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HomeMy WebLinkAboutDecember 1990historic reservato®n c® ID of south bend and st. joseph county ROOM 1123 COUNTY CITY BUILDING south bend, indiana 46601 (219) 284-9798 M E M O R A N D U M TO: Photographic Processors FROM: ' Historic Preservation Commission RE: Bids for Film Processing DATE: December 4, 1990 The Historic Preservation Commission of South Bend & St. Joseph County seeks bids for the processing of its film into contact prints. Because the needs of the Commission require a two-part developing process, only those bids which address each portion separately will be accepted. BIDS WHICH PROVIDE ONE PRICE FOR THE ENTIRE PROCESS WILL NOT BE ACCEPTED. Contractors may bid for only one portion of the process, but,must note in their bid that they do not wish to address the other portion. A bid form has been included for your use. BIDS NOT SUBMITTED ON THIS FORM, OR A FACSIMILE THEREOF, WILL NOT BE ACCEPTED. The two parts upon which bids will be accepted are as follows: PART 1: Develop Kodak Plus -X 125/36 exposure film into negatives DO NOT CUT. PART 2: Process cut negatives (to be cut by the HPC staff into strips of 3 to 6 frames each) into 81 x 11" contact sheets using resin -coated paper. Prints must be clear and properly exposed. Bids must be in written form, with authorized signatures(s), and submitted in a sealed envelope to the Historic Preservation Commission no later than 12:00 NOON, FRIDAY, DECEMBER 14, 1990. Bids will be opened and read at the public meeting of the Historic Preservation Commisbion on Monday, December 17, 1990, in Conference Room A on the 3rd floor of the County/City Building, South Bend, Indiana, at 7:30 p.m. Bids may be sent to: Historic Preservation Commission Room 1123, County/City Bldg. South Bend, IN 46601 (219) 284-9798 historicpreservation commission of south bend and st. joseph county ROOM 1123 COUNTY CITY BUILDING south bend, indiana 46601 (219) 284-9798 M E M O R A N D U M TO: Photographic Processors FROM: Historic Preservation Commission RE: Error on Bid Requests DATE: December 6, 1990 In regard to the bids requested by the Historic Preservation Commission, an error has been brought to my attention. The original bid sheet states that the contact sheets are to be 8j x 11". It has come to my attention that the standard size is 8 x 10". We do not wish the added expenditure of specially -sized paper. It is not necessary as we cut the strips of prints from the contact sheets anyway. Therefore, w6 have revised the bid form. Please bid on the standard (8 x 10") paper. Also, in response to several questions, the average number of rolls to be developed in a month is 20. Some months will be heavier than others, but we believe that the number will average out. Thank you for your assistance. BIDS FOR PHOTOGRAPHIC PROCESSING HISTORIC PRESERVATION COMMISSION— Bid for Part 1: Develop Kodak Plus -X 125 Film/36 exposure into negatives. DO NOT CUT. Price, Part 1: Bid for Part 2: Process cut negatives (to be cut by -.the HPC staff into strips of 3 to 6 frames each) into 8" x 10" contact sheets using resin - coated paper. Prints must be clear and properly exposed. Price, Part 2: Authorized Signature Submit in a sealed envelope to: Historic Preservation Commission Room 1123, County/City Building South Bend, IN 46601 AGENDA OF THE REGULAR MONTHLY MEETING OF THE HISTORIC PRESERVATION COMMISSION Conference Room A. 3rd Floor County/City Building 7:30 p.m. Regular Monthly Meeting December 19, 1990 I. Call to Order II. Roll Call III. Public Hearing A. Photographic Processing Bids 1. Opening of bids 2. Reading of bids B. Certificates of Appropriateness --(Review) 1. 1077 Riverside Dr. — RD IV. Regular Business A. Approval of Minutes --November 19, 1990 B. Treasurer's Report --November 1990 C. Correspondence D. Committee Reports 1. Certificates of Appropriateness --(Report) 2. Budget & Finance a. Explanation of 1990 Budget b. 1991 Budgetary Projection c. Apple Computer 3. Legal a. C. of A. Procedures 4. Historic Districts 5. Historic Landmarks 6. Public Relations & Community Education a. Address to Appraisers 7. Personnel a. Secretarial Applicants b. Status of Personnel Policy 8. Staff Reports a. HLFI Quarterly Regional Meeting V. Old Business A. Tagging of Deeds VI. New Business A. Goals and Objectives for 1991 B. Appointment of Nominating Committee C. Reminder of Appointments in 1991 VII. Hearing of Visitors VIII. Announcements & Miscellaneous Matters IX. Adjournment December 5. 1990 STAFF REPORT Mary Hendriksen/Dwight King 1077 Riverside Dr. South Bend, IN 46616 c/o Peacock and Company Design and Build Center 219 N. Hill St. South Bend. IN 46617 PROPOSAL Raise lunette window openings flanking chimney on north side of house (facing Riverside Drive) at attic story. Discard original lunette sashes and replace with new, similar sashes. Install 24" tall casements underneath raised lunettes. Raise attic story crescent window opening on south side of house (facing driveway off of Golden Ave). Discard original crescent window sash and replace with new, similar sash. Install 36" tall by 48" wide double hung sash underneath. Existing crescent window is 48" in diameter and 8" off attic story floor. STANDARDS II. C. Windows and Doors 1) Required Original windows and doors, including sash, lintels, sills, shutters, decorative glass, pediments; hoods, and hardware shall be retained or when deteriorated beyond repair, replaced with units and trim resembling the original. 2) Recommended Wood frame storm windows and doors, painted to match the existing or original, should be used but should not damage existing frames. If new sash and doors are used, the existing or original materials, design, and hardware should be used. When metal storm windows and doors are used they should be painted, anodized or coated to match the existing. 3) Prohibited Original windows, doors, and hardware shall not be discarded when they can be restored and reused in place. New windows or door openings that would alter the scale -and -proportion of -the building may not. -be introduced. Inappropriate new window or door features such as aluminum insulating glass combinations that require the removal of original windows and doors may not be installed. RECOMMENDATIONS The staff recommends that the owner not be permitted to alter the size or materials of the lunette windows on the building's northern elevation in keeping with the above standards and in that the existing facade composition is significant in relation to the style of the building, to similar buildings in the district. and to the overall appearance of Riverside Drive. The original sashes, which appear to be in good condition, should be retained. The staff understands the owners' need to increase the quantity of light in the attic story in order to convert it into a. comfortable and functional living space and recommends that the Commission consider one or both of the following as viable: 1) Alter the size of the opening on the building's southern elevation in a manner appropriate to the building's style and sympathetic to the facade's composition. (The staff believes that the submitted proposal does not meet these criteria). Although not in keeping with the standards, such an alteration may be deemed acceptable for the following reasons: (a) Although clearly visible from Golden Ave., the southern facade does not face a thoroughfare. (b) The southern facade is austere as compared to its northern counterpart. (c) Alterations to the southern elevation would take advantage of southern exposure and would increase the quantity of light to the attic space more significantly than any other possible alteration. 2) Install skylights or dormers sympathetic to the building's style on the roof's western (rear) side. Unlike the first proposed alternative, this second option -does not significantly compromise the building's stylistic and historic integrity and is in keeping with the standards verbatim: II. B. Roofs and Roofing Nothing shall be done to change the essential character of the roof as viewed from the thoroughfare... 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 Attorney. Members Absent: Mr. Odell Newburn, Mr. F. Jay Nimtz, Mr. Jed Eide, Mrs. Jean Dennen. III. 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 (6) 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. Oxian, 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 only 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 project was clarified 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. They should then be available at the office of the Commission and should be sent to anyone who requests them. Mrs. Dixon stated that they 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 Auditor's office which would notify property owners when they purchase a property within a historic district or which has been designated a local landmark. Mr. Oxian stated that the only process which went through was that the Recorder's office was notified and that the Recorder's 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 stated that that was her intended implication. Mrs. Choitz then remarked that she did not think that there was anything 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 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. Oxian suggested that. at the recommendation of Ms. DeRose, that the Commission postpone any motion on the procedures until the December meeting to, allow the Common Council adequate time tc review the proposed procedures. C. Tree on Lincoln Way East Mr. Oxian reported that a tree in the Edgewater Historic District, in front of an establishment called "Phil's Place" is dead. He suggested 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 grounds upon which 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 long as he contacts the Commission for the appropriate permit. In an aside, Mr. Herendeen asked how the sewer project in Edgewater Place had turned out. Mrs. Dixon stated that it had been completed, but that she had not Page 6 noticed the details of curbing, 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 coming year, some of which had already been received in the office. She provided a list for the perusal of the Commission. Mrs. Dixon then requested approval on larger office equipment, to be funded from the 1990 budget. She provided a list, with estimated prices, to the Commission members. She reported that the County Purchasing agent would be able to procure the listed items at a greatly reduced price from those on Mrs. Dixon's list. The items include: a portable 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. Choitz remarked that the chairs should be comfortable. Mr. Herendeen added that, while the Commission has the money, it should spend the extra few dollars to provide comfortable chairs for its staff. Mr. Herendeen moved to approve the expenditure of monies for the office equipment listed; Mrs. Sporleder seconded. Motion approved. Mrs. Choitz asked what the total amount would be. Mrs. Dixon stated that her estimates came to $1,731.00. 3. Legal a. Maintenance Ordinance Mr. Oxian reported that the maintenance ordinance should be coming before the Council within the next couple of weeks. (See Section D, Part l.b. - C. of A. Procedures) 4. Historic District 5. Historic Landmarks a. Landmarks Pending GIF 7. Mr. Oxian reported that the two most recent structural landmarks should also be coming before the Council soon. The landmark regarding trees on Lincoln Way West was tabled at the last Council 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. Public Relations & Community Education Mrs. Sporleder stated that she had spoken before the Forever Learning Institute. She concluded that it went well. 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 Hol_vcross. seemed quite qualified, with a bachelor's in history and a master's in American studies. Mr. Holycross's contract with Historic Landmarks Foundation of Indiana expires on November 31, 1990. Mrs. Dixon stated that she had suggested to Mr. Holycross 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. Holycross had agreed to develop a set of guidelines for the research process, so that any future researchers working for the Commission would have a set of procedures from which' to work. He has also worked with the state form and survey manual. Mr. Oxian stated that, if the Commission went with the recommendation of himself Page 7 Page 8 and the administrative staff, Mr. Holycross could begin work with the Commission more quickly. Mr. Oxian called fpr a motion oerm_ittinP the Commission to contract with Fred Holvcross. nendine favorable recommendations from references., for the Position of Research Assistant. Mrs. Sporleder so moved: Mr. Herendeen seconded. Mrs. Sporleder asked how the position 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 Air. 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 any information which Mishawaka would request. Mr. Herendeen also suggested that the staff find out who the contact person is, should the Commission be established. C. 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 9 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 felt it necessary for her to attend. Mrs. Sporleder 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 qualified 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 signs 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. VI. New Business a). 1991 Goals and Objectivgs 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 survey 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 VII. VIII. IX. Mr. Oxian asked Mr. Oxian 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 cemetery 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 could not disturb the cemetery. Mrs. Dixon stated that it is a felony to dig up graves. Mrs. Choitz felt that such things are not so important to those planning 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 way the Commission can have a direct say in the effects on the cemeteries is to make them landmarks. Hearing of Visitors No Report Announcements and Miscellaneous Matters No Report Adjournment Mr. Herendeen moved to adiourn. The meeting adjourned at 8:52. Page 10 A. B. C. D. E. F. G. H. I. J. K. L. M. N. 0. P. 0. R. S. T. U. V. W. X. Y. Z. CORRESPONDENCE Preservation News December 1990 T_he-.,Antique-Hardware Store, Winter 1990-91 Invitation to Indianapolis Holiday Candlelight Tour Ivitation to Union Station New Year's Eve Party Symantec Magazine Autumn 1990 Invitation to HLFI open house in Indianapolis Alliance Review Fall 1990 _........._........._.. - -... _ - - ......._._. PAHA Newsletter October 1990 NTHP Call for Papers for 45th Annual Conference Preservation Press flyer Newsletter from YWCA Celebrate in West Washington District flyer Solicitation for computer magazine Preservat.............. ... -- Michiana Coalition on Alcolhol and Other Drugs Newsletter Main Street Missive November 1990 Ad from H.L. Mohler & Assoc. CRM Bulletin 1990 Solicitation from CareerTrack St...._Joseph..-.._V_a-1_ley..-Record Fall 1990 Solicitation from Fine Homebuilding magazine il " Architecture magazine Invitation to open house at Carriage House Gift Shop VolunteerLine Fall 1990 Preservation Law Updates 1990 36-40 M A C I A F Monitor November 1990 & P1_an__Room Nov. 12, 19, 26 & Dec. 3, 1990 DATE DESCRIPTION AMOUNT ACCOUNT ------------ 11/14/90 ------------------------------ DHPA fee for National Register ---------- $10.00 ------------ Co. Budget - Workshop Conferences 11/26/90 Dills - 2 blocks film $156.00 CDBG 11/29/90 James Pastor, Dec. 15-31, 1990 $625.00 CDBG 11/29/90 James Pastor, Dec. 1 - 14 $625.00 CDBG 11/29/90 Suzanne Booker, Nov. 11-24, $937.50 SRM estimate Nov. 25 - Dec. 15 11/29/90 United Way of St. Joseph Co. - $25.00 Co. Budget - Lotus 1-2-3 software Supplies 11/29/90 Leigh Booker, Nov. 11 - 24, $965.25 SRM estimated Nov. 25 - Dec. 15 11/29/90 Registration for HLFI $5.00 Co. Budget - Quarterly Regional Meeting Conferences 11/29/90 Leigh Booker, Photo processing $35.00 CDBG 7 sheets @ 5.00/sheet 11/29/90 Elaine Lawson, Nov. 11-24, $387.50 SRM estimate of Nov. 25 - Dec. 15 Month Total: $3771.25 12/4/90 Leigh Booker, Photo processing $20.00 CDBG 4 prints @ 5.00/print 12/4/90 Business Systems - office $621.50 Co. Budget - furniture Equipment 12/4/90 Commercial Office Supply - $986.90 Co. Budget - Office Equipment Equipment Month Total: $1628.40 ---------------------------------------------------------------- ---------------------------------------------------------------- Total: $5399.65 Explanation of 1990 County Budget for HPC The HPC, in the past, has made budget requests to the county in the summer of the year preceeding the budgetary period in question. It has requested money for office operations and additional matching money, the total of the two being less than $8,000 most years. For its grant expenditures, the HPC requests appropriations (usually in six-month increments) from the county for the federal Portion of the grant. This money is reimbursed to the county after the quarterly grant claims are processed by the state office of historic preservation. In July 1989, Mr. Oxian supplied the County Commissioners with a proposed budget (enclosed) requesting $4,100 for office operations and $3,000 to use as matching funds for Federal grants, making the total request for $7,100 for 1990. In June 1989, the HPC was awarded Federal grants which would require appropriations totalling $27,000, half of which was requested in August, with the other half to be, requested to begin in January 1990. The August request was somehow lost in the shuffle and never granted. Due to the low personnel costs for the year, the HPC was able to pay its bills from its existing budget. Since the first appropriation was overlooked, in November the appropriation for, the total grant amount was requested to begin on January 1, 1990. This request was granted, leaving the HPC with $27,000 to expend on grant items between January 1 and June 30, 1990. Since a portion of this $27,000 grant had been spent and reimbursed in 1989, the HPC could not legally expend the entire appropriation on grant activities between January and June. Upon receipt of my first printout from the County Auditor's Office in February 1990, I noticed that the county had allotted not only the $27,000 appropriation and the $7,100 budgetary request, but also $31,000 extra of which the HPC was not aware. I asked Mrs. Biltz of the Auditor's office if there wasn't some mistake and she sugested that I contact the County Commissioners' office, since they had made the budget requests for our office. At the County Commissioners' office, I was informed that the Commissioners had allocated $38,100 to the HPC line item for 1990. Therefore, the printout was correct. In July, when the HPC received award letters for its 1990-91 grants, it again requested half the amount of federal funds, or $15,000+, to be appropriated to the HPC. This request was tabled and has not come up again. I have provided the Auditor's office with an eighteen -month projection for the HPC budget (enclosed), including expected expenditures for December 1990. On the second page of this projection you will notice that I have listed two options for the appropriations. I am not certain whether the county intends for the HPC budget to cover as much reimbursable grant money as possible, or whether the $38,100 is strictly our operating budget, with the county to provide funds until they receive reimbursement from the grant claims. Therefore, I have provided figures for both plans. I am assuming that the HPC budget is to be largely reimbursed to the county as federal grant monies, so in the first proposal, I have included an annual operating budget of $5,000 to come from that $38,100, with the rest to be used for grant expenditures. I am only requesting the projected amount of grant funds remaining for the 1990-91 grant period to be appropriated for the first half of the year, rather than the entire amount of the current grant, so that we do not end up in a situation similar to 1990 in which we had already expended and claimed reimbursement for the money before we had it allocated to the budget, leaving us with extra money not earmarked for uses other than that grant. I will be happy to answer any questions you have about this at the December meeting. Date: November 14, 1990 To: Lori Dixon - Director of Historic Preservation Commission From: Kevin Gorham - Near Northwest Neighborhood Inc. Subject: Proposal for Apple II E Computer It has come to the attention of the Near Northwest Neighborhood Inc. than the Historic Preservation Commission will donate their used Apple II E computer, monitor, and printer to a not for profit corporation. The Near Northwest Neighborhood Inc. hereby submits a proposal of acquisition for the above equipment. The Near Northwest Neighborhood Inc. (NNN) is a leading neighbor- hood organization serving approximately 2000 households in South Bend. Acquiring a computer system will greatly assist the NNN in serving the people within its boundaries. The NNN plans the following uses for the computer: 1. Membership Records The computer will allow the membership records to be stored on a spreadsheet. With a spreadsheet organization scheme, membership can be recorded alphabetically, by one of the 15 districts, date of membership, etc. Print outs of members by district can be given to the District Representatives, membership renewal can be completed on a timely basis, and information about the members is easily accessible. 2. Matching Grant Funds For the past 2 years the NNN has was been awarded $1500.00 grant from Neighborhood Reinvestment. The first year the a survey was conducted within our boundaries. A membership drive and the continuation of the survey is planned for this year. The computer can be used for matching grant funding to support future activities such as these. Also, it can be use to graphically illustrate the results of the survey. 3. Treasurer Records A spread sheet program or financial program will be used to help the NNN to categorically track income and expenditures thereby establishing a working budget. 4. Recording of Minutes A word processor will be used to accurately and consistently record the minutes of each meeting. 5. Letters of Correspondence The corresponding secretary will use the word processor for letters of correspondence. 6. Newsletter The Apple computer is best known for desk top publishing. This should greatly increase the efficiency of publishing the NNN newsletter and thereby increase the consistency of its publication. 7. Committee Record Keeping - Crime and Safety Committee will be able to log and track participants in Neighborhood Watch programs - Code Enforcement Committee will be able to log and track homes in violation of city codes, number of violations, results of code hearings. - Landlord Tenant Committee will be able to log and track the rental properties, their owners, number of apartments for each house. From the above stated plans for the computer, the benefits to the Near Northwest Neighborhood Inc. and the people it serves can be easily seen. It is hoped that the Historic Preservation Commission will look favorably upon this request for acquisition. If you have any questions please do not hesitate to call Kevin Gorham at 237-2648 (days) or 234-3937 (evenings). Thank you, ,� . ,P6�z Kevin R. Gorham - Recording Secretary Marilyn Adank - Treasurer ?�;?o &�� Da 1 Brown - Corresponding Secretary David Fritz - Vice President HPC BIMONTHLY REPORT A bimonthly report was not submitted in October of this year. In the past four months, the following have transpired: * A windshield survey was conducted of the quadrants which comprise Phase V. A summary report was written from the data gathered. * Mrs. Dixon and Mr. Pastor attended a computer training workshop to become better aquainted with the new computer's software. * Mr. Pastor attended the I.U. Cornelius O'brien conference on industrial preservation and submitted a summary report * Lori Dixon attended the Main Street Conference and the DHPA workshop in Indianapolis and the HLFI Conference in Nappanee. * Much needed Reorganization and sorting of the HPC survey files, slide collection and general archives was begun and is currently in progress. * Mrs. Dixon wrote two grants for the 1991-92 grant period. * Magnetic signs for surveyor's automobiles,'with HPC name and phone number, were ordered and received. * Randy Strickler donated his time and services to the HPC as research assistant. * Mr. Pastor submitted a promotional package to a developer in Wisconson in an attempt to arouse interest in the adaptive reuse possibilities of the historic Opelika Bldg. on the East Race. * Fred Holycross was hired as full-time research assistant. * Mr. Pastor addressed a group of private appraisors on the function and purpose of the HPC and how it applies to real estate appraisal. * The death of commission member F. .lay N.imtz was respected and recognized; a donation was made to a specified charity on his behalf. * New office equipment was ordered and received. 9 19 0 historic preservat I Pon commoss I oon of south bend and st. joseph county ROOM 1123 COUNTY CITY BUILDING south bend, indiana 46601 (219) 284-9798 M E M O R A N D U M As I am certain all of you are aware, F. -Jay Nimtz passed away on Thursday, December 6. I have taken the liberty of making a donation to the Boy Scouts of America Northern Indiana Council on behalf of the Commission. I am certain many of you will be making memorial donations on your own behalf, but I felt such action representing the Commission as a whole was appropriate. Mr. Nimtz' input and expertise will be missed, and it will be difficult to find a replacement. o:iWei4ilJij,:hflWevenry ateddcto discuss possible candidates for the position at the December meeting. Our ordinance and Certified Local Government regulations stipulate that a replacement must be named within 30 days of the departure of the Commission member. While I am certain that we will be granted leeway to some extent, we will want to remedy the situation as quickly as possible. Please be thinking of potential candidates for the position ( keeping in mind that the position is a Republican mayoral appointment). Thank you for your attention to this matter. i1ppreservat commoss I ionof south bend and st. joseph county ROOM 1123 COUNTY CITY BUILDING south bend, indiana 46601 (219) 284-9798 December 12, 1990 MEETING SCHEDULE & AGENDA STATEMENT To the News Media: To insure compliance with the Indiana Open Door Law, as amended, the Historic Preservation Commission of South Bend and St. Joseph County, Indiana, has established the enclosed schedule for 1991. ALL meetings will be held at 7:30 p.m. in the Alcoholic Beverage Commission Conference Room A, 3rd Floor, County/City Bldg. An agenda for the meetings is available on Wednesday afternoon, prior to the meeting. Additional matters not requiring a public hearing maybe added to. the agenda prior to the commencement of the meeting. If the above schedule is revised, you will be notified. If you wish to receive a copy of the agenda of the meetings, please notify the Commission in writing. Sincerely, Lori A. Dixon Director Preliminary Schedule of Meetings for the Historic Preservation Commission 1991 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