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Heritage Preservation - 01/23/2017 APPROVED MINUTES EDEN PRAIRIE HERITAGE PRESERVATION COMMISSION MONDAY,JANUARY 23, 2017 7:00 P.M. MEETING CITY CENTER 8080 MITCHELL ROAD HPC COMMISSION MEMBERS: Steve Olson (Chair), Tara Kalar (Vice Chair), Cindy Cofer-Evert, Pamela Spera, Valerie Ross, Paul Thorp, Ed Muhlberg COMMISSION STAFF: Lori Creamer, Staff Liaison Kristin Harley, Recording Secretary STUDENT REPRESENTATIVES: Sienna Gambino, Alyssa Meiners, Carolyn Mason, Taylor Wolf I. ROLL CALL Chair Olson called the meeting to order at 7:04 p.m. Commissioners Muhlberg and Thorp along with student representatives Mason and Wolf were absent. II. APPROVAL OF AGENDA Cofer Evert moved, and Spera seconded to approve the agenda. Motion carried 4-0. III. APPROVAL OF MINUTES A. COMMISSION MEETING HELD DECEMBER 19, 2016 Spera moved, and Ross seconded to approve the minutes as amended by Cofer Evert to more accurately reflect the city's safety policy on holding geocaching events for the public, and by both Cofer Evert and Ross to clarify that the suggestions for"Santa" to allow free visits on a first-come, first-serve basis around the Thanksgiving holiday, perhaps from 9:00-10:00 a.m. on Saturday mornings, were mere brainstorming and an example, and not an actual recommended schedule. Motion carried 5-0. IV. STUDENT UPDATES A. ANYTHING YOU WANT TO SHARE WITH THE GROUP There were no student updates. V. OLD BUSINESS EDEN PRAIRIE HERITAGE PRESERVATION COMMISSION January 23, 2017 Page 2 A. GEOCACHING IN CITY PARKS Creamer distributed a handout describing geocaching with guidelines, and displayed a map showing where it is allowed. Ross asked if this included the Cummins-Phipps-Grill House, and Cofer Evert noted that it was not allowed. Discussion followed on possible future sites for a Commission-sponsored event. VI. REPORTS OF HISTORICAL SOCIETY Ross announced several dates for Historical Society happenings; January 28, 2017 — Open house at the Cummins-Phipps-Grill House, noon-3 April 13, 2017 —Eden Prairie Historical Society Annual Meeting April 27-29, 2017 —Vintage Sale at Cummins-Phipps-Grill House May, 2017 —Rental of Cummins-Phipps-Grill House for a groom's dinner August 10, 2017 —Tour of Cummins-Phipps-Grill House through Medicine Lake Tours October 21, 2017 —Ghost Walk starting at Eden Prairie Cemetery and ending with treats at the Cummins-Phipps-Grill House Ross also reported the Cummins-Phipps-Grill House was cleaned with funds collected in advance for this purpose by the actor who portrayed Santa during the November and December months. She also said an Eden Prairie Historical Society Committee is being formed to thoroughly catalogue the Historical Society's artifacts and holdings. Creamer announced that the electrical work has started. Spera suggested the Historical Society dates be included on their website. Ross replied they are working on it. Some of the dates and times are not finalized yet. Flyers for each will be created once dates/times are set. Ross also announced that the Society has a new Facebook page and an Instagram account for the Cummins-Phipps-Grill House. VII. NEW BUSINESS A. HERITAGE PRESERVATION AWARD NOMINATIONS Creamer announced that the nomination form was updated and will go live in February, 2017. The awards will be presented in May, and the Commission will make its final decisions at the April Meeting. She urged the commissioners to get the word out for nominations. Cofer Evert asked if nominations from previous years could be submitted, and Creamer replied that as the links were no longer available, a new nomination form would have to be submitted but previous candidates who were not chosen for the award could certainly be nominated again. EDEN PRAIRIE HERITAGE PRESERVATION COMMISSION January 23, 2017 Page 3 Olson stated he presented the 2016 accomplishments and 2017 Work Plan at the workshop with the City Council last week. He learned from Council members Case and Butcher-Wickstrom there recollection was previous studies had been done on the Town of Hennepin site which included reports on limestone foundations, a Wedgewood [?] report, etc. Discussion followed on obtaining copies of these reports. Cofer Evert asked if the current city consultant would have access to these, and Creamer stated that she would find out. VIII. ONGOING TRAINING A. CHAPTER 5—NUTS AND BOLTS FOR COMMISSIONS Creamer introduced the latest segment of this ongoing training developed through the partnership grant. Olson took the commission through the slides and presented basics on commission structure and limits to power, including the difference between a public hearing vs commission meeting, the appointment process, the requirements for a CLG (certified local government), and the difference between a CLG and a Legacy grant. Unlike some commissions, the Eden Prairie HPC has policies and best practices rather than regulations. Duties of the commission include: stewardship (promote proper use and care, review proposals, discourage demolition, and encourage use of incentives), preservation planning, identification of historic properties and surveys, evaluation of same, and reviewing and advising on current projects. Some commissions engage in monitoring and site visits; however, Eden Prairie's UPC defers to the City's Facilities Department for inspections and walk-throughs. Other duties include reviewing proposals and recommending to the local historic register, National Register nominations, education and events, partnership, promotion, and Section 106 Comments (such as during the recent Southwest Light Rail hearings). The commission has staff, and supports the roles of the City Council and other county Commissions. It announces regular meeting agendas,posts notices, invites public participation, makes and votes on motions,provides minutes as a part of the administrative record, and follows Robert's Rules of Order. In contrast to some cities Eden Prairie does not have a historic downtown, and so does not usually implement design guidelines, although the National Park Service's Illustrated Guidelines for Rehabilitating Historic Buildings can be used as a guide. IX. FYI ITEMS A. COMMISSION INTERVIEWS TUESDAY, FEBRURAY 28, 2017 EDEN PRAIRIE HERITAGE PRESERVATION COMMISSION January 23, 2017 Page 4 Creamer announced that Commission interviews will be held on Tuesday, Feb 28, 2017 for the positions currently held by Commissioners Muhlberg and Cofer Evert. Spera asked how the Commission would continue to fulfill its CLG requirement with Muhlberg leaving, and Olson replied that a consultant could fulfill this if no architect candidates stepped forward to run. B. CITY IN SEARCH OF NEW CONSULTANT FOR HPC Creamer stated that the city's current consultant(Pathfinder, CRM) will not be renewing a contract for 2017. She will discuss the alternatives with the city manager. Cofer Evert asked if there would be an RFP written, and Creamer replied this contract would not require a written RFP process. The new consultant would continue the work of the previous one as seamlessly as possible. Cofer Evert suggested and Creamer agreed that the candidates should be invited to the Commission's March meeting. X. NEXT MEETING The next HPC Commission meeting will be held on Monday, February 27, 2017 in Prairie Rooms A & B. XI. ADJOURNMENT Cofer Evert moved, and Kalar seconded, to adjourn the meeting. Motion carried 5-0. The meeting was adjourned 8:18 p.m.