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HomeMy WebLinkAbout03102022 Historic Preservation Meeting PacketHistoric Preservation Commission Agenda Packet Regular Meeting Thursday, March 10, 2022 City Council Chambers Immediately following the work session March 10. 2022 The City of Seward, Alaska HISTORIC PRESERVATION COMMISSION REGULAR MEETING AGENDA _ T Following Work Session Council Chambers Cheryl Seese Chair 1. CALL TO ORDER Term Expires May, 2022 2. PLEDGE OFALLEGIANCE Sue Ward Vice Chair 3. ROLL CALL Term Expires May, 2023 4. CITIZEN COMMENTS ON ANY SUBJECT EXCEPT THOSE Tanguy ibbr ITEMS SCHEDULED FOR PUBLIC HEARING [Those who have Commissioner signed in will be given the first opportunity to speak. Time is limited to 3 minutes per Term Expires May, 2023 speaker and 36 minutes total time for this agenda item.] Mary Ann Benoit Commissioner 5. APPROVAL OF AGENDA AND CONSENT AGENDA [Approval Term Expires May, 2024 of Consent Agenda passes all routine items indicated by asterisk (*). Consent Agenda items are not considered separately unless a commission member so Dona Walker requests. In the event of such a request, the item is returned to the Regular Agenda] Commissioner Term Expires May, 2024 6. SPECIAL ORDERS, PRESENTATIONS AND REPORTS Art LeMaster Commissioner A. Proclamations and Awards — None Term Expires May, 2023 B. City Administration Report Vacant Commissioner C. Chair Report Term Expires May, 2022 D. Other Reports and Announcements [Reports must be submitted to the city clerk no later than noon on the Tuesday preceding the Monday meeting for inclusion in the packet. Five (5) minutes speaking time will be allowed for Stephen Sowell each report.] Assistant City Manager 1. Report on Historic Preservation Facebook Page. 2. Update on Certified Local Government (CLG) Grant 20005. Bailey Sayler 3. Update on USS Alaska project. Library Museum Director E. Presentations — None Brenda Ballou City Clerk City of Seward, Alaska Historic Preservation Commission Agenda March 10, 2022 Page I 7. NEW BUSINESS A. Resolutions 1. Resolution 2022-003, A Resolution Of The Seward Historic Preservation Commission Of The City Of Seward, Alaska, Requesting City Council Authorization To Retain And Appropriate Private Donations To CLG Grant 920005 "Seward Historical Tour: Public Education Signage" For The Purpose Of The Purchasing Additional Walking Tour Maps ........................................... Pg. 3 B. Other New Business Items * 1. Approve the February 10, 2022 Regular Meeting Minutes .......................... Pg. 5 *2. Approve the February 10, 2022 Special Meeting Minutes ........................... Pg. 8 3. Discuss annual Certified Local Government (CLG) report to the State Historic Preservation Office (SHPO). 4.Discuss the Historic Preservation Commission's web page ....................... Pg. 13 5. Discuss updating the Historic Inventory list and consider creating a committee. 6. Discuss creating a committee for the Standards and Guidelines. 7. Remind the commission of the joint work session with city council on Tuesday, March 29, 2022 at 5:00 p.m............................................................ Pg. 14 8. INFORMATIONAL ITEMS AND REPORTS [No Action Required] 1. 2022 Historic Preservation Priorities ................................................ Pg. 15 2. 2022 Historic Preservation Meeting & Work Session Schedule .................. Pg. 16 9. CITIZEN COMMENTS 10. COMMISSION AND ADMINISTRATION COMMENTS & RESPONSES TO CITIZEN COMMENTS It. ADJOURNMENT City of Seward, Alaska March 10, 2022 Historic Preservation Commission Agenda Page 2 `a Sponsored by: Chair Seese CITY OF SEWARD, ALASKA HISTORIC PRESERVATION COMMISSION RESOLUTION 2022-003 A RESOLUTION OF THE SEWARD HISTORIC PRESERVATION COMMISSION OF THE CITY OF SEWARD, ALASKA, REQUESTING CITY COUNCIL AUTHORIZATION TO RETAIN AND APPROPRIATE PRIVATE DONATIONS TO CLG GRANT #20005 "SEWARD HISTORICAL TOUR: PUBLIC EDUCATION SIGNAGE" FOR THE PURPOSE OF THE PURCHASING ADDITIONALWALKING TOUR MAPS WHEREAS, the FY2020 HPF-CLG grant funding is to increase public awareness of historic preservation (Resolution 2020-079); and WHEREAS, one assigned SHPC power and duty is to work toward the continuing education of citizens regarding local historic preservation and community history (Ord 94-042.30.425), (Resolution 2020-079); and WHEREAS, SHPC and Staff submitted a HPF-CLG Grant application on January 27, 2020 to create physical public educational signage for a Seward historical tour (Resolution 2020-079); and WHEREAS, the HPF-CLG Grant 920005 proj ect was approved and the grant agreement was received by the City Staff on July 17, 2020 from the State Historic Preservation office 2020 (Resolution 2020-079); and WHEREAS, the City Manager was authorized, on September 14, 2020, to accept and appropriate grant funds to pay vendors for services rendered to fulfill the FY2020 HPF-CLG Grant 920005: Seward Historical Tour: Public Education Signage Project 2020 (Resolution 2020-079); and WHEREAS, in the 8/13/2020 SHPC Regular Meeting Packet on page 52 of the grant it states: "Commissioners will also seek in -kind and funding to support activities beyond the funding requested in this grant. The City anticipates covering some of the overall cost. The rest will come from the grant and private funding." On pages, 9-64 of this packet is the complete grant for reference; and WHEREAS, the SHPC, anticipating a need for additional funding to pay for signs and maps, and in accordance with the grant, and after extensive public meetings and work sessions outlining our intent to do so, SHPC sought public donations, in late May through mid -June 2021, to complete the project. Public donations totaling $7,200 were received by check, made out to the City of Seward; and WHEREAS, the SHPC completed the grant's requirements on time (September 30, 2021) and under budget, due to the thousands of volunteer hours donated by commissioners and donations HISTORIC PRESERVATION COMMISSION RESOLUTION 2022-003 of time and material by the contractor; and WHEREAS, the City Manager, Jenette Bower, called a Special Meeting February 10, 2022, titled: "Historic Preservation Commission, CLG Grant 9200005-Walking Tour Project, Unauthorized Solicitation Of Public Funds."; and WHEREAS, the SHPC was informed at this time that the Seward City Code 2.30.425 (b) states, "The commission shall have no authority to expend or commit city funds without first obtaining approval by and any necessary appropriations from the city council."; and WHEREAS, the Seward Historic Preservation Commission did not "expend or commit any city funds." Direction from staff on proper fund raising came after the fact, though staff observed every discussion of fund raising openly in many meetings; and WHEREAS, the City recommended that the Historic Preservation Commission vote to either return these funds with a letter to donors explaining why the donation was being returned, OR draft a resolution to the City Council requesting that the Council allow the commission to keep and use the funds; and WHEREAS, the citizens donated because they wanted to contribute to preserving and sharing Seward's history through the project. The donors expected that their funds were to be used to create signs and maps. Funds received were not all solicited but given freely; and WHEREAS, by unanimous vote the Seward Historic Preservation Commission chose to keep and use the funds for the purchase of additional Seward Historic Walking Tour Maps; which was part of the goals of the grant. NOW, THEREFORE, BE IT RESOLVED BY THE HISTORIC PRESERVATION COMMISSION OF THE CITY OF SEWARD, ALASKA that: Section 1. The Seward Historic Preservation Commission hereby requests that the Seward City Council approve this plan to keep the monies donated to the grant for the additional purchase of Seward's Historic Walking Tour Maps to be placed at the Chamber of Commerce and local businesses around Seward and beyond. Section 2. This resolution shall take effect immediately upon its adoption. PASSED AND APPROVED by the Historic Preservation Commission of the City of Seward, Alaska, this 10t' day of March, 2022. City of Seward, Alaska DRAFT Historic Preservation Commission Meeting Minutes February 10, 2022 Volume 3, Page CALL TO ORDER The February 10, 2022 regular meeting of the Historic Preservation Commission was called to order at 7:40 p.m. by Chair Cheryl Seese. OPENING CEREMONY Commissioner Sue Ward led the Pledge of Allegiance to the flag. ROLL CALL There were present: Cheryl Seese presiding and Sue Ward T.,,,gtiy T ibbfeeh Mary Ann Benoit Dona Walker Art LeMaster comprising a quorum of the Commission; and BaileySaylet:, T Mttsetim DifeEtor Brenda Ballou, City Clerk Excused — Libbrecht Absent — None Vacant — One CITIZEN COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULED FOR PUBLIC HEARING Seese read two emails that had been submitted to the commission from Carol Griswold. APPROVAL OF AGENDA AND CONSENT AGENDA Motion (Ward/Benoit) Motion Passed Approval of Agenda and Consent Agenda Unanimous The clerk read the following approved consent agenda items: Approve the January 13, 2022 Regular Meeting Minutes. Approve the January 28, 2022 Special Meeting Minutes. SPECIAL ORDERS, PRESENTATIONS AND REPORTS City of Seward, Alaska Historic Preservation Commission Meeting Minutes February 10, 2022 Volume 3, Page Proclamations & Awards — None Chair Report. Chair Seese stated that some people had received the annual Historic Preservation Award more than once, and she encouraged the commission to find new recipients. Other Reports and Announcements Report on Historic Preservation Facebook Page. Benoit reviewed the page activity. Update on Certified Local Government (CLG) Grant 20005. Benoit reported that there were three signs that were ready to be installed, and the contractor was just waiting for the weather to be conducive to installation. Update on USS Alaska project. LeMaster said the project organizers were working on concept sketches and a logo design. There would be a meeting between he organizers and R&M Consultants in late February to talk about grant writing services. The organizers were beginning to develop their business case. Seese said she would like to invite the organizers to come to an HP meeting. Ward concurred and said she would like to see what they're doing. Presentations — None NEW BUSINESS Other New Business Items All items were approved on consent. INFORMATIONAL ITEMS AND REPORTS 2022 Historic Preservation Priorities. Seese requested that the layout of the priorities be changed to landscape so that it was easier to read. 2022 Historic Preservation Meeting & Work Session Schedule. Seese reminded the commission that the second Thursday of each month was the regular meeting day for the commission, starting at 6:00 p.m. with a work session to be followed immediately by a regular meeting. City of Seward, Alaska Historic Preservation Commission Meeting Minutes February 10, 2022 Volume 3, Page CITIZEN COMMENTS — None COMMISSION AND ADMINISTRATION COMMENTS & RESPONSE TO CITIZEN COMMENTS Benoit thanked Carol Griswold for her comments; there was good information in Griswold's emails that the commission should review and consider. Seese said, based on Carol Griswold's comments, she was wondering if the commission should bring back their resolution which defined the Historic Business District zone and maybe change the boundaries. Ward said those boundaries were chosen because the area was already established as the Historic District. She valued Griswold's input. Seese stated Griswold may want to weigh in on the Design Standards & Guidelines that the commission was working on, as well. Benoit was happy with the decisions that the commission had already made, and did not want to pull something back because of one letter; the information provided in the letter should be considered and thought about before any changes were made in response. ADJOURNMENT The meeting was adjourned at 8:10 p.m. Brenda Ballou, MMC City Clerk (City Seal) Cheryl Seese Chair City of Seward, Alaska Historic Preservation Commission Special Meeting Minutes February 10, 2022 Volume 3, Page CALL TO ORDER The February 10, 2022 special meeting of the Historic Preservation Commission was called to order at 6:00 p.m. by Chair Cheryl Seese. OPENING CEREMONY Commissioner Art LeMaster led the Pledge of Allegiance to the flag. ROLL CALL There were present: Cheryl Seese presiding and Sue Ward T.,,,gtty T ibb -eeh Mary Ann Benoit Dona Walker Art LeMaster comprising a quorum of the Commission; and Bailey Sayler, Library Museum Director Brenda Ballou, City Clerk Excused — Libbrecht Absent — None Vacant — One CITIZEN COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULED FOR PUBLIC HEARING — None APPROVAL OF AGENDA AND CONSENT AGENDA Motion (Ward/LeMaster) Motion Passed There were no consent agenda items. Approval of Agenda and Consent Agenda Unanimous SPECIAL ORDERS, PRESENTATIONS AND REPORTS Proclamations & Awards — None Other Reports and Announcements — None Presentations — None City of Seward, Alaska Historic Preservation Commission Special Meeting Minutes February 10, 2022 Volume 3, Page NEW BUSINESS Other New Business Items Historic Preservation Commission, CLG Grant #200005 - Walking Tour Project, unauthorized solicitation of public funds. City Clerk Brenda Ballou stated that she believed 100% that there was no ill intent from the commission when they solicited these funds, but it was simply against city code for the commission to solicit donations without the authorization of city council. Ward said that was not true; that was inaccurate. Ballou said she had consulted with the city attorney and it was his opinion that this was not in keeping with city code. The commission was provided with a budget which was approved by city council; the grant funds were specified in the resolution that was approved by city council. If the commission felt that they would be short on funds to complete the project, the appropriate thing to do would be for the commission to either request authorization from council to solicit donations, or else request an appropriation of additional funds from council. Seese stated it boggled her mind that only now this concern was being brought forward; this meeting blindsided the commission unfairly and inaccurately. As a volunteer, Seese did not believe it was her responsibility to know city code, with the exception of the commission's mission and how to observe Robert's Rules. Seese stated that city council accepted the CLG grant funds via Resolution 2020-079; she believed that In Kind Donations included monetary donations. At their May 17, 2021 work session, the commission discussed fundraising and no correction was provided to the commission at that time. Seese said the commission operated under the belief that their fundraising efforts were acceptable, particularly because they subsequently changed the name of the committee to include the word "fundraising" and because the commission retroactively reviewed and approved the letter soliciting donations, after it had been mailed to citizens. The commission completed the CLG grant project on time and under budget. Ward believed that once a grant had been approved by city council, it was down to city staff and the commission to administer the details of the grant. She said that in the grant application, under the Work Plan, it stated, "We will be looking for private funding to support activities beyond the funding of the grant." She said that statement was approved by city council when they voted to accept the grant document and the accompanying funds. The commission could not be faulted for actually reading and implementing the grant as written. In the absence of advice otherwise, she believed that indicated approval by city council. Labeling this solicitation of public funds as unauthorized was not accurate and was misleading. Benoit said she was fully aware that donations were being solicited; she was not surprised by that action, and recalled the commission talking about that at meetings. Benoit believed those discussions constituted deliberations by the commission. Another thing Benoit thought was 9 City of Seward, Alaska Historic Preservation Commission Special Meeting Minutes February 10, 2022 Volume 3, Page inaccurate was that some of the donors on the list contacted the commission themselves to offer donations; she didn't think those donors were "solicited" by anyone, but instead donated freely without being asked. She noted that the donations were being held in a separate account, unspent and sequestered from the grant funds; she wondered why the funds hadn't been returned by now if this was such a problem. Benoit said she was never told she needed to understand city code in order to be a commissioner, and wondered how any of the commissioners would know what code said. She said if the commission was expected to take ownership of the situation, then the city should take ownership as well. Seese stated that Seward City Code 2.30.425(b) stated, "The commission shall have no authority to expend or commit city funds without first obtaining approval by and any necessary approbations from the city council." She said, when council signed receipt of the grant funds and the grant, the city gave us permission. In the grant, future fundraising, monetary fundraising, was included. Ward said they didn't usurp; they thought it was written out and they needed to do it. It was something they were charged to do. Seese said the donated funds were earmarked to be used for printing more maps of the Walking Tour for this year's tourist season, as well as additional signage. The people who donated did so because they believed in this project. Motion (Ward/Benoit) Return the donated funds, including a letter drafted by the commission explaining why the funds are being returned. LeMaster asked if these funds were needed. Seese said they were, for printing additional brochures/maps. Benoit said there had been 2,500 brochures printed previously, and an additional 2,500 had already been paid for with Corvis Designs. Benoit believed the second 2,500 would last through this coming tourist season. Benoit said, with this extra donation money, they could get 40,000 brochures/maps printed and that would last for about eight years. She said, after all the work they did, she didn't want to keep going back every year to ask for money to print more maps. Seese thought 2,500 maps for last year was nothing, and that this year there would be cruise ships and the tourist season would be much busier; 5,000 maps for this year might not even be enough. Seese supported what Benoit had suggested about getting a lot more maps printed. Ward withdrew her motion with no objection from the commission. Benoit said last year's brochures/maps were not printed and distributed until the fall; right now, people had little stockpiles. She didn't think they had experienced a summer season yet to see how fast those brochures would actually go; they could go a lot faster than she anticipated. 10 City of Seward, Alaska Historic Preservation Commission Special Meeting Minutes February 10, 2022 Volume 3, Page Motion (Seese/LeMaster) Draft a resolution for city council requesting that council allow the commission to keep and use the donated funds. Seese hoped that council would approve the commission's use of the funds. LeMaster said it hadn't occurred to him that they would need maps in the future. hi response, Ward said that was the only thing left that would be a recurring cost. Benoit said one of the reasons they didn't print more maps initially was in case a mistake was found. Walker asked if the installation for the remaining three signs still needed to be paid for. In response, Seese and Ward confirmed that the installation was already paid for. Seese added that everything was paid for, except additional brochures. Motion Passed Unanimous By unanimous consent, the commission authorized Seese and Benoit to draft the resolution for city council. INFORMATIONAL ITEMS AND REPORTS — None CITIZEN COMMENTS — None COMMISSION AND ADMINISTRATION COMMENTS & RESPONSE TO CITIZEN COMMENTS Benoit said she belonged to Rotary, and their motto was "Service above self." In Rotary, they followed a four-way test to make sure that something was the right thing to do: "Is it true? Is it fair? Will it be beneficial to all concerned? Will it build goodwill and better friendships?" Benoit didn't believe tonight's special meeting met a single one of those criterion. She thought the city had not provided adequate or timely advice through staff regarding city code, and in an effort to avoid taking ownership for that, everyone else was being blamed for the problem. She didn't think it was fair to treat volunteers who had spent thousands of hours making the city a better place through a great project that educated, brought business to town, and brought citizens together in partnership as if they were rule -breaking children that needed to be chastised in public. This meeting was not beneficial to the commission because now she had lost some of her desire to continue volunteering her precious time because of how she had been treated in this process. She thought people may think twice about getting involved in city projects. She thought the city was trying to save face by trying to put the blame on everybody else for a lack of oversight and advice. She thought it was unlikely that, in the future, people would want to work alongside the city. A more positive approach may have been if the city clerk had gone to the chair of the commission and offered to draft a resolution on behalf of the commission. Benoit said, in her opinion, it would have taken the clerk about two minutes to do that, and it would have met the criteria of Rotary's four-way test. is City of Seward, Alaska Historic Preservation Commission Special Meeting Minutes February 10, 2022 Volume 3, Page Seese said she appreciated having alternatives to choose from, and that the city clerk had made the effort to consult with the city attorney. She echoed Benoit's suggestion that, in the future, something like this should be handled in a different way. She hoped the commissioners would continue to serve; everyone worked well together and had accomplished a lot. She thanked the commissioners for being a part of this very difficult meeting. ADJOURNMENT The meeting was adjourned at 6:40 p.m. Brenda Ballou, MMC City Clerk (City Seal) Cheryl Seese Chair im UPDATE HP WEB PAGE Cheryl Seese, Chair: (907)224-6826 New no. (907) 351-9138 The meeting schedule is misleading. It correctly quotes CODE for the HP meetings annual meeting schedule. "The Historic Preservation Commission is required to meet at least twice each year. Currently, the Commission meets on the second Thursday all year with additional meetings and work sessions scheduled as needed." However, I would like to see added: Current Meeting Schedule 2nd Thursday of each month, with the exception of July which has no meetings, 6:OOpm Work Session followed by the Regular Meeting. Folks need to know what amount of time they are committing to if they join the commission. 13 PUBLIC NOTICE CITY COUNCIL JOINT WORK SESSIONS NOTICE IS HEREBY GIVEN that the Seward City Council will conduct joint work sessions on the following items of business: CITY COUNCIL JOINT WORK SESSIONS Tuesday, March 29, 2021 City Council Chambers Historic Preservation Commission 5:00 — 5:30 p.m. Port & Commerce Advisory Board 5:30 — 6:00 p.m. Planning & Zoning Commission 6:00 — 6:45 p.m. TOPIC: Discuss any areas of mutual interest (per City Council Rules of Procedure, Rule 35(c)(1) The work sessions will commence in the City Council Chambers, City Hall, 410 Adams Street, Seward. All interested persons are invited to attend the meetings. All public is invited to attend. POSTED: Wednesday, February 16, 2022 City Hall bulletin board U.S. Post Office Harbormaster's Building Seward Community Library Museum 14 z a O Q •� ti D O �, N N N N N N 9b N O O N c c U u U 'C �". N s. Pi PiIJ �. 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ACM, city clerk) (Library 6 7 8 9 10 11 12 6:OOpm HPC Work Session (Council C.ha m b_ers)..................I 7:OOpm HPC Regular Meeting (Council S.hamb e.0....................... 13 14 15 16 17 18 19 7:OOpm CC Mtg 12:OOpm PACAB (Council Work Session hamb_e.rs).. 20 21 22 23 24 25 26 n Mo .................. 27 28 29 30 31 Apr 1 2 HQaLIaDAYaaaaaaaaaaaaaaaaaaa S:OOpm CC Joint WS (Joint Work Session with HP, PACAB and -P-&7-)..... 7:OOpm CC Mtg (CbanibffL Council Calendar 1 3/2/2022 4:59 PM 19 April 2022 May 2022 April 2022 SuMo Tu We Th Fr Sa SuMo Tu We Th Fr Sa 1 2 1 2 3 4 5 6 7 3 4 5 6 7 8 9 8 9 10 11 12 13 14 10 11 12 13 14 15 16 15 16 17 18 19 20 21 17 18 19 20 21 22 23 22 23 24 25 26 27 28 24 25 26 27 28 29 30 29 30 31 SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY Mar 27 28 29 30 31 Apr 1 2 3 4 5 6 7 8 9 7:00pm P&Z Mt NrnpPACAB (Regular g........... Meeting) ........................... 10 11 12 13 15 16 5:30pm CC WS - pm HPC TENTATIVE ork Session (Greene Council Forensic h [7:00pmHPC 7:OOpm CC Mtg egular (Council eeting -Chambers). Council hamb er)....................... 17 18 19 20 21 22 23 6:OOpm P8tZ 12:OOpm PACAB Work Session Work Session (Council hambers).. hambe.rs)................... 24 26 27 28 29 30 (7:00pmCC Mtg Council Calendar 2 3/2/2022 4:59 PM 20 May 2022 May June 22 a Th SuMo TuWFr Sa SuMo TuWTh Fr Sa e Th 1 2 3 4 5 6 7 1 2 3 4 8 9 10 11 12 13 14 5 6 7 8 9 10 11 15 16 17 18 19 20 21 12 13 14 15 16 17 18 22 23 24 25 26 27 28 19 20 21 22 23 24 25 29 30 31 26 27 28 29 30 SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY May 1 2 3 4 5 6 7 7:00pm P&Z Mt 12:OOpm PACAB (Regular g.............................. 8 9 10 11 12 13 14 OOCCMtg mH700C (Council Work Session �.hamb_e...................... (Council Chambers) ..................I 7:00pm HPC Regular Meeting (Council -C ha mb_er)....................... 15 16 17 18 19 20 21 6:00pm P&Z 12:00pm PACAB Work Session Work Session (Council amb_e.rs)..... 22 24 25 26 27 28 (7:00pmCC Mtg .h. 29 30 31 Jun 1 2 3 4 HOLIDAY Council Calendar 3 3/2/2022 4:59 PM 21