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2003-04-10 Historic Preservation Commission MinutesHISTORIC PRESERVATION COMMISSION MINUTES April 10, 2003 1. CALL TO ORDER AND ROLL CALL The meeting of the Edmonds Historic Preservation Commission was called to order at 3:37 p.m. in the 3' Floor Fourtner Room of City Hall, 121 — 5t1i Avenue North. PRESENT ABSENT Darrell Marmion, Chair Ed Baker Stephen Waite Chuck LeWarne Gregg Arnold Michael Plunkett Barbara Kindness Commissioner Baker was excused from the meeting. 2. READING/APPROVAL OF MINUTES The March 20, 2003 minutes were not available for approval. 3. ANNOUNCEMENT OF AGENDA No changes were made to the announced agenda. 4. REQUESTS FROM THE AUDIENCE There was no one in the audience present. 5. DESIGNATION REVIEWS There were no designation reviews scheduled on the agenda. 6. DESIGN REVIEWS There were no design reviews scheduled on the agenda. STAFF PRESENT Rob Chave, Planning Division Manager 7. UNFINISHED BUSINESS Commissioner Kindness inquired if the Commission would be interested in communicating further with Pat Bergsman, the grant writer who made a presentation to the Commission in February. The Commission discussed the need to thank Ms. Bergsman for her presentation, as well as Jack Hall and Mike Wilcox from the Museum for hosting the last Commission Meeting. Commissioner Waite said that, at some point in time, the Commission could have cards made internally that could be signed by the Commission and sent to people they wish to thank. Perhaps the Communications Subcommittee could be responsible for this effort. Chair Marmion reported that as the Commission went through the preparations for the grant application for the survey, it became apparent that they would have to approach the City Council with a request to provide upfront money before the application was submitted in April. As a result, some of the Commissioners made a short presentation to the City Council on April 8, 2003. They announced the Commission's accomplishment of obtaining the Certified Local Government Status. They also advised that they would be asking the Planning Board to help with some potential revisions to the code in order to implement an incentives program. He said Commissioner Kindness reported regarding the activities of the Communications Subcommittee, and he provided an overview of the process that will be used to get properties added to the historic register. He concluded the presentation to the City Council with a request for approval to apply for a grant with the idea that the Council would be able to provide the upfront monies later if the grant is secured. 8. NEW BUSINESS a. Administrative Subcommittee Report Council Member Plunkett said that the Administrative Subcommittee's main project was the submission of the CLG Grant application, which is now in its final form. Mr. Chave clarified that the draft CLG Grant Application that is currently before the Commission is near to final, and it is due on April 11, 2003. He advised that the grant request is for $20,000, and the total cost of the project will be about $34,000. The $20,000 grant would, basically, pay for the consultant. Mr. Chave referred the Commission to the project summary that was provided. He said the project would include the preparation of an historic context narrative statement to describe the themed historic development pattern that influenced Edmonds' built environment. He said it is important to understand where buildings that are considered for nomination fit into the context of history in order to evaluate their importance and significance. Mr. Chave said the project would also include a survey of sites in the historic core of the City. This area was the easiest to identify because it probably has the highest concentration of potential sites and it is perhaps one of the areas that is most at risk because of redevelopment and infill activity. Mr. Chave said the third element of the project would be the development of a plan for prioritizing and conducting future survey work. Mr. Chave said the grant application lists the specific tasks, as well as start and completion dates. The project budget was also provided, which breaks down the federal dollars requested in the grant. The majority of the City's matching funds will involve the work of various people. However, he said the only person the City could justify using an hourly rate for this project would be Commissioner LeWarne, who could potentially be doing historical research. Although the other Commissioners have sound professional qualifications, their hourly rates would probably not be eligible in this particular project. The Commission's time would involve meetings and special discussions with consultants and was combined together as the "Historic Preservation Commissioners" category. Commissioner LeWame's time was combined with the "Edmonds -South Snohomish County Historical Society/Museum" category. Time put forth by various City staff members was combined into the one category also. If fully funded, the grant would pay for about 58 percent of the project, which is under the 60 percent maximum they can request. Mr. Chave advised that the application also provides a brief description of the portions of the project that would be cut if the grant is not funded at the full amount requested. It also makes a strong statement that if the grant is not funded, the efforts of the Historic Preservation Commission would come to a stand still. Council Member Plunkett clarified that if the grant is not Historic Preservation Commission Minutes April 10, 2003 Page 2 funded, the Commission would not be at a stand still, but they would be in grave danger of having all of the historic property within the City demolished. He suggested that perhaps this statement should be stronger in the application. Mr. Chave warned that the grant would require documentation on any and all time spent on the project. Therefore, staff will be asking the Commissioners to keep time sheets. These will have to be turned in at the end of the project as proof of hours spent. Chair Marmion inquired when a decision would be made on the grant application. Mr. Chave answered that within the next month, the Commission should receive information about whether the grant application was accepted or not. Council Member Plunkett inquired if there is anything the Commission could do to increase their chances of receiving funding. Would it help to contact legislators for support? Mr. Chave replied that while this would not necessarily help, it also would not hurt their chances. Any formal testimony from legislators should be directed towards Megan Duvall, the State Representative. He explained that the grant review committee would review the applications based on the criteria. The Committee has indicated that surveys and newly established CLG's are a high priority for the grant funding. Therefore, he is confident they will get some funding. Council Member Plunkett said he would contact the local representatives to request their formal support of the grant application. b. Communications Subcommittee Report Commissioner Kindness reported that three articles were published in THE SEATTLE TIMES, THE ENTERPRISE, and THE EDMONDS BEACON. All three of these newspapers did a great job of announcing that the City was awarded Certified Local Government Status. She recalled that at the last meeting she mentioned the possibility of doing a profile on each of the Commissioners to use as filler until there is something new to report. She now has the biographies from all of the Commissioners, and she will work with Bill Sheets to divide them into the next several issues as "Meet the Commissioner" articles. Commissioner Kindness said that a representative from the League of Snohomish County Heritage Organizations contacted her with a request that all of the Edmonds Historic Commission news releases be forwarded to them, as well. Commissioner Kindness reported that she received a call from a friend who has been very active in trying to get historic preservation going in Lynnwood. She asked if she could have a copy of the City Ordinance that established the Edmonds Historic Preservation Commission. The Commission agreed that this information is part of the public record and could be provided to anyone upon request. Council Member Plunkett noted that the City of Lynnwood has a Historic Preservation Commission. Commissioner LeWarne said he does not believe that the Lynnwood Commission has obtained CLG status. Lynnwood has assigned a City staff person to be responsible for heritage, and a committee has been established to advise that person. Council Member Plunkett said they are currently in the process of working on their codes. He concluded that while they may not be on the same path as the Edmonds Historic Preservation Commission, they are very active. Commissioner Kindness recalled that at the last meeting the Commission reviewed a letterhead that was created by staff. They agreed that some modifications should be made. She noted that the Commission agreed to use the City's current logo and then add "Edmonds Historic Preservation Commission" in a certain typeface, with the address under it and a list of Commissioners off to the side. She said she sent out samples of proposed changes, but she only heard from four of the Commissioners. Their choices were split between the four different samples that were provided. She said she would send the samples out again. Once the Commissioners have responded, she will go forward with the design that receives the most support. The Commission briefly discussed the brochure that was created by the State to advertise National Historic Preservation Week, which is May 5-11, 2003. Mr. Chave noted that, upon occasion, the City Council has created proclamations for these sorts of activities. Commissioner Kindness said she would contact Mayor Haakensen with a request for a proclamation. They agreed that perhaps next year the Commission would be in a position to plan some type of activity during Historic Preservation Week. Historic Preservation Commission Minutes April 10, 2003 Page 3 Council Member Plunkett recalled that the Commission has discussed the option of creating their own inexpensive brochure on a number of occasions. Commissioner Kindness said the first step would be for the Commission to outline exactly what information they want to include in a brochure. Council Member Plunkett suggested that the Communications Subcommittee take responsibility for creating an outline for the brochure. Commissioner LeWarne suggested that maybe as part of the 2004 National Historic Preservation Week, the Edmonds Historic Preservation Commission could offer a program to other communities outlining what they did in their first few years. This might be helpful to other communities that are struggling to get started. Chair Marmion agreed and suggested that it is important to let Megan Duvall in the State Office know that the Commission is more than willing to share their efforts with other jurisdictions. C. Historic Register Subcommittee Report Chair Marmion recalled that at the last meeting the Historic Register Subcommittee provided a draft of the procedures that must be used to get properties put on the historic register. He inquired if the remainder of the Commissioners received the files on the nomination process from staff. The Commission indicated that they did not receive this information. Therefore, Chair Marmion left his copy with staff to be copied for the Commissioners. Chair Marmion said that, as discussed at the last meeting, the intent is to run a couple of properties in Edmonds through the historic register process. They intend to use buildings that are already on either the State or the National Registers. He said the first step was to go through the bylaws, which were accepted by the Commission at the last meeting, to gain a full understanding of what needs to happen in order to get things on the register. He reminded the Commission that Ms. Campbell identified some concerns related to timing, which is currently at the minimum required. There may actually be more time involved in order to complete the public notification phase, etc.. and this may increase the required time frame. He said he would work through the details with Ms. Campbell. Council Member Plunkett inquired if ordinances would need to be written or amended to accommodate the historic register process. Chair Marmion said that he believes all the tools are in place. It is now a matter of going through the final details to make sure there are not any snags and that everyone understands their role in the process. d. Incentives Subcommittee Report Commissioner Waite reported that just a few nights ago, the Incentives Subcommittee made a brief presentation to the City Council in regards to the nonconforming use clauses in the zoning ordinance. The issue was forwarded to the Planning Board, along with the City Attorney's dissertation that was discussed at the last meeting. Commissioner Waite said this issue is related to how difficult and intimidating it currently is for someone to who has a historic structure to get through the process of making improvements. The first concern is whether or not the issue is addressed properly in the zoning code. The City Attorney has suggested that the code sections that restrict non -conforming uses should be revisited, and he is hopeful that the Planning Board and City Council will agree. Commissioner Waite said another concern is related to the building codes. The Edmonds Community Development Code acknowledges that the building department has accepted general codes such as the Uniform Building Code, but there is no acknowledgement or recognition of many other codes such as the Uniform Code for Building Conservation, Washington State Historical Building Code and the Guidelines for Rehabilitation of Existing Buildings. He said he would contact smaller municipalities in the region to see how they address this issue, and then come back with a recommendation related to his findings. For example, he said that in Port Townsend the building official has the discretion to find a compromise solution that would allow a project to go forward while providing an acceptable level of life safety. Chair Marmion noted that once a property is identified on a Historic Register, permit applications for changes or remodel would have to be reviewed by the Historic Preservation Commission. The ordinance requires that the application be held to the National standards. Commissioner Waite agreed, but said there are usually interpretations involved, and that is where Historic Preservation Commission Minutes April 10, 2003 Page 4 things get trickier. In fact, he said that Port Townsend suggests that municipalities have a Board of Appeals for cases where property owners disagree with the building official's interpretation. Commissioner Waite said that if the Commission decides that they need to make a suggestion that the Development Code adopt specific other codes, the process could take a while. Council Member Plunkett recalled that one of the charges of the Incentives Subcommittee was to follow up on the non- conforming issues, and to stay in touch with the Planning Board. Mr. Chave said that the Planning Board held their retreat on April 91, at which time they discussed their extended agenda. They have tentatively scheduled the non -conforming issue for discussion starting in May. In light of all the projects before the Planning Board, Council Member Plunkett questioned how enthusiastic they would be to get into this issue. He recalled that at the last meeting, the Commission suggested that the Incentives Subcommittee stay in close contact regarding how this issue is moving through the process. The Planning Board might need some extra incentives for encouragement. They cannot allow this issue to sit on the back burner. It would help the Commission if the Incentives Subcommittee could report their progress on a monthly basis. Mr. Chave said that the Planning Board provides an opportunity for public testimony at every meeting, with the exception of the retreat. He suggested that Commissioner Waite check the extended agenda for the Planning Board to figure out a meeting that would be appropriate for him to attend and make a brief comment to the Board. Council Member Plunkett suggested that Commissioner Waite stay in contact with the Chair of the Planning Board to make sure he understands the relationship the Commission has to this issue. By doing this, he should obtain a good idea of when it is appropriate for the Commission to encourage the issue before the Planning Board. Commissioner Waite said that if he does have an opportunity within the next few weeks to speak before the Planning Board, he would likely stick with the comments he provided before the City Council, as well as the comments provided by the City Attorney in his letter. The Commission agreed that Commissioner Waite, as a member of the Incentives Committee, should have the ability to expand on the intent of the letter and the issues the Commission would like the Board to are address. Council Member Plunkett referred to the agenda item titled "Design Review" and said this title would get confused with other design review work that is going on within the City. He suggested that the Commission come up with a different title. Chair Marmion agreed that the title should be changed to clearly indicate its relationship to historic preservation. 9. NEW BUSINESS There was no new business scheduled on the agenda. 10. ADMINISTRATIVE REPORTS There were no administrative reports provided by staff during this portion of the meeting. 11. REVIEW OF NEXT MEETING PROPOSED AGENDA Chair Marmion reviewed that at the next meeting agenda would include a presentation by Julie Koler. Commissioner LeWarne explained that Ms. Koler is in charge of historic preservation for King County. She indicated her interested in talking to the Commission about what steps they should take as they get started. Commissioner Kindness noted that the next meeting is scheduled to occur during National Preservation Week. The Commission agreed that it would be appropriate to publish Ms. Koler's presence as a guest speaker at the next meeting. Chair Marmion asked that Ms. Koler help the Commission understand how to create a master plan and a consistent approach for communicating with the community. Historic Preservation Commission Minutes April 10, 2003 Page 5 Commissioner Arnold volunteered to facilitate a meeting, at some point, on developing a communications package, which is what he does as a profession. He said that within the next few days he would provide information to the Commissioners regarding his thoughts for creating brochures and other options for communicating with the public. 12. HISTORIC PRESERVATION CHAIR COMMENTS Chair Marmion said that during the next month he would send out thank you letters as requested earlier. Chair Marmion said he that his inability to use his email held up some of the Commission's efforts. He suggested that rather than requiring all correspondence, etc. to be reviewed by the Chair, the Commission should empower their subcommittee's more. He said he would attempt to move in that direction, with the exceptions of policy statements or letters that are sent out with his signature. 13. HISTORIC PRESERVATION MEMBER COMMENTS Commissioner Kindness thanked Council Member Plunkett for the outline of the Commission's presentation to the City Council. This helped her formulate what she needed to say. Commissioner Waite thanked Mr. Chave and Ms. Campbell for providing the grant package and for all their hard work. Commissioner Arnold apologized for missing two meetings in a row. He referred to the old house that is across from Petosa's Grocery that was built in 1885. It is being advertised as a free house by April 301. He said he has already tried to find a lot to move the house to, but was unsuccessful. He said it is important to keep these types of opportunities in mind because it is a shame to see all of this history eliminated. The Commission briefly discussed possible options for preserving some of the existing historical structures in the future. Chair Marmion suggested that the Commission could eventually become a "clearinghouse" for these types of properties. Commissioner Waite suggested that demolition permits for historical structures should be tagged as historical and identify the age of the building. While the Commission cannot stop the demolition of historic structures, it would make the Commission aware of the situation before the demolition occurs. Mr. Chave said the demolition permit application does not require the age of the structure to be identified. Chair Marmion said this would probably require an ordinance change. Commissioner Waite suggested that the building department take pictures of the structures that are being proposed for demolition. Commissioner LeWarne advised that there is a good book available regarding the early years of 201 Century Seattle, and the affects of rebuilding after the fire. It was written by Jeffrey Oxman and Dennis Anderson, and they are doing various lectures around the Seattle area. 14. ADJOURNMENT There being no further business on the agenda, the Commission adjourned at 4:40 p.m. Historic Preservation Commission Minutes April 10, 2003 Page 6