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Policies and Procedures to Streamline and Shorten Historic Preservation Commission [HPC] Meetings 1 The President shall review agenda prior to distribution. 2 No new Certificates of Appropriateness [C of A's] added to Agenda after the first day of the month, without authorization of Commission President. 3 Without exception, meeting packets will be sent to HPC members the Monday prior to the HPC meeting. Similarly, petitioners shall also be sent a staff report prior to HPC meeting, as well as a list of rules and expectations regarding C of A's, application deadlines, etc. Staff report shall include applicable standards 4 Inspector to be present upon request and will report on agenda topics or inspections if requested so by Staff, HPC President, Vice President or Commissioners. Inspector shall include in Commission a report on all agenda topics and inspections. The agenda shall be available to the public at all regular meetings. Emergency C of A staff reports shall be distributed prior to meetings. Recommendations need not be read if property owner has received, there are no problems, and/or interested parties are not present. If requested by President, Vice President, or Commission, a brief summary of the C of A staff report, plus applicable standards may be read. 5 No private conversations by HPC members with owner or contractor during the hearings. 6 Legal counsel may give an oral report. As a parliamentarian, legal counsel shall advise Commission regarding zoning questions, paint color, interiors, and other areas not under Commission jurisdiction 7 All committee reports shall be listed on the agenda and presented by the committee chairs. 8 Hearing of visitors shall be immediately following the C of A's. 9 No emergency presentations shall be made at a meeting without the consent of the meeting chair. 10 Meeting agendas may be modified, and items added or deleted, following a favorable vote. 11 Letters authorized by the Commission President, Vice President, or Committee Chair and assigned to staff or during an HPC meeting Shall be mailed within one week of assignment, after review and signing by person requesting the letter. If numerous letters are assigned, staff my request an extension. 12 Staff are encouraged to negotiate changes to C of A's in order to facilitate approval and avoid submitting C of A's with unfavorable recommendations. 13 Most C of A's should take five to 15 minutes of commission meeting time. 14 All requests made by the President, Vice President, or Committee chairpersons shall have first priorities over requests from the public or other business, with exception ofCofA's. 15 The Commission as a whole may modify this document at any time. Vs. 7-12-04 6PM