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Heritage Preservation - 08/27/2012 APPROVED MINUTES EDEN PRAIRIE HERITAGE PRESERVATION COMMISSION MONDAY,AUGUST 27, 2012 6:30 P.M. CUMMINS GRILL HOUSE COMMISSION MEMBERS Ed Muehlberg, Chair; Cindy Cofer Evert, Vice Chair; Jeffrey Lawler, Mark McPherson, Kay Desmarais, JoAnn McGuire, Steve Olson COMMISSION STAFF John Gertz, Pathfinder CRM, LLC Lori Creamer, Recorder I. ROLL CALL Muehlberg called the meeting to order at 6:50 p.m. Desmarais and McGuire were excused because of the change in meeting time and location. Olson arrived during the update on historic properties field inspections and reporting process. II. APPROVAL OF AGENDA Two items were added to the agenda under New Business; C. Student Updates and D. Interpretive Signage. MOTION: McPherson moved, seconded by Lawler, to approve the amended agenda. Motion Carried 4-0. III. APPROVAL OF MINUTES A. COMMISSION MEETING HELD JULY 16, 2012 MOTION: Cofer Evert moved, seconded by Lawler, to approve the minutes of the Heritage Preservation Commission meeting held on July 16, 2012. Motion carried 4-0. IV. REPORTS OF COMMISSION AND STAFF A. UPDATE ON HISTORIC PROPERTIES FIELD INSPECTIONS AND REPORTING PROCESS Commission members requested to meet at the Cummins Grill House to see the work that has been done there first hand and to see the other areas where work is being proposed. First Gertz discussed with the Commission the meeting held on Wednesday, August 8, 2012, with the City Manager, Facilities Manager, City Planner and other city staff to discuss communication regarding work projects,reporting, etc., HERITAGE PRESERVATION COMMISSION MINUTES August 27, 2012 Page 2 for historic properties. Specifically, Gertz mentioned the recent field inspection which had been completed and how it was perceived by staff. Gertz told the HPC members that he indicated to staff at the meeting that the field report done on an annual basis is not intended to generate work projects above and beyond the projects already noted in the annual report provided jointly by the Parks Department and Facilities Department. The field report Gertz conducted, is an evaluation of historical properties only, and examined historic preservation technical matters. The report is meant to augment the City's annual report and assist in proper(meet historic preservation standards)project completion. Gertz also stated the COA process was discussed briefly -how and when it applies to work on historic properties. The Commission discussed how to improve the communication and smooth the COA process for City staff. These are there recommendations: • Add a COA column to the City's annual repair and maintenance report. By adding this item the HPC can determine at the beginning of the each year which item(s) will require a COA. It can then be flagged on the report and a COA application can be started in advance and distributed to the appropriate staff person or be held in the Planning Department until the project comes up for completion. • COA application packets should be distributed to those responsible for City historic properties, e.g., Eden Prairie Historical Society, Dunn Bros. Coffee Shop, Facilities Department, and Parks & Recreation Department. • Provide those same entities with a more detailed explanation of the types of work that can be performed on a historic property without COA review. Define minor and major work. • Redistribute the Best Management Practices booklets that were completed by the HPC. V. OLD BUSINESS A. UPDATE ON THE CUMMINS HOUSE FOUNDATION REPAIR Gertz updated the Commission on the Cummins House foundation repair. He stated he had discussed the matter of COA requirement for the foundation with staff and had recommended it be sent to the HPC and City Council for approval. Gertz stated he had made this recommendation based on ground disturbing activity and foundation re-pointing, which was recommended as a matter of good practice since the foundation would be accessible. Gertz also recommended a measurable reference point be placed on the interior at the floor/wall juncture to monitor any structural movement over time. VI. NEW BUSINESS A. CUMMINS HOUSE UPPER LEVEL REMODELING PROJECT HERITAGE PRESERVATION COMMISSION MINUTES August 27, 2012 Page 3 The pending remodeling of the main upstairs was discussed and it was good that the Commission was able to see the space prior to any work. Gertz indicated that to his knowledge the upper level would be completely finished and include: • Plaster repair • Paint or wallpaper on all surfaces. • Electrical upgrades to comply with code and proposed space use/needs. • Refinishing of floors. • Modification of stair balustrade to comply with code. The Commission discussed if it will be required to make this modification without altering the existing balustrade. This is typically done by using Plexiglas or tempered glass panels installed in front of the existing rail and capping with a new rail for code compliance. The upper level work was noted will require a COA. Because it is interior work it does not require City Council approval. However, it is recommended that the City follow the procedures for COA approval as follows: • Eden Prairie Historical Society completes COA form and submits plans and/or provides enough information to make clear to staff and HPC how each room or area will be changed/upgraded and what materials will be used where necessary. • City staff and HPC review the COA application material and approve work, and provide conditions to the approval as necessary. • Any other City permit(s) needed to complete the work should be determined at this point and obtained by the Eden Prairie Historical Society. • Eden Prairie Historical Society coordinates the work phase with appropriate City Department(Facilities in this case) or contractor. • Monitor work. • Maintain COA file for project in the Planning Department. The commission took a short recess from the meeting to tour the upstairs, main level and grounds of the house. B. STATE HISTORIC PRESERVATION CONFERENCE—FERGUS FALLS Gertz talked about the upcoming State Historic Preservation Conference in Fergus Falls on September 13-14, 2012. As part of the City's HPC/CLG maintenance requirements, Eden Prairie must send a representative to the conference. This year Lori Creamer and Steve Olson will be attending. Others may attend one of the days depending on work schedules. C. STUDENT UPDATES HERITAGE PRESERVATION COMMISSION MINUTES August 27, 2012 Page 4 Staff suggested adding a section to the agenda each month for student representatives to give the commission an update on what projects they are working on either at school or in the community. D. INTERPRETIVE SIGNAGE Cofer-Evert updated the commission on the steps she has taken to find out more about the existing signage, what companies were used in the past, and cost estimates for this type of project. McPerson stated he would get additional information on the best materials to use and pricing. Gertz stated the city has 2-3 sign stands available for use. Gertz recalled a CLG grant was received in the past to complete the current interpretive signs. He suggested asking for bids from several local companies to get an idea of the cost for the project. Muehlberg suggested doing inventories of the current signs which are in need of repair/refurbishing as well. McPherson suggested each commission member could put together something for the panel and bring it back to the next meeting for discussion. Since the design work is a costly part of the project, why not pool the expertise on the commission to come up with an idea to present to an artist for a final product. Smith Douglas More House has the most recent interpretive panels which could be a model for the Cummins Grill House. Next steps are to take pictures of all the existing interpretive panels on City owned properties, Commission members bring their design ideas to the next meeting for discussion, address any immediate needs, discuss fund raisers or grant options to complete the project. VII. FYI ITEMS Gertz shared information received in a letter from the State Historic Preservation Office (SHPO) regarding the Southwest Transitway through Eden Prairie. Copies of the archeological survey work will be given to the City when available. City wide open house is Saturday, October 13, 2012 from llam-2pm at City Center/Fire Station 1. HPC members encouraged to attend. VIII. ADJOURNMENT MOTION: Olson moved, seconded by McPherson, to adjourn the meeting. Motion carried 5-0. There being no further business, Muehlberg adjourned the meeting at 8:55 p.m.