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HomeMy WebLinkAbout November 1990e l le d /ole,V X111 Ilev X e v %7,,4/ t - 7:30 p.m. Regular Monthly Meeting November 19, 1990 , ` i - �Y'•. r f C G Cr a�n r v x . , I. Call to Order II. Roll Call AGENDA OF THE REGULAR MONTHLY MEETING III. Public Hearing'' - OF THE p✓ -z= v HISTORIC PRESERVATION COMMISSION IV. Regular Business c '" ` ° r ^�'; .° `, r•sd ' « ;°` " , F //J /,` Conference Room A, 3rd Floor County/City Building 7:30 p.m. Regular Monthly Meeting November 19, 1990 , ` i - �Y'•. r f C G Cr a�n r v I. Call to Order II. Roll Call ap,� III. Public Hearing'' - 1, 0, A. Certificates of Appropriateness --(Review) 1. 1077 Riverside Dr. — RD IV. Regular Business c '" ` ° r ^�'; .° `, r•sd ' « ;°` " , F A. Approval of Minutes --October 15,1990 B. Treasurer's Report --October 1990 C. Correspondence D. Committee Reports 1. Certificates of Appropriateness --(Report) a. 1021 Riverside Dr. — RD b. C. of A. Procedure • 2. Budget & Finance a. Request to purchase office equipment 3. Legal 4. Historic Districts 5. Historic Landmarks 6. Public Relations & Community Education 7. Personnel 8. Staff Reports a. Main Street Conference b. DHPA National Register Workshop V. Old Business VI. New Business A. Goals and Objectives for 1991 VII. Hearing of Visitors VIII. Announcements & Miscellaneous Matters IX. Adjournment C: • 11 MINUTES Third Floor Conference Room County/City Building 7'30 p.m. --Regular Monthly Meeting November 19, 1990 I. Call to Order The meeting was called to order at 7:39 p.m. II. Roll Call Members Present: Mr. John Oxian, Mrs. Joann Sporleder, Mrs.Janeanne Petrass, Mr. Herb Herendeen. Mrs. Martha Choitz, Mrs. Lori Dixon - Director, Mr. James Pastor - Survey Manager, Ms. Aladean DeRose - City Attornev. Members Absent: Mr. Odell Newburn. Mr. F. Jay Nimtz, Mr. Jed Eide, Mrs. Jean Dennen. I.II. Public Hearing A. Certificates of Appropriateness No Report IV. Regular Business A. Minutes - October 15, 1990 Mrs. Sporleder stated that some grammatical errors existed in the minutes and that perhaps they should be proofed and corrected. Mr. Oxian stated that, in the top paragraph on page 5, the grammar is especially poor. He also stated that the procedures were to be both written and followed. rather that simply written, as stated in the minutes. He also stated that, on page 6, last paragraph, the first sentence does not read well. Mrs. Sporleder suggested that the minutes be summarized. Mrs. Petrass pointed out that the full minutes are of benefit to those who had been unable to attend a previous meeting. Mr. Oxian remarked that the longer version is also a better record of the proceedings than an abbreviated version would be. Mrs. Sporleder suggested that the motions be made to stand out from the remainder of the discussion, or indexed in some way. Mrs. Choitz suggested keeping a separate tally of motions on the computer and deleting them as the task involved is • completed. She stated that this process works well for her in other organizations with which she is affiliated. Mrs. Sporleder stated that an index would also save Page 2 • time in reviewing what actions have been taken on a particular subject in the past. In an aside, Mr. Oxian requested that the staff take approximately six (b) Polaroid photographs of the existing bronze plaques to be shown to potential bidders for the contract. as discussed in the October meeting. Mrs. Sporleder moved to accept the minutes as corrected; Mrs. Petrass seconded. Motion approved. B. Treasurer's Report - October, 1990 Mrs. Sporleder asked about the method of reporting. Mrs. Dixon stated that, until the ledger is set up on the computer. -she is simply photocopying the ledger book for the Commission members. Mrs. Sporleder asked how much money remained in the budget for 1990. Mrs. Dixon reported that as of November 5, 1990, the auditor's office reported a balance of $30,203.92. She further reported, in response to Mrs. Sporleder's questions, that any expenditures to come out of that budget must be encumbered by December 14th, with the remainder of the money to revert back to the County. Mrs. Sporleder asked if the Commission had any notion of how the money might be encumbered. Mrs. Dixon replied that the Commission would not be able to encumber all of it because it did not have anything to expend that much money on. Some of the money, hopefully, would be expended on office equipment (coming up in a later portion of the meeting).and supplies. Mrs. Dixon then made a brief explanation of the reason so much money was remaining. Mrs. Sporleder asked that, at the December meeting, an overall explanation of the budget for 1990 and 1991 be provided to the commission. Mrs. Choitz moved to accept the Treasurer's Report: Mrs. Petrass seconded. Motion approved. C. Correspondence Mrs. Dixon submitted the correspondence for review by the Commission. • D. Committee Reports 1. Certificates of Appropriateness a. 1021 Riverside Dr. -- RD Mrs. Dixon reported that the owners had • Page 3 submitted a C. of A. application, which had been staff approved at the recommendation of Mr. Oxi.an, to remove the asphalt shingles from their home to reveal the original clapboard. The application further stated that any deteriorated clapboard would be replaced in-kind'and the entire facade would be stained. The Commission members reviewed the photographs and application. b. C. of A. Procedure Ms. DeRose provided the Commission with a revised C. of A. procedure document. The document changed on1v in a few matters: the statements regarding control of paint color were removed. The notification clause was clarified to indicate compliance with the Open Door Law. and the statement regarding placing stop work orders on a proiect was clar.ifed to indicate that the Building Commissioner is the person who places stop work orders. Ms. DeRose stated that she sent a copy of the proposed procedure to the legal advisor for the Common Council and that. on the advise of. the Council and the City Attorney, she spoke to the Council's legal advisor who stated that the Council had not had the opportunity to review the procedures. She did not expect them to have a problem with them, but suggested that the Commission wait to act upon the procedures until the Council had reviewed them more carefully. Mrs. Sporleder asked, once the procedures are in place. what does the Commission do with them. Ms. DeRose stated that the Commission, through its rule-making authority, would vote on them as its rules and regulations. Thew should then be available at the office of the Commission and should be sent to anvorie who requests them. Mrs. Dixon stated that thev would be sent • initially to all owners residents of local landmarks and properties within local historic districts. Mrs. Sporleder asked if a process had ever been established through the Page 4 .0 Auditor's office which would notify property owners when they purchase a property within a historic district or which has been desiPnated a local landmark. nor. O..ian stated that the only process which went through was that the Recorder's office was notified and that the Recorders office keeps a list of landmarks in order to notify property owners as they come in for information, etc. Mr. Oxian pointed out that the reason the landmark/district status was never recorded on the deed is that the Commission never had the money to do so. He stated that perhaps the Commission should expend the money at this time to have them recorded once and for. all. Mrs. Sporleder stated that another set of procedures will need to be set which would assure that the person who is buying a property in a historic district is notified of that fact, so that the Commission is assured that the new owner is aware of the status of their property at the time of purchase. Mrs. Choitz asked if Mrs. Sporleder meant that the Recorder's office is to notify the HPC that there is a new owner on the property. , Mrs . Sporleder statedt that was her intended implication. Mr-. Choi.tz then remarked that -,he dial not think that there was anvthing in the procedure of. the .Recorder's office which would allow them to do that. Mr. Oxian reported that David Chapleau. formerly of the City Attorney's office, had at one time stated that it is the responsibility of the property owner to be aware of the status of their property, and not the responsibility of the Commission to notify the property owners. Mr. Oxian suggested that he talk to the Recorder's office to find out how the deed could be tagged or marked regarding is the status of the property. Ms. DeRose stated that. if the status of the property is put in the deed. it is Page 5 • deemed as appropriate notice to the owner as a matter of law. Mr. Oxian called for a motion to encumber money to put a flag on the deeds of every property of local landmark or local district status. Mrs. Petrass so moved; Mrs. Choitz seconded. Motion approved. Regarding the C. of A. procedures, Mr. r Oxian sua ested that, at the recommendation of Ms. D>Rose. that the Commission postpone any motion on the procedures until the December meeting t. allow the Common Council adequate time to review the proposed procedures. c. Tree on Lincoln Way East Mr. Oxian reported that n tree in the Edgewater Historic District, in front of an establishment callod "Phil's Place" is dead. He s"wested that the owner be contacted to remove the tree and plant something else or to do something; with the dead tree. He believes the address is 725 or 723 Lincoln Way East. Mrs. Sporleder asked what would be the grounds for the staff contacting the owner; what should the staff say to the owner.. Mr. Oxian stated that the HPC can ask the owner to remove the tree. They can not be forced to because the maintenance clause is not yet in the ordinance. Mrs. Choitz reminded the Commission that it is not dealing with hazards or other matters pertaining to public safety. The appearances would be the Rrounds upon whish the HPC's recommendation would be based. Mrs. Dixon Stated that the owner could be informed that he is welcome to remove the tree if he so desires. as lona as he contacts the Commission for the •appropriate hermit. Tn an aside. Mr. Herendeen asked how the sewer pro ,ect in Edgewater Place had t"rned out. Mrs. Dixon stated that it had been completed, but that she had not Page 6 0 noticed the details of curbint*. etc. the last time she was in .the neighborhood 2. Budget & Finance a. Request to purchase office equipment Mrs. Dixon reported that she had taken it upon herself to order some supplies for the cominb vear. some of which had alreadv been received i.n the office. She nrovlded a list for tete perus=l of the Commission. Mrs . 'Di von then renlle-ted tPP rf:V ��. on larver office equinment, to he f„nded from the 1990 btadc-et . She Provided a list. with estimated Prices_ to the Commission members. She reported that the County PurchasinF7 agent would be able to procure the listed items at a greatly reduced price from those on Mrs. Dixons list. The items include: a vc-rtable drafting table. a small supply cabinet for survey/photographic supplies, a file cabinet. a computer station (with lock). two small single -pedestal. desks, a new desk.for the director (who is currently using the secretary's desk --not convenient once a new secretary is hired) . and four chairs. Mrs.; Choi.tz remarked th.=it the chairs should be comfortable. Mr. Herendeen added that. while the Commission has the money. it .Mould spend the extra few dollars to p.rnv.ide romfort..ahle chair, for it:s staff. Mr. Her.endeen moved to apprnve rhe expenditure of monies for the office equipment listed: Mrs. Sporloder seconded. Motinn approved, Mrs. Choitz asked what the total amoi.tnt would he. Mrs. Dixon stated that tier estimates came to $1.731.0o, 3, Legal a. Maintenance Ordinance Mr. Ox.ian reported that the maintenance ordinance should be coming before the Council within the next couple of weeks. (See Section D. Part: I.h. - C. of A. Procedures) 4. Historic Dist.•.ict 5. Historic Landmarks a. Landmarks Pending • Mr. Oxian reported that the two most recent structural landmarks should also be coming, before the^r" i3neil soon. The landmar.l regarding trees on Lincoln Wav west was tabled at the lastc"60"tneil meeting until the HPC is notified of the opinion of the State Department of Transportation. He further stated that all of the trees were on public right-of-way. so the commission would not have to get owner consent. In an aside. Mr. Oxian stated that several recent court cases have declared that owner consent cannot be an important priority in the declaration of landmarks. The Commission must follow its guidelines, which do not include owner consent as a factor to be considered. h. Public Relations & Community Education Mrs. Sporleder stated that she had spoken before the Forever Learning Institute. She concluded that it went well. 7. Personnel a. Research Assistant Mrs. Dixon reported that she. Mr. Oxian, and Mr. Pastor interviewed a candidate for the position of Research Assistant. The candidate. Mr. Fred Hnlvcross. seemed quite qualified. with a bachelor's in history and a master's in American studies. Mr. Holveross's contract with Historic Landmarks Foundation of Indiana expires on November 31. 1990. Mrs. Dixon stated that she had suggested to Mr. Holvcross that the Personnel Committee may require a second interview. but that such an interview was at the discretion of the Commission. Mrs. Sporleder asked if the position was part-time or full-time. Mrs. Dixon replied that the position is full-time (approximately 30 hours per week). Mr. Oxian stated that Mr. Holvcross had agreed to develop a set of guidelines for the research process, so -that anv fl.iture researchers working for the Commission would have a set of procedures from which to work. He has also worked with the state form and survev manual. Mr. Oxian stated that. if the Commission went with the recommendation of himself Page 7 and the administrative staff. Mr. Holveross could begin work with the Commission more quickly. Mr-. Oxian called for a motion permittinE� the Commission to contract with Fred Ho�lveross. Pending favorable recommendations from references. for the position of Research Assistant. Mrs. Sporleder so moved: Mr. Herendeen seconded. Mrs. Sporleder asked how the pos.iti.on had been advertised. Mrs. Dixon stated that the position had been advertised through the County Personnel office. as well as through the local newspapers. Motion approved. 8. Staff Reports a. Main Street Conference Mrs. Dixon reported that she had attended the Indiana Main Street. Conference and found the information very useful. Mrs. Sporleder asked if the Conference had provided information on how to implement design on main street. Mrs. Dixon stated that the conference provided some such information. particularly in regards to public improvements. b. Mishawaka Commission Mr. Herendeen asked if the HPC would not be able to provide information to the Mishawaka Commission. if it is established. Mrs. Dixon stated that the staff would be happy to provide anv information which Mishawaka would request. Mr. Herendeen also suggested that the staff find out who the contact person is. should the Commi,:sion be established. e. DHPA Meeting; Mrs. Dixon clarified the abbreviation DHPA as meaning Division of Historic Preservation and Archaeology, or the State Office. She stated that she regretted not coming before the Commission to request permission to attend. but that she did not have more than ten -days notice that the meeting was to take place. She stated that she had spoken to Mr. Oxian about it. It is Page 8 0 � J • required that someone in the office be a qualified professional. Since she is currently the only one who meets the remainder of the standards set for such status by the state and federal governments. she and Mr. Oxian fele it necessary for her to attend. Mrs. Sporl.eder asked Mrs. Dixon to explain the Qualified Professional status and requirements. Mrs. Dixon explained that a Qualified Professional must meet the 36 C.F.R. 61 federal requirements for a master's degree in history, architecture, architectural history. archaeology. or historic preservation and two years experience. The state further requires that a giialif..ied professional attend a workshop specifically designed for qualified professionals once every eighteen months. V. Old Business a) Magnetic Signs Mr. Pastor reported that the Commission had received the magnetic sins ordered and provided them for the Commission's inspection. Mrs. Dixon stated that some kind of carrying case may be necessary to carry the signs to and from the office so that they are not damaged. V1. New Business a). 1991 Goals and Obectivps Mrs. Dixon requested that the Commission members determine what they would like to see accomplished in 1991. Mrs. Dixon will then take these ideas and devise a work plan for the Commission. She also reported that she had submitted two grant proposals for 1991-92. One will continue the survey of the city. The other will fund the development of guidelines and standards for the identification and protection of historic landscape features, as well as for the computerization of records. Mr. Oxian asked about the amounts of the two grants. Mrs. Dixon stated that she had originally intended to ask for $35.000 in federal funds for the survev grant. but that the state had placed a $30,000 ceiling on the amount of funding per request. The other grant requests $12.000 in federal funds. b. Cemeteries Page 9 VII. VIII. Mr. Oxian asked Mr. O-x-� to send copies of his report from the Cornelius O'Brien Conference to other Commission members, as many might find that information of interest. On a related note, Mrs. Sporleder asked if the matter of the cemeterz along Cleveland Road would be coming up soon. She expressed fear that the trees and enclosing wall would be destroyed by the road widening project. Mrs. Choitz stated that the township trustee had informed her that the road widening nould not disturb the cemetery. Mrs. Dixon stated that it is a felony to dig up braves. Mrs. Choitz felt_ that. such things are not so important to those planninp. the project. Mrs. Sporleder requested that the staff take a look at the plans for the Project to see how it will affect the cemetery. Mrs. Sporleder and Mrs. Choitz discussed the fact that some of the trees in the cemetery had already been removed. Mrs. Sporleder reported that the township trustee had given permission to trim the tree, but the "trimming" resulted in its removal. The tree had been hanging over the right-of-way. rather than being within the cemetery itself., so the trustee had given permission for its trimming. Mrs. Sporleder stated that the same thing is happening along Juniper and Douglas Roads, along Notre Dame property. She did not feel that there was any hope of influencing anyone on that project, whereas some influence may be possible on the Cleveland Road project. Mr. Oxian stated that the only wav the Commission can have a direct sav in the effects on the cemeteries is to make them landmarks. Hearing of Visitors No Report Announcements and Miscellaneous Matters No Report Page 10 0 LA IX. Adjournment Mr. Herendeen moved to adjourn. The meeting adjourned is at 8.52. CLU C -LC; �( � �Xr~NI?J7IP .. �NCi.�M,( 4: Ui.IeKFE'NDF[7 .:Cllt4tiG.4M8�G&D.. .c,>u PPS-iEJ .:PES`-�;i�NEL_. TF'�/>�; Gi, .. ✓C.I�EJ .. _ 3 _. i r r 113201.: J. z�q r { : 7349 : r : p _.. 3s� 2 i 25 3 14z9 0� i I 3cs5 I , I � I 0 • CJ Preliminary Schedule of Meetings for the Historic Preservation Commission 1991 7h FC)C-_> I4cl.-U51 of 1 OtJ laC---t=�O� Jan. 21 Jan. 11 Feb. 18 (Presidents' Day) Feb. 8 Mar. 18 Mar. 8 Apr. 15 Apr. 5 May 20 May 10 Jun. 17 Jun. 7 Jul. 15 Jul. 5 Aug. 19 Aug. 9 Sep. 16 Sep. 6 Oct. 21 Oct. 11 Nov. 18 Nov. 8 Dec. 16 Dec. 6 7h EQUIPMENT NEEDED BY H.P.C. • Approximate Item List Price Sale Price Drafting Board (Q6-38GC-124) $ 63.20 $ 44.24 (18x24 parallel rule) Storage Cabinet (TE -1442 -BK) $ 150.00 $ 105.00 File Cabinet 252.00 $ 176.40 4 -drawer (MY -01517-..-) Computer Cart (SF -CPT -AO) $ 369.00 $ 258.30 Single Pedestal Desk (1!'! $ 310.00 $ 217.00 (MF -01110) Administrative Desk $ 499.00 $ 349.30 Desk Chair (HN-5815-NN10) $ 128.00 $ 86.60 Arms (HN -5892) $ 26.00 $ 18.20 i • CORRESPONDENCE a. Information from the National Center for Preservation Law b. PANA Newsletter, Aug./Sept. 1990 C. Information from St. Joseph Valley Masonry Contractors d. Mortar Board from St. Joseph Valley Masonry Contractors e. Brochure on Federal Projects and H.P. Law workshops. f. Invitation to Southhold Recognition Day g. Invitation to MOVE breakfast meetings. h. Information from the Office of Maritime Preservation i. Common Ground j. Indiana Preservationist, November/December 1990 k. Fall Newsletter, NIHS 1. St. Joseph Valley Record, Fall, 1990 M. Notice of an audiovisual program available from NTHP regarding Tourism and Historic Preservation n. Invitation to renew membership to HLFI o. MACAIF Newsletters for Oct. 8, 15, 22. 29, Nov. 5 • • 7q DHPA NATIONAL REGISTER WORKSHOP November 7, 1990 The DHPA workshop consisted of two halves. The morning was spent discussing the results of the NPS audit of the state office and how private contractors and contracting organizations should write contracts which will use grant funds, The afternoon session reviewed the National. Register- forms and what type of information should be entered into the various catagories. The information was of great value and will assist the commission in its future contracting needs and National Register nominations. LJ C7 • The Division's Fall Workshop will include a number of diverse topics, ranging from updates from the National Register section to current guidance to federal subgrantees from the National Park Service. Our morning session will begin with an introduction by the new director of the DHPA, Dr. James Glass. For many professionals, this will be your first opportunity to meet Dr. Glass and hear his views on the role of the division. The National Register section of the Division will present an update on the findings of the Round III National Park Service Program Audit conducted in April of 1990 and how the audit will affect the Division's National Register policy. Current issues with nominations will also be discussed. Many preservation consultants serve as contractors on projects being funded with DHPA grants. In such cases, bidding and contracting methods must meet state and federal standards. The Grants section will provide information on these rules and suggestions on formulating proposals and writing contracts. The afternoon session will be a special orientation session for registrants who have not previously attended a DHPA National Register workshop. It will acquaint them with the DHPA National Register Policy as well as instruct them on general National Register polices and procedures. Professionals who wish to be included or maintain their standing on the DHPA list of Qualified Professionals are reminded that they must attend a DHPA National Register Workshop at least once very 18 months. If you plan to attend this workshop, please fill out the attached form and return it to the DHPA no later than October 31, 1990. There is no registration fee. However, a donation of $5 for the morning session or $10 for the morning and afternoon sessions is requested to cover workshop expenses. d � o A� IA a . ; 00 w ►.LS ani 41 i -w U ° ; a0 i