Community Preservation Committee
March 11, 2013
Minutes
Members present: Chair Frederick Keator (FK), Albert Harper (AH), Channing Gibson (CG), Joe G. Strauch (JS), Olga Weiss (OW), Catherine May (CM), Kate McNulty-Vaughan, (KMV), and Anthony Patella (AP).
Members absent: Eugene Chague (EC ).
Also in attendance: Mary Albertson (MA), Town Planner, William Thornton, Building Commissioner, Dan Clifford, Fire Chief, Sean Van Deusen, DPW Director and Ray Kirby, DPW – Cemetery Foreman.
FK called the meeting to order at 7:05 PM.
AH made a motion to approve the February 25, 2013 minutes with corrections. Seconded by JS and the Committee voted 5-0-3 to approve. OW, CM and AP abstained because they did not attend the meeting.
Ventfort Hall
FK said that he invited William Thornton and Dan Clifford to attend this meeting. Ventfort Hall was also invited. At their February 11, 2013 presentation, representatives from Ventfort Hall suggested that the Building Department and Fire Department were making their project difficult. Ventfort Hall was forced to discontinue use of the second floor and this reduced revenue for the organization and the elevator project. FK felt it was important to get input from Town officials.
Commissioner Thornton explained that he has been working with representatives from Ventfort Hall for sixteen years. In 1997, Commissioner Thornton granted the organization permission to use the first floor of mansion seasonally. There was no heat and the purpose of the permit was to allow the public to view the “great hall” in hopes of encouraging fundraising for restoration. Over the last sixteen years, thirty-three building permits have been issued. Chief Clifford said that over the years the Fire Department has tried to be business friendly and allowed for temporary solutions such as fire and heat detectors coupled with a fire watch when appropriate. Ventfort Hall was allowed limited use the second floor. A furnace was installed without permit. Commissioner Thornton and
Chief Clifford concurred that there are code violations that must be addressed immediately.
Committee members asked Commissioner Thornton to comment on the proposed elevator projects. He stated that the Massachusetts Architectural Access Board (Access Board) requires vertical access. He explained that he does not enforce this provision although he does oversee Federal Americans with Disability Act (ADA) compliance.
CG stated that it is his understanding that Ventfort Hall has applied to the Access Board for a variance for the size of the interior elevator. Commissioner Thornton offered additional input regarding the location of the elevator shaft and the need to correct code violations in the basement.
Robert Harrison, AIA, said he is the Architect of Record for Ventfort Hall. FK offered Mr. Harrison the opportunity to address the Committee. Mr. Harrison said he agreed with Commissioner Thornton and Chief Clifford regarding code violations that need to be addressed in the basement. He stated that the basement code violations will be approximately $10,000 to $20,000. This is a modest investment and can be completed in a timely manner. He stressed that the cost to address the code violations is far less than the cost of the elevator project. He also confirmed that he will apply to the Access Board regarding vertical access. He will seek a variance for the size of the interior elevator. He explained that he will need to ask for a time variance as well.
JS asked Ventfort Hall to address how the work will be financed. Kelly Blau, Ventfort Hall Board of Directors President, said they intend to apply for a loan coupled with aggressive fundraising. Discussion ensued regarding the loan and the fact that the property will be used as collateral for the loan.
FK asked Mr. Harrison to address the fact that there are two elevator projects before the CPC, an exterior elevator that was funded last year, and an interior elevator that is the proposed for FY ‘14. Mr. Harrison said he was not the Architect for the exterior elevator project. He advised Ventfort Hall to consider an interior elevator because it is less expensive and a better project. He stressed that there will only be one elevator. FK clarified that there are two CPA applications. Mr. Harrison suggested that Ventfort Hall could qualify for $40,000 in CPA funds because the project received $20,000 last year and has applied for $20,000 this year. The Committee did not agree with this concept. The Committee will consider funding for one elevator project; therefore, the maximum amount
available is $20,000. MA clarified that CPA is a reimbursement program.
Mr. Harrison will meet with Commissioner Thornton and Chief Clifford. The Committee requested an update on the status of the project.
Church on the Hill Cemetery
Lucy Kennedy, Historical Commission, Ray Kirby and Sean Van Deusen were present to discuss the Church on the Hill Cemetery project. Mr. Kirby said he has worked on the Town cemeteries for twenty-one years. He said that there are rarely burials at the Church on the Hill Cemetery, but they can do cremations. Mr. Kirby does the mowing and trimming after regular hours. There is plowing in the winter and limited road patching. Finally, he winds the clock at the Church on the Hill Steeple once a week. Mr. Van Deusen said that last year the Town spent approximately $16,000 on headstone repair at the North Lenox Cemetery. He was not sure of the funding source – he thought it was a grant. Ms. Kennedy said she would be interested in the funding source as it might be a
grant opportunity. Mr. Van Deusen said he would clarify the funding and let MA know the information.
FK asked follow-up questions regarding the stone work at the North Lenox Cemetery. Mr. Kirby said the work was done by Richard Atwood who has a memorial business in Monterey. Mr. Kirby said Mr. Atwood did a very good job. The DPW was very pleased with Mr. Atwood’s work. Ms. Kennedy asked follow-up questions regarding Mr. Atwood’s qualifications. She said that to qualify for Mass. Historic grant funds the contractor has to be on their list of approved list of contractors. Mr. Kirby said that over-the-years it has been difficult to find a qualified contractor to do stone restoration work. Mr. Van Deusen will follow-up with Mr. Atwood regarding the requirements to be listed on the Mass. Historic list.
Discussion ensued regarding who should manage the Cemetery Project. CG said that Jeff Vincent has a new position as Clerk of Works. FK suggested that Mr. Vincent should manage the project. Ms. Kennedy said she would like to work with Mr. Vincent. OW said that the Historical Commission should prepare the RFP and participate in the project management. Ms. Kennedy agreed with OW and stressed the fact that cemetery restoration is not a DPW core function.
FK said that he talked to Claudie Duby, Town Treasurer, regarding the cemetery trust funds. Ms. Duby provided information regarding the Cemetery Perpetual Care Fund. FK estimates that there is approximately $27,000 in this account. He noted that there are three Town Cemeteries. CG said the FY’14 Capital Improvement Budget includes $25,000 for the Church on the Hill Cemetery Project.
Discussion ensued regarding stone work vs. landscape work. FK does not see landscape work as a priority. Ms. Kennedy encouraged the Committee to see the Church on the Hill Cemetery as a historic park that plays an important role in the Town’s tourist economy. JS said that there are some trees that should be inspected by an arborist. Ms. Kennedy suggested she could share the report with Warren Archey, Tree Warden.
FK thanked Ms. Kennedy, Mr. Kirby and Mr. Van Deusen for attending the meeting.
Budget Update
FK apologized for not forwarding his budget spreadsheet. He explained that he experienced computer problems and the spreadsheet has been lost. Paper copies were distributed at a prior meeting. FK said that MA and he had a meeting with Charlie Browne, Town Accountant, regarding the CPA program. The Town Auditor will be working with Mr. Browne to reconcile the CPA accounts. FK suggested that the Committee dedicate one meeting to budget and account review. He suggested the Committee focus on project funding tonight. FK said new receipts will be approximately $375,000 and prior commitments for the Library, Sawmill and Administration total $281,000. The Committee discussed the merits of making decisions on project funding tonight or waiting for input from the auditor and postponing the
project funding discussion. The consensus of the committee was to move forward with the project funding discussion.
Discuss Project Funding
FK said there were six CPC applications for FY’14 funding. The Village Improvement Committee withdrew its application. The Committee will discuss and vote on five applications.
1. Affordable Housing Trustees – Housing Ownership Grant Program
The consensus of the Committee was that there are CPA funds in the Housing Trust from prior funding years that can be used to launch a pilot program. JS made a motion to recommend zero funding for the Affordable Housing Trust. CM seconded the motion. Additional discussion ensued. The Committee voted 7-0-1 on the motion to recommend zero funding for the Affordable Housing Trust.
2. The Mount – Stable Restoration
The Mount has requested $40,000 for the second phase of the Stable Restoration Project. KMV made a motion to recommend $20,000 for the Stable Restoration Project. AH seconded the motion. Discussion ensued regarding the fact that The Mount is a very professional organization. The Mount is also an important part of the Lenox tourist economy. The Mount received CPA funds last year and the project was well managed. The Committee stressed the fact that it is “end game” funding. FK offered an amendment to the motion by increasing the recommended amount to $30,000. OW seconded the motion. The Committee voted 7-1 on the amended motion to recommend $30,000 for The Mount – Stable Restoration Project.
3. The Lenox Fire Company- Antique Fire Apparatus Restoration
The Lenox Fire Company has requested $75,000 for antique fire apparatus restoration. JS appreciates the work that the volunteer firefighters do and would like to support this project. JS made a motion to recommend $15,000 for the Fire Company project. KMV seconded the motion. Discussion ensued regarding the funding amount. KMV would like a five-year plan for restoration. CM is concerned about where the equipment is house. She would like to see the fire trucks at more community events. The consensus of the Committee was that the volunteer firefighters preform an important service to the Town. The Committee wants to show support for the project and discussed the best way to achieve this goal. AP suggested giving an amount that will allow for the completion of a
project. AP offered an amendment to the motion to increase the recommended amount to $18,500 to be used for the purpose of completing the restoration of the 1932 Buffalo Stewart with the stipulation that the restored truck be displayed at a minimum of one community event per year and that a lien be placed on the vehicle. CG seconded the motion. The Committee voted 8-0 on the amended motion to recommend $18,500 for the Buffalo Steward restoration.
4. Ventfort Hall – Interior Elevator
AH made a motion to table the vote on this project. Discussion ensued regarding the purpose for allowing time for Commissioner Thornton and Chief Clifford to meet with Mr. Harrison to discuss a plan to address the code violation. AP and CM felt the Committee should get this input prior to making a decision. KMV felt it was important to offer support to Town officials and send a message that the code violations must be addressed. FK suggested no funding this year but allow for an amendment to FY’13 project by allowing an interior elevator. AH is very frustrated to learn about the code violations. He felt the safety concerns must be addressed. AH suggested a point of order as there is a motion on the table. The motion did not receive a second.
KMV made a motion to recommend zero funding for the Ventfort Hall – Interior Elevator project. AH seconded the motion. Discussion ensued. OW reminded the Committee that Ventfort Hall plays an important role in the tourist economy. She suggested that Ventfort Hall might need more guidance from Town officials. AH expressed concern that the code violations in the basement must be addressed. FK called for the vote. The Committee voted 6-2 on the motion to recommend zero funding for Ventfort Hall.
5. Church on the Hill Cemetery – Cemetery Restorations
The consensus of the Committee was that this is a multi-year project. AH made a motion to recommend $75,000 for the Church on the Hill Cemetery Restoration – Phase 1. JS seconded the motion. Discussion ensued regarding the need to look at this project as a multi-year commitment.
FK suggested making the recommendation contingent on the DPW and/or Jeff Vincent being the Clerk of the Works for the project with input from the Historical Commission. OW stressed the need for proper historic restoration. She is concerned that not every memorial maker or landscape company is qualified to do the restoration work. AH noted that CPA funds are for historic restoration and not maintenance. Work must be done to the Secretary of the Interior Standards for Historic Preservation.
CG is troubled by the amount of proposed landscaping work. FK suggested that the funds be used for stone restoration work. FK said that although this is a multi-year project, it is important to keep in mind that CPA funds are not guaranteed – especially in the “out years”.
The Committee continued to debate the amount of funding recommendation. CG reminded theCommittee that there is $25,000 in the Capital Budget for this project in FY’14. He suggested that a more reasonable amount is $25,000 for stone restoration only. Discussion ensured regarding stone restoration work vs. landscaping work. It was agreed that some of the proposed landscaping was necessary to preserve the stones. The Committee agreed they did not want to micro manage the project but felt stone restoration was the priority and landscaping was secondary.
CG made a motion to amend the recommendation to $25,000. The motion failed to receive a second. AP made a motion to amend the recommendation to $50,000. CM seconded the motion. The vote was 3-5 and the motion did not pass. FK called for a vote on the original motion to recommend $75,000. The Committee voted 8-0 on the motion to recommend $75,000 for the Church on the Hill Cemetery Restoration – Phase 1.
Given the Passover Holiday, there will not be a meeting on March 25th. The next scheduled meeting is April 22nd. MA will contact the Committee if there is a need for a meeting prior to April 22nd.
The meeting was adjourned at 10:15 PM.
Respectfully Submitted
Mary Albertson, Town Planner
Approved: 4/8/13
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