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HomeMy WebLinkAboutFebruary 1991historicpreservation co 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: News Media and other interested persons FROM: Lori Dixon, Director, HPC RE: Meeting Schedule DATE: January 25, 1991 The location of all future meetings of the Historic Preservation Commission for 1991 will be the " gg of the County Council on the 4th Floor of the County/City Building. This is changed from the former location of _Conference Room A on the 3rd floor of same. Please make this change on your schedule. TO: Historic Preservation Commission FROM: Lori Dixon RE: Information Packet for January Meeting DATE: February 12, 1991 Along with the usual, you will find a Revised Estimated Budget (item IV.D, 2.b), a list of project goals for 1991 (VI.A), and a copy of the proposal I sent to the County Commissioners regarding withholding of taxes, etc., for our staff. The remainder of the information will be presented at the meeting. Please read through this information so that we may discuss it and answer any questions at the meeting. I would also like to remind you that our meetings will be held in the County Council Caucus Room (Room 411) from now on. Our new secretary, Gloria Gayton, will be calling Monday to determine if we have a quorum. We will see you at 7:30. MINUTES Third Floor Conference Room County/City Building 7:30 p.m. --County Council Caucus Room (Room 411) February 18, 1991 I. Call to Order The meeting was called to order at 7:35 p.m. II. Roll Call Members Present: Mr. John Oxian, Mrs. Janeanne Petrass, Mr. Herb Herendeen, Mrs. Joann Sporleder, Mr. Odell Newburn, Mr. Jed Eide, Mrs. Jean Dennen, Mrs. Lori Dixon - Director, Mr. James Pastor - Survey Manager, Mrs. Gloria Gaytan - Secretary. Members Absent: Mrs. Martha Choitz, Mr. Bill Welsheimer, Ms. Aladean DeRose - City Attorney. Others Present: Mr. David Bowyer, Dwight King Jr., Ms. Mary Hendricksen III. Public Hearing A. Certificate of Appropriateness 1077 Riverside Dr. - RD There was a review of a C. of A. that had been approved in December. A request for variance was made by the contractor David Bowyer, developer for Peacock and Company, representing the owner. The contractor wished to install two window units flanking the chimney which were smaller than the approved sashes. Specifically, the width of the sashes were 5" less and that brought the radius of the quarter rounds down to 13" also, the radius was 5" shorter. According to Mr. Pastor that was less area than the existing windows. Basically, a variation of what was formally approved. Mr. Oxian asked how could the purpose of the project, which was to increase ventilation, natural light and river view, be justified if the window was being made smaller? Mr. Bowyer replied that the confusion arose due to the way the windows had been sized. The glass size and sash size had been getting intermixed. The windows drawn on the original proposal, which had been rejected, were ones using a twenty-four inch sash size, they were too large. They crowded the molding too much. Therefore, in keeping with what was already approved, an 18" quarter round window was ordered by Mr. Bowyer which was an 18" sash with a 13" glass. The actual sash size on that window was about 20" and resulted in the window no longer square but instead slightly rectangular. Approval had been given for a square window which was not available in that small of a size. However, a quarter round 13" x 13" glass size was available. Would it be acceptable to the commission? Mr. Oxian saw no objection with this as long as there was the same amount of glass as had been originally approved. Mr. Bide stated that due to Mr. Bowyer's error in presenting for approval a window which was not available the compelling reason to install the windows, that being to get more light in,'did not seem important any longer. Mr. Bowyer responded that the window that was approved was actually smaller then the one being presented. Mrs. Petrass asked if the sash was narrower and did it match the existing ones. Mr. Bowyer responded that the sash was narrower because the existing one was to large. Therefore, the window was down—sized which was acceptable to the commission. The actual size of the unit was 17 9/16" the size of the casement was also 17 9/16". Hence, an 18" window which was 17 9/16" wide, 23 1/8" tall resulted. The existing quarter round window had an 18" glass size. The benefits to the home owner were as follows: increased glass size or light, added ventilation, replacement of single pane glass with tempered safety glass in the lower units. Mr. Pastor asked if the window approved two months ago, an 18" radius quarter round with a casement underneath of 18" square, included the wood surround. Mr. Bowyer responded that it did. Mr. Oxian suggested that if there were no objections a motion should be made to accept the windows. Mr. Newburn so moved; Mr. Herendeen seconded. Motion approved. Mr. Bide abstained. IV. Regular Business A. Minutes - January 21, 1991 Mr. Oxian referred to 7. under Personnel, first line, and requested that it read the staff and the President. Mr. Oxian also requested that the second paragraph, fourth line, read the President and the Director rather than simply the Director. Mrs. Petrass requested that an address be put on the C. of A. in IV. d. 1. Mr. Newburn moved that the minutes be approved as amended; Mrs. Dennen seconded. Motion approved. B. Treasurer's Report - Mrs. Dixon reported that the staff had been paid that month after the end of the year delay. Because of the way the Auditor's Office vendor system works the last check received by the staff was on December 18, 1990 on which the first half of December was estimated. Another paycheck was not received until January 15th because purchase orders could not submitted until after the first of the year. Therefore, the staff was not paid for the end of December until the end of January. This is due to the fact that the staff is not on the County payroll or any, other payroll. Mrs. Dixon had made proposals to the Auditor's Office and the County Commissioner regarding the placement of the HPC staff on the payroll. She sent a letter to Mr. Lentz in December however, a response to it has not been received. Therefore, another letter was sent in December. A letter was also sent to the County Commissioner on January 23, 1991 to which there had also been no response. Mr. Newburn suggested that a letter be sent to the County Council, specifically, to Phil Barkley. Mrs. Dixon said she would be willing to do all the required paperwork for the Auditor's Office. Mr. Oxian stated that it would not cost the County anything. Mrs. Dixon added that all the money would be reimbursed except for what they had already allotted to the budget, which were matching funds. Mr. Oxian suggested following up on the letter by calling Mr. Lentz that week and scheduling a time to meet with him. Mrs. Dixon reiterated that if the staff were put on a payroll there would be an opportunity to receive insurance through the National Trust, and taxes 16 would automatically be withheld. She again offered to do all the payroll paperwork, expressing the belief that this might make the whole offer more appealing to the County Commissioners. Mr. Oxian suggested, as a necessary first step, a meeting with the County Commissioners. He said that if John Lantz continued his silence, a meeting with Beverly Crone should be set up. "She is the boss" he said. Mrs. Dixon then reported another incident in which the County Commissioners failed to respond to letters she had sent. In this case, the communication was merely an obligatory letter of support for the certified local government. She sent it October 31. Mr. Newburn suggested sending a copy of Mrs. Dixon's proposal to the County Human Services Committee. He mentioned that he was chairman of that committee. Mrs. Sporleder recommended sending a copy to the Council as well, so that they would "at least know what's going on." Mrs. Dixon agreed that this was a sensible course of action. Mrs. Sporleder mentioned that the periodic interruptions in the flow of paychecks also occurred in the Redevelopment department. Mrs. Dixon agreed that this was so but reiterated her point that the HPC staff were being unjustifiably classified as vendors rather than as County -City or HPC employees. A discussion of the vendor system followed. Mr. Herendeen said that it was probably used -as extensively as it is because it saves the county a lot'of work. Mrs. Sporleder disagreed, stating rather that the County didn't want to incur the extra expense of insurance, etc. She further noted that, according to Federal guidelines, anyone who was given hours and a place of employment was not a vendor, but an employee. The commission members generally agreed that the vendor system of payment should be abolished. The course of action to bring this about was then reiterated: for example, send letters to Mr. Barkley, the Human Services Committee, and the city attorneys. Mrs. Dixon agreed to do all this and to also follow the other recommendations stated above. Mr. Oxian said he would assist her in setting up a meeting with the County Commissioners. Mrs. Sporleder moved to approve the Treasurer's report; Mr. Eide seconded; motion carried. C. Correspondence Mrs. Dixon submitted the correspondence for review by the Commission. D. Committee Reports 1. Certificates of Appropriateness No Report 2. Budget & Finance a. 1991-1992 Grants Mrs. Dixon attended the State Review Board meeting where it was pointed out by Karen Kiemnec that there was a discrepancy in their application procedure. Letters of support from Certified Local Governments were required but were not asked for. Therefore, C.L.G.'s were put at a disadvantage since everything was worth points on their system, including the letters. As a result all the local government grants and other grants the possible points would effect were tabled until the April State Review Board meeting. In terms of grants the State Office would recommend that HPC be allotted $26,600.00 for survey grants and wanted the survey of the city completed by next year. The State Office would send a couple of staff people to review HPC surveying procedures and determine what changes could and could not be made for improvement. With regard to the C.L.G. grant the State Office recommended that HPC not be funded. Thus, HPC will receive only one grant. Mr. Eide asked why HPC was not getting the C.L.G. grant. Mrs. Dixon responded that it was because the State Office wanted HPC to focus its efforts toward the survey grant and get the survey finished and also because the grant was for C.L.G. activities including a conference and setting up a computer system etc. Mrs. Dixon pointed out that most of the work HPC would be doing under the C.L.G. grant were things HPC should be doing anyway as a C.L.G. Mrs. Sporleder asked what C.L.G.s got money for. Surveys, brick and mortar projects, public education and promotional activities responded Mrs. Dixon. However, these where not the main thrusts of the commission's grant application. Mrs. Dixon also reported that there were many more grant applicants this year because of the increase in C.L.G.'s and 15% of funds go to C.L.G.'s. For the sake of new commission members Mrs. Sporleder asked Mrs. Dixon to review what C.L.G. status means. Thus, Mrs. Dixon explained the benefits and duties of C.L.G. status and would provide the commission with further information. Mrs. Sporleder moved to acknowledge receipt of the revised budgetary estimate report for 1991-1992; Mrs. Petrass seconded; motion approved. 3. Legal Mr. Oxian reported that Deputy City Attorney, Aladean DeRose would not be attending the February and March meetings because she was teaching a continuing education class. 4. Historic District No report. 5. Historic Landmarks a. 1028 E. Wayne Street Mr. Oxian further reported that according to Mrs. DeRose a letter was sent to Family and Children's Center by the Department of Code Enforcement on February 12, 1991. Copies of the letter were sent to Sandra Boyd, Assistant City Attorney for code enforcement, Aladean DeRose, Deputy City Attorney, and John Oxian, President of HPC. Mrs. Dennen questioned why the letter was sent to 1028 E. Wayne Street since the only ones there were the kids and supervisory staff which frequently changed. She suggested that it would be wiser for the letter to be sent directly to the Family and Children's Center. Mr. Herendeen recommended that Mrs. Dixon call the attorney and inform her that the letter had been misaddressed, and have them follow up on its receipt. Mrs. Dennen informed the commission that the property was being used as a halfway house for boys. Five or six boys were presently living there. Mrs. Sporleder asked what having a halfway house did to the neighborhood. Mrs. Dennen replied that a neighbor voiced his concern regarding some problems created by the property occupants. Mr. Oxian suggested that Mrs. DeRose be notified about the letter being misaddressed, and she in turn could contact Sandra Boyd. Mr. Oxian requested an update from Code Enforcement on the status of the Potpourri case. Over a year had transpired and he felt there were violations of HPC standards. Therefore, Mr. Oxian recommended that Mrs. Dennen inspect the property. If she found any violations of standards, including maintenance, she should write a letter, have it signed by the commission and then send it to Code Enforcement making another request for action to be taken. Mr. Oxian pointed out that accomplishing 6. 7. something concerning the Potpourri house would be good PR since he has received numerous complaints regarding the property. Mr. Oxian again suggested that Mrs. Dennen write a letter and thus go through the City and legal action instead of through Code Enforcement. Mr. Oxian recommended that the term maintenance be specifically defined and that a standard be written. Mrs. Dixon added that most of Code Enforcement's rules and guidelines (other than obvious building code violations) are primarily health and safety hazards. Mr. Oxian informed they had the legal standards by which abide. the commission that authority to write the the owners had to Mr Herendeen asked where a copy of standards on maintenance could be obtained? Mr. Oxian responded that he had been unable to find any material specifically on maintenance. Mrs. Sporleder recommended that a copy of, Code Enforcement's description of maintenance be obtained and used as a basis for HPC's own standards. Mr. Oxian stated that with the new ordinance, if Code Enforcement refused to act on HPC request, HPC could go to the Building Department. If the Building Dept. would not act on it they would be asked to pass the request on to the City Attorney Office and the City Attorneys would then enforce HPC's standards. Public Relations & Community Education No report. Personnel a. Mrs. Dixon introduced the new secretary Gloria Gaytan. 8. Staff Reports a) Wednesday, February 20th Mrs. Dixon and Mr. Pastor would be attending the Quarterly Regional meeting in Fulton County at the Fulton County Historical Society. b) There were no comments concerning the Bi -monthly report. c) Mr. Pastor informed the commission that buying a telephoto lens and a new camera was under consideration. Total expenses would be about $300.00. Mrs. Dixon added that the expense would be covered by grant money and go though the State. However, copies of the bids would be presented to the commission. V. Old Business A) Mr. Pastor informed the commission that CBI Graphics was chosen to do the photo processing. Mrs. Dixon said that they seemed to be doing a good job. Mrs. Dixon reported that Mr. Pastor gave each processing lab 22 rolls of film and asked for contact prints. The prints returned by CBI graphics were of better overall quality. B) Mrs. Dixon reported that Katie Humphreys had called and said that she was working with someone from the city concerning the donation of a car. Mr. Oxian said that he and Mrs. Dixon had met with Ms. Humphreys to investigate the possibility of getting an automobile donated to HPC by the city. Mr. Oxian and Mrs. Dixon felt that it would be less expense for HPC to get a car donated than it would to pay mileage. Ms. Huphreys agreed to try and find a car for HPC. The cost of the car would be used toward the matching of the Federal Grant funds. HPC would be responsible for the purchasing of the plates, the insurance, and the gas, which would be purchased from the city pumps, since it is less expensive. Maintenance of the car would be handled by the City. Mr. Newburn asked why insurance coverage could not be provided through the City. Mrs. Dixon replied that it was because HPC was considered a County Organization. Mr. Oxian added the it was also because HPC was identified by the City as a vendor. Mr. Newburn volunteered to take the letter (concerning the HPC staff being .place on a payroll) and read it before his committee meeting. iMr. Bide asked how it would be possible for one car to replace two. There would be only one car for two people whereas now two are being used. Mr. Oxian responded that some of the grant money would be lost which would cut down on the staff. At the present time there was only one surveyor. Mrs. Dixon reminded the commission that the idea was still in the works. The City had not at that point agreed to go along with the request. Also, Mrs. Dixon had to present the idea to the State for their approval and formulate the financial details. Mr. Bide cautioned that it would not be good for the commission to spend money on the car and later find out that more money was needed for an additional car. Mrs. Dixon responded that they were trying to get the surveyors out, at least when the weather was good, in one car and doing the survey work in the same general vicinity. VI. New Business a). Mrs. Dixon distributed a copy of the Amendment of the Goals and the Objectives for 1991 to the commission members. Mrs. Dixon reported that most of the information on the Goals and Objectives for 1991 involved the current grants or the survey grants that would be received. Regarding the "Principle Staff Member" heading Mrs. Dixon clarified that all staff members worked on most of the projects. The heading simply intended to give an idea of who was heading the project. Mrs. Dixon mentioned that on the Amendment to Goals and Objectives trees and wooded areas included hedge rows. Mrs. Sporleder asked if the commission were to adopt the goals and objectives, how would they apply to the grants, and the kinds of monies that were allocated, and the kinds of things the grants were for. Mrs. Dixon stated that the goals and objectives that the grants did not cover were those written into the C.L.G. grant that HPC was not going to receive. However, those would be ongoing projects of the staff and the commission. Mrs. Sporleder asked how those projects would be funded. Mrs. Dixon responded that if she was working on a project it would be funded through the County from her salary. If Mr. Pastor was working on a project it would be funded through the grant that was funding his salary. If brochures needed to be created the money would come from the next grant or some of the County monies would have to be used. Mrs. Sporleder asked if any problems were encountered when grant money was used for purposes more particular to HPC instead of what the money was designated for. Mrs. Dixon stated that the money that funded Mr. Pastor presently and through the end of June was C.L.G. grant money. Time sheets required only a record of hours worked and not a detailed description of duties performed. It was a part of Mr. Pastor's job not only to manage the survey but also to be a C.L.G. assistant and if the money could not come from the C.L.G. grant it could be taken out of the C.D.B.G. grant from the City. Mr. Oxian asked if Mrs. Dixon could mention at the next State Review Board meeting that HPC would like to do a survey of the wooded areas in the County. Mrs. Dixon responded that it would not help. The State Review Board wanted the city survey completed. They had already allotted $100,000.00 towards the project and it was still not completed. The Federal Government was also pressuring the State to get the project done and questioning why it is still not completed. Mr. Oxian rephrased his request by asking Mrs. Dixon if she would convey to the State Review Board that HPC would like to survey the wooded areas in the county upon completion of the city survey. Mrs. Dixon responded that the State Review board was aware of that. She had previously discussed the matter the State board. Therefore any additional work, other than trying to establish guidelines and standards, would have to be placed on the next set of grants that were written. Mr. Oxian asked if the 1991 objectives were adopted would they necessarily help to inform the State Board about the commission's plans. Mrs. Dixon responded that the commissions goals and objectives did not matter to the State Board. However, they could continue to be worked on. Mrs. Sporleder moved -to accept the Goals and Objectives for 1991 and the Amendment to Goals and Objectives for 1991; Mrs. Petrass seconded. Motion approved. b). Mr. Oxian announced that if any member did not like their committee assignment let him know. Mr. Oxian further stated that the officers, president, vice-president, secretary, and treasurer, would sit on both the Executive and Personnel Committee. Mrs. Choitz would chair the District Committee, member would include Mr. Oxian, Mr. Eide. Mrs. Petrass and Mrs. nPnnPn, Mr. Oxian .----- would chair the Landmarks Committee, members would include Mr. Herendeen and Mrs. Dennen. Mr. Eide was taken off the Landmarks Committee because he was put on the Executive and Personnel Committee unless he wished to remain on the committee. Mr. Herendeen would chair the Budget and Finance Committee, which would also include Mr. Newburn and Mr. Oxian. The Legal and Legislative Committee would include Mrs. Petrass, Mrs. Welsheimer and Mr. Oxian, who would be chairman. Mrs. Sporleder would continue to chair the Public Relations Committee and would include Mrs. Petrass and Mrs. Choitz. Mr. Oxian suggested that once standards were set up, a Code Enforcement Committee should be created. Anyone interested in being a part of that committee should let him know. c). Mr. Oxian presented the Research Guidelines compiled by Fred Holycross and suggested that they be adopted by the commission. The guidelines would make survey cards more uniform. All historical research would follow the same procedures. Mr. Eide suggested that a copy of the guidelines be sent to all commission members for their review. Mrs. Dixon agreed to send each member a copy of the guidelines. It was agreed that discussion of the Research Guidelines would be put on the agenda for the next meeting. d). Mrs. Sporleder stated that there was a need to know how historical structures could be identified through the tax key numbers. Mr. Oxian replied that he had talked to Marianne Seach and she had suggested that HPC send her a list of properties they wanted to go through her office. A list of landmarks had been sent to Ms. Seach by Mrs. Dixon about a week before. Ms. Seach would determine if there was going to be a cost involved and what would be the most efficient way to proceed. Mr. Oxian would do a follow-up on the matter. Mrs. Sporleder stated that the key numbers of structures in the district should be flagged and eventually also the transfer of title so as to identify them as historic structures. VII. Hearing of Visitors No report. VIII. Announcements and Miscellaneous Matters Mrs. announced that Mr. Welsheimer was honored to be appointed to the commission and that he would be back in April. IX. Adjournment MINUTES Third Floor Conference Room County/City Building 7:30 p.m. --County Council Caucus Room (Room 411) February 18, 1991 I. Call to Order The meeting was called to order at 7:35 p.m. II. Roll Call Members Present: Mr. John Oxian, Mrs. Janeanne Petrass, Mr. Herb Herendeen, Mrs. Joann Sporleder, Mr. Odell Newburn, Mr. Jed Eide, Mrs. Jean Dennen, Mrs. Lori Dixon - Director, Mr. James Pastor - Survey Manager, Mrs. Gloria Gaytan - Secretary. Members Absent: Mrs. Martha Choitz, Mr. Bill Welsheimer, Ms. Aladean DeRose - City Attorney. Others Present: Mr..David Bowyer, Dwight King Jr., Ms. Mary Hendricksen III. Public Hearing A. Certificate of Appropriateness 1077 Riverside Dr. - RD There was a review of a C. of A. that had been approved in December. A request for variance was made by the contractor David Bowyer, developer for Peacock and Company, representing the owner. The contractor wished to install two window units flanking the chimney which were smaller than the approved sashes. Specifically, the width of the sashes were 5" less and that brought the radius of the quarter rounds down to 13" also, the radius was 5" shorter. According to Mr. Pastor that was less area than the existing windows. Basically, a variation of what was formally approved. Mr. Oxian asked how could the purpose of the project, which was to increase ventilation, natural light and river view, be justified if the window was being made smaller? Mr. Bowyer replied that the confusion arose due to the way the windows had been sized. The glass size and sash size had been getting intermixed. The windows drawn on the original proposal, which had been rejected, were ones using a twenty-four inch sash size, they were too large. They crowded the molding too much. Therefore, in keeping with what was already approved, an 18" quarter round window was ordered by Mr. Bowyer which was an 18" sash with a 13" glass. The actual sash size on that window was about 20" and resulted in the window no longer square but instead slightly rectangular. Approval had been given for a square window which was not available in that small of a size. However, a quarter round 13" x 13" glass size was available. Would it be acceptable to the commission? Mr. Oxian saw no objection with this as long as there was the same amount of glass as had been originally approved. Mr. Eide stated that due to Mr. Bowyer's error in presenting for approval a window which was not available the compelling reason to install the windows, that being to get more light in, did not seem important any longer. Mr. Bowyer responded that the window that was approved was actually smaller then the one being presented. Mrs. Petrass asked if the sash was narrower and did it match the existing ones. Mr. Bowyer responded that the sash was narrower because the existing one was to large. Therefore, the window was down -sized which was acceptable to the commission. The actual size of the unit was 17 9/16" the size of the casement was also 17 9/16". Hence, an 18" window which was 17 9/16" wide, 23 1/8" tall resulted. The existing quarter round window had an 18" glass size. The benefits to the home owner were as follows: increased glass size or light, added ventilation, replacement of single pane glass with tempered safety glass in the lower units. Mr. Pastor asked if the window approved two months ago, an 18" radius quarter round with a casement underneath of 18" square, included the wood surround. Mr. Bowyer responded that it did. Mr. Oxian suggested that if there were no objections a motion should be made to accept the windows. Mr. Newburn so moved; Mr. Herendeen seconded. Motion approved. Mr. Eide abstained. IV. Regular Business A. Minutes - January 21, 1991 Mr. Oxian referred to 7. under Personnel, first line, and requested that it read the staff and the President. Mr. Oxian also requested that the second paragraph, fourth line, read the President and the Director rather than simply the Director. Mrs. Petrass requested that an address be put on the C. of A.' in IV. d. 1. Mr. Newburn moved that the minutes be approved as amended; Mrs. Dennen seconded. Motion approved. B. Treasurer's Report - Mrs. Dixon reported that the staff had been paid that month after the end of the year delay. Because of the way the Auditor's Office vendor system works the last check received by the staff was on December 18, 1990 on which the first half of December was estimated. Another paycheck was not received until January 15th because purchase orders could not submitted until after the first .of the year. Therefore, the staff was not paid for the end of December until the end of January. This is due to the fact that the staff is not on the County payroll or any other payroll. Mrs. Dixon had made proposals to the Auditor's Office and the County Commissioner regarding the placement of the NPC staff on the payroll. She sent a letter to Mr. Lentz in December however, a response -to it has not been received. Therefore, another letter was sent in December. A letter was also sent to the County Commissioner on January 23, 1991 to which there had also been no response. Mr. Newburn suggested that a letter be sent to the County Council, specifically, to Phil Barkley. Mrs. Dixon said she would be willing to do all the required paperwork for the Auditor's Office. Mr. Oxian stated that it would not cost the County anything. Mrs. Dixon added that all the money would be reimbursed except for what they had already allotted to the budget, which were matching funds. Mr. Oxian suggested following up on the letter by calling Mr. Lentz that week and scheduling a time to meet with him. Mrs. Dixon reiterated that if the staff were put on a payroll there would be an opportunity to receive insurance through the National Trust, and taxes would automatically be withheld. She again offered to do all the payroll paperwork, expressing the belief that this might make the whole offer more appealing to the County Commissioners. Mr. Oxian suggested, as a necessary first step, a meeting with the County Commissioners. He said that if John Lantz continued his silence, a meeting with Beverly Crone should be set up. "She is the boss" he said. Mrs. Dixon then reported another incident in which the County Commissioners failed to respond to letters she had sent. In this case, the communication was merely an obligatory letter of support for the certified local government. She sent it October 31. Mr. Newburn suggested sending a copy of Mrs. Dixon's proposal to the County Human Services Committee. He mentioned that he was chairman of that committee. Mrs. Sporleder recommended sending a copy to the Council as well, so that they would "at least know what's going on." Mrs. Dixon agreed that this was a sensible course of action. Mrs. Sporleder mentioned that the periodic interruptions in the flow of paychecks also occurred in the Redevelopment department. Mrs. Dixon agreed that this was so but reiterated her point that the HPC staff were being unjustifiably classified as vendors rather than as County -City or HPC employees. A discussion of the vendor system followed. Mr. Herendeen said that it was probably used as extensively as it is because it saves the county a lot of work. Mrs. Sporleder disagreed, stating rather that the County didn't want to incur the extra expense of insurance, etc. She further noted that, according to Federal guidelines, anyone who was given hours and a place of employment was not a vendor, but an employee. The commission members generally agreed that the vendor system of payment should be abolished. The course of action to bring this about was then reiterated. for example, send letters to Mr. Barkley, the Human Services Committee, and the city attorneys. Mrs. Dixon agreed to do all this and to also follow the other recommendations stated above. Mr. Oxian said he would assist her in setting up a meeting with the County Commissioners. Mrs. Sporleder moved to approve the Treasurer's report; Mr. Eide seconded; motion carried. C. Correspondence Mrs. Dixon submitted the correspondence for review by the Commission. D. Committee Reports 1. Certificates of Appropriateness, No Report 2. Budget & Finance a. 1991-1992 Grants Mrs. Dixon attended the State Review Board meeting where it was pointed out by Karen Kiemnec that there was a discrepancy in their application procedure. Letters of support from. Certified Local Governments were required but -were not asked for.- Therefore.- -- - - -- --- -- - - C.L.G.'s were put at a disadvantage since everything was worth points on their system, including the letters. As a result all the local government grants and other grants the possible points would effect were tabled until the April State Review Board meeting. In terms of grants the State Office would recommend that HPC be allotted $26,600.00 for survey grants and wanted the survey of the city completed by next year. The State Office would send a couple of staff people to review HPC surveying procedures and determine what changes could and could not be made for improvement. With regard to the C.L.G. grant the State Office recommended that HPC not be funded. Thus, HPC will receive only one grant. Mr. Eide asked why HPG was not getting the C.L.G. grant. Mrs. Dixon responded that it was because the State Office wanted HPC to focus its efforts toward the survey grant and get the survey finished and also because the grant was for C.L.G. activities including a conference and setting up a computer system etc. Mrs. Dixon pointed out that most of the work HPC would be doing under the C.L.G. grant were things HPC should be doing anyway as a C.L.G. Mrs. Sporleder asked what C.L.G.s got money for. Surveys, brick and mortar projects, public education and promotional activities responded Mrs. Dixon. However, these where not the main thrusts of the commission's grant application. Mrs. Dixon also reported that there were many more grant applicants this year because of the increase in C.L.G.'s and 150 of funds go to C.L.G.'s. For the sake of new commission members Mrs. Sporleder asked Mrs. Dixon to review what C.L.G. status means. Thus, Mrs. Dixon explained the benefits and duties of C.L.G. status and would provide the commission with further information. Mrs. Sporleder moved to acknowledge receipt of the revised budgetary estimate report for 1991-1992; Mrs. Petrass seconded; motion approved. 3. Legal Mr. Oxian reported that Deputy City Attorney, Aladean DeRose would not be attending the February and March meetings because she was teaching a continuing education class. 4. Historic District No report. 5. Historic Landmarks a. 1028 E. Wayne Street Mr. Oxian further reported that according to Mrs. DeRose a letter was sent to Family and Children's Center by the Department of Code Enforcement on February 12, 1991. Copies of the letter were sent to Sandra Boyd, Assistant City Attorney for code enforcement, Aladean DeRose, Deputy City Attorney, and John Oxian, President of HPC. Mrs. Dennen questioned why the letter was sent to 1028 E. Wayne Street since the only ones there were the kids and supervisory staff which frequently changed. She suggested that it would be wiser for the letter to be sent directly to the Family and Children's Center. Mr. Herendeen recommended that Mrs. Dixon call the attorney and inform her that the letter had been misaddressed, and have them follow up on its receipt. Mrs. Dennen informed the commission that the property was being used as a halfway house for boys. Five or six boys were presently living there. Mrs. Sporleder asked what having a halfway house did to the neighborhood. Mrs. Dennen replied that a neighbor voiced his concern regarding some problems created by the property occupants. Mr. Oxian suggested that Mrs. DeRose be notified about the letter being misaddressed, and she in turn could contact Sandra Boyd. Mr. Oxian requested an update from Code Enforcement on the status of the Potpourri case. Over a year had transpired and he felt there were violations of HPG standards. Therefore, Mr. Oxian recommended that Mrs. Dixon inspect the property. If she found any violations of standards, including maintenance, she should write a letter, have it signed by the commission and then send it to Code Enforcement making another request for action to be taken. Mr. Oxian pointed out that accomplishing something concerning the Potpourri house would be good PR since he has received numerous complaints regarding the - property. Mr. Oxian again suggested that Mrs. Dixon write a letter and thus go through the City and legal action instead of through Code Enforcement. Mr. Oxian recommended that the term maintenance be specifically defined and that a standard be written. Mrs. Dixon added that most of Code Enforcement's rules and guidelines (other than obvious building code violations) are primarily health and safety hazards. Mr. Oxian informed the commission that they had the legal authority to write the standards by which the owners had to abide. Mr Herendeen asked where a copy of standards on maintenance could be obtained? Mr. Oxian responded that he had been unable to find any material specifically on maintenance. Mrs. Sporleder recommended that a copy of Code Enforcement's description of maintenance be obtained and used as a basis for HPC's own standards. Mr. Oxian stated that with the new ordinance, if Code Enforcement refused to act on HPC request, HPC could go to the Building Department. If the Building Dept. would not act on it they would be asked to pass the request on to the City Attorney Office and the City Attorneys would then enforce HPC's standards. 6. Public Relations & Community Education No report. 7. Personnel a. Mrs. Dixon introduced the new secretary Gloria Gaytan. 8. Staff Reports a) Wednesday, February 20th Mrs. Dixon and Mr. Pastor would be attending the Quarterly Regional meeting in Fulton County at the Fulton County Historical Society. b) There were no comments concerning the Bi -monthly report. c) Mr. Pastor informed the commission that buying a telephoto lens and a new camera was under consideration. Total expenses would be about $300.00. Mrs. Dixon added that the expense would be covered by grant money and go though the State. However, copies of the bids would be presented to the commission. V. Old Business A) Mr. Pastor informed the commission that CBI Graphics was chosen to do the photo processing. Mrs. Dixon said that they seemed to be doing a good job. Mrs. Dixon reported that Mr. Pastor gave each processing lab 22 rolls of film and asked for contact prints. The prints returned by CBI graphics were of better overall quality. B) Mrs. Dixon reported that Katie Humphreys had called and said that she was working with someone from the city concerning the donation of a car. Mr. Oxian said that he and Mrs. Dixon had met with Ms. Humphreys to investigate the possibility of getting an automobile donated to HPC by the city. Mr. Oxian and Mrs. Dixon felt that it would be less expense for MPC to get a car donated than it would to pay mileage. Ms. Huphreys agreed to try and find a car for HPC. The cost of the car would be used toward the matching of the Federal Grant funds. HPC would be responsible for the purchasing of the plates, the insurance, and the gas, which would be purchased from the city pumps, since it is less expensive. Maintenance of the car would be handled by the City. Mr. Newburn asked why insurance coverage could not be provided through the City. Mrs. Dixon replied that it was because MPC was considered a County Organization. Mr. Oxian added the it was also because MPC was identified by the City as a vendor. Vi. Mr. Newburn volunteered to take the letter (concerning the HPC staff being place on a payroll) and read it before his committee meeting. [Mr. Oxian made mention that this paragraph was out of context however, it was inserted where it was actually spoken.] Mr. Eide asked how it would be possible for one car to replace two. There would be only one car for two people whereas now two are being used. Mr. Oxian responded that some of the grant money would be lost which would cut down on the staff. At the present time there was only one surveyor. Mrs. Dixon reminded the commission that the idea was still in the works. The City had not at that point agreed to go along with the request. Also, Mrs. Dixon had to present the idea to the State for their approval and formulate the financial details. Mr. Eide cautioned that it would not be good for the commission to spend money on the car and later find out that more money was needed for an additional car. Mrs. Dixon responded that they were trying to get the surveyors out, at least when the weather was good, in one car and doing the survey work in the same general vicinity. New Business a). Mrs. Dixon distributed a copy of the Amendment of the Goals and the Objectives for 1991 submitted by Mr. Oxian to the commission members. Mrs. Dixon reported that most of the information on the Goals and Objectives for 1991 involved the current grants or the survey grants that would be received. Regarding the "Principle Staff Member" heading Mrs. Dixon clarified that all staff members worked on most of the projects. The heading simply intended to give an idea of who was heading the project. Mrs. Dixon mentioned and Objectives trees hedge rows. Mrs. Sporleder asked adopt the goals and apply to the grants, that on the Amendment to Goals and wooded areas included if the commission were to objectives, how would they and the kinds of monies that 6 were allocated, and the kinds of things the grants were for. Mrs. Dixon stated that the goals and objectives that the grants did not cover were those written into the C.L.G. grant that HPC was not going to receive. However, those would be ongoing projects of the staff and the commission. Mrs. Sporleder asked how those projects would be funded. Mrs. Dixon responded that if she was working on a project it would be funded through the County from her salary. If Mr. Pastor was working on a project it would be funded through the grant that was funding his salary. If brochures needed to be created the money would come from the next grant or some of the County monies would have to be used. Mrs. Sporleder asked if any problems were encountered when grant money was used for purposes more particular to HPC instead of what the money was designated for. Mrs. Dixon stated that the money that funded Mr. Pastor presently and through the end of June was C.L.G. grant money. Time sheets required only a record of hours worked and not a detailed description of duties performed. It was a part of Mr. Pastor's job not only to manage the survey but also to be a C.L.G. assistant and if the money could not come from the C.L.G. grant it could be taken out of the C.D.B.G. grant from the City. Mr. Oxian asked if Mrs. Dixon could mention at the next State Review Board meeting that HPC would like to do a survey of the wooded areas in the County. Mrs. Dixon responded that it would not help. The State Review Board wanted the city survey completed. They had already allotted $100,000.00 towards the project and it was still not completed. The Federal Government was also pressuring the State to get the project done and questioning why it is still not completed. Mr. Oxian rephrased his request by asking Mrs. Dixon if she would convey to the State Review Board that HPC would like to survey the wooded areas in the county upon completion of the city survey. Mrs. Dixon responded that the State Review board was aware of that. She had previously discussed the matter the State board. Therefore any additional work, other than trying to establish guidelines and standards, would have to be placed on the next set of grants that were written. Mr. Oxian asked if the 1991 objectives were adopted would they necessarily help to inform the State Board about the commission's plans. Mrs. Dixon responded that the commissions goals and objectives did not matter to the State Board. However, they could continue to be worked on. Mrs. Sporleder moved to accept the Goals and Objectives for 1991 and the Amendment to Goals and Objectives for 1991; Mrs. Petrass seconded. Motion approved. b). Mr. Oxian announced that if any member did not like their committee assignment let him know. Mr. Oxian further stated that the officers, president, vice-president, secretary, and treasurer, would sit on both the Executive and Personnel Committee. Mrs. Choitz would chair the District Committee, member would include Mr. Oxian, Mr. Eide, Mrs. Petrass and Mrs. Dennen. Mr. Oxian would chair the Landmarks Committee, members would include Mr. Herendeen and Mrs. Dennen. Mr. Eide was taken off the Landmarks Committee because he was put on the Executive and Personnel Committee unless he wished to remain on the committee. Mr. Herendeen would chair the Budget and Finance Committee, which would also include Mr. Newburn and Mr. Oxian. The Legal and Legislative Committee would include Mrs. Petrass, Mrs. Welsheimer and Mr. Oxian, who would be chairman. Mrs. Sporleder would continue to chair the Public Relations Committee and would include Mrs. Petrass and Mrs. Choitz. Mr. Oxian suggested that once standards were set up, a Code Enforcement Committee should be created. Anyone interested in being a part of that committee should let him know. c). Mr. Oxian presented the Research Guidelines compiled by Fred Holycross and suggested that they be adopted by the commission. The guidelines would make survey cards more uniform. All historical research would follow the same procedures. Mr. Eide suggested that a copy of the guidelines be sent to all commission members for their review. Mrs. Dixon agreed to send each member a copy of the • guidelines. It was agreed that discussion of the Research Guidelines would be put on the agenda for the next meeting. d). Mrs. Sporleder stated that there was a need to know how historical structures could be identified through the tax key numbers. Mr. Oxian replied that he had talked to Marianne Seach and she had suggested that HPC send her a list of properties they wanted to go through her office. A list of landmarks had been sent to Ms. Seach by Mrs. Dixon about a week before. Ms. Seach would determine if there was going to be a cost involved and what would be the most efficient way to proceed. Mr. Oxian would do a follow-up on the matter. Mrs. Sporleder stated that the key numbers of structures in the district should be flagged and eventually also the transfer of title so as to identify them as historic structures. VII. Hearing of Visitors No report. VIII. Announcements and Miscellaneous Matters Mrs. announced that Mr. Welsheimer was honored to be appointed to the commission and that he would be back in April. IX. Adjournment F7 Personnel John Oxian Jed Eide Jean Dennen Odell Newburn Budget Herb Herendeen Odell Newburn John Oxian Committee Assignments 1991 Historic Districts Martha Choitz John Oxian Jed Eide Jean Dennen Janeanne Petrass Legal/Legislative John Oxian Janeanne Petrass Bill Welsheimer Landmarks John Oxian Herb Herendeen Jean Dennen Public Relations Joann Sporleder Martha Choitz