Town Meeting to fund $60,000 for the Community Housing Support Fund.

LETTERS OF AGREEMENT –CONDITIONS
SHALLOW POND:
#1: State Land Grant is approved
#2: Conservation Restriction is recorded in perpetuity on the legally described property.
#3: Specific time limit shall be set with one extension
#4: Permanent signage acknowledging CPA funding. Consultation with CPC staff shall be
Mandatory
#5: CPC liaison for project is Russell Robbins

COMMUNITY HOUSING SUPPORT FUND:
#1: Criteria for eligibility, exceptions and protocols listed in application shall be required.
#2: No signage will be required
#3: CPC liaison is Virginia Carmichael

WARRANT ARTICLES:
Following discussion of proposed draft wording, on the motion of Russell Robbins/Sandy Cuny, the committee VOTED: unanimously to accept the November town meeting warrant articles as written, subject to waiving non-substantive formalities on the wording.
The committee reviewed suggested recommended amounts and agreed, with the understanding that the final actual amount in each article will be subject to final approval by Financial Director, Jennifer Petit. -2-

PROJECT UPDATES:
Chair Virginia Carmichael invited members to speak to any of their projects at future meetings.
Liaisons should call the project manager if they foresee a problem with the quarterly reports.
The committee discussed and approved the idea of inviting one project manager to each meeting to discuss project progress – a project with particularly interesting issues or outcomes, a project that is having trouble progressing, a project that has had results beyond those expected, and so forth.

Community Relations:
Chair Virginia Carmichael advised she is removing the $6000 budget item in the Administrative Budget for website and social media development and management because of the cost implications.

Administrative Budget:
Chair Virginia Carmichael reported she proposed $9500 as a line item in the administrative budget to engage Judy Barrett for a quantification of her Housing Needs Study.
At the July 14th meeting, she apprised members that the Planning Board questioned the
appropriateness of the EDIC paying for the analysis.

She advised she is still waiting to hear whether or not the EDIC will fund the data updating.

FINANCIAL REPORT:
Financial Officer Russell Robbins reported that the following invoices for reimbursement had been paid:
Oak Grove Cemetery Veterans Monuments
Horsley & Witten – Little Pond Conservation Area
Kelly Woodlands Conservation Restriction
North Falmouth Playground

MINUTES:
On the motion of Russell Robbins/Sandy Cuny, the committee approved the July 14, 2016 minutes with changes.

ITEMS FOR FUTURE AGENDA:
Holly Wilson expressed her concern with the 2009 Housing Production Plan and who is going to oversee the proposed actions.

There being no further business, the meeting adjourned at 9:10 PM to meet again on THURSDAY, SEPTEMBER 8, 2016 IN THE SCHOOL ADMINISTRATION BUILDING.

Submitted by: Mary J. Little, Recording Secretary -3-


August 24, 2016, 8:00 AM

Town Hall Second-floor Meeting Room

Present: Subcommittee members Eileen Miskell, Holly Wilson, and Paul Glynn
Also present: Virginia Carmichael and Sam Patterson

Members discussed the application from Julian Suso to the CPFund for funding for three years’ salary and benefits for a Falmouth Housing Coordinator. They discussed the following:

(1) Falmouth’s need for a housing coordinator, what a coordinator could accomplish, the disadvantages of not having a housing coordinator

(2) Sources of funding for the position – General budget, CPFund, Falmouth Affordable Housing Fund

(3) Preferred source of funding if the CPC should vote to recommend funding for the position – CPFund or appropriation to FAHF earmarked for the housing coordinator position

(4) Possibility of recommending funding for the position at the November TM

Subcommittee members agreed to present the issues in a discussion at a special full CPC meeting to be held the following day, Thursday, August 25, to discuss the application. 

The meeting adjourned at 9:00 AM

Submitted by: Virginia Carmichael


AUGUST 25, 2016

Members Present: Chair Virginia Carmichael; Vice-chair Sandy Cuny; Clerk Kate Jackson
Financial Officer Russell Robbins; Holly Wilson; Eileen Miskell; Paul Glynn; John Druley; 
Also Present: Town Manager Julian Suso; Selectman Sam Patterson; Adm. Asst. Carole Sutherland and Consultant Sharon Gay.

Chair Virginia Carmichael opened the meeting at 7:00 PM in the School Administration Building.

PUBLIC COMMENT: None

Planning Board Appointee Paul Dreyer stated the Planning Board reviewed the committee
Assignments. He and John Druley were the candidates and the committee voted to appoint John Druley as their appointee to the Community Preservation Committee.

Russ Robbins stated appointees should be assigned for 3 years because of the difficult learning curve required to sit on the committee.

REVIEW AND VOTE ON HOUSING COORDINATOR POSITION:

The committee was asked to consider an application from Town Manager Julian Suso to fund a 3-year position for a Housing Coordinator, whose job would include administration of the Falmouth Affordable Housing Fund (FAHF).

Mr. Suso structured the application to be funded from the FAHF until CP funds were available to fund the three-year position.. He advised the municipal budget cannot fund the position, but it will be a key component to creating a Community Development Department within town government, which is in the planning stages.

If the committee approves funding the position, he would seek approval at the November town meeting to create the position. He added he would accept the committee’s choice to fund it from the CP fund or the FAHF. He believes town meeting would be amenable to the position if it has the recommendation and approval of the CPC.

Chair Virginia Carmichael stated her preference for the FAHF because it gives the CPC input into the FAHF administration and the housing coordinator’s scope of work and performance by way of the CPC’s statutory role of reviewing and approving changes to FAHF rules and guidelines It offers a direct line of authority from BOS, who are the FAHF trustees, through town manager to employee. This choice offers efficiencies of operation and accountability.

Selectman Sam Patterson, BOS liaison to the CPC, cited the current deficient staff to deal
with the various and complex housing issues, which will be required for creating and retaining affordable housing and the implementation of the Housing Production Plan.

Following discussion, on the motion of Russell Robbins/Holly Wilson, 7 members
VOTED: to recommend to November 2016 Town Meeting the appropriation of $300,000 to the Falmouth Affordable Housing Fund from the Community Housing Reserve to be expended over three years for the salary plus benefits of a Falmouth Housing Coordinator. Paul Glynn abstained.

Chair Virginia Carmichael advised there will be two meetings in September. The September 8 meeting will be preliminary project discussions in general and the September 22 meeting will include interviews of project managers for three historic preservation applications - West Falmouth Library, Nobska Light and Oak Grove Cemetery. 
The committee received 11 applications.

There being no further business, the committee adjourned at 8:00 PM to meet again on
THURSDAY, SEPTEMBER 8, 2016 AT 7:00 PM IN THE SCHOOL ADMINISTRATION BUILDING.

Submitted by: Mary J. Little, Recording Secretary


SEPTEMBER 8, 2016

Members Present: Chair Virginia Carmichael; Vice-chair Sandy Cuny; Clerk Kate Jackson; Financial Officer Russell Robbins; Paul Glynn; John Druley; Holly Wilson; Eileen Miskell
Also Present: Adm. Asst. Carole Sutherland, Consultant Sharon Gay; Selectman Sam Patterson

Chair Virginia Carmichael called the meeting to order at 7:00 PM in the School Administration Building.

PUBLIC COMMENT: none

LETTERS OF AGREEMENT FOR NOVEMBER TOWN MEETING:
• SHALLOW POND WOODLAND CONSERVATION RESTRICTION
Consultant Sharon Gay advised members that the Letter of Agreement boiler plate language has been revised over a period of time to conform to changing stipulations. She said the 300 Committee want to private-fund if the state Land Grant is not approved.
Members reviewed the language and suggested under the paragraph entitled RECOGNITION that the word “ceremonies” shall be included.
Members agreed to ask Diane Davidson , as a courtesy, to let the CP office staff know of ceremonies or commendation of the completion of the CP funded project.
On the motion of Russell Robbins/John Druley, the committee VOTED: to accept and approve the Special Conditions in the LOA.

• COMMUNITY HOUSING SUPPORT FUND:
When asked how the fund payout would work, Consultant Sharon Gay suggested a different
reporting or tracking system in order for the applicant to receive payment. It is spelled out in Attachment C.
Under the paragraph entitled RECOGNITION, the word “ceremonies” shall be included.
On the motion of Holly Wilson/Russell Robbins, the committee VOTED: to accept and approve the Special Conditions in the LOA

COMMUNITY RELATIONS:
Chair Virginia Carmichael they have received bids for website management/social media /print materials. She has asked the Community Relations Subcommittee to meet next week to discuss the proposals and set community relations for FY 2017. The 2017 Administrative Budget currently has an
allocated $6,000 for website/ social media/print materials, but the amount may have to be adjusted after the proposals are reviewed.

PRELIMINARY DISCUSSIONS FOR APRIL 2017 TOWN MEETING:
The committee reviewed a Summary of CP fund applications. Thirteen applications were received in the Recreation, Historic Preservation and Community Housing categories for a total of $1,348.802.
The CPC’s Historic Preservation Consultant, Eric Dray, evaluated the five historic preservation applications and offered his recommendations, in writing.
Eligibility reviews by staff resulted in requesting further clarifications from the applicants
The applicants were provided with an interview schedule over a period of four weeks, starting September 22nd.

ACTIVE PROJECT UPDATES:
Chair Virginia Carmichael gave brief updates on the progress of the following preservation restrictions:
• WCAI Woods Hole
• Conant House Exterior Work
• Waquoit Church
• Lawrence Academy
Carole Sutherland also reported the Village Green Fence project was closed. Kate Jackson sent an article to the Falmouth Enterprise, covering the project, but it was not published.

FINANCIAL REPORT:
Financial Officer Russell Robbins reported that the following invoices for reimbursement had been paid:
Oak Grove Cemetery Veterans Monuments
Bristol Beach Gates
Beach Gates – Bristol, Surf Drive and Menahaunt

REVIEW AND APPROVE MINUTES OF AUGUST 4 AND 25:
On the motion of Russell Robbins/Eileen Miskell, the committee VOTED: to approve the August 4, 2016 minutes.
On the motion of Russell Robbins/Holly Wilson, the committee VOTED: to table the August 25, 2016 minutes.

ITEMS FOR FUTURE AGENDAS:
• Administrative Budget
• Budgeted Reserve
• Project Interviews
Selectman Sam Patterson noted that the Historical Commission has five new members. They have not yet appointed a representative to the CPC. Because there will be more monies available after 2020, Selectman Patterson feels the Commission would want to have a representative on the CPC to participate in long-term planning, and Carole Sutherland offered a suggestion that the CPC might attend one of the Commission’s future meetings. 

There being no further business, the committee adjourned at 9:10 PM to meet again on THURSDAY, SEPTEMBER 22, 2016 AT 7:00 PM IN THE SCHOOL ADMINISTRATION BUILDING.

Submitted by: Mary J. Little, Recording Secretary


Monday, September 19, 2016

The CPC Community Relations Subcommittee will meet on Monday, September 19, 2016, at 1:30 p.m. in the 2nd floor conference room at Town Hall.
Agenda: 
1. Community Relations Plan for FY2017
2. Review of 2 submitted website/social media/print materials proposals

Attendees: Virginia Carmichael, Kate Jackson, Holly Wilson

Minutes:
The Community Relations Subcommittee voted to change its name to the Public Information Subcommittee as a more descriptive name. Members reviewed proposals for website management from Morningstar Design and Carol McLeod Design LTC, and compared them for cost, responsiveness to the RFP, and responsibility of the proposals for producing the desired results. The subcommittee voted unanimously to recommend to the town manager that the town contract with Carol McLeod Design for the services during FY2017.


SEPTEMBER 22, 2016

Members present: Chair Virginia Carmichael; Vice-Chair Sandy Cuny; Clerk Kate Jackson; Financial Officer Russell Robbins; Paul Glynn; John Druley; Holly Wilson; Eileen Miskell
Also Present: Consultant Sharon Gay; Carole Sutherland.

Chair Virginia Carmichael opened the meeting at 7:00 PM in the School Administration Building.

PUBLIC COMMENT: None

PROJECT INTERVIEWS:
• PRESERVATION OF NOBSKA LIGHTHOUSE:
President of the Preservation team, Brian Nickerson, accompanied by Executive Director Catherine Bumpus, Charlotte Harris, and their architect Brown, Lindquist Fenuccio and Raber appeared before the committee. Speaking for the Preservation was Charlotte Harris, who briefly explained that upon hiring the architect, they were informed the cost of the project has doubled. The total project cost will be $4 million. The initial project will be the Lighthouse Tower renovation for which they are requesting $264,840 in CP funding. Work will be completed in the Fall of 2017 and will include new hardware, exterior and interior painting and brick restoration.
Executive Director Catherine Bumpus advised the Coast Guard has to provide a complete environmental impact analysis. She advised fund raising events are not allowed on the property. They are allowed a sign that donations are suggested. She said the tower is open to the public on Tuesdays 11AM to 1PM.
Paul Glynn asked that a copy of the license be provided the committee.

• OAK GROVE CEMETERY – DAMAGED GRAVESTONE RESTORATION:
Conservator Donna Walcovy, Ph.D. appeared before the committee to request $6.530 to continue her work to restore the veterans gravestones at Oak Grove Cemetery located on Jones Road. The cemetery is on the National Register of Historic Places. She gave a brief overview of the work she has done at the East Falmouth Methodist Burial Grounds, which holds many of the persons that died at the Poor House as well as the Old Town and Village Burial Grounds. 

• WEST FALMOUTH LIBRARY RESTORATION AND ARCHIVES COMPLETION:
Chair of the Building Committee for the library, Charles M. McCaffrey, along with Facilities Manager, Oliver Egleston, appeared before the committee to request $120,000 in Historic Preservation Funds toward a $3 million project to preserve and expand the Library. The library was awarded $120,000 in 2014. Mr. McCaffrey advised the 2014 grant monies have not been spent, but most of the costs will go to preserve part of the archive room and fire suppressant system and will be incurred by April. The current request for funds will be used for restoration work on the building, including ceiling lights, floors and display cases for archival material.

WARRANT ARTICLES AND LOA DRAFT FOR THREE-YEAR HOUSING COORDINATOR POSITION:
Sharon Gay advised that the article for the coordinator position is on the warrant, but is concerned the job description is not available.
Sandy Cuny was concerned that the housing coordinator position, which will be funded from the FAHF is lumped together with the Community Development Director position which is in the planning stages.
Under the Explanation in the warrant article, Sharon was asked to remove the wording referencing the hours. Sharon was asked to meet with Town Manager Julian Suso to secure a job description and confirm that a one-year extension of the contract would be allowed with no additional money.
Chair Virginia Carmichael offered a suggestion to add a special condition in the LOA that would require
a reporting responsibility to insure efficiencies of operation and accountability to comply with the rules and regulations of the CP Fund.

Holly Wilson asked to consult with the Affordable Housing Committee about the lack of a job description.

PUBLIC INFORMATION SUB-COMMITTEE REPORT:
The subcommittee met several times to revise its short-term Public Information Plan for the CP Fund for the remaining fiscal year ending June 30, 2017. The plan will include articles for the Falmouth Enterprise; power point presentations to Falmouth civic groups and churches; FCTV public service announcements each fall, and website and social media.
On the motion of Eileen Miskell/Sandy Cuny, the committee VOTED: unanimously to approve the revised Public Information Plan through June 30, 2017.
• Vendor Selection for Website/Social Media/Print Materials:
Chair Virginia Carmichael asked members to consider engaging the services of Carol McLeod Design as a consultant to update the CP website for $4,576 commencing October 2016 through June 30, 2017.
Russell Robbins suggested to members that they invite the town’s IT Director, Valerie O’Connor, to make a presentation. He added the proposed project could be a bridge to the town’s website, which is being updated but will not be ready for 6-9 months.
On the motion of Eileen Miskell/ Sandy Cuny, the committee VOTED: to recommend a contract for $4,576 with Carol M. McLeod Design to provide website/social media services for the CP fund from October 2016 to June 30, 2017.

ADMINISTRATIVE BUDGET FY2017 – REQUEST FOR ADDITIONAL FUNDS:
Members reviewed the Administrative Budget that Virginia, Carole and Sharon prepared for FY2017 and are recommending $137,600 or 4.25% of CPA revenues.

On the motion of Holly Wilson/Sandy Cuny, the committee VOTED: to accept the amended Administrative Budget for FY2017.

NEED FOR CPC APPOINTMENT FROM HISTORICAL COMMISSION:
Members of the CPC will attend the October 4th meeting of the Historical Commission, which meets at 6:30 PM in the Civil Defense Room.

ADMINISTRATIVE/CONSULTANT REPORTS:
Carole Sutherland advised members that the bikeway project has been declared ineligible.
Historical Commission Chair, Edward Haddad, has requested an extension in order to clarify his Phase I application to update the list of significant buildings. Mr. Haddad will appear before the CPC on October 13th. 
Carole distributed a copy of the List of Significant Buildings. 2.

FINANCIAL REPORT:
Financial Officer Russell Robbins reported that the following invoices for reimbursement had been paid:
• Phase I Shining Sea Bikeway
• Lawrence Academy
• Oak Grove Cemetery Veterans Monuments

REVIEW AND APPROVE MINUTES OF AUGUST 25 AND SEPTEMBER 8.
On the motion of Sandy Cuny/Eileen Miskell the committee VOTED: to approve the August 25, 2016 minutes with changes.
On the motion of Russell Robbins/Kate Jackson, the committee VOTED: to approve the September 8th
minutes.

ITEMS FOR FUTURE AGENDAS:
• Meeting with Falmouth IT Director, Valerie O’Connor
• Housing Coordinator job description
• Power Point Presentation for CPFund

There being no further business, the committee adjourned at 9:45 PM to meet again on THURSDAY, OCTOBER 13, 2016 AT 7:00 PM IN THE SCHOOL ADMINISTRATION BUILDING.

Submitted by: Mary J. Little, Recording Secretary


September 29, 2016

Members present: Virginia Carmichael; Paul Glynn; Holly Wilson; Eileen Miskell
Also Present: Consultant Sharon Gay; Selectman Sam Patterson

Chair Eileen Miskell opened the meeting at 8:00 AM in the Second Floor Conference Room at the Falmouth Town Hall

The sub-committee discussed the language for Article 31 for this November’s Falmouth Town Meeting. The Article relates to the Committee Preservation Committee’s recommendation to transfer money to the Falmouth Affordable Housing Trust to cover the salary, benefits, professional training and supplies of Housing Coordinator. 

The Committee reviewed the Recommendation and Explanation portions of the article. 

The Committee discussed the process of working with the town to hire, manage and review the housing coordinator candidate.

The meeting adjourned at 9:25 AM to meet again on THURSDAY, OCTOBER 3, 2016 AT 8:00 AM IN THE Second Floor Conference Room of the Falmouth Town Hall

Submitted by: Eileen C. Miskell


OCTOBER 13, 2016

Members Present: Chair Virginia Carmichael; Vice-Chair Sandy Cuny; Clerk Kate Jackson; Financial Officer Russell Robbins; Paul Glynn; John Druley; Holly Wilson; Eileen Miskell
Also Present: Consultant Sharon Gay; Adm. Clerk Carole Sutherland; Selectman Sam Patterson.
Falmouth Enterprise Reporter Ryan Bray.

Chair Virginia Carmichael opened the meeting at 7:00 PM in the School Administration Building.

PUBLIC COMMENT:

PROJECT APPLICATIONS INTERVIEWS:
1. Woods Hole Library Stonework Restoration
Prosser Gifford and Rob Goldsboro appeared before the committee to request $23,500
To restore the stone façade, foundation and stone steps on the left side exit of the building. Mr. Gifford advised they received three proposals and have decided on Patriot Restoration.
Patriot Restoration did the restoration on the Church of the Messiah.
Consultant Sharon Gay cited Historic Consultant Eric Dray’s observations that the reparging component of the application is for a stairwell on a non- historic rear addition and the window wells on the left side appear to have temporary repairs and questioned if the project will address that stonework. She advised the committee will need verification if these elements are included in the scope of the project.

2. Falmouth Historical Commission Update of Significant Buildings:

Mr. Edward Haddad, Chair of the Historical Commission, appeared before the committee to request $30,000 in Historic Preservation funds to recreate a town-wide inventory of significant buildings. The present list is 30 years old. There are 1500 properties that potentially would need a Form B. Each Form B would cost between $250 and $300. This project is considered Phase I of a long-term phased project. The $30,000 would cover the Survey Plan, which would quantify the updating of the older project and executing 50 Form B’s. He estimated the total phasing cost would be $185,000. Later phases would include doing 100 Form B’s a year.
Mr. Haddad was asked to review the project schedule and amend it to include a realistic timetable, which can be used later for judgement performance. 

3. Falmouth Historical Society – Conant House/Wicks House Fencing Restoration:
Mark A. Schmidt, Executive Director of the Falmouth Historical Society and Museums on the Green, appeared before the committee to request $14,000 in Historic Preservation funds to replace the historic wooden fencing at the 1730 Conant House at 65 Palmer Avenue and the
1790 Dr. Francis Wicks House at 55 Palmer Avenue. The replacement fencing will be a white-stained cedar fencing as was used in the 19th and early 20th centuries.
Mr. Schmidt is requesting permission to do the same design instead of restoring the existing two difference fence designs... They would also prefer to move them closer to the sidewalk.
The Wicks House has a step-down fence, which Consultant Eric Dray wants restored. He will allow them to be connected but the Wicks House fence must be restored using the step-down fence.
Sandy Cuny asked staff to consult with Eric Dray about the possibility of having a unified fence for both properties and whether it could be CPA eligible.

EXECUTIVE COMMITTEE ADMINISTRATION REPORT:
Chair Virginia Carmichael submitted a list of the committee’s fiduciary compliance duties. She indicated the bold text items indicate that function is not being covered. The Executive Committee is asking the full committee to approve a two-day a week part-time person and recommending it to town management establishing the position for FY2018.
She advised the committee’s administrative budget will be considered at April Town Meeting, but has to be prepared in January.
Carole works 20 hours a week and reports to the Finance Director. Consultant Sharon Gay works 66 hours per month and reports to the Town Manager.
Following discussion, on the motion of John Druley/Eileen Miskell, the committee VOTED: unanimously to approve the recommendation of the Executive Committee to hire a part-time person to cover the administrative responsibilities not being met by the current staff and consultant.

COMMUNITY HOUSING SUBCOMMITTEE REPORT:
Eileen Miskell, reporting for the subcommittee, gave a brief update on the final draft MOU to be submitted to the Town Manager, Julian Suso as the grant agreement for CP funding of a new housing coordinator position is for 3 years beginning in FY2018. She expects the CPC to vote on a finalized MOU at the October 27th meeting. 
The Housing Coordinator project will be paid from the CPFund to the Falmouth Affordable Housing Fund (FAHF) with a completion date of June 30, 2020.

Following discussion, on the motion of Sandy Cuny/Russell Robbins, the committee VOTED: unanimously to continue negotiations on the Housing Coordinator MOU and job description.

PROJECT UPDATES:
Bikeways Report: Liaison John Druley reported the 2014 project will be completed by year’s end.
The 2015 Bikeways project is 80-90% complete.

Backstop Replacement: Liaison Sandy Cuny reported she met with Parks Superintendent Rocky Gomes.
The project will be going out to bid in November.

CHAIRMAN’S REPORT:
Chair Virginia Carmichael distributed a two-page 2016 Annual Report, with pictures, as required annually.

ADMIN/CONSULTANT REPORTS:
Carole Sutherland advised members that Karen Cardeira did not sign the LOA for the Community Housing Support Program because of the special conditions relating to the payment of CPA funds.
Karen is requesting an exemption from the reimbursement only policy because the landlord’s need more timely payments. and has asked for a meeting to develop a payment process that will allow for the rapid payment of vouchers.

FINANCIAL REPORT:
Financial Officer Russell Robbins reported that the following invoice for reimbursement had been paid:
Shiverick’s Pond Feasibility Study - $1,995.00

MINUTES:
The minutes of the September 22, 2016 meeting were tabled.

ITEMS FOR FUTURE AGENDAS:
• Precinct Meeting assignments. The November 3rd CPC meeting will be cancelled so there can be at least one CPC member at each precinct to answer questions about the CPC recommended projects.

There being no further business, the meeting adjourned at 9:20 PM to meet again on THURSDAY, OCTOBER 27, 2016 IN THE SCHOOL ADMINISTRATION BUILDING.

Submitted by: Mary J. Little, Recording Secretary


OCTOBER 27, 2016

Members Present: Chair Virginia Carmichael; Vice-Chair Sandy Cuny; Financial Officer Russell Robbins; Holly Wilson; John Druley; Paul Glynn; Eileen Miskell.

Absent: Kate Jackson
Also Present: Carole Sutherland; Consultant Sharon Gay; Selectman Samuel Patterson.

Chair Virginia Carmichael opened the meeting at 7:00 PM in the School Administration Building.

PUBLIC COMMENT: None

PROJECT INTERVIEWS:
Coonamessett Greenway: Conservation Commission Member Betsy Gladfelter and 300 Committee Administrator Jessica Whritenour appeared before the committee to explain their restoration plan for the Coonamessett River Corridor. They are seeking $137,164 in the Recreation Category. 
A conceptual plan is proposed for the Greenway Park and restoration of the flood plain activity to build bridges across the lower and middle dam bogs. The Conservation Commission will coordinate the river restoration. 
The 300 Committee is working with the Lawrence school students to build the educational boards and adopting the herring. It was noted the 300 Committee land parcels are not in the river restoration project area.

Ms. Gladfelter advised they will be receiving four grants toward the river restoration.
The total project cost will be $3million with a completion date of 2020.
Member Paul Glynn stated he would have preferred to see a complete plan with a true cost breakdown.
Highfield Rain Garden: Landscaper Terry Soares; Director Peter Franklin and Liz Walker of Highfield Hall appeared before the committee to request $62,708 in the Historic and Recreation Funding categories to design and build a Rain Garden. The garden is a sustainable way to offset run- off and ward off erosion. They propose a series of berms to channel water to the new catch basin to be filtered down to the Rain Garden. They propose to enhance the gardens over the next 3-5 years with an educational component. Highfield Theatre and the Conservatory are the run-off source points.
They are applying for grants to make it inclusive and accessible for recreation.
The project is eligible and is on the National Register of Historic Places.
Member John Druley asked if they had a conversation with the Theatre and Conservatory about their part in the run-off problem. Mr. Franklin said their landscaper did have a
Conversation with the Conservatory, but didn’t offer specific details.
They will have grant money for the signage.

Housing Production Plan: 
Affordable Housing Committee Chair Kimberly Conn appeared before the committee to request $20,000 in Community Housing Funds to update the Housing Production Plan. 
Also present were Chairman of the EDIC, Michael Galasso; Edward Curley and Mark Cool.
The Planning Board voted their approval on August 30th
The Board of Selectmen, on September 12th voted to support the AHC’s application.
The Affordable Housing Committee believes this update is the next step to the 2014 Falmouth Housing Demand Study and Needs Analysis. The Housing Production Plan is an important tool to help regulate 40B projects.
The goal was to build 73 units a year, but the housing entities are working in the same direction, but not in the same step stated Selectman Sam Patterson. It is going to take communication and networking. He stated the town has an obligation to address this problem.
The Town Manager, Julian Suso, will be responsible for issuing the RFP. The AHC is hopeful the new housing coordinator will be a force to a successful implementation plan.
Mr. Galasso stated the EDIC will pay $9500 to update the 2014 Housing Demand Study.

A revised project schedule was submitted to the CPC. The consultant’s final report to the BOS is expected in October 2017.

HOUSING COORDINATOR MOU:
Eileen Miskell reported that she had not heard back from Town Manager Julian Suso,
about resolving the questions raised by the committee. 

COMMUNITY HOUSING SUPPORT PROGRAM:
Chair Virginia Carmichael reported that the committee will be discussing this project over time. In the meantime, Financial Director Jennifer Petit is asking the CPC to postpone Article 33. In a conversation between her and the Mass. Department of Revenue, she was told this housing support program is not an allowable use of CPA funds One-time rental assistance payments do not support making a unit affordable.
The MADOR interprets allowable uses differently from the Dept. of Housing and Community Development (DHCD).
Chair Virginia Carmichael distributed a two-page paper on allowable uses.

Following discussion, on the motion of Holly Wilson/Sandy Cuny, the committee VOTED:
Unanimously to further research the allowable uses and make a determination when the committee has adequate information under the CPA for related housing expenditures.

PRESERVATION RESTRICTIONS:
Chair Virginia Carmichael reported that Historical Consultant Eric Dray is working on finalizing the draft PR’s for the following projects:

Davis House at 3 Water Street
Riverbend Silo, Sandwich Road
Waquoit Congregational Church
Lawrence Academy

PRECINCT MEETINGS:
Members will attend the following Precinct Meetings:
Precincts 1 and 2: Virginia Carmichael
Precinct 3: Paul Glynn
Precinct 4: Kate Jackson or Virginia Carmichael
Precincts 5 and 6: Holly Wilson
Precinct 7: Kate Jackson
Precincts 8 and 9: Eileen Miskell
Chair Virginia Carmichael will provide summaries of the CPC Articles; current applications; Possible Housing Coordinator Duties and Responsibilities.

PROJECT UPDATES:
Chair Virginia Carmichael advised that John Druley will be assuming liaison duties for the projects of former member Paul Dreyer.

CHAIRMAN’S REPORT
Chair Virginia Carmichael reported that the vacant Historical Commission member to the CPC will not be filled at this time. The chair, Edward Haddad, advised the new Historical Commission is too busy. 

ADM/CONSULTANT REPORTS:
Carole Sutherland reported the following:
All the project reports have been filed with CPC staff. The Falmouth Country Club Irrigation System Project (2015) has not begun yet.
Park Superintendent Rocky Gomes is down to overseeing one project.

Consultant Sharon Gay reported the following:
Article 28 will be changed to reflect that funds for the $800,000 budgeted reserve shall be expended under the jurisdiction of the Town Manager.

Article 31 will be changed to reflect that funds shall be expended under the jurisdiction of the Board of Trustees.

FINANCIAL:
Financial Officer Russell Robbins reported that the following invoices for reimbursement had been paid:
Oak Grove Cemetery Veterans Monuments 2 invoices - $5,064
Shiverick’s Pond Feasibility Study - $3,990
Lawrence Academy – 3 change orders - $15,300

MINUTES: On the motion of Holly Wilson/Russell Robbins, the committee VOTED: to approve the minutes of September 22, 2016.

On the motion of Russell Robbins/Holly Wilson, the committee VOTED: to approve the October 20, 2016 with one correction.

There being no further business, the meeting adjourned at 9:20 PM to meet again on MONDAY, NOVEMBER 14. 2016 AT 6:00 PM IN THE FALMOUTH HIGH SCHOOL (TOWN MEETING).

THE REGULAR MEETING OF THE COMMITTEE WILL BE THURSDAY, NOVEMBER 17, 2016 AT 7:00 PM IN THE SCHOOL ADMINISTRATION BUILDING.

Submitted by: Mary Little, Recording Secretary


NOVEMBER 14, 2016

Members Present: Chair Virginia Carmichael; Vice-Chair Sandy Cuny; John Druley;
Paul Glynn; Holly Wilson
Also present: Adm. Asst. Carole Sutherland

Chair Virginia Carmichael called the meeting to order at 6:05 PM in Room 1059,
Falmouth High School

DISCUSSION OF ARTICLE 33 - COMMUNITY HOUSING SUPPORT FUND:

Chair Virginia Carmichael advised she will requesting Indefinite Postponement.

Director of Human Services, Karen M. Cardeira, was notified on October 26, 2016 that the Department of Revenue; DHCD and the Massachusetts Housing Partnership have agreed that one-time financial assistance payments are not an appropriate use of CPA funds. 
Rental assistance programs, utilizing CPA funds, must assure and document housing affordability over a sustained period of time.

Following discussion, on the motion of Sandy Cuny/Holly Wilson, the committee VOTED: unanimously to request Indefinite Postponement of Article 33 – November 2016 Town Meeting.

DISCUSSION AND VOTE OF ARTICLE 27 - SHALLOW PONDS:

Chair Virginia Carmichael advised the 300 Committee has requested CPC approval of a revised Article 27, dated November 7, 2016 noting that the article did not give the Board of Selectmen approval of said article.

Following discussion, On the motion of Sandy Cuny/Holly Wilson, the committee VOTED: unanimously to approve the revised language in Paragraphs 2 and 4 of Article 27 – November 14, 2016 Town Meeting. Any appropriated funds shall be expended under the jurisdiction of the Board of Selectmen.

There being no further business, the meeting adjourned at 6:35 PM to meet again on THURSDAY, NOVEMBER 17, 2016 AT 7:00 PM IN THE SCHOOL ADMINISTRATION BUILDING

Submitted by: Mary J. Little, Recording Secretary


NOVEMBER 17, 2016

Members Present: Chair Virginia Carmichael; Vice-Chair Sandy Cuny; Clerk Kate Jackson; Financial Officer Russell Robbins; Holly Wilson; Eileen Miskell; John Druley; Paul Glynn
Also Present: Adm. Asst. Carole Sutherland, Consultant Sharon Gay; Selectman Sam Patterson.

Chair Virginia Carmichael opened the meeting at 7:00 PM in the School Administration Building. 
She introduced the newly appointed Assistant Town Manager, Peter Johnson-Staub, to the committee.

PUBLIC COMMENT: none

PROJECT INTERVIEWS:
Barrow’s Road Community Housing:
Leedara Zola, Director of the Habit for Humanity, appeared before the committee to request $362,000 in the Community Housing Category. Habitat is looking to build 9-12 affordable homes on the 5 ½ acre Barrow’s Road parcel. Habitat is filing under Chapter 40B. The homes will be counted toward the town’s affordable housing inventory. Habitat will not apply for a construction grant until the project has been fully permitted.
She advised they had a community outreach meeting in June and explained that Habitat for Humanity needs 12 units to make it financially feasible, but the neighbors want fewer units.
Habitat will be going before the Planning Board on December 13. If approved, the BOS must sign off and send the application to DHCD, who have 60 days to approve it before coming before the Zoning Board of Appeals.

2012 CONANT HOUSE RESTORATION PROJECT – AMENDED LOA:
The committee reviewed Amendment #1 of the LOA between the Falmouth Historical Society and the CPC.
Article 43 of the November 2012 Annual Town Meeting approved $201.500 for exterior foundation restoration work. Amendment #1 of Article 34 of the November 2016 Annual Town Meeting expands the use of funding to include preservation and other Historic Preservation capital improvements. All work will comply with the
Secretary of Interior’s Standards for Treatment of Historical Properties. The grant funds will be subject to a deed restriction. Project completion date is January 31, 2017 with one extension.
On the motion of Russell Robbins/Sandy Cuny, the committee VOTED: unanimous approval of the LOA, as written.

PROJECT RECOMMENDATIONS-DISCUSSION:
The committee discussed the proposed recommendations for CP funding for the April 2017 Annual Town Meeting. Slight funding changes were proposed for the Woods Hole Library and Oak Grove Cemetery.
Chair Virginia Carmichael advised members that final voting will occur at the December 15th meeting.

PROJECT UPDATES:
Nobska Lighthouse:
Chair Virginia Carmichael advised members that a memo from Town Counsel Frank Duffy is being distributed for their review.
Friends of Nobska Lighthouse Executive Director, Catherine Bumpus, submitted information about light station protections that are in place to maintain them in a historic manner. Also included in the packet was a memo from the Community Preservation Coalition; a sample copy of a Quit Claim Deed signed by the US General Services Administration and the Town of Edgartown dated January 7, 2014; the Preservation Restriction Policy for Falmouth CPC fund Historic Preservation grants, and a copy of the National Historic Lighthouse Preservation Act of 2000
Chair Virginia Carmichael advised members to review all the materials for discussion at the December 15th meeting.

Highfield Hall Rain Garden:
Historic Consultant Eric Dray, in a memo dated November 15th wrote his evaluation on the five components. He noted Highfield Hall is not on the state register. It means that the Falmouth Historical Commission will need to determine that the landscape features are historically significant.
Peter Franklin of Highfield Hall was asked at the October 27th meeting about approaching the theatre and conservatory about their part as run-off source points.
Chair Virginia Carmichael suggested Mr. Franklin call Town Counsel Frank Duffy about the ramifications of the run-off problem. However, the Town Counsel’s office is so busy that the realty is there may be no answers for this project to be considered at the April 2017 Annual Town Meeting.

FALMOUTH HOUSING AUTHORITY – PRESERVATION OF 12 HOMES:
Chair Virginia Carmichael advised members the monies for this project are still tied up, while the committee is asking Town Management to designate a single interpretative pathway for questions of CPA interpretation. Members were given a memo from Town Counsel Frank Duffy and Ma. Department of Revenue Bulletin 2002-12B. The bulletin states that CPA funds may be spent for “preservation” of affordable housing not acquired with CPA funds and gives roof replacement and installation of a sprinkler system as eligible work under the CPA for community housing. MADOR has sent many letters to MA towns explaining that its CPA opinions are only advisory and that it has no authority to enforce compliance with them locally since CPA funding decisions are local. MADOR states that the ultimate authority for questions of CPA interpretation is the town’s Town Counsel,

WEST FALMOUTH LIBRARY RESTORATION:
Chair of the Building Committee, Charles McCaffrey, advised the committee the library is requested a meeting before the Historical Commission on December 6th. They will present 104 pages of historical data from the year 1066. They believe the Falmouth Historical Commission will certify the library’s historic documents and artifacts as valuable historic resources. They are hopeful they will meet the criteria for certification on the state register for historical places.

CONANT-WICKS HOUSE FENCING:
Historic Consultant, Eric Dray, evaluated the request of the Falmouth Historical Society to unify the two different fences into one fence design.
He recommended not having matching fences because it would create a false sense of history.

CHAIRMAN’S REPORT:
Chair Virginia Carmichael submitted, for review, the CPFund Planning Budget 2016-2021

ADMIN/CONSULTANT REPORTS:
Carole reported she had nothing to report at this time.
Consultant Sharon Gay reported that she and Carole are reconciling the CP office records with the Town Financial Department.
Also submitted was the FY 2017 CP Fund Quarterly Project Expenditure Report for the period ending September 30, 2016

REVIEW AND APPROVE MINUTES – OCT. 27 AND NOV. 14, 2016
On the motion of Russell Robbins/Eileen Miskell, the committee VOTED: to approve the minutes of October 27 and November 14, 2016.

ITEMS FOR FUTURE MEETING AGENDAS:
Housing Coordinator Position:
Selectman Sam Patterson said he spoke with Town Manager Julian Suso. The position is not in conflict with the Town Charter.
Member Eileen Miskell will ask for a meeting with Sharon Gay and Julian Suso after Thanksgiving to explain the verbiage and discuss the town possibly supplementing the salary.

There being no further business, the committee adjourned at 8:30 PM to meet again on THURSDAY, DECEMBER 1, 2016 AT 7:00 PM IN THE SCHOOL ADMINISTRATION BUILDING.

Submitted by: Mary J. Little, Recording Secretary


DECEMBER 1, 2016

Members Present: Chair Virginia Carmichael; Vice-Chair Sandy Cuny; Clerk Kate Jackson; Paul Glynn; John Druley; Financial Officer Russell Robbins; Holly Wilson; Eileen Miskell.

Also Present: Consultant Sharon Gay and Selectman Sam Patterson.

PUBLIC COMMENT: None

RECOMMENDATIONS – DISCUSSION
Preservation of Nobska Lighthouse
Members discussed the protections in federal law for the historic character of the lighthouse, which stipulate that if the Coast Guard sells the property to a private entity, it will obtain a preservation restriction. In the meantime, the Town of Falmouth and Friends of Nobska, as the town’s agent, are required to abide by the Secretary of Interior’s Standards for Historic Preservation of Nobska Lighthouse.

On the motion of Russell Robbins/Sandy Cuny, the committee VOTED: unanimously to fund the project for $264,850. 

Special Conditions for the LOA include project description; completion date; no PR is possible from a property owned by the federal government; review of final specifications; signage and compliance with Secretary of Interior’s Standards for Historic Places. The ADA requirement is waived because the site is not accessible.

West Falmouth Library Restoration:
Sharon Gay asked committee members if they wanted to impose a Preservation Restriction. The CPC has previously funded other projects for the library amounting to $239,000. The final project will cost $2.9 million. 
Charles McCaffrey advised members he did not envision coming back to the CPC for more funding.
On the motion of Russell Robbins/Holly Wilson, the committee VOTED: 7-1 to require a Preservation Restriction in perpetuity.

On the motion of Russell Robbins/Holly Wilson the committee VOTED: unanimously to fund the project for $122,500 (including $2500 for a PR).
The standard Special Conditions shall apply.

Conant/Wicks House Fencing:
Sharon Gay and Carole met with Mark Schmidt, Director of the Falmouth Historical Society, after Historic Consultant Eric Dray determined the Conant House and Wicks House must maintain their separate fence designs to use CPA funds for the restoration of the fences. The Falmouth Historical Commission has approved the use of only one design for the two fences, but that does not satisfy the requirements of the Secretary of interior for Historic restoration.
The estimate for the Conant House Fence is $9,650 and the Wicks House $14,095.
Mark Schmidt advised that the Wicks House fence split within a year of its installation in 2009.
The project was deferred pending a conversation between Sharon and Mr. Schmidt as to whether or not the Historical Society wants to amend their project to include only $9650 for the Conant House fence. Then the Falmouth Historical Society could, if it wished, build the Wicks fence to match the Conant House fence.

Woods Hole Library:
The library was previously awarded $77,000 for two projects.
The current request is $17, 050.
On the motion of Russell Robbins, Holly Wilson, the committee VOTED: 7-1 to require a Preservation Restriction, which will add $2500 to the request of $17,050 for a total
Of $19,550.

Housing Production Plan:
Sharon Gay commented that the applicants are requesting $20,000 but they had not provided cost estimates as required... She questioned whether the $20,000 will be sufficient.
The committee agreed that Sharon should convey this concern and recommend the applicant obtain two estimates.

APRIL 2017 APPROPRIATIONS FROM FY2018 ESTIMATED REVENUES;
On the motion of Paul Glynn/Sandy Cuny, the committee VOTED: unanimously to approve “housekeeping: warrant articles for the following purposes:
CP Administration Account $165,392 10% appropriation to Historical Preservation fund $330,784
10% appropriation to Community Housing Fund $330,784
Land Bank Debt Set-aside FY2018 $575,000
Said warrant article amounts are, of course, subject to confirmation by the Financial Director Jennifer Petit.

On the motion of Russell Robbins/Eileen Miskell, the committee VOTED: unanimously
To approve “housekeeping” recommendations as of December 1, 2016, subject to confirmation by Financial Director, Jennifer Petit. 

The Conant House Fencing and Housing Production Plan projects are excluded from the blanket vote.

CONTRIBUTION TO FALMOUTH AFFORDABLE HOUSING FUND:
On the motion of Sandy Cuny/Holly Wilson, the committee VOTED: unanimously to approve an article for the April Town Meeting to appropriate funds to the Falmouth Affordable Housing Fund. Said funds will be determined at a later date depending on whether the Falmouth Affordable Housing Fund has been provided with the necessary administrative structure of bylaw, operating procedures and guidelines.

LAWRENCE ACADEMY PR:
Town Counsel Frank Duffy has advised there is an objection to the clause in the PR that the town has to insure the property for full replacement value. The town is proposing two options: 
(1) If the town wishes to dispose of Lawrence Academy, or if it burns down and the Town does not wish to replace it, the town can approach the Falmouth Historical Commission, who is holding the PR, to extinguish the Preservation Restriction.
(2) Instead of requiring insurance for full replacement value, the PR can require recapture of the $210,000 in CP funds contributed to restoration of the portico and cupola in the case of total destruction of the property, or should the Town dispose of the property. The PR to be executed is for 30 years. Most towns do not grant PR’s on town property.

Chair Virginia Carmichael advised members that in absence of clear discussion from the CPC, she would inform the Town Manager, Julian Suso, the CPC would opt for the recapture of CPA funds previously awarded to the Lawrence Academy for restoration of the portico and cupola. There were no objections.

PROJECT SPECIAL CONDITIONS:
Coonammessett Greenway:
Sharon Gay advised that the four parcels owned by the 300 Committee has Conservation Restrictions (CR), but the remaining 12 parcels are town owned... Sharon said she will discuss the matter of possible CR’s for the town owned parcels with Assistant Town Counsel Patricia Harris.
The ADA accessibility required by the CPC covering the walkways and bridges is not resolved as yet. Some of the walkways through the wetlands will not be ADA accessible except to wheelchairs. The Conservation Commission is working toward that goal. Sharon will have a conversation with Peter McConarty.
Russell Robbins suggested Sharon obtain a set of the plans and specs for the office files.
Other than these two issues, Sharon said the standard special conditions will apply.

Woods Hole Library Restoration:
Sharon reported the stairwell was deleted from the project. A review of the mortar for historic appropriateness will be stipulated.
Chair Virginia Carmichael noted that a PR was not imposed for the previous two CP funded projects because the library is a public library and is located in the Woods Hole Historic District.
The CPC voted to require a PR and Sharon agreed to discuss the requirement with the applicant.
Paul Glynn suggested looking at the ownership and evaluating the CPC’s PR policy.

List of Significant Buildings:
Sharon advised no special conditions are required.

Oak Grove Cemetery:
Sharon stated the only special condition to be stipulated is the restoration work must comply with the Secretary of Interior’s Standards for Historic Places.
Chair Virginia Carmichael advised the CPC will be awarding $200 toward restoring the children’s graves.

Habitat for Humanity:
Sharon proposed a special condition that allows for the review and approval of the number of units. All units will be affordable in perpetuity. Design plan and specs shall be submitted for the office files. Members discussed the request was for CP funds for the purchase of the property and that the town vetting process would be adequate to ensure construction of the maximum number of affordable units. That decision is not within the CPC purview at this time.
Holly Wilson stated her preference for requiring an environment assessment, beginning with a Chapter 21E.
John Druley said the property was formerly used as a farm and the bank might not require a 21E.
Following discussion, Sharon was requested to have a further discussion with Habitat and the Town Engineer. 

FINANCIAL REPORT: None

REVIEW AND APPROVE MINUTES:
On the motion of Russell Robbins/Holly Wilson, the committee VOTED: unanimously to approve the November 17, 2016 minutes.

ITEMS FOR FUTURE MEETING AGENDAS:
C.21E – Barrows Road
Conant House Fencing
Housing Production Plan

There being no further business, the meeting adjourned at 9: 20 PM. To meet again in THE CIVIL DEFENSE ROOM AT 6:00 PM ON DECEMBER 15, 2016.

Submitted by: Mary J. Little, Recording Secretary


DECEMBER 15, 2016

Members Present: Chair Virginia Carmichael; Vice-Chair Sandy Cuny; Financial Officer Russell Robbins; Kate Jackson; Eileen Miskell; Holly Wilson; Paul Glynn; John Druley

Also Present: Adm. Asst. Carole Sutherland; Consultant Sharon Gay

PUBLIC COMMENT: none

PRESERVATION RESTRICTIONS:
Discussion was opened by Sandy Cuny who asked for reconsideration of two items voted on December 1st – Woods Hole and West Falmouth Libraries.
Kate Jackson reiterated her intention to impose PR’s. Sharon Gay suggested another conversation with Town Counsel Frank Duffy and Assistant Town Counsel Patricia Harris.
On the motion of Sandy Cuny/Holly Wilson to reconsider the votes taken to impose PR’s on the Woods Hole Library and West Falmouth Library, the motion failed for lack of a majority.
Sandy Cuny stated the PR policy adopted by the CPC provides a guideline and application should be reviewed individually.
Sharon Gay noted the PR policy is included in each application and the applicant signs off.

Following discussion, Chair Virginia Carmichael, Sharon Gay, Eric Dray and Assistant Town Counsel Pat Harris, will meet after Christmas to discuss the options the CPA allows for requiring PRs of restoration projects funded with CPA funds. [decide if the CPC committee can impose a PR on projects on an individual bas].

DRAFT ARTICLES FOR APRIL 2017 TOWN MEETING:
Sharon Gay advised the warrant articles for April 2017 Annual Town Meeting are due mid- January. She discussed the six articles voted on December 1st. She proposed place holders with no amounts because they will be based on estimated revenues for FY2017.

On the motion of Sandy Cuny/Holly Wilson, the committee VOTED: to approve the six draft Articles for April 2017 Town Meeting.

2017 MEETING SCHEDULE AND CPC APPLICATION SCHEDULE:
The draft meeting and CPC application schedule was distributed for discussion. Members agreed to change the January meetings to the 5th and 19th. Carole Sutherland will follow up to secure the Civil Defense Room for 6:00 PM for 2017.

APRIL 2017 APPLICATION UPDATES:
Conant/Wicks House Fencing:
Director of the Falmouth Historical Society, Mark Schmidt, appeared before the committee
to discuss the fencing project. He met with the Executive Committee of the Falmouth Historical Society. The Executive Committee voted to pay for the Wicks House fencing, and hopes that the CPC will recommend funding of the Conant House fence for $9500.
On the motion of Sandy Cuny/Kate Jackson, the committee VOTED: unanimously to amend the application to recommend funding the 1730 Conant House Fence, 65 Palmer Avenue, for $9500. This will change the original funding request from $29,000 to $9500.

Carole noted the Historical Society has indicated they will be seeking CPC funds to restore the exterior of the Wicks House.
Carole and Sharon posed two questions to Eric Dray about possible eligibility of the Wicks House obtaining funds from the CPFund if the fence that surrounds the property is not historically appropriate. Eric answered that if the PR for Wicks House includes the site, and the fence, then the PR would need to include language that when the new Wicks House fence requires replacing, they will need to install an historically appropriate fence.
They questioned whether the decision will affect the eligibility of the Conant House fence knowing it will be joined with a non-compliant fence on the adjoining Wicks House property.
Eric replied it will not affect Conant House because it appears the fences have been linked.
He did suggest installing a post at the property line to suggest that they are two connected fences, and not one continuous fence.

Housing Production Plan:
Holly Wilson advised the Affordable Housing Committee will have to meet next week because the scheduled meeting was not posted on time. Matter was held.

ADMINISTRATIVE REPORT:
Administrative Assistant, Carole Sutherland, reported she met with Beach Superintendent, Don Hoffer, on the Beach Gates project to discuss closing out the project. She toured the sites with Don Hoffer and found the project acceptable to close out. Mr. Hoffer expressed his disappointment with the plaques he placed on three beaches. He noted they have started to rust.
Staff decided to replace the plaques at the beaches with the plaques that Park Superintendent Rocky Gomes has installed at many of the CPC projects. This will provide overall uniformity. 

CONSULTANT REPORT:
Sharon Gay reported on the following:
• Falmouth Affordable Housing Fund - Spoke with Town Counsel Frank Duffy about imposing special conditions for the Falmouth Affordable Housing Fund.
• Coonammessett Greenway Project - Had conversation with Assistant Town Counsel, Patricia Harris, to confirm the project is on town-owned land. If verified, Conservation Restrictions will not be required. Betsy Gladfelter of Conservation Commission advised best efforts will be made to provide handicapped accessibility, however, there will be a 5% slope off the bridge to the walkways. Gravel will be used on the walkways, and they will not be accessible. Betsy Gladfelter will be meeting with the Commissioner on Disabilities.

FINANCIAL REPORT:
Financial Officer Russell Robbins reported that the following bill was approved for payment:
Oak Grove Cemetery Restoration - 2 invoices - $127.50 and $280.50

REVIEW AND APPROVE MINUTES:
On the motion of Russell Robbins/Kate Jackson, the committee VOTED: to approve the December 1, 2016 minutes with changes.

ITEMS FOR FUTURE AGENDAS:

  • CPC Administrative Budget
  • Signage
  • Draft Articles for Special Town Meeting

There being no further business, the committee adjourned at 7:17 PM to meet again on THURSDAY, JANUARY 5, 2017 AT 6:00 PM IN THE CIVIL DEFENSE ROOM, TOWN HALL.

Submitted by: Mary J. Little, Recording Secretary