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2005-01-13 Historic Preservation Commission MinutesHISTORIC PRESERVATION COMMISSION MINUTES January 13, 2005 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 3'd Floor Conference Room of City Hall, 121 — 5t1i Avenue North. PRESENT ABSENT STAFF PRESENT Stephen Waite, Chair Darrell Marmion Star Campbell, Planner Brian Hall Chuck LeWarne Michael Plunkett Barbara Kindness Deborah Binder Ed Baker Commissioners Marmion, LeWarne, Kindness, Baker and Binder were excused from the meeting. 2. READING/APPROVAL OF MINUTES There was not a quorum of Commissioners present to approve the minutes. 3. ANNOUNCEMENT OF AGENDA The agenda was approved as submitted. 4. REOUESTS FROM THE AUDIENCE There was no one present in the audience. 5. PUBLIC HEARINGS There were no public hearings scheduled on the agenda. 6. UNFINISHED BUSINESS Permit Desk Customer Handouts Chair Waite distributed a copy of the handout regarding historic preservation. City Council Member Plunkett questioned if the handout includes all of the possible incentives that are offered. He suggested that they cross reference the handout with the Historic Preservation brochure that was prepared by the Commission to make sure the two documents are consistent. Chair Waite noted that rather than calling the tax incentive a "tax break" perhaps a better term would be "tax relief." They agreed that any reference to initiatives in the handout should be replaced with the Commission approved identification such as "special tax evaluation," "special restoration," "historic reconstruction," "parking relief," etc. Council Member Plunkett also suggested that in the third paragraph of the handout, they should add the words, "appropriate identification of the incentives." The remainder of the Commission agreed. In addition, Chair Waite suggested that the fourth paragraph is redundant. Council Member Plunkett agreed and suggested that the paragraph could be shortened. Another option would be to replace the whole paragraph with a concluding line to read, "Therefore, being on the Edmonds Register of Historic Places will be a great benefit for property owners of older buildings." The Commission agreed to replace the fourth paragraph with the language suggested by Council Member Plunkett. Chair Waite indicated that he would make the necessary corrections to the handout, and bring it before the Commission at their next meeting. Council Member Plunkett summarized that the handout generally addresses the intent of the Commission to provide an introduction to historic preservation. The intent of the handout is to make the public feel comfortable and positive about historic preservation before they get into the application process. Ms. Campbell said her understanding is that the handout would be distributed along with a building permit application for a property alteration. However, this is not consistent with the intent referenced by Council Member Plunkett. The handout now appears to be the first thing a property owner would read when they are thinking about nominating their property. She summarized that she is confused about the Commission's intent for the handout. Ms. Campbell explained that the building official is concerned about regulations for obtaining a building permit, and not with the nomination process someone would go through initially to get their property on the register. She recalled that, originally, the handout was intended to accompany the building permit application, which would make sense. However, someone would not likely come in and ask for information on a building permit if they were interested in getting their property on the Register first. Chair Waite recalled the Commission's previous discussion that the handout be used as an introduction for property owners who are interested in nominating a property on the Register. Ms. Campbell explained that if that is the intent, the handout should not accompany the information the building official initially provided to the Commission. She recalled that the document provided by the building official was dropped by the Commission, and the handout was created, instead. She expressed her belief that it is important to get the building permit information to property owners, and perhaps this is getting confused with the user-friendly version that would be given to property owners who are looking into the process of placing their property on the Register. She recommended the Commission revisit the information that was provided by the building official. This information is something a property owner could use to get detailed information when they want a building permit for property that is already on the register. Chair Waite indicated that the Incentives Subcommittee would review the document submitted by the building official and bring it back before the Commission for review at their next meeting. They would also make the proposed changes to the handout prior to the next meeting. Ms. Campbell suggested that the handout created by the Commission could be used as the cover sheet for the nomination handout. Council Member Plunkett recalled that the Commission was under the impression that when a property owner requested a nomination handout, they would receive the document that was prepared by the building official. He recalled the Commission's concern was that the building official's document could make the nomination process appear overwhelming to property owners. Staff has now clarified that the building official's document would be given to property owners who are further in the process, and the user-friendly handout would be distributed to property owners first when they request a nomination packet. Ms. Campbell agreed that the best use for the user-friendly handout would be as a cover for the nomination packet. Council Member Plunkett inquired if the nomination packet would include an overall general narrative. Ms. Campbell said she is working on a draft narrative to explain what the Edmonds Register of Historic Places is and when it was founded. It would also describe the benefits and process for nomination. She said she would make sure the narrative is coordinated with the Commission's handout and brochure. Council Member Plunkett suggested that the Commission submit the handout to staff to represent their idea for an introductory piece to accompany the nomination application packet. Historic Preservation Commission Minutes January 13, 2005 Page 2 Chair Waite reviewed that the documents that have been created to date could be used in a three -step process. The brochure could be distributed first in an effort to increase public awareness about the concept of historic preservation. Next, the nomination application and handout could be distributed by the staff to property owners who express interest in being on the Register. Lastly, a property owner who is either on the register or thinking about being on the register could receive more detailed information from the building official as part of the building permit application packet. Commissioner Hall suggested that in many situations, property owners would approach the building official first, before obtaining a nomination packet. Ms. Campbell explained that, typically, a property owner would come to the Planning Department first to discuss their proposal with a planner. If a property has special status such as a historic designation, the property owner would always be directed to a planner before the building official. The Commission agreed that the narrative that is being drafted by Ms. Campbell and the handout that was prepared by the Commission should be combined as an attachment to the nomination packet. Commissioner Hall suggested that the title of the handout should be changed. Ms. Campbell agreed, especially if the handout is intended to be an introduction to the process. The remainder of the Commission agreed. Commissioner Hall summarized that the intent of the handout/narrative is to get property owners interested in historic preservation and provide information regarding the nomination process. 7. SUBCOMMITTEE REPORTS a. Administrative Subcommittee Report Council Member Plunkett recalled that Commissioner LeWarne approached the Lodging Tax Committee with a request for funding for the Commission's brochure. Commissioner LeWarne recently reported that he did not think the project would receive funding. However, after making some additional phone calls, Council Member Plunkett announced that the Committee has allocated $500 in provisionary funds for the brochure project. He recalled that the Commission has worked on the premise of having two brochures. One has been completed and is being distributed already. In addition, the Commission agreed that if funding were available, they would create another brochure. Council Member Plunkett said the $500 grant requires that the brochure be tailored towards tourism. Now that the money is available, the Commission should designate a subcommittee or Commissioner to redesign the brochure to meet the requirements of the Lodging Tax Committee. The brochure design could then be presented to the Lodging Tax Committee for review and approval. He suggested that the new brochure would work well with the Commission's efforts to roll out the historic register program. The Commission discussed whether the grant money would be better spent on designing the new brochure or printing the new brochure. Council Member Plunkett pointed out that Commissioner Kindness has expertise in public communications. Chair Waite agreed but said he does not believe she is also a graphic designer. Ms. Campbell recalled that several months ago, Mr. Chave distributed a copy of a brochure he helped to create when he worked for the City of Auburn. This brochure was a tourism piece that reviewed the historic sites in the city. She suggested that the Commission review this example again. The Commission agreed this would be an appropriate first step. Chair Waite recalled that numerous years ago, a walking brochure was prepared for the City of Edmonds. Ms Campbell recalled that the brochure was created by the Edmonds -South Snohomish County Historical Society. She questioned if it would be acceptable for the Commission to create a similar brochure. Chair Waite suggested that the Commission seek input from Commissioner LeWarne, who is the representative from this group. Chair Waite noted that when all of the Commissioners are present at the next meeting, the Commission would elect new officers and make new subcommittee assignments, etc. They would also have an opportunity to discuss the Commission's goals and objectives for 2005. Chair Waite indicated that he would contact Commissioner LeWarne regarding his opinion of the Commission creating a new brochure using the walking tour brochure that was previously prepared by the Edmonds - Historic Preservation Commission Minutes January 13, 2005 Page 3 South Snohomish County Historical Society as a template. Ms. Campbell pointed out that the inventory that was recently completed would be a good source of information for the Commission to use when creating the new brochure. b. Communications Subcommittee Report There was no report from the Communications Subcommittee. C. Historic Register Subcommittee Report There was no report from the Historic Register Subcommittee. d. Incentives Subcommittee Report There was no report from the Incentives Subcommittee. 8. NEW BUSINESS Chair Waite again reminded the Commission that at their next meeting, they would elect new officers, and reassign the subcommittee responsibilities. He requested that staff provide a dry erase board for the Commission to use at their next meeting. 9. ADMINISTRATIVE REPORTS Update of Commissioner Contact List Ms. Campbell advised that none of the Commissioners contacted her regarding changes to the Commissioner Contact List. Therefore, she assumes that the information is accurate. She said she would check again at the next meeting, when all of the Commissioners are present. Historic Inventory Draft Report Ms. Campbell reported that the consultant would be present at the Commission's February meeting to make a presentation regarding the Historic Inventory Draft Report. She would anticipate her presentation taking at least 30 minutes. 10. REVIEW OF NEXT MEETING'S PROPOSED AGENDA Chair Waite pointed out that the next meeting agenda appears to be quite lengthy. He questioned if the tape recording could be turned off during the Commission's white board discussion. Then the Commission could go back on record and provide a summary of their discussion and conclusions. Ms. Campbell answered that the Commission could choose to take summary minutes of the next meeting. The Commission agreed that normal minutes should be prepared for the first items on the February agenda. Then the Commission would go into a work meeting to discuss their goals and objectives, etc. The notes from this discussion could be given to staff so that summary minutes could be prepared. 11. HISTORIC PRESERVATION CHAIR COMMENTS Chair Waite did not provide any additional comments during this portion of the meeting. Historic Preservation Commission Minutes January 13, 2005 Page 4 12. HISTORIC PRESERVATION MEMBER COMMENTS Council Member Plunkett suggested that after the consultant presents the final report on the draft Historic Inventory Report, the Commission must move forward quickly with a plan to present the information to the community. He pointed out that the Commission has known this would be the last step for several months, and they should know how they want to proceed. However, the Commission will now have to start from scratch to decide what they want to do with the report. A lot of good ideas have been discussed, but no decisions have been made yet. He recalled that one of the popular ideas was to schedule an open house that would include several informational stations for the interested public to visit. He suggested that someone on the Commission must take on the responsibility of laying out a plan for this event. Commissioner Hall inquired if the Commission would have an opportunity to comment on the draft Historic Inventory Report before it is presented to the public. Council Member Plunkett said the document has been available for review for the past few months. Commissioner Hall suggested that the Commission review the report and get it finalized so that it is no longer a draft before it is presented to the public. Ms. Campbell said the consultant is working to finalize the draft, right now, and the Commissioners could certainly submit comments to the consultant within the next 30 days. Commissioner Hall clarified that at the next meeting, the Commission would discuss a plan to implement the Historic Inventory Report and introduce it to the public. 13. ADJOURNMENT The Commission meeting was adjourned at 4:21 p.m. Historic Preservation Commission Minutes January 13, 2005 Page 5