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HomeMy WebLinkAbout2006-05-04Meridian Historic Preservation Commission May 4, 2006 Page 1 of 15 City of Meridian Historic Preservation Commission Meeting Meridian City Hall – Mayors Conference Room May 4, 2006 Minutes Lindgren: We are going to go ahead and start our monthly meeting for Meridian Historic Preservation Commission Meeting. The time is 5:55 P.M. on Thursday, May 4, 2006. 1. Roll-call Attendance: X Walter Lindgren – Chair X Frank Thomason O Tom Hammond – Vice Chair X Carol Harms X Steve Turney X staff – Will Berg 2. Adoption of the Agenda: Lindgren: Has everyone had a chance to review this agenda? Anybody have any comments? Suggestions? Turney: I would like to make a motion for approval of the agenda as presented. Harms: Second. Lindgren: Any discussion? Call the question. All those in favor. FOUR AYES. ONE ABSENT. MOTION CARRIED. 3. Approval of March 2, 2006 Meeting Minutes: Lindgren: Mr. Berg. Berg: We didn’t approve those last time and that was because part of the one meeting that we didn’t have a quorum at the beginning of the meeting and we had the Ada County presentation so, we wanted to try and put some of his words onto paper so some of you that did not make it could get the jest of what he talked about. So, we didn’t have that. We have it already to go now, so we are up to date. (Inaudible discussion) Lindgren: I would entertain a motion. Thomason: I would move to approve the minutes of the March 2 nd meeting as presented. Meridian Historic Preservation Commission March 2, 2006 Page 2 of 15 Lindgren: Second. Any discussion on that? Comments? Call the question. All those in favor of approving the March 2nd meeting minutes. FOUR AYES. ONE ABSENT. MOTION CARRIED. 4. Approval of April 6, 2006 Meeting Minutes: Turney: Mr. Chair. Lindgren: Yes. Turney: I would like to make a motion to approve the April 6 th meeting minutes as published. Harms: Second that motion. Lindgren: Any discussion? Call the question. All those in favor of approving April 6 th meeting minutes. FOUR AYES. ONE ABSENT. MOTION CARRIED. 5. Update on Progress of Installing the Historic Sign for the Tolleth House by Walter Lindgren: Lindgren: If you guys don’t mind, what I would like to do is in interest of Robert’s time – this is Robert Chandler (inaudible--). I talked to Robert this morning and I would just like to jump around here, if you guys don’t mind. Just to bring you up to speed, Robert this group has one of our goals here this fiscal year is to get some signage together for our preservation on our home center, (inaudible) registered (inaudible) and start to get a signage package for historic property such as that. Gwen’s house (inaudible) is the first one being (inaudible--). If I may, I am going to go show Robert the sign for that and we are talking to Robert about getting a concrete pad – yeah, just grab it. Berg: I moved it there. You can carry it back. Thomason: This is a moving experience. Berg: Are we going to Item No. 5? Is that what you are doing here? Lindgren: Yes. But in essence is what we have got is – pretty solid case. What we want to do is get a concrete pad, just a (inaudible) base just to hold that and we are going to go ahead and (inaudible--) and put some concrete on it and get it as close to the right-of-way as possible. So, when someone comes up – in your case you have a commercial business there, but in other cases where we might have residents, we are looking at (inaudible), but as close to the right-of-way as possible (inaudible--). Meridian Historic Preservation Commission March 2, 2006 Page 3 of 15 Berg: Well, you don’t want to get it too close to the sidewalk because of the pedestrian walkway, too. Lindgren: Well, I think the property line – you are talking to the grass (inaudible--). Harms: What is it – it’s two feet from the sidewalk and the city property line? Berg: New subdivisions you have curb, gutter, sidewalk. In some cases when you detach it to sidewalk – (Inaudible discussion) Lindgren: We would have to identify those. Berg: I understand the right-of-way, I am just concerned about the pedestrian – people walking isn’t always just right – (Speaker unknown): That is, however, one of the other larger side walks because we just (inaudible) twelve years ago or whatever, so it is a bigger sidewalk. But, you know there is quite – but I bet there is 20 feet before you hit the house. (Inaudible discussion) Lindgren: I don’t know if this is what you envision when we talked on the phone, but – Chandler: So you are thinking to put this on top of the pad of concrete? Probably could put a couple of bolts, two on each side (inaudible--). Lindgren: We were talking at one point about doing (inaudible --). You do stuff all the time with other applications that if someone were to (inaudible --). Chandler: Well, I have a question for you. How much do you want to do (inaudible --). Alger: From my place I want it cool. Chandler: Well, you have a concrete pad and you just set that in (inaudible--). (Inaudible discussion) Chandler: Well, yeah and we want some consistency (inaudible--). Berg: They are pretty close. They may not be side by side, but they are very similar. Lindgren: Do you think that the (inaudible) might start competing with the signs held by (inaudible). I mean, I wonder if the concrete just being a finished (inaudible --). I think I am comfortable with concrete (inaudible--). Meridian Historic Preservation Commission March 2, 2006 Page 4 of 15 Chandler: I was thinking that most of that base would be in the ground, just a little coming up above the surface – (inaudible--). (Speaker unknown): Well, depending on where you put it. We have grass, flowers and we had landscaping, so actually the concrete should be (inaudible) and then do the landscaping around it. Lindgren: Right, I just don’t know if you are going to get the value (inaudible) that much (inaudible). I appreciate the option, but I just feel that the concrete might be just really enough. Again, I think the point is trying to focus on the sign here and not (inaudible--). (Inaudible discussion) Berg: You just are going to be careful on how far the exit bolts are. (Inaudible discussion) Alger: That would be my next shot. Don’t disturb my husband’s sprinkler system or we are all dead. We will drag him out there. (Inaudible discussion) Turney: Discussion on the pre-cast is when you come up to the top of the concrete do we bevel the edge or something to soften that edge? (Inaudible discussion) Alger: Yeah, maybe you could help me figure out where – maybe you could look at the picture and tell me where it would be best to put it. (Inaudible discussion) Lindgren: Looks like it is closer to the house. Alger: No, it is about half way. (Inaudible discussion) Turney: Like Will said, we don’t want (inaudible--) or anything like that. Just off enough where the base of the sign is, you know, maybe six inches off from that sidewalk so nobody hits it. (Inaudible discussion) Meridian Historic Preservation Commission March 2, 2006 Page 5 of 15 Turney: Yeah, it should be closer to the public right-of-way so you don’t have to go into a person’s property. Lindgren: I mean in this case – Alger: Well, it may not stay a business for ever either so you have to consider that (inaudible) up forever. (Inaudible discussion) (Speaker unknown): That just has that antique look. It just has a look about it. I like it. (Inaudible discussion) Lindgren: A ribbon cutting or whatever you want to call it. Alger: Yeah, but I do have that huge yard and you know we do wine tasting and things like that and so if you want to really throw a party, well, (inaudible). Lindgren: Do we want to make a motion on the price of $155 you said? Turney: Mr. Chair I would make a motion to approve the $155 for the concrete base. Harms: Second. Lindgren: Any discussion? Call the question. All those in favor. FOUR AYES. ONE ABSENT. MOTION CARRIED. 6. Update on Meridian Chamber of Commerce’s Business After Hours for August 17, 2006 at Finer Frames by Tom Hammond: Lindgren: I got a voice mail from Tom and I knew Tom wasn’t going to be here at this meeting, but Lila dropped by today and Tom had met with Lila or spoke over the phone and she dropped off a whole lot of photos. What I am going to do is – she has got a lot of different little goodies. One of the things that she mentioned in addition – we will get to the photos in a second, but one of the things that we mentioned – let me back up a second – Tom had also mentioned that Meg could not make it today, she had a conflict, but we can (inaudible) and work out the details on this. But, one of the things that Lila had mentioned in addition to getting the photos framed for this after hours place is she has got plenty of packets of these postcards and that also could be donated to the cause or given as door prizes or whatever. So, they are all the same packet. Thomason: Did she say what the cost was or did she mention – it wasn’t very much? Meridian Historic Preservation Commission March 2, 2006 Page 6 of 15 Berg: They are all the same, right? Lindgren: Yeah, they might be out of order in the packet (inaudible). Berg: We were also talking about doing even a garage type thing with a frame and a postcard because they were kind of a neat little thing of some basic history things, but that was an option. That is back from the Centennial celebration, right Frank? Thomason: Yes. In 1993. Lindgren: So, I think that would be a neat idea and she had all sorts of – well, if you don’t mind I am going to keep these here – yeah, that is H&H. They cut that top floor off. (Inaudible discussion) Lindgren: So, we have got plenty of options for photos and Steve, you probably – I don’t know there was a CD that is here that (inaudible) I have got a copy of, but it’s different shots of the creamery and I would say that a couple of these are pretty good candidates for blowing up. So, refresh my memory. The idea was to have maybe about four or five shots that we thought were appropriate. Does that seem --? Berg: Yeah, we were just talking about some things to think about that if we have the opportunity to have Meg do some framing for us, we can use it for other events. So, it may be an opportunity to – not saying get as many as we can, but don’t be shy of getting five, six or seven because it is a way to make our community aware of what we are doing is to donate a picture of to the Boys and Girls Club auction or to give to a chamber (inaudible) or the golf tournament that they have silent auctions or some other – Lindgren: So, it could go beyond this. Berg: Well, it could go beyond this, but I think the idea is to ma ke sure that we fulfill Meg’s need for us joining her, but then expand to a little bit more if we would like. There are some great pictures. Lindgren: Well, we still have to have that opportunity to get with Meg as well and see what she is going (inaudible) and still work negotiating with that and what she would be willing to (inaudible--). So, maybe I would suggest that we go ahead and just meet with her off line because she couldn’t be here today. We do those in August, so we still have an opportunity (inaudible--). Berg: We just need to get with Meg to make sure that we are not cutting her too short. Lindgren: These photos are printed off the CD that is here, so keep that with (inaudible). Meridian Historic Preservation Commission March 2, 2006 Page 7 of 15 Turney: This is beautiful, absolutely beautiful. Lindgren: So, I think one of these images – Harms: For the purpose of the transcriptionist what you are saying that is absolutely beautiful are these calendars that we are looking at from the Centennial. Otherwise it is going to be in the minutes as inaudible and we won’t know what the heck you are talking about. It is the Meridian Centennial Calendar. Berg: Some of those pictures of the creamery are being considered to be in the main halls of the new city hall because that is where (inaudible). There ar e some things that are being considered to do because we are aware of the site that the new building is going on. Lindgren: Anyway, I suspect maybe to get with Meg off line would be appropriate at this point and to get an idea of what (inaudible--) some of these enlargements. We can have her attend our next meeting in June, which would give us a full two months to be (inaudible) and that would still work. Any comments? Berg: I don’t know when she is getting married, but if that gives her enough time to work it in (inaudible--). Harms: It is either June or July, I thought. Berg: Tom mentioned it didn’t he? Harms: Yes, he did and it was in the minutes, but I forget – Lindgren: Well, if I could, could I – these are just printouts, but I would like to leave these in (inaudible) and then when I meet with Meg we can come down here and just look over these. (Inaudible discussion) Turney: I wonder – you know looking at that calendar, you know the last (inaudible) was 2002 – Lindgren: Oh, the calendar? Turney: Was that because of the Centennial --? Berg: Yeah, that was a project by the Historic Society – a calendar for ’03. Thomason: That is ’03? Meridian Historic Preservation Commission March 2, 2006 Page 8 of 15 Berg: Yeah, they updated it. We had two 100 birthdays. Thomason: One was a community with lodges and things and the other was the municipality. Berg: The incorporation and – yeah, so that is why we did two calendars. But, there is not enough historical pictures (inaudible). Lindgren: Well, let’s move on. I guess the only action there is to go ahead and invite Meg to our June 1st meeting and with some discussion in the meantime (inaudible --). (Inaudible discussion) Lindgren: Okay, very good. Moving along. 7. Budget / Finance Report: Lindgren: Do you have a copy of that? I am not sure – Berg: Well, what I did is I just printed off a percentage of the updated expenditures so that you had an idea of how the money was being used and it also shows the last payment that we approved. Lindgren: Okay, which this is fine because I think that some of the discussion we will have in the next couple of items we will address this remaining balance. We could even come back to this if – no, I was going to say that Items 8 and 9 might address, for example (inaudible--) – Berg: Well, just for a point the budget for generate public awareness expenditures – that is for the business after hours and the framing would be coming out of – so you could see kind of what that is. We have that upcoming conference – Lindgren: Yeah, we can come back to Item number 7 because Item number 8 – Berg: Well, I don’t know if Item 7 is (inaudible--) all I wanted to do was talk about where we are. Lindgren: Yeah, that is fine. Sure, fair enough. Moving onto Item number 8. 8. Update on Review of Emily Peeso’s Contract: Lindgren: Currently with the help of Will (inaudible--). (Inaudible discussion) Meridian Historic Preservation Commission March 2, 2006 Page 9 of 15 Lindgren: Well anyway, there is a handout that Will shared with you that is – in talking with Emily over the last couple of weeks and getting a revised c ontract, agreement draft for doing some additional survey work and by getting a new contract established we can establish $3,000 for her to spend 120 hours at $25 an hour to continue the survey work. We established that at least 40 properties and maybe mo re and what that does is it finish out the balance (inaudible) block, the downtown core area and then I think we reserved the right to discuss where – we believed there would be enough funding available with that $3,000 funding for her to do properties out side the core area. I think we just need to figure out which way we want her to go from there. But, this draft it looks like – I sent this (inaudible) – if you have had a chance to review this and if you feel comfortable with it, it addresses the compensation that it is on a monthly integral verses a lump sum and end of with (inaudible). The caveat that she is submitting, her work product as it exists at that time, I think that is good. At least we have some sort of (inaudible--) that at least we could tie it to the invoice and I just – and again, with the city’s approval, just call it a net 30 payment where that would be triggered by our review (inaudible) at our monthly payment. So, Emily’s responsibility would be (inaudible --) in this meeting by the end of the month. Berg: It would fall into our cycle if it is the first meeting of the month or (inaudible) of the month, we could get it into the cycle so she could be paid by the tenth or twelfth or whatever. But, that would be good for this group to review and approve that in writing. Lindgren: So, she just has to get it in by the end of the month for us to (inaudible). Harms: I have a question on the method of payment. It says the city will pay all invoices within 30 days after receipt? It doesn’t address the fact that we are going to approve that. Should that be in the language? Lindgren: Well, that is not my language. This is what I wrote (inaudible --). See what is interesting about this agreement is I was using the original contract as a template and this looks different though. That is fine. I was using this because I thought – I just mentioned to Sharon just take three and replace the three with this three and then take 2.1, which is compensation with this 2.1. I bet everything els e was very boiler plate, so I didn’t think there was any other reason to (inaudible). Harms: Well, I think that as long as this is in affect, it is not going to get to a city until it’s gone. Is that correct? (Inaudible discussion) Lindgren: Received by the city. Harms: Well, received by the city so it is not getting there until it is done through here? Lindgren: Exactly. Meridian Historic Preservation Commission March 2, 2006 Page 10 of 15 Harms: Well, it is just a question I thought -- it gets there without us seeing it has to be void, so says the contract. Lindgren: So, maybe I guess – Berg: We will make sure the final contract gets to her by early June, but I think there is a couple of the things that will be consistent with the other contracts. (Inaudible discussion) Lindgren: Yeah, that is why this (inaudible) looks foreign to me because – Berg: (Inaudible) got to it. Lindgren: Well, it was worth negotiating to get to that point. The conditions were fine it was just the specifics and the scope of origin and compensation. I think that was a lot of issues that we were here to address. Thomason: Does this up date need to be adopted and approved by her – (inaudible) or is there a time crunch here? It references here early May commencement for the project. Lindgren: The time crunch is Emily’s schedule. She has a lot of availability in May. I thought it would be nice to get her moving early. Thomason: So, could we approve this tonight? Berg: Maybe the content. Lindgren: We could approve the scope of work and the compensation. Because I mean the conditions of the contract can (inaudible --). Berg: Then it would be a process of getting this to Emily to sign, to get to the city to approve could be – Lindgren: Well, one (inaudible) by having a fresh new document to work from – now if you want to add additional hours, again, if you go back down to the budget, you know we have got $6,000 that is allotted for that work. We could add or not add as we see fit and deem appropriate with a very simple amendment to the contract by just saying 2 0 more hours or 120 more hours or whatever to get it done. I mean, it is that simple. I think the new contract is very clean. She is taking a class or an education or something which will occupy a lot of June (inaudible--). So I (inaudible) mid August or end of August and I think she felt comfortable that she (inaudible). Entertain a motion? Meridian Historic Preservation Commission March 2, 2006 Page 11 of 15 Turney: Mr. Chair, I make a motion to accept the scope of work with the new contract with Emily Pesso. It is indicated (inaudible) approve the $3,000, 120 hours of work as documented. Thomason: Second. Lindgren: Any discussion on that? Call the question. All those in favor say aye. FOUR AYES. ONE ABSENT. MOTION CARRIED. Lindgren: Okay. Well if you can work off line and get that finalized, but again I would recommend going back to the original one and looking at it. It looks pretty clean. Berg: Just to let you know and I checked with the attorney and because we are not changing the scope of work from the initial contract, continues us on without go ing to another RFP for another year. There is kind of like a two year thing. Lindgren: (Inaudible). Okay, that is fine. Fair enough. Berg: (Inaudible--) have to address, but there wasn’t any problem with renewing after this year because we are not changing the scope, right? But, we are changing the dollar amount, so we should be a little more consistent of what we should get (inaudible). Turney: Mr. Chair on that issue where we can amend the original contract and monies to that, taking into consideration that scope of work, where it does exceed the limit that where we do need to go out for RFQ, would we in any way in a accumulative adding the numbers together to this two year contract – if that number goes up over that, will that kick in a potential issue? Lindgren: Well, I don’t know. Turney: That is the only thing that I would caution because we don’t know. Because if the whole contract we add and add and add and comes up to say $20,000 and somebody looks at that and says well two years you get a contract for $20,000 and it didn’t go out to the public – Lindgren: I (inaudible) saying look at each one individually – Berg: The thing you don’t want to do is to intentionally split the contracts so you are avoiding the bidding process and I don’t think we are doing that. What we did was we were very satisfied with the work that she did with the first agreement and since we budgeted – we are kind of behind a little bit – we budgeted the monies and the funds this year we kind of do the same thing – we had the option when we got through with her to say well you did okay or not okay and so let’s go out for another RFP or RFQ or whatever for x, y and z, but we didn’t. We just extended the scope of work. Meridian Historic Preservation Commission March 2, 2006 Page 12 of 15 Turney: Okay, I want to make sure that is on the minutes and that is because in three or four years from now somebody would use the re-used contract and said that was over, we want proper (inaudible) noted that we didn’t change – Lindgren: Thank you, Steve – Berg: I can verify that with the attorney and make sure that it is (inaudible--). 9. Update on the National Historic Preservation Conference in Baltimore, MD by Walter Lindgren: Thomason: For the record, if we vote on the item 9, I am for it. Lindgren: Can I address that real quick? Berg: We are ready for it. Turney: I heard that as a second. Harms: I think there is room for discussion. Berg: Well, how much money have we gotten --? Lindgren: Well there is budgeted $1,500. I would have to check the (inaudible) – my wife scheduled it. We scheduled it – I think we had enough time – Berg: I was just curious to know if we have got enough money in there because we are looking at another budget coming up and I know this is in June – Lindgren: July. Thomason: Well, maybe we need to beef that up a little just in case or have it as a line item. Lindgren: As a line item? Berg: Yes, because (inaudible) May I have to get some figures into finance for next year’s budget. Lindgren: Well, if I understand, you are talking for next year’s --? Berg: Yes. I know we are talking about this year’s conference, but if $1,500 isn’t going to cut it – Turney: I was just wondering if it would be appropriate to make a motion that we approve that $1,500, but anything in excess of that for your cost of travel, meals, hotel Meridian Historic Preservation Commission March 2, 2006 Page 13 of 15 and those types of arrangements goes over $1,500 that this Commission is okay with that. Thomason: Reimbursable for however the costs are. Lindgren: It is really just talking – Harms: Reasonable costs – Lindgren: Yeah, exactly. I mean we are talking flight and again I think she had booked me at the hotel where they (inaudible --) rates and -- there are other pieces to it, you are right. Well, if it pleases the Commission what I can do is get you a mission cost of what we have spent to date just to give you an idea of what it takes and then maybe try and see what (inaudible--). Thanks, Frank. Any other business we want to talk about? Berg: Okay, I didn’t want to get you down to the penny of what you spent and par t of what I wanted to make sure of is that if it is $2,500 that we are looking at that I get that put into the budget for next year to make sure. Lindgren: Yeah, I just don’t know. What I could do is send you an email about what the flight and the room is going to be. Berg: Yeah, just look at it and let me know. Harms: I would suggest that you go ahead and increase it from a different standpoint. It may be that you will be so successful at this conference and you’ll want a couple of people to go next year. It doesn’t have to be just one. So, why don’t you just keep that in mind and it may be one conference now and one conference later on and increase that allowance for next year’s budget. Berg: Sure, we can do that, but let’s say you only spend a $1,000 bucks and we would be looking at $3,000 and covering – (Inaudible discussion) Lindgren: Well, it seems like a reasonable number and we may – Harms: There may actually be materials that you want to purchase and bring back that would be helpful because there all kinds of things that you may want. Lindgren: Well, I felt like the Portland one was, again, a quick trip, but (inaudible --). Berg: Well, that might be something to look at (inaudible) budget because we don’t have that as specific, but – Lindgren: That can transcend. Meridian Historic Preservation Commission March 2, 2006 Page 14 of 15 (Inaudible discussion) Harms: There may some really fantastic things for you to bring back that would be really helpful. Turney: I would like the meeting minutes to show that Will Berg’s tie is extraordinary and very impressive. Where did you get that? Berg: You know what this is? If you look really close here it is called PRIMA, Public Risk Management Association. I went to a national conference in Reno. Turney: In 25 --? Berg: The 25th anniversary for the conference. I stole it from a vendor. The vendor sales person gave me the tie. Turney: That is wonderful. Berg: We were at a conference and so that’s why I wear the PRIMA tie. (Tape turned over) Harms: -- that $1,500, Will, did we get that covered? Frank said on his behalf he was voting in favor of that. Lindgren: In favor of what? Harms: Of going ahead with whatever we were going to vote on here. Berg: You are just going to get an update as far as you are going, you are scheduling i t. Lindgren: Right, it is scheduled and reserve that right, I guess. (Inaudible discussion) Lindgren: Yeah, I guess we need a motion to – Berg: I think we said it was a budgetary item already. Lindgren: I agree the more case history that we get to tighten up our numbers or to make them more real for our upcoming fiscal budget the better. Harms: So, we can just table these last two items? Lindgren: Yeah. Let’s do that. Meridian Historic Preservation Commission March 2, 2006 Page 15 of 15 Harms: Okay, let’s do that. Turney: Mr. Chair, I would make a motion to adjourn the meeting. Harms: Second the motion. Lindgren: All those in favor. ALL AYES. MOTION CARRIED. 10. Review HPC Fiscal Budget and 2006 Goals on Which to Focus: 11. Review of 2007 Goals / Budget Calendar: MEETING ADJOURNED AT 6:42 P.M. APPROVED: _______________________________ _____|_____|_____ WALTER LINDGREN - CHAIRMAN DATE APPROVED ATTEST: _______________________________ WILLIAM G. BERG, JR. - CITY CLERK