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NOTICE OF SPECIAL MEETING AND TENTATIVE AGENDAi
City of Jefferson Historic Preservation Commission
Wednesday, February 21, 2018 ~ 5:15 p.m.
John G. Christy Municipal Building, 320 East McCarty Street
City Council Chambers
TENTATIVE AGENDA
1. Call to Order and Roll Call
2. Approval of Agenda (as printed or amended)
3. Approval of February 9, 2018 Special Meeting Minutes
4. Rules of Procedures
5. Dates to Remember
a. Next Meeting, March 13, 2018, at 6:00 pm
b. Heritage Week Celebration, May 15, 2018, at 4:00 pm
6. Adjournment
City of Jefferson Historic Preservation Commission Minutes
Special Meeting – Friday, February 9, 2018
Council Chambers – John G. Christy Municipal Building
320 E. McCarty Street
Commission Members Present Attendance Record
Mary Schantz 2 of 2
Steven Hoffman 2 of 2
Bill Case 2 of 2
Donna Deetz 2 of 2
Art Hernandez 2 of 2
Sarah Hoeller 1 of 2
Jane Moore 2 of 2
Nathan Percy 2 of 2
Doug Record 2 of 2
Staff Present
Sonny Sanders, Planning & Protective Services Director
Eric Barron, Planning & Protective Services Planning/MPO Manager
Sheri Johnston, Neighborhood Services Specialist
Kelly English, Neighborhood Services Assistant and Commission Secretary
Guests
Ms. Lynn Shively – Grace Evangelical Free Church
Call to Order
Mary Shantz called the meeting to order at 12:00 p.m.
Approval of Agenda
Donna Deetz moved the agenda be approved as printed. Jane Moore seconded the
motion. Motion passed unanimously.
Approval of Minutes
Bill Case moved the minutes from the January 9, 2017 Regular Meeting be accepted. Jane
Moore seconded. Motion passed unanimously.
Demolition Application
a. 3015 S Ten Mile Drive – Grace Evangelical Free Church of Jefferson City submitted the
application for the demolition of a residential structure. This is a single-family home
which is currently being used as the Church’s office space. The Church has plans to
expand and also to add more parking, where the structure currently stands. Sheri
Johnston presented information on the property. In reviewing Section 8-44 C, Criteria
for Nomination, the structure does not appear to hold any significance in terms of
heritage, culturally or architecturally. There are no neighborhood or redevelopment
plans that have been adopted for the location. Mary Shantz noted that after viewing
the color photos in the meeting packet, there did not appear to be any significant
historical artifacts inside the structure.
Doug Record moved that there will be “no historic properties affected” by the
demolition and the permit be recommended for approval by this commission. Donna
Deetz seconded. Motion passed unanimously.
Ms. Lynn Shively, with the Grace Evangelical Church, spoke in regard to the demolition
of the structure. She explained the necessity to remove the structure for Church
expansion and ample parking. She stated the historical and valuable items inside the
structure had already been donated to Habitat for Humanity. She thanked the
Commission and City Staff for handling the matter. Mary Shantz thanked Ms. Shively for
ensuring the historical items were donated and not destroyed.
Dates to Remember
a. Next Meeting, March 13, 2018, in the Council Chambers;
b. Heritage Week Celebration, Tuesday, May 15, 2018.
Adjournment
Bill Case moved the meeting adjourn. Donna Deetz seconded. Motion carried. Meeting
adjourned at 12:15 p.m.
Rules of Procedure
Jefferson City, Missouri Historic Preservation Commission
Page 1 of 6
Rule 1 Purpose.
The purpose of these Rules of Procedure is to supplement the provisions of City
Code, including Chapter 7, Boards and Commissions, and Chapter 8, Building
and Regulations as they pertain to the Historic Preservation Commission of the
City of Jefferson, Missouri.
Rule 2 Membership, Appointment, Terms, Vacancy, Removal and Voting
2.1 The composition, membership, appointment, terms, vacancy and removal
shall comply with Chapter 7, Sections 7-51 and 7-52 of the Code.
2.2 Qualification for Voting
a. Regular members present at the start and conclusion of a public hearing,
not otherwise disqualified, shall be qualified to vote on the issue before
the Commission for which the public hearing has been called.
b. The qualification for voting shall be reassessed before each public hearing.
Rule 3 Meetings and Public Hearings are Open to the Public.
3.1 Meetings and hearings of the Historic Preservation Commission shall be
held at the call of the Chairman and at such other times as the Commission
may determine, but unless otherwise specified, the regular meeting shall
be the second Tuesday of each month at 6:00 p.m. Meetings shall be held
in the Council Chamber of the Municipal Building, 320 East McCarty,
Jefferson City, Missouri, unless otherwise specified.
3.2 All regular and special meetings, hearings, records, and accounts shall be
open to the public. After presentation of testimony and exhibits at public
hearings, the public hearing of the Commission shall be declared at an end
by the Chairman, so that the Commission may make its decisions.
Rule 4 Quorum.
4.1 A quorum shall be determined to be present prior to the conduct of any
business. Quorum shall be as defined in Chapter 7 of the Code, which
states that a majority of the members of the commission shall constitute a
quorum.
4.2 If at any meeting of the Historic Preservation Commission a quorum shall
fail to be present, or if at any meeting of the Historic Preservation
Commission it should be suggested that a lack of quorum exists and the
Commission so finds, then the Chairman or Acting Chairman shall
adjourn such meeting to the earliest possible date in order to afford a full
hearing upon such appeal or application pending.
Rules of Procedure
Jefferson City, Missouri Historic Preservation Commission
Page 2 of 6
Rule 5 Officers, Election of Officers.
5.1 The Commission shall elect from its members a Chairman and Vice -
Chairman. In the absence of both the Chairman and the Vice-Chairman,
the Commission shall elect an acting chairman to conduct the meeting.
Officers shall be elected at the first regular meeting in January of each
year, and as needed to fill vacancies. Officers shall assume their
respective duties immediately upon election.
5.2 Duties of the Chairman. The Chairman shall preside at all special and
called meetings, appoint committees, and perform such other duties as
may be required by Code or the Commission. The Chairman shall not
vote, except in order to break a tie vote.
5.3 Duties of Vice Chairman. The Vice Chairman shall act in the capacity of
the Chairman in his absence and in the event the office of the Chairman
becomes vacant, the vice Chairman shall succeed to this office for the
unexpired term.
5.4 Secretary The Planning Division shall provide the Commission with a secretary
from the Planning Division staff who shall record all minutes of the
Commission Meetings and assist the Executive Secretary with his or her
official duties.
5.5 Duties of the Executive Secretary a. The Director, or in the absence of the Director, the Neighborhood Services
Manager or Specialist in the Planning Division shall act as Executive
Secretary to the Commission.
b. The Executive Secretary shall execute documents in the name of the
Commission, perform the duties hereafter listed and shall perform such
other duties as the Commission may determine.
c. The Executive Secretary shall keep the minutes of each meeting of the
Commission.
d. All communications, petitions, and reports shall be addressed to the
Commission and delivered or mailed to the Executive Secretary via the
Neighborhood Services Division.
Rule 6 Parliamentary Procedure.
Parliamentary procedure in Commission meetings shall be governed by "Roberts
Rules of Order, Newly Revised," except as specifically modified herein.
Rules of Procedure
Jefferson City, Missouri Historic Preservation Commission
Page 3 of 6
Rule 7 Form of Agenda.
7.1 Agendas shall be prepared for all meetings, whether regular or special
called meetings.
7.2 The order of business therein shall be as follows: a. Introductions and Roll Call
b. Procedural Matters (1) Determination of Quorum and Abstentions; (2) Call for Cases (identify applicants who are present or absent) (3) Receive/Review Requests for Continuance
(4) Receive Requests for Re-ordering the Agenda
(5) Format of Hearing, Order of Testimony
(6) List of Exhibits c. Adoption of Agenda as Printed or Re-Ordered at the Meeting
d. Approval of Minutes
e. Unfinished Business, including continued applications and hearings
f. New Business: New applications involving hearings
(1) Demolition Applications
(2) Other Public Hearings (3) Other New Business
g. Section 106 Reviews
h. Other Business i. Dates to Remember
j. Adjourn
Rule 8 Appearance by Applicant When Public Hearing Is Required.
8.1 The applicant, or person acting in his behalf for consideration of items
before the Commission, shall appear at the scheduled public hearing.
Failure to appear on requests shall not bar the Commission from acting on
the item. The Commission may, at its discretion, conduct the public
hearing as scheduled, taking public comment from those in attendance.
8.2 The Commission may make its recommendation on the application
following the close of the public hearing.
8.3 Agenda items not involving a public hearing may be acted upon at the
discretion of the Commission in the absence of the applicant. In the event
the Commission does not elect to take action, the item shall be
automatically continued once, and thereafter the Commission may act on
the item.
Rules of Procedure
Jefferson City, Missouri Historic Preservation Commission
Page 4 of 6
Rule 9 Presentation and Testimony.
9.1 Proceedings may be recorded by audio, electronic or manual means.
9.2 Presentations shall be made from the podium; oral testimony shall be
given into the microphone, unless specifically permitted to speak from
elsewhere by the Chairman. All remarks shall be addressed to the
Commission as a body and not to any member thereof. No person, other
than the Commission and the person having the floor, shall be permitted to
enter into any discussion, either directly or through a member of the
Commission without the permission of the Chairman. No question shall be
asked of a member of the Commission except through the presiding
officer.
9.3 The opening presentation by the applicant shall be limited to 10 minutes,
as unless specifically granted additional time by the Commission.
9.4 All interested parties will be given a chance to give testimony, however,
testimony from supporters, opponents, or other interested parties shall be
limited to three (3) minutes each, unless specifically granted additional
time by the Commission.
9.5 The presentation of rebuttal testimony by the applicant shall be limited to
new matters made necessary in explanation of matters raised following
the applicant's original presentation or to answer additional questions by
the Commission members and shall not be for the purpose of merely
restating matters previously submitted by the applicant in his original
presentation. Rebuttal testimony shall be limited to five (5) minutes
unless permission shall be granted by the Commission for additional time.
9.6 Any witness may be questioned by any member of the Commission.
9.7 The applicant shall be given three (3) additional minutes for closing
testimony, if the applicant so requests.
9.8 Individuals who wish to provide written testimony or other materials shall
submit them at the direction of the Chairman. The Commission shall
become the custodian of all materials submitted during the course of a
hearing, and the Commission shall determine whether any material
submitted may be returned.
Rules of Procedure
Jefferson City, Missouri Historic Preservation Commission
Page 5 of 6
Rule 10 Staff Reports.
10.1 Printed reports. Individual reports shall be printed for each application to
be heard. Copies of printed reports shall be available at the hearing.
10.2 Oral reports at the hearing. In order to reduce the time necessary to hear
an application, reference to printed material, including staff reports,
applicable findings, ordinances and/or statutes shall not be read into the
record, unless directed by the Commission.
10.3 Staff reports and recommendations, if any, on any matter before the
Commission shall be presented to the Commission before the Commission
acts on the matter.
Rule 11 Close of Testimony, Form of Motion and Vote.
11.1 The Commission shall close testimony from the floor prior to discussion
or motion on the case.
11.2 Motions shall be made orally and shall be restated by the Chair before a
final vote is taken. All motions shall be recorded by the Executive
Secretary for the minutes of the Commission. The form of motion shall be
positive; that is the motion shall be made to accept the request as
presented or with modifications, stipulations or conditions.
11.3 Action by the Commission on any matter on which a public hearing is
held shall not be taken until the hearing has been concluded. A final vote
will be taken by voice vote, roll-call or show of hands, as determined by
the Chairman. The Chairman shall announce the results of the vote,
specifying the number of votes cast in favor, and the number of votes cast
against.
Rule 12 Custodian of Records and Official Forms.
12.1 The Neighborhood Services Division of the Department of Planning and
Protective Services shall prepare agendas, and other notifications, record
minutes and maintain all official forms and records of the Historic
Preservation Commission.
Rule 13 Behavior; Ethics.
13.1 Member Service. Membership on the Historic Preservation Commission is
accepted as public service, and Commissioners are unpaid for their
service. When Commissioners attend meetings for the benefit of the City,
Commission, or staff, expenses may be paid in full or in part by the City
of Jefferson as budgetary considerations allow and as provided by current
rules and regulations; such reimbursed travel must be indicated in the
annual budget officially approved by the City Council.
Rules of Procedure
Jefferson City, Missouri Historic Preservation Commission
Page 6 of 6
13.2 Case Discussion. Except at public meetings of the Commission, its
members shall not discuss specific cases scheduled before or likely to
come before the Commission, with neither applicants, their
representatives, nor others with a direct interest.
13.3 Personal Interest. Members who have a personal or financial interest in
the outcome of a case shall disqualify themselves from participation in the
hearing of the case. Such disqualified members shall not sit as a member
of the Commission during the hearing of the case, shall leave the chamber,
and shall not participate in the Commission’s hearing, discussion and
decision of the case.
13.4 Implied Conflict. In cases where an implied conflict of interest exists, a
Commissioner shall abstain from participation in the hearing in
accordance with the provisions on Personal Interest.
13.5 Meeting Conduct. Commissioners shall conduct themselves at
Commission meetings in a fair, understanding, and as gracious manner as
circumstances permit. They shall seek to be considerate of all individuals,
attitudes, and the difference of opinion almost always involved.
13.6 Commissioner Responsibility. In behavior and actions, each
Commissioner is keenly aware of the Commission's responsibility,
together with the City staff, to plan for Jefferson City as a whole in all
primary aspects, both with respect to the present and long-range future.
While there are numerous organizations and individuals who contribute
significantly to one or several elements of the City, very few are obliged
to continuously consider the entire physical City, its present population
and condition, as well as its in habitants and developments.
Rule 14 Amendments.
Except as restricted by Statute, Charter or Code, these rules may be amended,
rescinded, supplemented or repealed at any time by a concurring vote of a
majority of members of the Commission.