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2002-07-11 Historic Preservation Commission MinutesHISTORIC PRESERVATION COMMITTEE MINUTES July 11, 2002 1. CALL TO ORDER AND ROLL CALL The meeting of the Edmonds Historical Preservation Commission was called to order at 3:30 p.m. in the 3rd Floor Fourtner Room of City Hall, 121 — 51 Avenue North. PRESENT ABSENT STAFF PRESENT Stephen Waite Rob Chave, Planning Division Manager Darrell Marmion Star Campbell, Assistant Planner Chuck LeWarne Barbara Kindness Michael Plunkett Gregg Arnold Ed Baker 2. READING/APPROVAL OF MINUTES The Commission discussed the motion on Page 5 of the minutes. Commissioner Kindness said she did not think the motion was ever seconded. She recalled that the Commission discussed the motion for a while, and then Commissioner LeWarne expressed his opinion that it was premature to form subcommittees. The Commission concluded that the motion was seconded, but the Chair never called for the question. They also clarified that the last subcommittee identified in the motion was "incentives." The Commissioners made several other corrections to the minutes. They discussed whether or not it would be appropriate to identify members of the audience in the "roll call" section of the minutes, even if they do not provide comments during the meeting. The Commission agreed that guests in attendance at each meeting should not be specifically noted as present. If they provide comments during the meeting, their name would appear as part of the record. COMMISSIONER LEWARNE MOVED TO ADOPT THE MINUTES OF JUNE 13, 2002 AS AMENDED. COMMISSIONER KINDNESS SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. 3. ANNOUNCEMENT OF AGENDA The Commission agreed to place Item 7a after Item 7c. No changes were made to the remainder of the agenda. At the request of the Commission, Mr. Chave explained that Item 8 (Administrative Reports) has been included on the agenda to allow staff to report on administrative issues that are pertinent to the Commission. 4. REQUESTS FROM THE AUDIENCE There was no one in the audience who desired to address the Commission during this portion of the meeting. 5. PUBLIC HEARINGS There were no public hearings scheduled on the agenda. 6. UNFINISHED BUSINESS There was no unfinished business scheduled on the agenda. 7. NEW BUSINESS a. Roles of the Commission and Timeline and Process for AccomDlishine Commission Goals Chair Marmion recalled that at the first meeting the Commissioners attempted to clearly define all of the tasks they wanted to accomplish. He said the document before the Commission provides a timeline listing and prioritizing all of the tasks identified in Chapter 10 of the ordinance. Each of the tasks were categorized into groups. He asked that the Commission briefly review this document and provide their comments. He noted that the categories "historic resources" and "historic places" have two very distinct meanings in the ordinance. Historic resources are items listed in the inventory that may be worthy of being designated on the register, but they have not been placed on the register yet. He also pointed out that the categories "historic places" and "special valuation" would require formalized Commission procedures. Commissioner Kindness recalled that at the last meeting, the Commissioners discussed whether or not they should request funding from the City Council. Perhaps this issue could be discussed later when they have a better idea of the other available funding sources. Commissioner LeWarne said that obtaining Certified Local Government (CLG) status is one of the more significant tasks before the Commission. Chair Marmion said he identified this as a task for the incentives committee because the CLG status is tied to the special valuation issue. Commissioner LeWarne said it is important that the Commission obtain CLG status for the City. Commissioner Waite pointed out that by becoming a CLG, the City would be eligible for urban funds to do a professional inventory. Chair Marmion agreed that it is important to pursue the CLG status, but he pointed out that while Port Townsend never obtained CLG status, they have a very active historical preservation commission. He concluded that this status is not essential. Commissioner LeWarne agreed, but recalled that representatives from Port Townsend indicated to the Historic Preservation Advisory Committee that they feel it is worthwhile to obtain CLG status, and they are continuing to work toward that goal. Commissioner Arnold suggested that Chair Marmion walk the Commission through the list of tasks. Chair Marmion suggested that as he reviews each task, the Commission should consider whether the task should be done by a subcommittee or as a collective Commission. Chair Marmion said the first group is "Initial Set Up." The first task is to set up rules and procedures and determine what other officers are required in addition to the chair. The second task in this group is to prepare a report to the Council on potential funding. This involves a review of the various money sources available for this effort. The third task in this group is the creation of a definition for the term "historic districts." Chair Marmion said the next group is "Historic Resources," which is the identification of properties that have historic significance but have not been put on the register. The first task is to conduct and maintain a comprehensive inventory of the historic resources. The second is to provide for the review of applications for approval permits or similar documents pertaining to identified historic resources or adjacent properties (Title 10.90.040.E). As an example of a permit application that could trigger some aspect of historic preservation, Mr. Chave explained that one of the questions on a checklist for SEPA review is related to impact on historic properties. If a proposed project would be near a historic property, the applicant would Historic Preservation Commission Minutes July 11, 2002 Page 2 be required to make note of this and identify any impacts the proposed project would have. Typically, the Commission would only consider the historic resources, themselves, and would not participate in an adjacent property review unless the staff seeks advise from the Commission regarding a significant issue as part of the staff review. Chair Marmion said last task identified in the "Historic Resources" group is to review and comment to the City Council on land use matters as they relate to historic resources in the City. This is similar to the task previously discussed. Chair Marmion referred the Commission to the group titled, "Historic Places," which involves property that is on the Historic Register. The tasks in this group include: initiate and maintain the register of historic places; review nominations to the register; review proposals to construct, change, alter, modify, remodel, demolish or significantly effect properties or districts on the register; and review nominations to the State and National Registers. Chair Marmion said the next group includes tasks that are related to communication, awareness and education. The tasks in this group include: participating in, promoting and conducting public information and educational interpretive programs pertaining to historic resources; providing information to the public on methods of maintaining and rehabilitating historic properties; officially recognizing excellence in the rehabilitation of historic resources and for new construction in historic areas; establishing a liaison support communication in cooperation with other government entities to encourage historic preservation; and advising the City Council and Mayor, generally, on matters of Edmonds' history and historic preservation. Chair Marmion advised that the last group is "Incentives." This includes a review of the special valuation option, formation of the Certified Local Government (CLG), and the generation of new ideas for incentives. Next, the Commissioners agreed to prioritize each of the tasks identified into three priority categories. The first category (Level A) would include those tasks that should be completed immediately. The second category (Level B) would include those tasks that should be done soon, but are not urgent. The final category (Level C) would include tasks that are not necessarily low priority, but require that other tasks be done first. The Commissioners agreed that setting up rules and procedures and determining what other officers are required should be a high priority task (Level A). Investigating potential funding sources should be a Level B). They noted that although the Commission should begin to review the potential funding options soon, they would not be ready to provide a report to the Council for quite some time. Next, the Commissioners agreed that the establishment of historic districts should be a lower priority item (Level C) because there are many other tasks that need to be completed first. They must first work to establish the Commission and prove themselves to the City Council and Community before they start working on defmitions for historic districts. The Commissioners discussed the need for further education about historic districts before they present the concept to the public. Commissioner LeWarne agreed, in essence, that the Commission should wait for a while before presenting the concept of historic districts to the public. However, he said he suspects there may be some citizens who feel that historic districts should be established soon. The Commissioners agreed that conducting and maintaining a comprehensive inventory of historic resources should be a Level B priority. The task of providing for the review of all applications for approval of permits or similar documents pertaining to identified historic resources or adjacent properties was identified as a Level C priority. The task of reviewing and reporting to the City Council regarding land use matters as they relate to historic resources in the City was also identified as a Level C priority because additional tasks and further education are necessary before starting these tasks. Commissioner Waite requested further clarification from staff regarding land use matters. Mr. Chave replied that the Historic Preservation Commission has the ability to provide input on any land use issues the City is considering, such as Comprehensive Plan updates. The Commissioners could suggest changes to the plan or issues that should be considered. This is not something that needs to be done by the Commission immediately, but they should keep this ability in mind. Also, the City staff might ask for input and advise regarding historic resource issues. The Commissioners discussed that all of the tasks identified in the "Historic Places" group are month -to -month maintenance items. Because these tasks cannot be done until other tasks are completed, the Commission identified them as Level C priority. Historic Preservation Commission Minutes July 11, 2002 Page 3 The next task the Commissioners discussed was that of participating in, promoting and conducting public information and educational interpretive programs pertaining to historic resources. The Commission agreed that this should be a Level A priority so that a subcommittee could be assigned to start concentrating on efforts to increase public awareness. They also agreed that the tasks of providing information to the public on methods of maintaining and rehabilitating historic properties and officially recognizing excellence in the rehabilitation of historic resources and for new construction in historic areas should be Level B priorities. They agreed that establishing liaison support communication in cooperation with other government entities to encourage historic preservation and advising the City Council and Mayor on matters of Edmonds history and historic preservation are tasks that need to be actively pursued by a subcommittee. The Commissioners agreed that application for Certified Local Government status should be a high priority. They agreed that the CLG task fits in with the tasks identified as "Initial Set -Up." Incentives would be an entirely separate category. They agreed that all of the tasks identified in the "Incentive" group would be Level B priorities, although they concurred that the subcommittee should begin working on the tasks as soon as possible. They agreed that the special valuation task should be identified as Level C because other tasks need to be completed first. Chair Marmion summarized that while the Commission did not establish a timeline for all of the tasks, they did identify the priorities. They all agreed that the first two tasks should be to establish Commission by-laws and rules of conduct and to submit an application for Certified Local Government Status. b. Formation of Subcommittees The Commissioners agreed that the following subcommittees should be formed: Administrative Subcommittee, Communications Subcommittee, Incentives Subcommittee and Inventory/Historic Register Subcommittee. They pointed out that the Administrative and Inventory Subcommittees would have to work together on the application for CLG status. Commissioner LeWarne said that in order to apply for CLG status the Commission has to show that they are actively surveying their historic properties. He referred to a letter from Megan Kelley stating that if future Commissioners could generate a couple of inventory forms, it would be satisfactory for CLG application. The initial application only requires that the Commission demonstrate that they have done some survey work, which is different than a professional inventory. They agreed that Chair Marmion has already done this survey work. It can be prepared quite quickly and forwarded with an application. The Commissioners concurred that the Administrative Subcommittee's first job should be to make sure that the proper forms for CLG application are completed and submitted to the State. The following subcommittees were formed: • Administrative Subcommittee: Councilmember Plunkett and Commissioner LeWarne • Communications Subcommittee: Commissioner Kindness and Chair Marmion • Inventory/Historic Register Subcommittee: Commissioner Baker and Chair Marmion • Incentives Subcommittee: Commissioner Waite and Commissioner Arnold C. Commission By -Laws and Rules of Conduct Chair Marmion referred the Commission to the information provided by Ms. Campbell identifying typical by-laws and procedures for similar committees. The Commissioners agreed that the by-laws should address things that are not in the ordinance such as meeting location, dates and times, process for deliberations and voting, and absence of members. The Commission discussed the issue of conflict of interest. Councilmember Plunkett said the City has procedures that cover the Appearance of Fairness Doctrine and Conflict of Interest. The City Attorney should have provided this document to each of the Commissioners. He explained that there are quasi-judicial rules the Commission must follow in addition to the Appearance of Fairness and Conflict of Interest rules. The Commission requested that staff obtain a copy of the documents written by the City Attorney regarding Historic Preservation Commission Minutes July 11, 2002 Page 4 quasi-judicial hearings, Appearance of Fairness Doctrine and Conflict of Interest. Councilmember Plunkett emphasized that these rules apply to any official City committee. The Commissioners concluded that the information provided in Longview's Rules and Procedures contains the pertinent information the Commission would like to have in their own by-laws. However, they preferred the format of the Kennewick Rules and Procedures. The Commissioners discussed whether or not a secretary should be appointed in addition to the Chair and Vice -Chair positions. They concurred that the only officers that are necessary for the Commission are the Chair and Vice -Chair. No secretary would be appointed. Staff would provide secretarial services, and the Chair would be the custodian of the records. The Commission made various changes to Longview's document to make it applicable to the Edmonds Historic Commission, deleting those items already covered in the ordinance. Commissioner Arnold kept track of the changes that were proposed by the Commission. The Administrative Subcommittee was charged with making the changes and presenting a document for the Commission's consideration at the next meeting. COMMISSIONER WAITE MOVED THAT THE OFFICIAL DOCUMENT SHOULD STATE THAT THE PERIOD OF TIME FOR THE MEETING WOULD BE FROM 3:30 TO 5:00 P.M. COMMISSIONER LeWARNE SECONDED THE MOTION. MOTION CARRIED 5-0, WITH COMMISSIONER ARNOLD ABSTAINING. d. Certified Local Government Requirements and Procedures Document This item was moved to the Administrative Subcommittee for further review and discussion. e. Creation of a Checklist of Steps for Working Toward Certified Local Government Status This item was moved to the Administrative Subcommittee for further review and discussion. f. Property Inventory Task This item was moved to the Inventory/Historic Register Subcommittee for further review and discussion. 8. ADMINISTRATIVE REPORTS a. Review of Extended Agenda Councilmember Plunkett advised that this item is scheduled on the agenda to allow the Commission to identify future agenda items. He suggested that as part of this agenda item, each subcommittee provide a brief report about their activities. b. Election of Vice -Chair COUNCILMEMBER PLUNKETT MOVED THAT COMMISSIONER ARNOLD BE ELECTED THE VICE -CHAIR OF THE COMMISSION. COMMISSIONER?? SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. C. Review of Financial Assistance Programs Commissioner Kindness reminded the Commission that she volunteered to pursue the financial assistance programs for the Commission. She reported that she will be receiving application forms from the National Preservation Loan Fund, the Preservation Services Fund, the ?? Fund, and the Cynthia Woods -Mitchell Fund for Historic Interiors. Some of these have Historic Preservation Commission Minutes July 11, 2002 Page 5 deadlines of next February, but the Preservation Services Fund has a deadline of October 1. She indicated that she would provide these materials to the Administrative Subcommittee when they arrive. Chair Marmion recalled that he was asked to pursue the motel/hotel tax potential. He suggested that this be assigned to the Administrative Subcommittee. The Commission asked staff to write a letter to Councilmember Petso inquiring as to how the Historic Preservation Commission could apply for funds from the Lodging Tax Advisory Committee. 9. HISTORIC PRESERVATION CHAIR COMMENTS Chair Marmion said that he enjoyed the meeting, and is excited about the issues they will be working on. 10. HISTORIC PRESERVATION MEMBER COMMENTS Commissioner Kindness said she wrote a very brief press release on the fact that the Commission held their first meeting, and that Darrell Marmion was elected as chair. The press release also indicates that the regular meetings are open to the public. She inquired if the press release should also announce that subcommittees were formed. The Commission answered affirmatively. Commissioner Kindness said the press release would be placed in THE EDMONDS PAPER and THE ENTERPRISE at no cost. 11. ADJOURNMENT There being no further business to address, the Commission adjourned at 5:25 p.m. .0 Historic Preservation Commission Minutes July 11, 2002 Page 6