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Heritage Preservation - 02/28/2000 APPROVED MINUTES HERITAGE PRESERVATION COMMISSION Monday, February 28, 2000 7:00 P.M. Prairie Rooms A & B 8080 Mitchell Road Commission Members: Deborah Barkley, Lori Peterson-Benike, Kathie Case, Timothy Colliton,Jan Mosman and James Wilson Student Representative: Mark Perry Staff: John Gertz, Historic Preservation Specialist, and Carol Pelzel,Acting City Recorder I. ROLL CALL Chairperson Colliton called the meeting to order at 7:00 p.m. Commission members present included Deborah Barkley, Lori Peterson-Benike, Kathie Case (arrived at 7:05 p.m.) Timothy Colliton, Jan Mosman and Mark Perry. II. APPROVAL OF AGENDA Motion: Mosman moved, seconded by Peterson-Benike, to approve the agenda as presented. Motion carried, 4-0. III. APPROVAL OF MINUTES —JANUARY 24, 2000 MOTION: Barkley moved, seconded by Peterson-Benike, to approve the minutes of January 24, 2000, as published. Motion carried, 4-0. IV. REPORTS AND REQUESTS V. REPORTS OF COMMISSION AND STAFF A. Update on Boards and Commission Interview Gertz reported on the City Council appointments to the Heritage Preservation Commission. He explained that Mosman's term did not expire, therefore, she will remain on the Commission. Gertz said he assumes that both Peterson-Benike and Barkely will be reappointed to the Commission and that the Council will be appointing four other HERITAGE PRESERVATION COMMISSION February 28, 2000 Page 2 applicants who are very qualified and enthusiastic. These appointments would complete the makeup of the seven-member Commission. The disadvantage to these appointments is that it will be like starting with a new Commission and there are many decisions that will need to be made in April. Perry indicated that he will be leaving for college in August, therefore, he will no longer be able to serve on the Commission. Mosman suggested that another student representative be appointed and that that representative's term overlap with Perry's. Case also suggested that they consider having more than one student representative on the Commission. Gertz said he would check with Administration regarding an additional student representative. Colliton explained that he will be moving out of Eden Prairie in April and will no longer be serving on the Commission. Since the City Council will be making the appointment of Chairperson, Case suggested that the Council be made aware of any current member of the Commission interested in serving as Chair. Case said she feels that one of the current members should serve as Chairperson. Peterson-Benike said she does not feel she has the community ties and connections that are necessary to serve as Chairperson. Gertz said it has been determined that the Chairperson of this Commission does not have to serve on the Program Board as previously mentioned. Case questioned how this Commission relays information to the Program Board without representation on that Board. Gertz said he was not sure and explained that it is his understanding that other Boards and Commissions will not be represented on the Program Board either. The Program Board will consist of representatives drawn from the Community. Mosman asked if it would be possible to share the Chairperson position on the Heritage Preservation Commission. Gertz pointed out that there is a Chair position and Vice-Chair position on the Commission. He explained that the Chair does have additional duties and everyone currently serving on the Commission is qualified but they need to want to do it. Following discussion, Mosman said she would be willing to serve as the Commission's Chairperson and Peterson-Benike said she would serve as Vice-Chair. VI. OLD BUSINESS A. J.R. CUMMINS HOUSE PROJECTS Gertz presented the results of the asbestos testing report explaining that the report appears to be negative for the most part. Samples from each room were submitted and the house is safe. Work has continued on this project and the bathroom remodeling is well underway. Mosman asked if it would be possible to have the next Commission's meeting held at this location. Gertz said he would discuss this with the City Manager and if it's not possible to meet there on a regular basis they might consider meeting there at least quarterly. Gertz further reported that Ecolab is working on the house on a monthly basis to rid the house of rodents and bats. Elimination of the bats requires on-going maintenance. HERITAGE PRESERVATION COMMISSION February 28, 2000 Page 3 B. RILEY-JACOUES FARM PROJECTS Gertz reported that the roofing of the garage shed has been completed. All that remains is the inspection of that job. The barn roof was also inspected and it was found that the sheathing was in tact and in good condition. However, the nails used on the shingles were not long enough and this has resulted in the shingles coming loose. Once the roof wears out, it will have to be completely redone down to the sheathing. Gertz explained that the lightening rods and grounding cables were also reattached. C. UPDATE ON GRANT PROJECTS Gertz distributed a copy of the CLG grant application for the National Registration nomination. Once that application is accepted, it will be necessary for the City to hire a consultant to complete the nomination. Gertz reported that the CLG grant for the interpretive signs is moving forward. A draft of the text for the ten signs will be submitted by March 15. Once the signs are developed they will be brought to the Commission for review. Everything is on schedule and it is expected that the sign design will be completed in June and sent for production in July. Gertz reported on the grant for the Glen Lake Children's Camp. There has been discussion regarding some work on the structure prior to the building being roofed. It was decided that it was not necessary to jack the building up and do repair work on the foundation prior to the roofing. It was felt that it was more important to do the roofing first to prevent deterioration of the building. The State grant was for the roofing of the building. They will proceed as planned and schedule the roofing job. Case asked the status of the Local Register nominations. Gertz responded that they have all been submitted to the State Historical Preservation Office. Once they acknowledge receipt, staff will schedule a public hearing and the Planning Board will review the projects and prepare comments. Once this is completed, City Council review will be scheduled. Case asked if the other six projects could be included at the same time. Gertz explained that nothing further has been done on those projects. Gertz said he would try to include the Children's Camp and School in the next group of nominations. VII. NEW BUSINESS A. HISTORIC SITE MANAGEMENT PLANNING Gertz explained that the Commission has been provided with a lot of information regarding the historic sites' management and use. He indicated that the first thing they need to do is establish a use for the sites. They need to determine this because the use determines the treatment approach they would want to recommend. Gertz explained that reconstruction does not apply to these sites. For the most part, the approach would be rehabilitation while restoration might apply to the Cummins-Grill house. Gertz said the HERITAGE PRESERVATION COMMISSION February 28, 2000 Page 4 Riley-Jacques farm would probably be used for recreational community use and would probably be rehabilitated historical property. He explained that the Douglas-More house is more problematic. This house is the most historical site and is most intact. He said he feels this site is the one they are being asked to look at as a non-historical use. Gertz asked the Commission if they see the Douglas-More house being used as a museum or do they see the facility being leased to an architectural firm or for use as a bed and breakfast, coffeehouse or bike rental. Mosman asked what an appropriate historical use would be. Gertz responded that none of these homes have been used strictly in the historical sense. They are looking at finding ways to get the most use of the facilities. Mosman said that after reading the material included with the agenda, she is of the impression that City staff would like to sell or lease the Douglas-More House. Gertz pointed out that the house is designated and any sale or lease should require retaining the historical character of the house. There is the possibility that some kind of restrictive covenant could be applied. Case questioned the use of sponsorships. She suggested that they look at businesses sponsoring the houses by donating funds every year to a specific project. Mosman suggested that they also look at the possibility of having individuals from the community who have an interest or concerns regarding these historical sites become patrons. Gertz explained that they first need to have a program for these facilities to recommend to the Program Board along with related costs. Once this is accomplished, a task force could be formed to look at sponsorships and patrons. Gertz asked the Commission to brainstorm ideas on how they see these properties being used. He pointed out again that the Riley-Jacques Farm would probably be used as a recreational use. The Parks and Recreation Department would probably use the property for youth programs, summer camps and possibly a horse riding camp. They do not foresee adding ballfields or other structures. There has been discussion about opening the house for the staff person that would be running the programs. Case said she was concerned about the house remaining vacant. She suggested that they look into having someone rent the house who could keep the property up. Gertz said this might be a problem if the Parks Department would want the house for their staff person running the programs. If the Parks Department used the property, the City maintains the property. Gertz asked that each Commission member jot down their ideas for the use of the properties and submit them to him for comparison with City staff recommendations. Gertz said he does not feel it is this Commission's responsibility to look at these sites and determine which programs will be held on the site. He feels it is the Commission's responsibility to establish the use and then make sure that use does not negatively impact the historic property. If it is determined that a particular site is to be used for Parks and Recreation programs, it will be up to the Parks and Recreation staff to determine the programs and to work with this Commission to work out the details. Gertz explained that the Cummins-Grille House is more of a restoration site. The grounds have been groomed for events and the Eden Prairie Garden Club uses the grounds for horticulture and gardening activities. The site could continue to be used for these types of HERITAGE PRESERVATION COMMISSION February 28, 2000 Page 5 activities. With regards to the interior, Gertz said he was not sure using the house for classes in gardening would be a good use. Mosman said that previously they had discussed using the house for private parties or fund raising events. However, there may be a security issue with having different people in the building. She pointed out that none of the uses suggested by Staff for this facility would be moneymakers. If the facility were rented out for functions, money for maintenance could be generated. Gertz pointed out that if the facility were leased for parties they would be moving into the area of a more formal interior and the rodent problem really needs to be under control. Mosman said that if this Commission recommended that the facility be used for private parties, it might encourage the City to make it a more formal facility. Peterson-Benike suggested that they not be specific as to the use but rather recommend that it have the potential for use for parties or private functions. Case pointed out that it was suggested that the Cummins- Grille House be used as the history museum/display center. If the facility were used for parties, this would not be possible because you would not want people strolling through the area where the museum pieces are located. Mosman suggested that the Commission tour the house so they have a better idea of what the best use would be for this facility. Gertz explained that it is important to have programs that are self-sufficient or self- sustaining. Case said she feels it is important to convince the City that they want to be different. Eden Prairie needs something that stands out. The City is very fortunate to have these three facilities and now they must put them to a good use that does not cost a great deal of money. Peterson-Benike pointed out that there would be some costs associated with these facilities but these facilities are very valuable to the City. Gertz again explained that the most important thing this Commission needs to do is to come up with a good plan that shows the different uses and that they offer something unique to the community and have value. Gertz said he thinks the Riley Jacques Farm should be a historic/parks and recreation site while the Cummins-Grill site would also be a historic/parks and recreation site. These could be multi-use sites. Peterson-Benike asked what the timeframe is for this Commission to develop uses for these sites. Gertz responded that May is the time that they are suppose to present a plan to the Program Board. Gertz asked what this Commission would like to see the Douglas-More house used for. Mosman suggested that a single room be used as a tea room or coffee room. Case said they should also look into the possibility of a renter. This may help in maintaining costs. Peterson-Benike said a secondary use could be a bed and breakfast that could be leased to someone. Case suggested that they lease a portion of the house for an antique store. The Historical Society could lease out to vendors who want to sell antiques. Gertz pointed out that to upgrade the Douglas-More house with a restaurant would be a major task. The Commission agreed that the best uses for this facility would include an antique shop, museum and coffee room with a renter living in the house. The antique shop could be leased and located adjacent to the museum with an antique show held once or twice a year. The Commission also agreed that the Douglas-More house should not be sold but space could be leased for something like an antique store. Mosman said the antique store HERITAGE PRESERVATION COMMISSION February 28, 2000 Page 6 would be the least disruptive and most compatible use. Gertz indicated that the museum use and coffee/tea room would be compatible with the rehab treatment approach. Gertz explained that once the Program Board and City Council approve the uses, the Commission might want to begin working on ideas of how to support these uses. This would all be included in the overall plan. Case pointed out that the Historical Society might be able to come up with ideas for fundraisers. Case said she would try to schedule a site visit of the Douglas-More house for some time next week. Gertz said he would develop an outline use for each property with an approach for the use. He asked that each Commissioner provide him with a written list of ideas for uses for these facilities. Gertz said he would plan to have this information available for the Commission's review at their next meeting. Mosman pointed out that in reviewing the Capital Improvement Plan (CIP) she noticed that funding for historical properties is minimal compared to that budgeted for parks and acquisition. The Commission has been told there is no money available to do anything with these historical sites and yet these properties are parks and recreation uses. The Riley-Jacques farm and Cummins-Grill house are both located on park property. Mosman asked how they should approach the Council to ask for additional funding for these facilities. Gertz responded that the first thing they need to do is develop the plan they have been discussing this evening. This plan must address all questions and concerns that are being raised and must show the best use for the property and more importantly become a central site that people use and a valuable asset to the City. Once this plan is approved by the City Council, it will become a part of the CIP. Gertz explained that it is not part of the CIP now because they do not know what it is going to cost and what its uses are. Colliton reported that the Tax Credit bill is alive and well. He did meet with Senator Belanger who has signed on as an author. VII. ADJOURNMENT MOTION: Motion Barkley, second Peterson-Benike, to adjourn the meeting at 9:00 p.m. Motion carried, 5-0.