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D. STAFF REPORTS 1. C of A Approvals; Correspondence Catherine Hostetler read letters received from Paul Schmidt, Linda Riley, and Derek Dieter thanking the Commission and staff for their assistance in recent matters. These are attached. Todd also mentioned how great Paul Schmidt was. He went above and beyond to help Todd, Tim, and Wayne salvage the interior. They were able to take trim, paneling, and transoms from the Bergen Building. 2. Director's Report (included in the HPC meeting binder) Catherine also passed out a sheet with the Commissioner's appointing bodies and expiration dates, and their contact information and 2006 meeting dates. 3. Assistant Director's Report (included in the HPC meeting binder with correction) 4. Legal: Committee Work a Shawn Peterson presented a detailed report to the Commission regarding the requirements for meeting in committee under the Open Door Law and agreed to provide Commission members with a list/cheat sheet of Committee work that would require notice before the January meeting. What cannot be done without public notice is official action, which entails: receiving information, deliberating, which is discussing in the hopes of making a recommendation or making a vote, establishing policy, making recommendations, and taking final action, which may be resolutions, contracts, C of As, or things of that sort. Lynn Patrick: So my understanding is that this does not necessarily need to be published, just the paper needs to be informed? Shawn Peterson: Right, to meet the Open Door Law for a public meeting, you have to give 48 hours notice to the media outlet that gave you a request for meetings, which for this body means the South Bend Tribune. Other matters discussed were: the application of the Open Door Law to the nominating committee, holding regularly scheduled committee meetings, when a committee can deliberate without notice under a fact-fnding/research function, and what would be considered a meeting, discussion, or a chat over email. IV. OLD BUSINESS A. Update on District Guidelines and Booklets, Resolution 05-02. Mary Jane Chase: Do we need a resolution number? Catherine Hostetler: This is resolution number 05-02. Mary Jane Chase: I move that we accept Resolution 05-02 on the Historic Preservation Commission of South Bend and St. Joseph County approving changes to standards and guidelines for the Chapin Park district, accepted as presented. Lynn Patrick seconded the motion. Lynn asked for a roll call vote. Mary Jane Chase — Yea; Tim Klusczinski — Abstains; Lynn Patrick — Yea; Martha Choitz — Yea; Todd Zeiger - Yea; Joann Sporleder— Nay; Catherine Hostetler— Yea. The motion passed 5-1-1. Shawn asked that the standards as adopted be attached to the meeting minutes. The resolution was then signed by the Commission members.