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2004-06-10 Historic Preservation Commission MinutesHISTORIC PRESERVATION COMMISSION MINUTES June 10, 2004 1. CALL TO ORDER AND ROLL CALL The meeting of the Edmonds Historic Preservation Commission was called to order at 3:30 p.m. in the 3rd Floor Conference Room of City Hall, 121 — 51 Avenue North. PRESENT ABSENT STAFF PRESENT Gregg Arnold, Chair Ed Baker (excused) Star Campbell, Planner Stephen Waite, Vice Chair Rob Chave, Planning Division Manager Darrell Marmion Chuck LeWarne Barbara Kindness (arrived at 3:40 p.m.) Michael Plunkett (arrived at 3:42 p.m.) 2. ANNOUNCEMENT OF AGENDA COMMISSIONER MARMION MOVED THAT THE AGENDA BE APPROVED AS WRITTEN. COMMISSIONER WAITE SECONDED THE MOTION. THE MOTION CARRIED UNANIMOUSLY. 3. READING/APPROVAL OF MINUTES COMMISSIONER MARMION MOVED THAT THE MINUTES OF APRIL 8, 2004 BE APPROVED AS CORRECTED. COMMISSIONER LEWARNE SECONDED THE MOTION. THE MOTION CARRIED UNANIMOUSLY. COMMISSIONER MARMION MOVED THAT THE MINUTES OF MAY 13, 2004 BE APPROVED AS PRESENTED. COMMISSIONER WAITE SECONDED THE MOTION. THE MOTION CARRIED UNANIMOUSLY. 4. REQUESTS FROM THE AUDIENCE Barbara Chase inquired if the Commission has discussed the possibility of preserving the tavern sign because of its historical status. Commissioner LeWarne answered that when the tavern first closed, there was mention of the Historical Society trying to obtain the sign. He said he would inquire regarding its status. He agreed that this is a distinctive sign and noted that the Museum of History and Industry in Seattle collects historic signs. For example, they have saved and preserved the "R" from the Rainier Brewery sign. Chair Arnold suggested that perhaps someone should contact the owner of the building to make sure they are aware that the Historic Preservation Commission is available to help in any way in their efforts to preserve historic structures. The Commission agreed that Commissioner LeWarne should pursue the status of the sign. 5. DESIGNATION REVIEWS There were no designation reviews scheduled on the agenda. 6. UNFINISHED BUSINESS There was no unfinished business scheduled on the agenda. 7. SUBCOMMITTEE REPORTS a. Administrative Subcommittee Report Status of Grant Reauests Commissioner LeWarne reminded the Commission that they submitted a proposal to the Washington Trust for Historic Preservation for a grant to print the historic preservation brochure. However, they were not awarded the grant. He read the letter that was forwarded to Ms. Campbell regarding the application. It stated that the grant is highly competitive and priority is given to funding "bricks and mortar projects" for rehabilitation. The letter further states that the brochure project would qualify for funding under the criteria, but the Committee felt the Commission should come to them as a last resort, after having asked the City of Edmonds to fund the brochure first. The letter noted that this is a typical activity funded by Certified Local Government grants and is likely to receive funding through that route. Commissioner LeWarne said he finds the statement in the letter related to the fact that they tend to fund "bricks and mortar projects" rather odd when it is followed by a statement that the brochure project would qualify. The examples they gave included projects similar to the Commission's brochure project. He said he regrets that they did not receive the grant funding. He pointed out that the letter encouraged the Commission to submit an article about their efforts in the City of Edmonds for inclusion in the Trust's newsletter. However, he said that would not begin to accomplish what the brochure was intended to do. Commissioner LeWarne reminded the Commission that they applied for a grant from the local Lodging Fund Grant Committee last year, but the application was not accepted. Applications for the next round of grants will be due by mid September. Council President Plunkett requested that staff provide him with a copy of the letter from the Trust. He said he would contact them for further feedback as to why the grant application was denied. b. Communications Subcommittee Report Public Forum/Celebration Status Chair Arnold reminded the Commission of their previous decision to put the public forum/celebration on hold until after the historic survey had been completed. Channel21 Video Commissioner Arnold reported that the video has been on the air for the past week, and he has received positive reviews. Council Member Plunkett advised that there has been a lot of discussion throughout the City regarding the airing of the video. He said he was originally under the impression that the video would rotate through with all of the other items that are on over and over again. However, that is not the case. Apparently, Channel 21 has to slot a time for the video, and it can only run for a certain period of time. The Mayor and the Community Services Director have committed to air the video as Historic Preservation Commission Minutes June 10, 2004 Page 2 much as they can. The video was aired last week at 10:00 a.m. and will be aired next at 6:00 p.m. Once word got out about this opportunity, other groups have approached the City with the same type of request. Before long, all the good times will be occupied, and it can become quite an issue. He reported that the City Council's Outreach Committee is working with the Community Services Director to develop policies on what videos can be played, how long, how often, etc. But at the present time, the schedule will depend on how many tapes need to be played. He concluded that more equipment is necessary in order to play the video on a regular rotation, as was envisioned by the Commission. Mr. Chave pointed out that the City owns the station, and it runs 24 hours a day. However, much of the time is taken up with the City Council meetings and other announcements. The remaining time can be used for other tapes, announcements, etc. However, because of the limited amount of equipment, it is difficult to set up continuous running programming. Mayor Haakenson arrived at the meeting at about 3:50 p.m. He advised that Council Member Plunkett set up a committee several months ago to study the use of Channel 21 and the possibility of adding another channel. However, since the additional channel would be open to the public, the City would be required to show any video that was provided from the public. That is why they are hesitant to add another channel. The policy that has been in place for Channel 21 is to try and air videos that are in some way related to City activities. The committee is studying policies that will guide the channel in the future. Mayor Haakenson asked the Commission to identify when they want their video to play and how often. Then they will do the best they can to reach that goal. Commissioner Kindness said it is also important to publicize the fact that the video is available and when it will be aired. Mayor Haakenson said the problem is that the schedule will not be consistent. When other things come along, the schedule will have to be juggled. He suggested the best approach would be to show the video for a week and then take it off. Then show it again in a few weeks. He suggested that by rotating the time slot and week, they could end up reaching a different audience. Chair Arnold concluded that the Commission would like the video to be aired as often as possible and at random times to reach a wide variety of viewers. Running the Video on Non -Channel 21 Venues Chair Arnold requested that Commissioner Kindness provide a copy of the video to various service groups throughout the community and request that they review it. Commissioner Marmion said he would put the DVD version of the presentation on the Commission's website. Thank You Letters Chair Arnold reported that thank you letters have been sent to all of the individuals who helped in the preparation of the video presentation. C. Historic Register Subcommittee Report Status of the Masonic Temple Commissioner Marmion reported that he was unable to get in touch with representatives from the Masonic Temple. He said he would ask Commissioner Baker to help him out with this during the next month. Status of Baptist Church Commissioner Marmion said he reviewed the application that was submitted for the Baptist Church. He said there are some unique things about the history of the building, and the Commission needs to be creative in how they help the applicant. The application is written in a very general way, and they need to make sure the application is tailored to identify the parts and aspects of the building that are historic. The building has been moved, remodeled and added to. Historic Preservation Commission Minutes June 10, 2004 Page 3 d. Incentives Subcommittee Reuort User Friendlv Version of Historic Preservation Permittine Policies Commissioner Waite recalled that at the last meeting, the Commission agreed to use the brochure as the user-friendly version. Chair Arnold said he is still confused about how many written documents would be made available to the public. His understanding is that one would be the brochure that is currently available. This piece would give a general overview of what is going on. The second document would explain exactly how a person should go about getting their property registered, and the third would explain how a property owner would deal with his/her property after it has been identified on the register. Commissioner Waite reminded the Commission that a draft document was prepared to identify how a person would go about the permitting process. This was originally reduced to one page to be more user friendly, but the Commission decided instead to use the brochure to provide general information about historic preservation. Once a person has a building on the register, staff would have a document available to describe the procedures for historic buildings. He questioned when the Commission would like the procedural document to be available. Chair Arnold suggested that it should be available as soon as possible. Commissioner Waite suggested that the Commission request staff to provide a plastic brochure holder for historic preservation information. This could be located on one of the carousels that provide other City documents in the Development Services office. In addition, perhaps the Commission should request wall space in the foyer of the Development Services Office to provide information about historic preservation once some buildings have been identified on the historic register. Commissioner Kindness said her understanding from the last meeting was that the Commission was going to go with a general information document to start with. Next, they would create a step one, step two, step three brochure based on the document prepared by Ms. Graff. She recalled that the Commission felt the document prepared by staff was "too scary" to be the initial document. Since the last meeting, she said she has worked on language for the introduction for the second document. Commissioner Waite was going to draft other language and then they were going to work together to prepare something for the Commission to review. Commissioner Plunkett agreed that Commissioner Kindness and Commissioner Waite were going to meet together to massage the document that was prepared by Ms. Graff and later rewritten by other Commissioners. He recalled that the first introductory paragraphs were the ones that needed to be reworded. Commissioner Kindness recalled that the Commission agreed that the language outlining the step-by-step process was acceptable as prepared by staff. However, they also agreed that another brochure should be prepared to provide an initial introduction to historic preservation. Chair Arnold summarized that in addition to the initial introductory document, Commissioner Kindness and Commissioner Waite would have a draft document available at the next meeting for Commission review that is aimed at providing step-by- step information to someone who wants to register property. A third document would be prepared later on to describe what an owner of property on the historic register could do. Ms. Campbell said she has been working on a draft document that she can forward to Commissioners Waite and Kindness for their review. Council Member Plunkett explained that the first page of the document drafted by staff has been reworded to be user friendly. The remaining pages provide more detailed information about the process for registering properties. The Commission agreed that this format would be appropriate. Commissioner Kindness suggested that the document that was prepared by staff be used in the interim until the Commission completes their revision. The Commission should attempt to get the document updated and approved at their next meeting. Commissioner Waite advised that he and Commissioner Kindness would get the document to hard copy, change the graphic, etc. and have the document available for Commission approval at their next meeting. Historic Preservation Commission Minutes June 10, 2004 Page 4 Council Member Plunkett said it is important that the incentives that are identified in the introductory paragraphs are consistent with the remainder of the document. Commissioner Waite said he has been studying the Federal Tax Credit Laws. He learned that a property owner does not have to be on the historic register to receive a tax credit if the building was constructed before 1938 and can meet other criteria. If someone is interested, they can make property owners aware of this law since it is not commonly known. Council Member Plunkett commended the Incentives Subcommittee for the progress they have made in researching the existing codes and laws that allow incentives for historic preservation. Opportunities such as special tax evaluation, parking relief, and special restoration codes are already in place and referenced in the City's code. He summarized that the Incentives Subcommittee, the staff and the Commission have come a long way in finding incentives and getting them in place. He referred to recent changes in the parking requirements that made it possible for an older building that was considered obsolete to be utilized again. 8. NEW BUSINESS How To Move Forward Chair Arnold advised that because the agenda has moved forward quickly, he would like the Commission to spend some time discussing how they want to move forward. Now that the video and brochure have been completed, he questioned what things the Commission can do once the survey has been completed. Mr. Chave suggested that the Commission should discuss what they want to do with the information that comes out of the survey. Not only can this information be used to identify historic sites, it can also be used to identify what can be done to publicize historic preservation activities. He recalled that the consultant provided a copy of what their final report could look like, and this example could be brought to the Commission for review at their next meeting. Council Member Plunkett reviewed that the Commission's first objective was to get established and get information out to the public. The Commission has accomplished this goal by creating a brochure, a video and some incentive for historic preservation. They also obtained recognition as a Certified Local Government. He said the next steps should start to become more and more tied to the professional survey that will demonstrate the historic properties that are available throughout the community. They will then need to figure out how to get these property owners to understand, appreciate and get involved in historic preservation. Commissioner Waite said that after the survey has been completed, they can move forward with a contact statement, which will help the Commission create a theme and direction they want to promote. Commissioner Marmion said the contact statement also provides the "meat" the Commission needs to go out to the public and get them more enthused and to provide direction to the City Council. Commissioner LeWarne said that once the survey report is available for Commission review, they could decide how they want to move forward. This information could also become a focus for community involvement and/or celebration. He said his impression was that the survey would be completed in September. Chair Arnold said the consultant was engaged at the beginning of April for a four month contract, which means the survey would be completed by the end of July or first of August. Council Member Plunkett questioned what the Commission could do now, before the survey is completed. They also need to discuss what they will do with the survey once it has been completed. Commissioner Kindness suggested that perhaps they could hold a special event and invite all of those who are involved with the properties that are identified on the survey. This event could be both a social and information event, and the Commission could show them how simple it is to be listed on the Edmonds Register of Historic Places. Council Member Plunkett said it is important that these property owners understand that the City would not automatically list these properties on their register. This is a voluntary process, and property owners can choose whether they want to participate or not. Historic Preservation Commission Minutes June 10, 2004 Page 5 Chair Arnold inquired where the Commission would get the money to pay for a simple event. Commissioner Kindness suggested that special invitations could be printed at little cost to personally invite the individual property owners. Council Member Plunkett suggested that perhaps the City Council could pay for refreshments. Commissioner Kindness suggested that perhaps this event could be scheduled for September of October, once the survey work has been completed. Chair Arnold advised that this item would be placed on the agenda at the next meeting, as well. Hopefully, by the meeting in August, the Commission will have a copy of the survey available for their review. Commissioner LeWarne suggested that the consultant be invited to the next Commission meeting to provide a preliminary progress report. Chair Arnold said another option would be for staff to contact the consultant and request a written update. The Commission agreed this would be appropriate. Council Member Plunkett said that it is not too early to start planning the open house. He suggested that the Communications Subcommittee prepare a rough outline and identify what needs to be done in preparation of the event. If this draft outline is available at the next meeting, the remainder of the Commissioners could provide suggestions and volunteer to work on specific aspects of the event. Chair Arnold said he would forward his ideas regarding the content of the event to Commissioner Kindness. Commissioner LeWarne said it is also important to start thinking about a location for the event. He suggested that it would be ideal to hold the event in a historic structure. Ms. Campbell suggested that perhaps an owner of a historic building in the downtown would want to host the event. Another option would be the Frances Anderson Center. Commissioner Waite said that as the Commission moves forward in the future, it would probably be important to follow up on State criteria or acceptance, as well as the Commission's internal procedures and how they conform to the State criteria. This has not been done for quite a while. The remainder of the Commission agreed this would be important to do. Commissioner LeWarne said it would also be appropriate to invite a representative from the State to the open house. Ms. Campbell said the City received a book and brochure from the State regarding historic preservation and local historic preservation commissions. These documents can be checked out by any of the Commissioners. Commissioner LeWarne brought up the idea of the Commission participating in the Fourth of July Parade. The Commission agreed that it was too late to plan participation this year. 9. ADMINISTRATIVE REPORTS Collection of Time Sheets Chair Arnold asked that the Commissioners fill out their time sheets to identify the hours they have spent working on projects related to the historic inventory. Status Report on the Survey Project Mr. Chave reported that the consultants are moving this project along, and he would meet with them next week to find out their exact status. He said he believes they are still on target to complete the project by the end of July. Mr. Chave said that if a Commissioner wants to provide materials to the consultant, they should contact staff and staff can forward the information to the consultant. National Historic Preservation Week Ms. Campbell referred to a letter that was sent to Mayor Haakenson from the Mayor of Snohomish asking him to share it with the City's Historic Preservation Commission. The letter described how the City of Snohomish recently celebrated National Historic Preservation Week. She passed the letter around for the Commission's information. Mr. Chave said Historic Preservation Commission Minutes June 10, 2004 Page 6 National Historic Preservation Week is an ideal time for the Commission to target an activity. Commissioner LeWarne added that this event occurs each year during the first full week in May. 10. REVIEW OF NEXT MEETING'S PROPOSED AGENDA No specific comments were provided related to the proposed agenda for the next meeting. 11. HISTORIC PRESERVATION CHAIR COMMENTS Chair Arnold said it is encouraging to look back and think about where the Commission started and how much progress they have made. 12. HISTORIC PRESERVATION MEMBER COMMENTS Commissioner Marmion said that as he read through the information that was provided by the Planning Board regarding a future open house, he learned they are considering options for redoing the downtown area. They particularly noted the historic significance associated with the area surrounding the fountain. He suggested that perhaps the Commission should participate more actively in this effort. Ms. Campbell suggested that Commissioners be assigned to attend each of the Planning Board meetings. Another option would be to add each of the Commissioners to the list to receive a copy of the Planning Board agendas and minutes. Commissioner Marmion suggested that Chair Arnold speak with Chair Young and offer the Historic Preservation Commission as a resource. Chair Arnold agreed to do this. Commissioner Waite said that when he went before the Board to provide comments regarding the City Attorney's dissertation on non -conforming structures, he questioned regarding structures that are less than 50 years old but might have historic value. While he is not certain this issue is a priority of the Planning Board, he would like to know the status of this request. Chair Arnold said his understanding is that a building does not have to be 50 years old. This is a guideline, but not a definite requirement. Commissioner LeWarne commended Commissioner Waite and the people who own the building that his office is located in for the work they are doing. This will be a beautiful building when the work has been completed. Commissioner Kindness advised that both she and Commissioner Arnold received a letter from Mayor Haakenson confirming their reappointment to the Commission. Commissioner Kindness said she would do an official news release for the local newspapers to announce that the brochure and the video are available to the public. Chair Arnold said he contacted the four basic local newspapers informing them that the video would be available, but it would be helpful for Commissioner Kindness to contact them again. 13. ADJOURNMENT The Commission meeting was adjourned at 4:55 p.m. Historic Preservation Commission Minutes June 10, 2004 Page 7