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Heritage Preservation - 11/16/2009 APPROVED MINUTES EDEN PRAIRIE HERITAGE PRESERVATION COMMISSION MONDAY, NOVEMBER 16, 2009 7:00 P.M. Prairie Rooms A & B 8080 Mitchell Road COMMISSION MEMBERS Ann Higgins, Chairperson; Kathy Veurink, Vice Chairperson; Betsy Adams, Richard Akerlund, Nina Mackay, Mark McPherson, Ed Muehlberg STUDENT REPRESENTATIVE Alexis Smith COMMISSION STAFF John Gertz, Pathfinder CRM, LLC; Scott Kipp, Senior Planner; Sandy Eastling, Recorder I. ROLL CALL Higgins called the meeting to order at 7:04 p.m. Commission members absent: Nina Mackay (excused), Ed Muehlberg (excused). II. APPROVAL OF AGENDA MOTION: Adams moved, seconded by Akerlund to approve agenda. Motion Carried 5-0. III. APPROVAL OF MINUTES —October 19, 2009 The Commission received the minutes for the October Commission meeting for review and approval at the December Commission meeting. IV. REPORTS OF COMMISSION AND STAFF Gertz presented his report as the Commission moved through the agenda. Kipp discussed his 11/13/09 memo to the Commission. Cummins-Grill Homestead—work does remain on the house as a result of the airplane crash. The brick work repair is done, but work remains on the porch area: cracks need repair, doors need painting. Shed Stabilization—the issue here is availability of funds to perform work. There's a need for greater co-ordination between the Buildings and Parks Departments. If the building were to deteriorate, from a preservation standpoint, photographs would be taken and kept on record. If the building had to be demolished, more photos would be taken and HERITAGE PRESERVATION COMMISSION MINUTES November 16, 2009 Page 2 the building measurements archived. The site could also be marked for interpretation in the future. Grainery/Shed at Northeast Corner of Site—there is a hole in the roof that is fairly large, needs to be covered with a tarp or plywood. Higgins asked about the open window near the top of the shed, expressed concern about keeping the elements out of the building. Discussion took place about building stabilization and protection using wires. Akerlund suggested the possibility of this being a Boy Scout Eagle Project; Kipp suggested the troop take the lead; the City usually works with the Boy Scouts on such co-operative projects. Kipp stated he is working with Paul Sticha and the Parks Department to address the issue of stabilizing the building before snow due to potential weight burden on the building. Smith-Douslas-More House—Kipp looked at the tree by the parking lot and fence; there is some debarking. Jeff Cordes will be inspecting the tree. V. OLD BUSINESS A. PRESERVATION CODE REVIEW AND COMMENTS Discussion of Definitions: Muehlberg asked about deleted definitions. Kipp said City Attorney Ric Rosow indicated some terms are commonly understood in Heritage Preservation; others are defined in the body of the Ordinance. Reference to specific Federal Government regulations needed to be removed. Gertz indicated that reference to the Secretary of Interior's Standards is important; the Commission feels this is necessary to include. Gertz explained there are specific treatments Heritage Preservationists use; the ordinance needs to confirm that these are Secretary of Interior standards. The definition of Historic Preservation was kept, but the balance of the stricken definition defines preservation"treatments". Kipp will take the concerns to the City Attorney and have him speak directly with Gertz. Gertz explained each treatment process needs definition so the City can refer back to the treatment process used in property evaluation. Correction to Final Draft: Item#13 —add period. Item H. Limitations [Compared Document between HPC Draft and Attorney Final Review 10-20-09 (Comparison)] 30 days may not allow enough time for HPC review. The concern is that without specific approval, the site alteration application will be deemed approved. This could allow legal bypass of HPC review. Kipp commented other City land use documents stipulate 60 days for review. The word"application" needs to be removed from the second line of Item H. Limitations. HERITAGE PRESERVATION COMMISSION MINUTES November 16, 2009 Page 3 (Comparison) Subdivision 2. Definitions: Gertz stated"building" does not equal "structure" in Heritage Preservation. They have two very different meanings in the Secretary of Interior's Standards. The definitions for both"building" and "structure" were stricken in the final draft. The Commission discussed the Ordinance's intended audience as being the general population, not just the HPC. Therefore, terms and definitions need to be clearly specified. Gertz recommended adding back definition 5. "Building" and definition 26. "Structure". (Comparison) 7. "Exterior Appearance" vs. "Exterior Feature" in conjunction with Subdivision 11. Demolition Gertz stated Item B gives examples of deterioration, referring back to definitions that have been stricken. He suggests either combining"Exterior Appearance" and "Exterior Feature" or keeping "Exterior Feature" as originally defined, as it is more specific and is referenced elsewhere in the Code. Kipp stated he will set up a meeting between the City Attorney, City Planner Mike Franzen, John Gertz and himself to discuss the Gertz' specific recommendations. (Comparison) Subdivision 6. Heritage Site Preservation Plan: Gertz expressed concern that the"applicant" may not have the expertise necessary to prepare a Heritage Site Preservation Plan. A site preservation plan is a specific type of document. Suggested solution: add back Definition 15 "Heritage Site Preservation Management Plan" with removal of the word "Management". (Comparison) Subdivision 9. Minor Work—First sentence ..," needs to be corrected to "." (Comparison) Subdivision 9. Minor Work Item A. Gertz' concern: there still needs to be a review of work to determine whether a Certificate of Appropriateness is needed. What the owner construes as"minor work" may not actually be"minor work." The Commission developed suggested wording to be reviewed by City Attorney: "Nothing in this section shall be construed to prevent minor work, as determined by the City." (Comparison) Subdivision 11. Demolition A. line three, delete"by" (Comparison) Subdivision 2. Definitions Student Representative Smith noted definition 8. Commission should become number 4 to maintain alphabetical order. B. EDEN PRAIRIE HISTORY BOOK UPDATE Betsy Adams reported she's completed the forward for the History Book reprint. The Commission accepted her forward. HERITAGE PRESERVATION COMMISSION MINUTES November 16, 2009 Page 4 Adams met with Bethany Press and Anchor Press representatives. Bethany Press: • Bethany's paper weight would cause a shadow effect; photos would shadow through paper onto the other side and impact quality of the end product. • Bethany will not print on cream paper • Bethany would use a 60#paper cover. • If the HPC wanted a hard cover book, they would give up quality • Bethany would not use the current cover art Anchor Press: • Cover would be 16 point linen, good feel and weight • Pages would be 80#paper • Soft cover is only option • Options on binding quality. One type, OTA binding, allows book to lay flat and helps prolong binding integrity. This binding costs 10% extra per book. • Anchor would use City-submitted documents General Discussion: • Figure $20 per book selling price; cost approximately $15 per book • Suggested initial run of 400 copies; check into price for 500 copies • Check to make sure the City will receive Anchor's working materials when the project is completed • Kipp will work on ensuring funds accessibility for payment MOTION: Veurink moved, seconded by Akerlund to proceed with Anchor Printing, with verification of printing quantity and discounts. Betsy Adams is authorized to move forward while communicating with Commission members. Motion carried 5-0. VI. NEW BUSINESS A. 2010 WORK PLAN DISCUSSION Kipp presented the proposed 2010 Work Plan Suggestions document for discussion. Adams requested adding submission of pending local designations to the City Council to the Work Plan. The Commission agreed. Kipp indicated City Manager Scott Neal authorized development of a Best Management Practice Plan for the Cummins/Grill House. Website Development would be addressed on a time-permitting basis. The Commission accepted the proposed Work Plan with Adams' addition. HERITAGE PRESERVATION COMMISSION MINUTES November 16, 2009 Page 5 B. LANDSCAPE PLAN FOR JOHN CUMMINS HOUSE (CUMMINS-GRILL HOMESTEAD) Kipp stated discussion will start the week of November 23, 2009 to address all pending landscape alterations. Need to ensure that the entire local designation boundary is considered when the Parks Department makes planning decisions. Gertz stated trees that the City planted will need to be incorporated into the plan, since they've already been planted but weren't in the UPC plan. Further landscaping plans at the Cummins/Grill House by the City need HPC approval. C. CUMMINS GRILL TASK FORCE Mark McPherson reported the task force is formed to determine the wise use of $50,000 donated for the Cummins-Grill Homestead. The task force, comprised of Jan Mossman from the Eden Prairie Historical Society (EPHS), John Gertz, Mark McPherson and other community members, is setting project priorities and looking into ways in which to best leverage donated funds. There has been one meeting, with the second meeting set for 9:00 a.m., December 8, 2009. Any HPC member can attend the task force meeting. D. LEGACY GRANTS PROGRAM Gertz reported there are three categories of Historical and Cultural Grants: small, up to $7,000; medium, from$7,000 - $50,000; large, $50,000 and up. The Legacy Grants Program is modeled after the State Capital Grant Program. Matching funds are optional, but consider an advantage. The matching funds do not have to be secured. There are stipulations regarding use of City Staffing time in the grant process as matching funds. Acceptable projects include capital projects (exterior brick and mortar), accessibility projects, building upgrades such as HVAC and sprinkler systems. There is limited site work money available. The small grants cycle every month. The projects are meant to get completed quickly. The middle- and large-sized grants have a one year life, subject to peer review group. Possible projects for grants would be the Cummins-Grill House and the Glen Lake Children's Camp. These sites would qualify for construction projects. Other designated sites would not qualify for construction projects,but would qualify for preservation projects. Gertz mentioned the small grants may work nicely for the Cummins-Grill task force's potential projects. Gertz has put an inquiry in to Mandy Skypala at SHPO regarding the grant agreement. Gertz will provide a summary of the Legacy Grants Program for Kipp to submit to City Manager Scott Neal. HERITAGE PRESERVATION COMMISSION MINUTES November 16, 2009 Page 6 VII. ADJOURNMENT MOTION: Adams moved, seconded by Veurink, to adjourn the meeting. Motion carried 7-0. Higgins adjourned the meeting at 9:47p.m.