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Historic Preservation Commission President's Report — November '16th, 2009 N1CIIORAND131I 10/06 5:00 PM -6:58 PM: I111C Work Session for Resolution 09-02 (as proposed). General discussion over topics related to Commission/Staff procedures regarding COA applications and management. Members Present: Timothy Ktusczinski- President, David Sassano, Linda Riley, and Lynn Patrick (late arrival). Members Absent: Todd Zeiger, Sandy Rossow and .fent' Niezgodski. Staff Present: Catherine Hostetler - Director and Larry Mete iver-Legal Counsel. o David Sassano raised several issues related to COA management, improving Public perception thru the application process, enflorcement thereof and staff checklist iorms used to determine if a COA was required or not (i.e. dead tree removal). o Linda Riley recalled scenarios relating COA procedures to projects inside the Fast Wayne Street historic District and also raised the topic of permission 1,01- dead ordead tree removal. o Lynn Patrick was concerned that adopting new Staff procedures could be perceived as an admission to problems and questioned the formality of aclopting policy by "resolution." She wanted the HPC to consider leaving well enough, alone. o Larry Meteiver cautioned that a board resolution is the preferred fonn for changes in departmental policy and shouldn't be seen as anything more than standard procedure. "lt's just a Robert's Rules thing... No big deal." o Timothy Klusczinski remarked that new procedures in the COA process ser\,e our need for continual improvement. A further benefit of policy would avoid common pitfalls and disagreements that arise during public meetings. Consistent policy keeps everyone on the same page and will help our department process ('OAs more efficiently. Klusczinski proposed minor changes for language in the current draft.. ■ In response to a C011.for dead tree remorul (r(lised h.y Commissioners .Sassano and Rik), Klilsezinski stated that it is less critical for tree removid pose, than as (i mechallism to guarantee that rclducenicllt trees be re -planned, as recommended ended bh district Guidebooks and coillilloll sense. The tree cunapy is an importunt.kature of the historic thorolrgllfilre. The COil is clu-rell111, the onli me(h(inislll fill projects 111C11!(Illlg ir'eC' !17(!11 {l£�rClilL111. Kli1s(-fiiiski (li(I ltal h(!r'c (rlty immediate concern o1'Cr IIPC staff's InallcWerliellt of tree relnoI'al (rand rephullirlg) in accordance with South Bend Cit v Forester recommendations. ■ Slwaking to HPC egfarceinent abllit'1" there is {r growing need that P -111(llties be assesse(l.fol• construction projects that de/j, district/property slandurds — esp. conducted without permits rind ccrlifiuiles. 77le power to Teti j fines has been Proposed ill the past. ■ It is important to consider the opinions (?)"Commission Inembcrs that could not {lttend this session. o Catherine Hostetler commented that as far as COA procedures, "Absc.>lutcly! We need something." Catherine shared an in-depth COA process plan from the City of Indianapolis. Both Lang Meteiver and Timothy Klusczinski requested the link to that resource. See: http:%`us��s.indv. o\;`Vitv'DIID'if1P("R sources -Pros s`policies'020 tctl�� _..._-. _.- .. _... - _..__ ....._ ._ -.. She also shared a new staff checklist form, now in use — serving as a project Rlllow-up and inspection report.