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Minutes 03-07-11 MINUTES OF THE HISTORIC PRESERVATION AD HOC COMMITTEE MEETING HELD ON MONDAY, MARCH 7, 2011 AT 5:00 P.M. AT FIRE STATION #2, 2615 W. WOOLBRIGHT AVENUE, BOYNTON BEACH, FLORIDA PRESENT: Warren Adams, Chair (Arrived 5:20 p.rn.) Barbara Ready, Vice Chair Janet DeVries Eric Jones John McGovern Linda Stabile Mike Rumpf, Planning Director Ed Breese, Principal Planner ABSENT: Gaylord Allan Hendricks 1. Call to order I n the absence of the Chair, Vice Chair Ready called the meeting to order at 5: 16 p.m. 2. Approval of minutes There was one change to the minutes of January 10, 2011. The change was on page 3, seventh paragraph as underlined: "... indicated that the Historic Preservation Planner consultant will charge. . ." Motion Mr. McGovern moved to approve the minutes as amended. Mr. Jones seconded the motion. The motion passed unanimously. 3. Update on Commission actions Mr. Breese explained the City Commission asked staff to draft a notice and application for membership on the Historic Preservation Board. Residency within the City was not a requirement. Staff also drafted the job description for the Historic Preservation Planner, which was forwarded for review. Staff looked forward to any comments. (Chair Adams arrived at 5:20 p.m.) 1 Meeting Minutes Historic Preservation Board Boynton Beach, FL March 7, 2011 Chair Adams had inquired if the City Manager found the funds for the position. Staff had not heard anything but was only tasked with developing the job description. The application was drafted and forwarded to management for review. It was not yet available for review. Both the enabling Ordinance and the planner position were approved by the City Commission. Staff met with the Property Appraiser on the Ad Valorem matter to become familiar with it. Mr. McGovern commented of all the municipalities in Palm Beach County, only Delray Beach, West Palm Beach, Boynton Beach, Greenacres, Lake Worth, Lake Park, Palm Beach, Tequesta and Boca Raton have an ordinance for Historic Preservation. Jupiter may have one as well. Mr. McGovern felt it was important the Committee members attend the City Commission meetings to keep the Old High School issues alive and aligned. Unless the members verbalized the connection, the issue could be forgotten. 4. Public Education brochures/flyers The members reviewed the brochure and public education flyers. Ms. Stabile had added a bullet to the flyer and explained the first draft of the brochure had two ideas. As a result, she separated each idea. She also added the definition of historic resources and that the hiring of a full-time Historic Preservation Planner was needed. The first paragraph in the second draft added language as follows: "federal grant dollars. . . . and the Boynton Beach Historical Society." Space was included on the brochure to insert the State logo, which was not yet received. Grammatical corrections and capitalization changes were suggested, which the members noted. Ad Valorem taxes were discussed. It was suggested the tax might confuse individuals; however, it was defined later in the brochure. As to the Frequently Asked Suggestions section, Mr. Breese selected three questions which he thought were the most commonly asked. The phrase "Interested in learning more?" will replace the words "any additional information or any meaningful input." Discussion followed that the monies received have to be spent by July. It was also noted the report has to be received by the State by July. Chair Adams thought this would be the ideal time to issue the information. Mr. Breese will make the agreed changes by the next meeting. With regard to mailing the flyer with the water bills, the City cannot insert the flyer with the glossy paper and 2 Meeting Minutes Historic Preservation Board Boynton Beach, FL March 7, 2011 only a two-colored flyer could be used. The cost per piece to insert the flyer with the bill was nine cents. Motion Mr. Jones moved to approve the brochure as altered. Mr. McGovern seconded the motion that unanimously passed. The Committee has $3,500 $2,600 for the printing and mailing. The members considered determining which areas to send the piece. One option considered was using zip codes as opposed to a citywide mailing. The grant monies were for the flyer. The match was for the mailing costs. Discussion followed again about not using glossy paper. Mailing the flyer with the water bill would be the most efficient use of the funds since May is Preservation Month. Ms. DeVries was working on a proclamation for Preservation Month. Discussion followed if a representative from the State would come to the City, the City could gain positive publicity. Chair Adams inquired if the CRA could assist in the effort since many of the districts were within the CRA area. Additionally, the use of electronic media and email was discussed. However, with that method, there would not be possible to know if the recipient lived in one of the targeted areas. The members considered using the Coles Directory to identify streets for the mailing. Since the maps would be available in April, the members could identify the areas to be contacted. Ms. DeVries and Mr. Breese agreed to review the map, find the center point and determine the radius to identify areas with the most historic properties. If the information could be emailed to the members, the members could approve it and possibly have it available at the next meeting. It would be more time efficient for the members to respond once the information was received. Quotes would have to be obtained; however, Mr. Jones had already obtained three. When the members' responses were received, the Committee would have an idea how many individuals would receive the mailing and then obtain the labels from the Property Appraiser's office within two weeks. Bulk mail would also take time. Approaching the task in this manner provides greater ability to contain costs. Local facilities could also have the materials available. In reference to the discussion held earlier in the meeting about ad valorem taxes, the members were advised the Property Appraiser's office does not notify individuals about ad valorem programs. 3 Meeting Minutes Historic Preservation Board Boynton Beach, FL March 7, 2011 5. Summarize tasks or accomplishments for next meeting Chair Adams summarized the tasks as follows: ~ The members would approve the final version of the brochure ~ Ms. Devries and Mr. Breese would work on the map ~ Mr. Breese will inquire if the Committee could use City envelopes for the mailing ~ The inserting machine can seal the envelopes Chair Adams commented it would be helpful to have the pertinent information at the next meeting. Chair Adams offered to count the lots in the targeted areas and have an approximation of the number of pieces in the mailing. Motion Mr. Jones moved to approve the plan as Chair Adams stated. Mr. McGovern seconded the motion that unanimously passed. 6. Staff comments Following up on McGovern's request for a legal opinion pertaining to accepting applications right away, the response was individuals could not file an application. The Ordinance specified the applicant should fill out the application on a form approved by the Historic Preservation Board. Individuals interested in receiving the designation will have to wait to file an application until the new Board members were seated and they endorsed the application. Chair Adams advised that in two weeks he would be moving to unincorporated Boynton Beach. Staff informed him the move would not affect his membership on the Board. 7. Public comments None. 8. Announce date of next meeting The next meeting will be April 4, 2011. Ms. DeVries provided the upcoming meeting dates for the Historical Society. The dates are March 14th and April 11th. The topic for March is "Weeds and Seeds, History of Dining in south Florida." An archeologist would be present to discuss food individuals have eaten for the last 10,000 years. The topic for April is liThe History of 4 Meeting Minutes Historic Preservation Board Boynton Beach, FL March 7, 2011 the Masons" which dates back to 1915. Most of the prominent individuals in the City belonged to the organization. 9. Adjournment There being no further business to discuss, the meeting properly adjourned at 6: 17 p.m. C~/Uj~ ~kLJJ.L Catherine Cherry (f - Recording Secretary 03-16-11 5