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(12/15/2008) Catherine Hostetler -Legal affiarsTminutes.doc �. Historic Preservation Commission of South Bend and St. Joseph County Legal Affairs Committee December 5, 2008 , 2:00 p.m. 1) Call To Order 2) Members Present Catherine Hostetler, Todd Zeiger, Larry Meteiver also in attendance Tim I{luczinski 3) Review of recommendations of the director for changes to COA rules/procedures Deadline for submission of COA Application A general discussion was held regarding issues that are arising with the late submission of applications for Certificates of Appropriateness. Staff is seeking a solution to provide adequate time for staff review and due diligence gathering of COA Applications as a precursor to providing the Commission with data on which to make their decision. Late applications make it nearly impossible for the staff to complete their due diligence and still get complete packets out the Commission one week before the meeting. A number of ideas were explored. Consensus was reached that the following four changes be approved by the Commission as part of our COA Application procedures 1) Applications for a Certificate of Appropriateness must be .submitted to the office of the Historic Preservation Commission of South Bend and St. Joseph County 0 5.00p.m. on the first Monday of each month. If the 1" Monday of the month is a Federal or City Holiday and the office is official# closed, then the deadline will be 5.00 p. m. of the 1" Tuesday. 2) Applications submitted after the deadline may or may not be placed on the next Commission agenda depending, at the discretion of the staff who will determine if a) there is still sufficient time for staff to complete the necessary due diligence around the application and provide the Commission with the information prior to the meeting. B) that the application is complete and therefore received (see below). 3) Applicants submitting a COA application after the deadline will be required to sign a waiver of the 45/60 day rule in order for the matter to be placed on the next agenda. 4) The COA Application be modified to include a line to indicate when the application was submitted (Date) at the office. The submitted date will be different than when an application is considered to be received. An application will considered to be received (and therefore will receive the official COA Number) only when staff has determined that the application is complete by including all the necessary material as outlined in the Commission's enabling ordinance. The 45160 day clocks outlined in the enabling ordinance will on# start once an application is considered received. Fine for late submission After careful consideration, it was determined that the ability of the Commission staff or Commission to establish a fine for late submissions is not within the authority as granted to it under either the Commission's enabling ordinance at either the local or State level. Fee for special meeting