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Historic Preservation Commission Report on the C of A procedure — May 19th, 2008 During the HPC meeting on April 21St, 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 19th, 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 1. RECORDS: 1. 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. 2. 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. 3. 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. 2. NEW PROJECTS: 1. All APPLICATIONS originate from the staff office. 2. 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. 3. Site investigations are sometimes performed. 3. ADMINISTRATIVE APPROVAL: 1. Staff currently approves APPS that propose "In-kind" maintenance work, the removal of dead trees, and small landscaping projects.