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HomeMy Public PortalAbout2018-02-21 packet Individuals should contact the ADA Coordinator at (573) 634-6570 to request accommodations or alternative formats as required under the Americans with Disabilities Act. Please allow three business days to process the request. Please call 573-634-6410 for information regarding agenda items 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.