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During the HPC meeting on April 215', 2008 President Klusczinski announced that he would begin, an investigation into the process of Certificates of Appropriateness (C of A's). Evidence of that activity is now available within the President's Report for May 19 , 2008. The HPC Staff, its Executive Director and Historic Landmarks Foundation of Indiana were consulted to better understand the current routing method of C of As along with suggestions that might improve the overall process. Within the context of the study, it is important for C of As to be seen strictly as a record of approved projects. That is either Projects that have been completed or those that have the approval to begin. For clarification, it is the APPLICATION (APPs) for a C of A that proposes a project and provides the opportunity for consideration by the HPC board and staff (where administrative authority is granted). An APP does eventually become a permanent component of the C of A register once the Commission Board grants approval. In its most basic sense, a C of A has an archival purpose in documenting the evolution of a designated site or structure. As with any effort of record-keeping accuracy is always of paramount concern. Similarly, APPs must be clear, concise and complete as a true representation of a project that must be reviewed. Observations and Comments RECORDS: Beginning in July 2007, "C of A" forms have been created from the office computer system (DataEase). A benefit of that entry method is that we now automatically generate a digital record of the project — searchable by address or index number. Through "DataEase," an effort is underway to eventually interface C of As with the Building Department, Code Enforcement, the Area Plan Commission, and possibly the County Assessor. Completion of that project to be determined. The HPC office maintains earlier C of A documents from 2004, forward, with a few earlier (2002). Indefinite numbers of earlier records are stored at Central Archives. Eventually, those records should be assimilated into the HPC property address files. NEW PROJECTS: All APPLICATIONS originate from the staff office. The staff provides assistance for those filling out the forms. This includes guidance for the petitioner, as - the project details are conveyed with respect to property standards, solutions experience and established cost principles. Site investigations are sometimes performed. ADMINISTRATIVE APPROVAL: Staff currently approves APPs that propose "In-kind" maintenance work, the removal'of dead trees, and small landscaping projects. The Executive Director usually approves administrative C of As. In special circumstances arrangements would allow the Assistant Director to authorize certain projects on behalf of the Executive Director. Occasionally, outside sources are also consulted for project consideration. STAFF RECOMMENDATIONS: The Executive Director generally writes the staff recommendation for APPs requiring board review. BOARD DECISION: Once the board renders its decision, a staff member (generally the Executive Director) finalizes the C of A for the petitioner, including any amendments, modifications or changes. In the case of a Denial, a letter detailing any reasons is provided as a substitute for the C of A. FOLLOWUP: Staff Inspector investigates the work during the project and upon completion verifying that the proposed work is in accordance with the C of A. Presently, no final report is made. 13