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HomeMy WebLinkAboutMinutes - Historic Preservation Commission - 3/7/2011 03/07/2011 Minutes, Historic Preservation Commission MINUTES ORO VALLEY HISTORIC PRESERVATION COMMISSION STUDY SESSION & REGULAR SESSION MARCH 7, 2011 HOPI CONFERENCE ROOM ORO VALLEY COUNCIL CHAMBERS 11000 N. LA CANADA DRIVE STUDY SESSION AT OR AFTER 5:00 P.M. CALL TO ORDER AT 5:02 P.M. ROLL CALL PRESENT: Daniel Zwiener, Chair Lois Nagy, Vice-Chair Bob Baughman, Commissioner Ellen Guyer, Commissioner Ed Hannon, Commissioner Valerie Pullara, Commissioner EXCUSED: Sam McClung, Commissioner ORO VALLEY HISTORICAL SOCIETY MEMBERS PRESENT: Jim Skalicky, Acting President Pat Spoerl, Board Member and Founding Member Barb Campbell, Board Member Lyra Done, Treasurer Roxy Johnson, Corresponding Secretary Twink Monrad, Board Member and Recording Secretary Marilyn Pincus, Board Member Joyce Rychener, Board Member, Steam Pump Ranch Heritage Gardner and Educational Director ALSO PRESENT: Ainsley Legner, Parks Recreation Library & Cultural Resources Director Steve Solomon, Town Councilmember Lynanne Dellerman, Recreation Manager Mary Kim Dodson, Librarian 1. STATUS OF ITEMS DONATED TO THE ORO VALLEY HISTORICAL SOCIETY - DISCUSSION Oro Valley Historical Society President Jim Skalicky explained that they have donated items and digitized information and that access to these items needs to be determined. He indicated that Items #6 and #3 overlap with this item (#1). 1 03/07/2011 Minutes, Historic Preservation Commission Oro Valley Historical Society Corresponding Secretary Roxy Johnson explained that many of these documents are stored at her residence and the homes of other board members. She stated that there needs to be a place to store these documents, books and artifacts. Chair Zwiener requested that Item #1 and Item #3 be combined. Oro Valley Historical Society Board Member and Founding Member Pat Spoerl stated that they should be two separate items. Item #1 pertains to the amount of materials primarily relating to Steam Pump Ranch. Item #3 is a more serious issue because half of the documents are property of the Oro Valley Historical Society. Ms. Spoerl explained that the list of items and materials were identified as potential exhibit items. Mr. Skalicky reviewed the items on the list. Ms. Johnson pointed out that thv y only have one license for the library software (Past Perfect) which was used to scan the materials. Parks Recreation Library & Cultural Resources Director Ainsley Legner stated that the Town has all of the photos and materials that the Town owns digitally and on file with the Clerk's Department. Commissioner Pullara stated that in her experience the process has been that the Town and the Oro Valley Historical Society would go through all items and create a license agreement and a determine a location to warehouse these items. This would allow the Oro Valley Historical Society to manage the area in synergy with the Town. The advantage is that the Historical Society is a non-profit. The Historic Preservation Commission should not get too involved in this item. Discussion followed regarding: - Chair Zwiener asked if the Town could create an inventory of potential space. - The Oro Valley Historical Society would need access +o this secure location. - The location should be a base of operations. - The location would allow a secure location for volunteers to work. - Ms. Legner offered to ask Town representatives to report to the commission in a future meeting regarding the status of Steam Pump Ranch to include current opportunities and constraints at the area. Commissioner Baughman suggested that this be done at the meeting in April. 2. TOURS AT STEAM PUMP RANCH - DISCUSSION Chair Zwiener reported that there will be tours on April 14, 201`1 for the Daughters of the American Revolution and at the Historic Preservation Conference. Ms. Legner explained that we have been in communication with the staff from the Historic Preservation Conference and this tour is in the planning stages. Mr. Skalicky indicated that as the Steam Pump Ranch develops, the current tour limits set in the license contract may not be reasonable. The license expires in February, 2012. Commissioner Baughman suggested that the Oro Valley Historical 2 03/07/2011 Minutes, Historic Preservation Commission Society conduct the tours. Currently, Ms. Spoerl, Ms. Johnson and Chair Zwiener are the only tour guides. The Oro Valley Historical Society Members stated that tours could be done by appointment and volunteers could be trained and certified to give tours. Vice Chair Nagy recommended that volunteers be careful to only give out accurate information. Commissioner Baughman suggested that questions that arise be put on the website. It was suggested that the license be reviewed at a future meeting to possibly revise the allotted number of tours. MOTION: A motion was made by Commissioner Baughman and seconded by Commissioner Hannon to adjourn the study session and after a brief break, then go into the regular session immediately after discussing the date of a possible future study session to be set on a night not followed by a regular meeting in order to spend two or three hours as necessary to accomplish the rest of the agenda. Mr. Skalicky requested to discuss Item #5 prior to adjournment due to the timing of the item. MOTION: A motion was made by Commissioner Baughman and seconded by Commissioner Hannon to amend the previous motion to include a brief discussion regarding Item #5 prior to adjournment. MOTION carried, 6-0 3. ACCESSIBILITY OF SCANNED HISTORICAL DOCUMENTS - DISCUSSION Agenda Item #3 was discussed in conjunction with Item #1. 4. LICENSE AGREEMENT AND ACCESS REQUIREMENTS TO STEAM PUMP RANCF _ - DISCUSSION No discussion. 5. ORO VALLEY HISTORICAL SOCIETY BUDGETARY ITEMS TO SUBMIT TO THE TOWN OF ORO VALLEY - DISCUSSION Mr. Skalicky asked if their organization could receive capital improvement funds from the Town. Commissioner Baughman asked about Town funds that are not committed. Ms. Legner responded that all funding sources have been identified. She suggested going through the community funding process which is a vehicle for non-profit organizations. She offered to provide the Oro Valley Historical Society with the appropriate contact information for the community funding process. She stated that there my not be any funding this year. Commissioner Pullara suggested seeking grant funding from the Southern Arizona Community Foundation and possibly then approaching the Town for in-kind services as a 3 03/07/2011 Minutes, Historic Preservation Commission match. She offered to provide the commission more information about institutions such as the Foundation Center and The Arizona Grant Association. Ms. Legner and Chair Zwiener will coordinate with Mr. Skalicky to determine a future meeting date. 6. ORO VALLEY HISTORIC PRESERVATION COMMISSION AND ORO VALLEY HISTORICAL SOCIETY RESPONSIBILITIES - DISCUSSION No discussion. 7. STEAM PUMP RANCH ACKNOWLEDGEMENT EVENT FOR GABE ZIMMERMAN - DISCUSSION No discussion. ANNOUNCEMENTS No discussion. ADJOURNMENT The meeting was adjourned at 6:20 p.m. per the motion made under Item #2. REGULAR SESSION AT OR AFTER 6:00 P.M. CALL TO ORDER AT 6:32 p.m. ROLL CALL PRESENT: Daniel Zwiener, Chair Lois Nagy, Vice-Chair Bob Baughman, Commissioner Ellen Guyer, Commissioner Ed Hannon, Commissioner Valerie Pullara, Commissioner EXCUSED: Sam McClung, Commissioner ALSO PRESENT: Ainsley Legner, Parks Recreation Library & Cultural Resources Director Steve Solomon, Town Councilmember Lynanne Dellerman, Recreation Manager CALL TO THE AUDIENCE 4 03/07/2011 Minutes, Historic Preservation Commission Oro Valley resident Bill Adler stated that the last study session did not address the garden issue and Ms. Rychener who cares for the garden was not asked any questions. He stated that this is a Town budgetary item because the Town owns the property and the garden is part of Master Plan. If it exceeds the Town's budget ability, Ms. Rychener needs to know because it is a significant commitment for her. If the garden remains in the Master Plan and it is to be fulfilled, it is the responsibility of the Town of Oro Valley. Commissioner Baughman raised a Point of Personal Privilege in order to request figs'res on the subject. The chair ruled that the question was not one of privilege and therefore would not be entertained immediately. Chair Zweiner stated that the budget was discussed in an open session and this item was not mentioned when given the opportunity. He stated that this item should be considered during review of the interpretive plan. 1. REVIEW AND/OR APPROVAL OF THE JANUARY 3, 2011 AND FEBRUARY 7, 2011 REGULAR SESSION MINUTES Commissioner Guyer stated that there was a question regarding the motion in the "Student Internship" item from the January 3, 2011 minutes and the motion was recorded correctly. MOTION: A motion was made by Commissioner Guyer and seconded by Commissioner Baughman to approve the minutes from the January 3, 2011 and February 7, 2011 meetings. MOTION carried, 6-0 2. STUDENT INTERNSHIP - DISCUSSION AND POSSIBLE ACTION Commissioner Guyer stated that the wording of the motion made at the January meeting did not match the intent of the motion. She requested that the following motion be a substitute motion to the one made on January 3, 2011. MOTION: A motion was made by Commissioner Guyer and seconded by Commissioner Pullara to approve the concept of having an internship position which is primarily focused on the work of the Historic Preservation Commission. Director Ainsley Legner in consultation with the student intern subcommittee if she so desires, is as asked to refine the job description and distribute it where appropriate. Commissioner Guyer explained that Director Legner has extensive experience working with interns and can adjust a general job description to meet the Town's needs. She can consult with the subcommittee if she desires but she is not forced to do so. MOTION carried, 5-1 with Commissioner Baughman opposed 3. STEAM PUMP RANCH - DISCUSSION AND POSSIBLE ACTION 5 03/07/2011 Minutes, Historic Preservation Commission a. PROJECT UPDATE Ms. Legner reported that she met at the site with Development & Infrastructure Services Director/ Building Official Suzanne Smith. As we move with Steam Pump Ranch, it is important to have Ms. Smith speak to the commission about what is allowable on the property. Ms. Legner stated that Ms. Johnson had indicated to trier that she is comfortable looking at the idea of the flag pole in the next two to three years. Chair Zwiener stated that it is important for this commission to consider the interpretive plan for Steam Pump Ranch, particularly in light of the study session this evening with the Oro Valley Historical Society. b. BUDGET UV-DATE Chair Zwiener recommended that at the next meeting, the commission should thoroughly review the budget and discuss the interpretive plan. Commissioner Hannon added that it is important to have a notion of how to have a request for this item in this budget, even if there is no funding. Chair Zwiener asked if it would be helpful for the Steam Pump Ranch Project Team to meet again to discuss the interpretive plan. Ms. Legner offered to discuss this with Ms. Smith but due to staffing constraints, their priority is to finish the project before beginning new projects. Commissioner Baughman suggested that there should be discussion before completion of the project. Chair Zwiener stated that the Project Team should meet before the preservation conference because SHPO members plan to tour the site. Commissioner Guyer stated that in th .. future, students may like to access the scanned documents for research and the Past Perfect program is not accessible to the public. She asked that these documents be made available to the public. Further discussion followed regarding: - This item should be on a future agenda. - It would be good to have all the documents and items under one roof. - It could be part of the interpretive plan to get the appropriate software. - The documents owned by the Town are saved on the Town's server and archived with the Town Clerk. - The Town has the majority of the documents but the Oro Valley Historical Society has the most relevant documents. - We would eventually like to have access to some of the Oro Valley Historical Society's donated items. - Photographs saved as pdf files are not high resolution. - The information is more likely to be viewed if it is available online. - A meaningful interpretive plan would need to incorporate files from the Oro Valley Historical Society. - A subcommittee could be created to work on the interpretive plan. 6 03/07/2011 Minutes, Historic Preservation Commission c. DOCUMENT SCANNING d. EVENT PROTOCOL 5. BUDGET AND CAPITAL IMPROVEMENT PROJFCT RECOMMENDATIONS - DISCUSSION AND POSSIBLE ACTION The Chair moved Item #5 before Item #4. Ms. Legner explained that the Town's budget is $1.2 million short and the departments were asked to submit savings and cuts to the Town Council. The Town Council accepted $350,000 worth of cuts and the solar project was a one-time expense, so that money was taken from the contingency fund. Next year, the Town budget is expected to be $3 million short. On March 9, 2011, the Town Council will discuss the budget. She offered to accept recommendations from the commission for new budget items. Commissioner Pullara suggested looking for grant money and having in-kind matching. Ms. Legner stated that if there is a particular grant which we expect to obtain, we need to reflect that in the budget. Commissioner Pullara asked if the interpretive plan can be a capital improvement. Ms. Legner explained that those items are $50,000 or more. Chair Zwiener stated that the original recommendation by the commission in 2007 was for $50,000 in order to meet that threshold. It was not approved or resubmitted to the Town Council. Commissioner Pullara stated that the plan can be written by a Town committee, so there is no cost to write the interpretive plan. Once the plan is written, it will cost to perform the capital improvement and get the signs made and installed. She asked if this can go into the capital improvement budget. Ms. Legner stated that she can submit it to the Town Manager. MOTION: A motion was made by Commissioner Baughman and seconded by Commissioner Hannon that Director Ainsley Legner add a capital improvement placeholder in the budget for $50,000 for an interpretive plan including signage such that if a grant is obtained, there would be a place in the budget to spend it out. Vice Chair Nagy asked if there are any small quantities of funds available in the budget for temporary signs at Steam Pump Ranch. Chair Zwiener discussed before and after photographs in the ranch house. Commissioner Guyer called for the question. MOTION carried, 6-0 4. ENVIRONMENTALY SENSITIVE LAND - DISCUSSION AND POSSIBLE ACTION Chair Zwiener tabled this item until the next meeting. 7 03/07/2011 Minutes, Historic Preservation Commission 6. CULTURAL RESOURCES INVENTORY PHASE II: PRESERVATION PLAN - DISCUSSION AND POSSIBLE ACTION Ms. Legner reported that she received comments and forwarded them to Dr. Ravesloot, who will be before this commission next month. She will email his revised document to the commission. She requested that the commission respond with comments and she will send those to Dr. Ravesloot. Chair Zwiener asked about the status of the grant. The original budget for this was approximately $50,000 for Phase 1 and 2 and $38,000 of that was used for Phase 1. Ms. Legner explained that the paperwork for the grant was supposed to be submitted but it did not reach the state and that money was swept. Fortunately, in 2011 the state is offering another grant which we have submitted the paperwork for and we expect to receive. She commended Multimodal Planner Nancy Ellis for her work on this item. Item #8 was discussed prior to Item #7. 8. ORO VALLEY CENTENNIAL CELEBRATION - DISCUSSION AND POSSIBLE ACTION No new status to report. 7. HISTORIC PRESERVATION COMMISSION CONFERENCE - DISCUSSION AND POSSIBLE ACTION This item is in progress. The tentative date for the tour is Saturday, June 25, 2011. 9. HISTORIC PRESERVATION COMMISSION SPECIALIZED CLASSES - DISCUSSION AND POSSIBLE ACTION Ms. Legner distributed the agenda. MOTION: A motion was made by Commissioner Baughman and seconded by Vice-Chair Nagy to table this item. MOTION carried, 6-0 10. FUTURE AGENDA ITEMS - DISCUSSION AND POSSIBLE ACTION MOTION: A motion was made by Commissioner Baughman to table this item. The motion did not receive a second and was lost. Honeybee should be discussed during a sessii .i with Linda Mayro. The site stewards have requested to be on the May agenda. ANNOUNCEMENTS 8 03/07/2011 Minutes, Historic Preservation Commission - Interviews for the position on the commission will be on March 10, 2011. - The Oro Valley Historical Society will have a meeting on March 16, 2011. at the Oro Valley Public Library with Henry Wallace. The annual meeting of the Historical Society is to follow. - Chair Zwiener shared a photograph of Gabe Zimmerman. ADJOURNMENT MOTION: A motion was made by Commissioner Hannon and seconded by Commissioner Pullara to adjourn the meeting at 7:46 p.m. MOTION carried, 5-0 with Bob Baughman, Commissioner abstained. Prepared by: Danielle canner Senior Office Specialist 9