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Minutes 06-06-11 MINUTES OF THE HISTORIC PRESERVATION AD HOC COMMITTEE MEETING HELD ON MONDAY, JUNE 6, 2011 AT 5:00 P.M. AT FIRE STATION #2, 2615 W. WOOLBRIGHT AVENUE, BOYNTON BEACH, FLORIDA PRESENT: Warren Adams, Chair Ed Breese, Principal Planner Barbara Ready, Vice Chair (arrived at 5:22 p.m.) Gaylord Allan Hendricks . John McGovern Linda Stabile ABSENT: Janet DeVries Eric Jones 1. Call to order Chair Adams called the meeting to order at 5:12 p.m. 2. Approval of minutes Motion Mr. McGovern moved to approve the minutes and was seconded by Ms. Stabile. The motion unanimously passed. 3. Grant Information Update Mr. Breese provided a grant budget update and summarized the costs to date with the Board. The total budget was $2,600. The National Trust Grant covered the cost of the printing of the information and would not cover the postage charges. There are no restrictions on the Historical Society Grant. Expenditures to date were $85.00 for the envelopes, $101.10 for the Palm Beach County Property Appraiser’s charge for the mailing list and labels, and $389.00 for printing of the 5,000 brochures. Total spent to date was $575.10. Outstanding expenses for the second mailing were estimated at $1,885. Anticipated total expenditures total $2,460.10. All funds must be expended by August 20, 2011 with the final grant report due to the National Trust by September 20, 2011. 4. Discussion of Follow-up Brochure Mail Out Chair Adams advised the second brochure would have to be discussed and agreed upon by the next meeting, as the deadline for expending the funds would be approaching. Meeting Minutes Historic Preservation Ad Hoc Committee Boynton Beach, FL June 6, 2011 Mr. Hendricks advised the funds had to be used for education and felt discussion should be on what it should be centered around. He inquired of Mr. Breese if there was a good response for members for the new Board. Mr. Breese indicated there were four board appointments and thought there were five more applications for the next Commission meeting. Mr. Hendricks inquired if other members thought the mailer should be sent out again. Chair Adams responded that possibly something could be created where there would be an option to mail or not. Mr. Breese indicated there was a caveat on the back of the brochure that program information would be forthcoming, but it did not mention whether something would be mailed. That left the mail option open. Mr. Hendricks commented that after the initial mailings, the committee should build or promote what it was trying to educate the public on. It had to be decided what the next piece would probably be in place along with the Preservation Planner in order to decide the next step. Mr. McGovern suggested possibly creating a DVD that would incorporate the public service announcement, which was very well done. In addition, the Preservation Planner could address the goals of the program. An audio visual piece would be timeless in nature. Ms. Stabile added if there were community meetings, it would be a good tool. Mr. Hendricks thought it would be a good educational tool to use in the future. There was lengthy discussion on the different event options in getting the Committee’s objectives known, and possibly tie something in with the moving of the Ruth Jones Cottage to make the public aware of what was being accomplished. Vice Chair Ready inquired on what the bottom line was on the funds left to spend. Mr. McGovern challenged the line item of $1400 for postage for two mailings and felt those costs could be spent elsewhere rather than a second mailing. There was discussion among the members on other options rather than a mail out of a second brochure. Chair Adams commented that it was always best to spend the money by the deadline. If another mailing would be done, it should introduce the new Board and the Preservation Planner and allow people to have the opportunity to ask questions. Chair Adams felt the brochures should be mailed out. Mr. McGovern suggested possibly having the DVDs available as a handout for people seeking information and possibly a postcard type handout that provides information on the mission of the organization, the name of Preservation Planner, and possibly the names of the Board members. There was further discussion on ways to spend the balance of the grant by the th August 20 deadline. The $700.00 from the Historical Society does not have to be spent by that time. Mr. Breese explained the grant matching process from the National Trust. He was unsure of what the flexibility was with the Historical Society, but the total of $1100 from the National Historic Grant had to be expended by the 2 Meeting Minutes Historic Preservation Ad Hoc Committee Boynton Beach, FL June 6, 2011 th August 20 deadline, as well as the match of $1100 that would have to be spent on education. Chair Adams reiterated that he felt another brochure should be mailed. It was not necessary to print 5,000, particularly if it would be only identifying new things coming up. That would cut down the postage cost, as well and would leave approximately $500 to do something else, like the DVD if that was wanted. If someone would offer to make the DVD for free, that would possibly leave the whole $500 for copies. Mr. McGovern was questioning the mailing because the content of the brochure was unknown at this point. A mailing may not be necessary depending on what piece was decided. Ms. Stabile suggested possibly having books for purchase that would be educational and also would provide information on historical designation rather than a mailing. Chair Adams questioned how would people know there were books or any information out there if there was not a mailing. Vice Chair Ready suggested door hangers as she had a youth group who could help target an area. Information could be put on the door hanger so residents would be aware of anything going on. The problem with that was the cost and the fact that they would be placed on doors of homes that are not owned by the people who live there so the actual owners would not know what was happening. There was more discussion on the mailing and what information should be put out there and Chair Adams offered to write a draft for the next meeting. More grants in the future could be applied for, if needed, as long as the requirements were met and a good job with the funds that were already received was done. If there were money left over from the Historical Society, it was open what could be done with those funds. Mr. Breese provided an update on the website. The website was currently under construction but if anyone goes to the website, under “community”, one of the choices is “historic preservation”. Under that there is an introduction to historic preservation, benefits, matrix, frequently asked questions, historic preservation regulations, information on the Planning & Zoning Department, and related documents. Under related documents, there are links to many organizations such as the Boynton Beach Historical Society, Historical Society of Palm Beach County, Florida Division of Historical Resources, among others sites throughout the County. The website was progressing nicely. There was consensus among the members for Chair Adams and Mr. Breese to have a draft brochure ready for the next meeting. Mr. Breese asked for clarification on what exactly the Board wanted as far as a tri-fold, postcard, or a one-page informational sheet. A suggestion was made to possibly add a map of the City on the back and indicate where the historical districts are. The purchasing of books was 3 Meeting Minutes Historic Preservation Ad Hoc Committee Boynton Beach, FL June 6, 2011 discussed again and Mr. Breese indicated he would contact the National Trust to inquire if that would qualify for a grant. Mr. Hendricks indicated it would be a great idea if the brochure could be timed to the moving of the Ruth Jones Cottage and capture some of that enthusiasm. There would be a lot of publicity. Mr. Breese indicated he would contact the CRA to see if they would be interested in partnering for the event. Chair Adams inquired when the ad hoc committee ceases to be, what would become the City’s responsibility, the Historic Preservations Board’s responsibility and the Ad Hoc Committee’s responsibility? Once the Planner was in place, the Ad Hoc Committee would probably be dissolved and the new Board put in place. 5. Mail Out Preparation The mailing itself did not have to be immediately decided; only the content that was to be produced. Mr. McGovern made a suggestion of mailing the brochure out with the water bills but Mr. Breese advised that months are available for inserting items with water bills and the months fill up quickly. Mr. Breese commented that anyone who wanted to stay after the meeting to stuff the envelopes with the brochure would be welcome. 6. Summarize Tasks or Accomplishments for Next Meeting This was discussed earlier in the meeting. 7. Staff Comments Mr. Breese advised the CRA Façade Grants are no longer being given for residential properties and were not planning to fund in this year’s budget. It will, however be continued for commercial properties. Chair Adams indicated he had been in touch with the Executive Director of the CRA regarding grants for some of the projects. Unfortunately, he was advised that the CRA funds are tight as far as grants go. Chair Adams said he would follow up in the future. 8. Public Comments None. 4 Meeting Minutes Historic Preservation Ad Hoc Committee Boynton Beach, FL June 6, 2011 9. Announce Date of Next Meeting Mr. Breese indicated it was requested by the Clerk's Office to set a definitive time and date for future meetings. The meetings will take place the second Monday of the month. The next meeting is scheduled for July 11. 10. Adjournment There being no further business to discuss, the meeting was properly adjourned at 6:37 p.m. G ( ;' fZ C/ ct-cc lLC'l(/LQ__~"- Ellie Caruso Recording Secretary 5