HomeMy WebLinkAboutMinutes1 of 3 CITY OF OSHKOSH LANDMARKS COMMISSION MINUTES SEPTEMBER 11, 2013 PRESENT: Vicky Redlin, Karen Heikel, Steve Cummings, Dennis Arnold, Shirley Brabender Mattox and Sharon Kipetz EXCUSED: Connor McGee STAFF: David Buck, City Attorney Lynn Lorenson, Assistan t City Attorney David Praska 1. CALL TO ORDER Ms. Redlin called the meeting to order at 3:04 pm a nd a quorum was declared present. 2. CITY ATTORNEY’S PRESENTATION ON OPEN MEETINGS, P UBLIC RECORDS, ETHICS AND CONDUCT The City Attorneys distributed and went over the co ntents of an Open Meetings, Public Records, Ethics and Conduct of Meetings manual. They stated that t hey have been going to all the boards and commissions of the city. During the presentation of the open meetings and pu blic records section Ms. Kipetz inquired if a notic e is required if only two commissioners were to do resea rch together? Ms. Lorenson answered that yes because two members of the Commission could be cons idered a negative quorum a notice should be made. Ms. Kipetz then asked if they had to notice the work they do as individuals? Ms. Lorenson answered that they would not. Ms. Brabender Mattox and Mr. Cummings stated that this Commission is much more hands-on than most and is a working Commi ssion that requires a lot of outside of meeting work. Ms. Lorenson stated that a better way to add ress it is that individuals do the work and then sh are the data at a meeting. The definition of a notice, being an account that is put in the press box, was addressed and Mr. Buck added that they are posted i n City Hall as well. When going over public participation it was discuss ed that it is the Commission’s discretion if they w ant to take public comment and how much time they choos e to allow. Ms. Lorenson and Mr. Praska stated that the Council has two opportunities as well as a n open agenda and that the Plan Commission has it f or each item but that they are not typically a compone nt of workgroups or workshops. It was emphasized that public participation should be consistent on a ll meetings so the Commission should figure out how they choose to handle it and set a policy that they use all the time. Mr. Lorenson stated that if e-mails are received on personal accounts that they should be forwarded to staff or to the Commission’s e-mail address so they remain in the record and are easily retrieved. Ms . Heikel asked what happens to the e-mails that had b een deleted. Ms. Lorenson stated that the e-mails are public record if associated with Landmarks business and therefore should be copied to staff or the Commission’s e-mail address before deleting. Ms. Heikel stated that the Commission is simply a r ecommending body that really has no official authority to approve or deny anything. Ms. Lorenso n said that it did not matter and the Commission could still be attempted to be influenced and may b e offered items or services that should not be acce pted. Additionally, it was added that if there is any con flict of interest that the Commission should abstai n from voting and not participate in the discussion. To b e safe they could also leave the room during that p art of the agenda. The presentation continued with an overview of cond uct at meetings, interrelations between commissions and codes and statutes. Ms. Brabender Mattox inqui red if cities can absolve themselves from other rul es
2 of 3 it imposes on others such as with Landmarked proper ties. Ms. Lorenson said that the Council can pass amendments to codes but usually requires a super ma jority. Commissioners asked that staff clarify thi s. Ms. Heikel stated that she has felt harassed and in truded upon by people involved with Commission work in the past and wondered what should be done. Ms. Lorenson stated that she should contact the police as a harassment call as well as let the attorney’s off ice know as well. Ms. Lorenson stated that the Commissioners are not obliged to talk to or interac t with people outside the Commission meetings that are noticed. 3. APPROVAL OF JULY 10, 2013 MEETING MINUTES Mr. Arnold motioned to approve the meeting minutes as presented. Motioned seconded by Mr. Cummings. Minutes were approved unanimously. 4. BUILDING PERMIT REVIEW & DISCUSSION Mr. Buck presented the list of building permits tha t were issued in the past month and described work done. Discussion took place about getting site pla ns and other details such as material types and oth er info for façade appearance to be included in the pe rmit applications and then included within the Landmark Commission packets. Mr. Buck responded th at some of that detail is not currently included with the permit application requirements such as co lors and other items not regulated by code. Ms. Brabender Mattox inquired to whom the Commission ne eded to communicate to get these requirements included in the requirements for permit application . Mr. Buck responded that that communication should go to the Community Development Director and the Di rector of Inspection Services and would possibly require an amendment to the codes that regulate sub mittal requirements. 5. ANNUAL REPORT DISCUSSION Ms. Redlin went over the draft of the annual report content and stated that she beefed it up to add pi ctures and other information to thoroughly let the communi ty know what the Commission has done and what we plan to do with it including major accomplishments. She added that it will require some additional wo rk from staff to get additional info and format and th at the report may be a bit larger than it has been in the past. Mr. Buck stated that he will attempt to do f ormatting but will maybe augment it with additions, deletions and editing. He added that it may take a bit longer as staff time is limited with the loss of a planner in the office but that he hopes that it wil l be ready for the next meeting. 6. W ORKING G ROUPS a. Website Update – Ms. Kipetz said that she plans to be meeting wit h a student at UWO to start up the website review later in the month. b. Tourism/Brochures – Ms. Redlin said she has been in contact with Jeff Potts with the CVB and will have more to report in the future. Ms. Redlin leaves as 5:15 c. Historic Signage/Plaque Program – Mr. Buck updated the Commission on a potential wo rker for the marker content and design and the issues that have cropped up and discussion took place on how to fund a researcher or if we could tap into the University f or help. Ms. Brabender Mattox indicated that she w as planning on talking to Dan Radig about helping with text and that he is writing a book on grocery stor es right now and also that Jim Backus would be an exce ptional resource. She added that we must tap into the people who have been involved with the city’s h istory. Mr. Cummings mentioned collaboration efforts with Winnebago County Historical Society an d dealings with the Community Foundation and also work being discussed outside of the city. d. Grant/Budget – Mr. Buck stated that the Community Development De partment agreed to fund a historic districts mailing next year so that the La ndmarks Commission can contact all owners and provi de whatever information they feel should be included. He suggested late winter or early spring for such a mailing and that the Commission will have to determ ine what to send out.
3 of 3 f. Riverside Cemetery – No Report g. Historic Bar Elements – No Report 8. AGENDA ITEMS FOR NEXT MEETING/COMMISSIONER STAT EMENTS Mr. Cummings mentioned the open house at the Honeym oon House at 633 Mount Vernon and the Commission discussed the work that has been done on the inside and the outside. Mr. Buck mentioned that a zoning code rewrite workshop will be taking place on Sept. 30 th between the Landmarks Commission, Plan Commission, Board of Appeals, Sust ainability Board and Common Council. Also a working group will be created and it is staff’s int ention to have a Landmarks Commissioner on that gro up so he asked that if anyone is interested that they should give it some thought and he will put it on t he agenda for October. 9. ADJOURNMENT Motion to adjourn at 6:39 pm was made by Mr. Cummin gs and seconded Ms. Kipetz. Motion carried unanimously. Respectfully Submitted, David Buck, Principal Planner