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CPC. Minutes.-Special Meeting-11.12.2020 FINAL APPROVEDCITY OF BEVERLY PUBLIC MEETING MINUTES COMMITTEE /COMMISSION: DATE: LOCATION: MEMBERS PRESENT: MEMBERS ABSENT: OTHERS PRESENT: Community Preservation Committee - SPECIAL MEETING re: Out -of Cycle application for funding - Gruppe mural November 12, 2020 Google Meet Virtual Meeting Chair - Heather Richter, Vice Chair - Derek Beckwith, John Hall, Christy Edwards, Thomas Bussone, Robert Buchsbaum, Wendy Pearl. Nancy Marino, Marilyn McCrory Denise Deschamps - Economic Development Planner, Planning Department, acting as Committee staff Michael Collins, Commissioner of Public Services and Engineering, City of Beverly; Catherine Barrett, Director of Grants, City of Beverly. Jodi Byrne - Recording Secretary 1) Call to Order Chair Heather Richter calls the November 12, 2020 meeting of the Beverly Community Preservation Committee to order at 7:00 p.m. She reads an abbreviated version of the following: Pursuant to Governor Baker's March 12, 2020 Order Suspending Certain Provisions of the Open Meeting Law, G.L. c. 30A, §18, and the Governor's March 23, 2020 Order imposing strict limitation on the number of people that may gather in one place, this meeting of the Beverly Community Preservation Committee will be conducted via remote participation to the greatest extent possible. No in- person attendance of members of the public will be available, but every effort will be made to ensure that the public can adequately access the proceedings in real time, via technological means. In the event that we are unable to do so, despite best efforts, we will post on the City's website an audio or video recording, transcript, or other comprehensive record of proceedings as soon as possible after the meeting. Applicants and /or representatives required to appear before the Beverly Community Preservation Committee must make arrangements to present remotely as there is not a physical meeting location. Documentary exhibits and /or visual presentations must be submitted 3 business days in advance of the meeting to Denise Deschamps via email at ddeschamps @beverlyma.gov. If you wish to have a comment and /or question read 1 during the meeting please submit them to Denise Deschamps at ddeschamps @beverlyma.gov. Chair Richter says that anyone who would like a copy of documents from tonight's meeting may contact Denise Deschamps. She states that all votes will be taken in a formal roll call vote. Denise Deschamps takes a formal attendance roll call: Chair Heather Richter, Vice Chair Derek Beckwith, Robert Buchsbaum, Tom Bussone, Christy Edwards, John Hall, Nancy Marino, Marilyn McCrory, and Wendy Pearl. All members are present. Catherine Barrett and Mike Collins are present. 2) Review and Discussion of the Out -of -Cycle application submitted by the City of Beverly relative to the preservation and restoration of the Gruppe mural. The CPC will: (a) determine eligibility for consideration as an out -of -cycle proiect; (b) determine eligibility of the proiect per the funding categories defined by the Community Preservation Act, and; (c) provide a determination of proiect funding. Chair Richter says that the CPC must first vote to determine the eligibility of this project and then to consider if it is eligible for out -of -cycle funding. Vice Chair Derek Beckwith says that the pre - application is in order and possesses verification from the Historic Design Commission. Robert Buchsbaum asks if the HDC qualified the painting eligible in the historic category due to the historic significance of the painting itself or the scene depicted in the painting. Wendy Pearl answers that the HDC qualified the mural under both of these as the work is by a noted artist and portrays the old Beverly Bridge and the character of Beverly at a specific time in history. Marilyn McCrory says that she thinks the pre - application is succinct, and Chair Richter adds that the painting is an important artifact. Marilyn McCory motions to approve the pre - application submitted by the City of Beverly relative to the preservation and restoration of the Gruppe mural in the funding categories of historic preservation and restoration. Nancy Marino seconds the motion. There is a roll call vote with all members voting yes: Chair Heather Richter, Vice Chair Derek Beckwith, Robert Buchsbaum, Tom Bussone, Christy Edwards, John Hall, Nancy Marino, Marilyn McCrory, and Wendy Pearl. The motion passes (9 -0). The CPC holds a discussion about the project's eligibility for consideration as an out -of -cycle project. John Hall says that he has reservations about this part of the approval process as twelve other applicants have submitted pre - applications. He also notes that much funding has already been given to the Briscoe project. Hall says that he is not sure where he would rate this application in comparison to the others and that approving it for out -of -cycle could jump it ahead of them. Hall states that he gives this project a 2 in the criteria of risk. F Thomas Bussone says that he agrees with Hall's concerns and notes that this out -of -cycle request seems to be submitted to save a few thousand dollars in cost related to the mural's storage. Bussone says that he is not sure this reasoning qualifies for out -of -cycle eligibility. This decision could set a precedent that will not be good. Christy Edwards says that if the CPC considers this application in- cycle, with final CPC recommendations and budget not being approved until May or June of 2021, it would result in an additional $8 or $9,000.00 being added to the project cost given that funding recommendations will not go to the City Council for approval until late spring of 2021 after the CPC has had an opportunity to review and score all full applications submitted. Catherine Barrett says that she learned at the end of October that the gallery holding the mural would begin charging $1,000.00 /per month for storage. She says that they would like to prevent this extra cost and that this is the reason for the rush. She adds that the City has already secured a $25,000.00 commitment for preservation and restoration, and the urgency is just to keep the costs down. Barrett says that an approval now from the CPC would allow them to keep moving forward with the project. Wendy Pearl asks when and why the mural was sent to Williamstown for storage, and Barrett answers that it has been there since last spring due to the fact that its original location, the former site of McDonald's restaurant, is scheduled for demolition. She says that they hoped to have funding in order at that time, but because it was mid -cycle they waited until the fall to apply to the CPC. She says that the pandemic halted efforts to secure other funding. Pearl asks if there is a storage agreement, and Barrett answers that she does not know if there is a signed agreement. Barrett states that because this project involves art the City is not required to put the preservation work out to bid. Marilyn McCrory says that while she had concerns about out -of -cycle funding eligibility, that it is a small amount of money they are requesting and would not negatively affect the consideration of the other projects. McCrory also says that she appreciates the applicants bringing significant money to the project. Vice Chair Derek Beckwith says that he agrees with McCrory's statement and adds that if the CPC waits on this application to be in- cycle, it would tack on a 25% increase in project costs. Beckwith says that this CPA funding would accelerate the entire project. Beckwith states that he is leaning toward seeing this as an out -of -cycle project. Nancy Marino says that for many years she has requested that attention be given to this mural, and she applauds Mike Collins for his engineering work. She says that this piece of art is important to its ward and neighborhood, and that if moving forward can save money in the long run, the CPC should approve. Tom Bussone says that with almost every application costs rise with time. He says that while he is not against the project, he does not think it rises to the level of an out -of -cycle approval. Bussone states that if the rational for this out -of -cyle request is accepted any project could claim an out -of -cycle need. He says that he will accept this project as an in -cycle application. 3 Catherine Barrett thanks Mike Collins for his work and care in moving and transporting this mural. She provides nostalgic evidence of the mural's value to the community and states that the final product will be displayed in the Beverly Public Library. John Hall says that there is a potential for incoming pre - applications to total over $1 million in funding requests. He says that with the CPC already committing $700,000.00 for the "Briscoe" project, it leaves approximately $450k left in the general fund, meaning that not all projects can be supported. He says that he has an issue with having this project jump to the top without reviewing all of the other applications. Hall asks Deschamps to speak about CPA funds available. Deschamps mentions that there is approximately $29,000 in administrative funds which can be used in part for studies. She adds that over $700,000 has been purposely accumulated in the open space fund. Deschamps adds that there is approximately $450,000.00 remaining in the CPA general fund. Christy Edwards asks if the storage place in Williamstown will agree to hold the mural if the project is not funded in this out -of -cycle round. Mike Collins says that the Williamstown group is willing to store the piece if they are going to do the preservation work, but that if the city does not think the project will be funded, they will want it removed from Williamstown. Collins states that if this happens, the mural will not have a place to be stored, and its future will be uncertain. Edwards says that she rates this project as a high priority and that she would rather use the money that would be charged for storage to fund other projects. Chair Richter asks Collins the history of the mural's removal and relocation. Collins says that due to a new restaurant planned for the old McDonald's site, the mural had to be removed prior to demolition of the old building. He says that he met with different art preservationists for years, and that they went with Williamstown because they were best equipped. He says that his staff detached the wall from the painting in order to remove it from the building, and that it took a few months to determine this plan. He says that they originally hoped to apply for CPA funds during the next round, but that once the restoration plan was determined, Williamstown notified him of the storage fee. Collins says that the out -of -cycle application seeks to eliminate the storage fees that would be incurred by waiting for the next CPA round. Robert Buchsbaum states that this is an unusual circumstance, and that the CPC needs to treat it as such. He says that he is in favor of expediting this special out -of -cycle application so that this piece of art does not further deteriorate. Chair Richter says that she agrees with Buchsbaum. Wendy Pearl says that while she agrees, she thinks this is an in -cycle application with a request to make an expedited decision, and that this is different from an out -of -cycle qualifier. Pearl says that her concern is that anyone could submit a set of standards to request a rushed decision on a project, and that the CPC should further discuss "out -of- cycle" qualifiers. John Hall confirms that the CPC will be voting on whether this project qualifies as an out -of- cycle application, and if that passes another vote would follow on funding approval. Thomas Bussone confirms that a vote on funding will be taken tonight, and he says that he agrees with Pearl's comments on setting an unfavorable precedent for out -of -cycle applications. Bussone 0 says that he will be voting no on the out -of -cycle eligibility. Chair Richter says that the application is in -cycle but that the funding will be out -of- cycle. Marliyn McCrory says that the CPC has defined out -of -cycle criteria, and she reads the full definition including one that states " if the need is urgent." She says that she agrees with Edwards and Buchsbaum in that this is an unusual circumstance. McCrory says she comes down on the side of practically, and that it makes sense to determine this project is worth funding. Robert Buchsbaum motions for the application submitted by the City of Beverly relative to the preservation and restoration of the Gruppe mural to be deemed eligible as an out -of -cycle project. Christy Edwards seconds the motion. There is a roll call vote: Chair Heather Richter, Vice Chair Derek Beckwith, Robert Buchsbaum, Tom Bussone, Christy Edwards, John Hall, Nancy Marino, Marilyn McCrory, and Wendy Pearl. The motion passes (7 -2) with Tom Bussone and John Hall voting no. Chair Richter says that the CPC will next vote on the application itself. She says that the increase in price was described in the out -of -cycle narrative and asks if the schedule submitted in the application is still accurate. Catherine Barrett says that it is, and that the project will begin in March 2021 and be completed by the end of August 2021. Barrett says the mural will be installed in the Beverly Public Library by late September or October. Chair Richter confirms with Barrett that there will be no need for an RFP or bid for the preservation work. McCrory mentions that some elements of the project described such as hanging the artwork may not be eligible for CPA funds. Wendy Pearl confirms with Collins that there will be no storage fees between now and March 2021. Nancy Marino notes the cost savings due to city employees performing the engineering in removal and transportation of the mural. Collins says the cost would have been doubled, and he notes that the restoration will be tedious. There is a discussion of the nostalgic value of the mural and it is noted that this could be a high profile project. Edwards asks that a placard be installed that gives credit to the citizens of Beverly for helping to fund the preservation though a CPA grant. Vice Chair Derek Beckwith motions to approve $35,000.00 in funding for the application submitted by the City of Beverly relative to the preservation and restoration of the Gruppe mural under the criteria of historic resources and restoration. Marilyn McCrory seconds the motion. Denise Deschamps says that in the past Bryant Ayles has asked that the CPC identify the CPA fund or funds from which the award would be withdrawn if it is approved by City Council. Beckwith amends the motion to include that the funds are allocated from the CPA general fund. Nancy Marino seconds the amended motion. There is a roll call vote with all members voting yes: Chair Heather Richter, Vice Chair Derek Beckwith, Robert Buchsbaum, Tom Bussone, Christy Edwards, John Hall, Nancy Marino, Marilyn McCrory, and Wendy Pearl. The motion passes (9 -0). Mike Collins and Catherine Barrett thank the CPC for their support. 3) Adjourn 5 Thomas Bussone motions to adjourn the meeting. John Hall seconds the motion. Denise Deschamps takes a formal attendance roll call: Chair Heather Richter, Vice Chair Derek Beckwith, Robert Buchsbaum, Tom Bussone, Christy Edwards, John Hall, Nancy Marino, Marilyn McCrory, and Wendy Pearl. (The motion passes 9 -0). The meeting is adjourned at 8:00 pm. A