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Minutes 01-10-11 MINUTES OF THE HISTORIC PRESERVATION AD HOC COMMITTEE MEETING HELD ON MONDAY, JANUARY 10, 2011 AT 5:00 P.M. AT FIRE STATION #2, 2615 W. WOOLBRIGHT AVENUE, BOYNTON BEACH, FLORIDA PRESENT: Warren Adams, Chair Mike Rumpf, Planning Director Barbara Ready, Vice Chair Ed Breese, Principal Planner Janet DeVries Eric Jones John McGovern Linda Stabile ABSENT: Gaylord Allan Hendricks 1. Call to order Chair Adams called the meeting to order at 5:11 p.m. Self-introductions were made with the members present as noted above. 2. Approval of minutes Motion Vice Chair Ready moved to approve the minutes for November as presented. Mr. McGovern seconded the motion that unanimously passed. Motion Vice Chair Ready moved to approve the December minutes. Mr. McGovern seconded the motion that unanimously passed. 3. Update on direction from Commission Mike Rumpf, Planning Director, commented the City Commission reviewed the presentation in detail and asked staff to do so. Due to budgetary needs and the Committee’s recommendation, a staff team was assembled, comprised of representatives of the City Manager’s Office with the focus on whether it could be implemented and to determine if there were funds for a full-time position. There was a grim future anticipated and an even more grim future for the next budget. There was no money for a position. 1 Meeting Minutes Historic Preservation Board Boynton Beach, FL January 10, 2011 Mr. Breese and Mr. Rumpf planned to offer alternatives of varying degrees of staff focus, ranging in dollar needs as follows: Totally staff administered. 1. Hire a consultant to do the inventory update, the most major tasks; 2. Same as option 2 with staff heading it up and consultant doing inventory , but 3. including a consultant on an as-needed basis to provide general direction, i.e. review complex certificate of appropriateness The City Manager also requested consideration of sharing a part-time historic preservation planner with Lake Worth. Boynton Beach has an interlocal agreement with Lake Worth for planning services. It was requested Boynton Beach consider sharing. The position was filled with a planner/historic preservation planner; however, the Lake Worth Planning Division was weak. Staff checked with West Palm Beach, Delray Beach and Lake Worth to fill the as needed slot because there was a resource available from those cities. West Palm Beach has the ability to provide the time for the as-needed slot, but not Delray Beach and it was assumed Lake Worth would not have the ability to do so either. Staff consulted a consulting firm used by Boynton Beach for the 1996 survey as well as another firm, who submitted for an inventory update from Delray Beach and received a price. Staff attempted to break down responsibilities and what resources they have available and felt rather than jeopardize the program because there are no dollars for the program, staff indicated what they felt could be accomplished. Staff contacted Jane Day, consultant for Town of Palm Beach with a series of questions and whether she could provide services and no response was received from her as of yet. As soon as all the information is complete, it will be on the agenda. The update was anticipated to cost between $50,000 and $80,000. Chair Adams noted when consultants are brought on board, the costs skyrocket. If the City Commission opted to use full staff, it was noted the staff was still unable to do the inventory and it would be extremely time consuming. Staff planned to report to the City Commission that they would use whatever resources they had. One city had a good experience with interns doing the work, and another did not. It was noted the Historic Preservation Planner oversaw the work. West Palm Beach indicated interns can do good work but it requires a lot of handholding. Discussion followed the City would not have to start from scratch because they had the 1996 inventory. Chair Adams thought there would be an additional 600 potential properties. Discussion followed that if a consultant would cost $50,000 to $80,000, it would be more economical to bring on a Historic Preservation Planner for $50,000 2 Meeting Minutes Historic Preservation Board Boynton Beach, FL January 10, 2011 and give them a chance to prove themselves in that capacity and if they did not work out, they could be let go. Staff was only providing the facts. The City Commission has the options suggested by the Historic Preservation Committee but asked staff to look at others. The City Commission was considering what the impact on the budget would be. It was noted the Committee was trying to ease into it gently. Without an established Historic Preservation Program, Board or local register in place, the City cannot qualify to be a Certified Local Government (CLG) and go after the funds. Everything had to be aligned because there was a domino effect. There was much emphasis put on having a Board that would update the Commission and staff liaison. An experienced Historic Preservation Planner may be proactive to the initiative in addition to the day-to-day activities. It placed a lot of emphasis on the Board and the Committee thought the planner would take the lead. It was noted the matter was slated to be heard by the City Commission on January 18th. It would be a good investment but it was in a very trying economic time. For staff to do an inventory update was one price. The other was consulting on an as needed basis. They did not get a breakdown of what they would do, just an overall update. Chair Adams noted there were grant applications and he thought it would be a lot more than $80,000 to $100,000 They need the design guidelines; however, staff could do some of it in house. Discussion followed the Commission needed a greater understanding of the benefits but if the Commission could not find the money for a planner, how would they find money for a study? It was suggested a pro and con list should be developed. A consultant could likely do an inventory in four to five months when it would take staff about a year. A Historic Preservation Planner could also have other duties and could be proactive. Chair Adams' presentation indicated that the Historic Preserv3tion Pl3nner consultant will charge for writing a grant regardless of whether it is obtained or not. Someone would have to find the grant. An individual who would have the expertise to know where to go and who to call was needed It is not just writing a grant; it is having the connections and it is about cost effectiveness. The Committee thanked staff for their work and was aware of the economic times. The problem is it is a new program for the City and it must be adaptive. It was; therefore, important the foundation be laid correctly. There was also discussion about requesting the Community Redevelopment Agency to share some of the cost. A full time planner could serve as a construction manager, which was noted in the proposal, but the issue was the cost was coming in over budget. 3 Meeting Minutes Historic Preservation Board Boynton Beach, FL January 10, 2011 Many grants could use matching funds. If the City was a Certified Local Government, (CLG) the City would qualify for funds to move the Ruth Jones cottage. Items were being undertaken now which should be deferred to later. Ms. Stabile commented there is a WalMart delivery route traversing a historic district. The County wants to proclaim Old Dixie as a historic road and was willing to put resources behind it. The City had not said anything to help with the initiative. She questioned if they have a program, what the role of the planner would be when a developer wants to develop. She saw it as a conflict and commented that was the reason why historic districts are separated. She referenced Atlantic Avenue and asked how do you stimulate interest in historic districts and businesses that are different than what you would have in a shopping center. If they watered down the recommendation of having a full-time planner, that is what they will have. Staff responded they were only asked for options and financial restrictions. Chair Adams thought it would be in the Committee’s best interests to contact the City Commission. Staff’s options will be available by the end of the week. Chair Adams commented after working on the issue for a year, and then getting a watered down version or different version of what they wanted would be disappointing. It was suggested drawing in the Boynton Woman's Club and Historical Society. A full-time planner could also serve to fund raise and the program could help improve the tax base. It should be thought of as a benefit and not a cost. Staff was only trying to develop costs but not finding sources of dollars. Mr. Rumpf pointed out in the agenda item, one of the recommendations would be the Committee’s recommendation. There would be the agenda coversheet with the exhibits and the cover sheet would provide a summary or comparison of options. Mr. McGovern left the meeting at 6:01 p.m. Staff’s task was to develop options beyond what the committee was suggesting. Chair Adams noted if they could not find $50,000 for a full time planner, the only viable option would be staff, in-house or bring in someone as needed. Mr. McGovern returned to the meeting at 6:02 p.m. It was likely if the City could not fund a full-time planner, they could not fund a consultant. Additionally, the City does not hire without benefits. Discussion turned to having a lesser salary for the position, but Human Resources surveyed surrounding cities and the position starts at $50,000. Mr. Rumpf explained the person usually works independently, or could supervise volunteers or interns, and the position is usually a senior position. The members also acknowledged in these economic times, people are desperate and many people with Masters Degrees are unemployed. The Committee could review the recommendations and lobby the Commission. 4 Meeting Minutes Historic Preservation Board Boynton Beach, FL January 10, 2011 Chair Adams was concerned about the disposition of the Committee and whether it should be dissolved or not. Staff would ensure the City Commission would remember the details of the recommendation and the Board remain intact until a Historic Preservation Board was put in place. It was important not to be adversarial. Ms. DeVries left the meeting at 6:10 p.m. 4. Public Education brochures/flyers Mr. Breese provided the flyers in the original two-sided flyers and tri-fold styles. This information was drafted very early on the formation of the Committee. If there was new, updated or totally different information to be used, the members should advise staff. The information can be placed at various locations, or be used as a mail out, or informational piece. Staff needed direction to format the information and needed to finalize what the promotional flyers would be. The deadline to expend the grant funds was one year from when the Committee received the funds. The members discussed the brochure may be premature. Chair Adams thought the wording could be addressed after the next City Commission meeting.The first page should be rewritten to include the Historic Preservation Ordinance was passed on December 7, 2010. Mr. McGovern also suggested waiting to see how the budget process progressed. The Boynton Beach Foundation also has a model they use and they have already raised money. The Committee acknowledged people donate when it meets a human need. When government adopts the model of using new resources, they will move forward. It was thought the budget would be the place where change occurs. Mr. Jones researched printing costs and obtained three quotes for tri-fold, quad-fold, and postcard-style information piece and provided different ranges and quantities. Most used 80-gloss text, magazine quality paper. Postcard information could become collectibles in the future. Mr. Breese commented he spoke with the grant coordinator at the National Trust and the dollars can only be used for the production of the information, not the mailing. The mailing costs were approximately $900 and there was discussion that mailing the information with the water bills would be a shared cost. Postcards could be hand carried, or sent separately. Staff would check on when they could mail the information with the water bill. Chair Adams inquired if the mailing would include the National Historic Trust logo and/or Boynton Beach Historical Society logo. The members thought including it would be impressive. Staff agreed to research whether they could include the logo. 5 Meeting Minutes Historic Preservation Board Boynton Beach, FL January 10, 2011 Mr. Jones agreed to research the cost to mail out a postcard; however, after further discussion there was agreement staff would hold-off on this item. Chair Adams sits on a County Board and had been keeping Chris Davenport up-to- date on the Committee’s activities. Recently he wanted to look at the Ordinance to see how it covered archeological finds, especially after human remains were found in Delray Beach. The proper process was not necessarily followed. Mr. Davenport felt communities should put more thought into archeological finds and he sent them the County's code. Chair Adams inquired if they could do another section in the Code for archeological finds in the future. Mr. Davenport felt the best way to address the issue was through the Code. The corresponding section of the County Code was distributed to the staff to keep in mind for the future and Chair Adams suggested perhaps a process could be incorporated into design guidelines or the next time the Land Development Code was updated. The County uses a GIS data base system and the State updates it quarterly, so they should be able to get the GIS information from the State on areas that are considered archeologically significant, or view the master file. If a developer uncovered human remains, work stops and the remains are excavated at the developer’s expense. Ms. Stabile distributed a letter to the Historic Resource Review Board in Palm Beach County and did not know if the committee or committee members could assist in preserving Old Dixie Highway and the houses along the road. She spoke to Vivian Brooks, Interim Director of the Community Redevelopment Agency in passing about speed bumps in the Tradewind Estates West area and she would be obtaining information from the County. She hoped Ms. Brooks would work on their behalf. Vice Chair Ready also spoke about the proposed truck rate for the new WalMart and noted there was a water main where Federal Highway turns onto Old Dixie which would be endangered with an increase in traffic The traffic study reflected an estimated 600 extra trips per day. Letters of support could be forwarded to Ms. Stabile who would first deliver them to Ms. Brooks to show the support and bring them to the County Roads Department. One side of the road is in Boynton Beach and the other side of the road belongs to the County. There are areas on both sides of the road with no public water and none of the neighborhoods have public sewer. It was purported that years ago, the County received a grant for water and sewer but the funds were not used for that area. Discussion turned to annexation and if it could occur on the north side of the street without the sewer and water but they cannot take the bottom side without the sewer and water. Ms. Stabile did not know how the boundaries were determined. It was noted the subject area was a potential historic district. Discussion followed now that the Ordinance was in place, there was no Board or Planner to submit applications to. There was nothing that indicated an applicant could not submit an application but there was no form to use either. Chair Adams 6 Meeting Minutes Historic Preservation Board Boynton Beach, FL January 10, 2011 expressed concern, and suggested a recommendation be made to start a Historic Preservation Board because it is an unpaid Board. Mr. McGovern requested the Legal Department affirm Mr. Breese's position that the existence of the Board is the essential element for any proposal to be received by the City or a legal opinion be given. It was thought the Committee should push to get the Board in place as soon as possible. As to the Committee submitting a letter of support for the designation of Old Dixie Highway as a historic road, the members could write individual letters of support, but not as a committee. The City Commission would meet on January 18th and the members were encouraged to attend. The item would be heard under City Manager’s Report or Old Business. If they are aware the Committee wanted to address the Commission, they would probably give the members the opportunity to speak. The City Commission has the option to ask for more time or table it. 5. Summarize tasks or accomplishments for next meeting This item was not addressed. 6. Staff comments None. 7. Public comments None. 8. Announce date of next meeting The next meeting would be held February 7, 2011. 9. Adjournment Motion Mr. McGovern moved to adjourn. Mr. Jones seconded the motion that unanimously passed. The meeting was adjourned at 6:59 p.m. Catherine Cherry Recording Secretary 0228 7