Historic Preservation Commission

TIME (approx.) TOPIC 10:00am – 10:15am Purpose of Today’s Meeting/Introductions/Icebreaker 10:15am – 10:30am HPC Current Initiatives and Projects Tybee Island 10:30am – 11:00am Prioritize HPC “Parking Lots” and “Wish Lists” of Proposals & Suggestions Historic Preservation Commission 10:45am – 11:15am 11:15am – 11:30am Trolley Tour of Homes (May 2025 Historic Preservation Month) BREAK 3rd Annual Planning Meeting 11:30am-11:50pm Window Sponsorship Fundraising for Tybee Arts Center (as conducted due to inclement weather) 11:50am-12:30pm Fort Screven/North Campbell Neighborhood Local Historic District Project (CLG Grant Project) 21 January 2025 12:30pm-12:45pm BREAK 12:45pm-1:45pm Administrative Planning, Action & Permit Reviews Purpose of Today’s Meeting Getting to Know Each Other Discuss needs related to CLG Local Historic District Grant Prioritize HPC opportunities Plan for administrative actions Solicit input from HPC members, Review planning for Trolley Tour of Homes (May 2025) Trivia Icebreaker What seven flags have flown over Tybee? HPC Projects & Other Commitments 2025 1 HPC Projects & Other Commitments HPC Projects & Other Commitments Central Tybee Island Residential • Revised Application submitted to SHPO on 11/13/2024 National Historic District • Review (feedback) from SHPO received 1/10/2025--SHPO continues National Historic Preservation • Historic Tybee Trolley Tour of Homes Application to agree with significance in the areas of Criterion A-Community Month (May 2025) • Complete installation of new and replacement historical signage Planning & Development and Criterion C-Architecture (DPW) • A second revision of the Application is needed to apply the Tybee Arts Center Window • Plan and launch window sponsorship fundraising program identifying characteristics from National Register Bulletin “Historic Restoration • Possible grant applications in Fall 2025 Residential Suburbs” • Launch public communication and outreach for the proposed district. Building Permit Application • Review and make recommendations on building permit Develop a Local Historic District • Cost-share grant project funded by GA DCA’s Historic Preservation Reviews applications for structures 50 years and older for the Fort Screven National Fund Grant Program for Certified Local Governments (CLGs) • As appropriate, advise property owners of historical significance of Historic District and the North • Phase 1 Historic Resources Inventory Update ends 1/24/2025; Phase their property Campbell Neighborhood 2 Developmental History starts 1/27/2025. Phases 3-5 also in 2025. HPC Proposal for the Provision • Draft proposal sent to City Manager and Community Development City Hall Renovation • Ensure that Tybee Island Historical Society is provided copies of all of Local Economic Incentives for Director for comment on 1/9/2025. photos taken during the restoration, including photos of features Historic Preservation by the City • Intent is to send proposal to City Council for consideration in this that were removed (e.g. murals) of Tybee Island year’s planning for the 2025-2026 FY budget. HPC Commitments: Communication “Waiting List” Projects City Council CLG Grant Project (overview) Promotion/Education Presentation of HPC updates Maintain https://talktyb.org/hpc-clg-grant- Proposed Central Tybee 2x/year per HPC Procedures and project, city website, and social media Island Residential National Policies postings Historic District Documented HPC Annual Report Presentation of CLG Grant Project results to Historic Tybee Trolley Tour per HPC Procedures and Policies City Council at the end of each project phase of Homes Verbal/documented input to City Presentations & meetings with Planning Fort Screven Fire Station Council on HPC positions/ Commission and City Council for input on Window Restoration concerns local district nomination documents Sponsorship Program Briefing on Proposal for Local Community and THIS meetings for input on Building permit applicants, Economic Incentives for Historic draft designation and preliminary design as appropriate Preservation guidelines Newspaper notices, public hearings of local Lunch & Learn on Saving district nomination Historic Structures Redesign/overhaul HPC pages on city website 9 HPC Opportunities (not in order) Additional Historical Signage Community Nostalgia Prioritize HPC Annual CLG and GTHP Historic Preservation Grants Historic Preservation Training from Association Memberships Opportunities Tourism (beach alternatives) (Compiled from SWOT Analysis and Passionate Resident Partner with HSF on Façade Community with a Rich History This Photo by Unknown Author is licensed under CC BY-SA 2 Prioritize HPC Opportunities Are there opportunities to add to the list? May 2025 National Historic Preservation Month Historic Tybee Trolley Tour of Homes Historic Tybee Trolley Tour of Homes Historic Tybee Trolley Tour of Homes Proceeds to benefit historic 9:00am-12:00pm & 1:00pm-4:00pm preservation needs of the $45/person (tickets available soon) Fort Screven Fire Station (Tybee Arts Center) The Fort Screven Fire Station is a historically contributing property within the Fort Screven National Historic District Historic Tybee Trolley Tour of Homes 15 MINUTES PLEASE! 3  Open the Window to Tybee’s History! Tybee Arts Association Building (former Fort Screven Fire House) Historic Window Restoration Project Progress & Planning Progress & Planning Additional Contributions Merchandise Fundraising Dedicated Web Page Sponsorship Details Community Spokesperson: A local community member could serve 4 Sponsorship Packet Draft Next Steps: Finalize Cost Assessment This initiative is a Develop the Sponsorship Program Materials unique opportunity to preserve a key Engage the Community Spokesperson piece of Tybee’s Launch the Website history while inviting the Promote the Sponsorship Program community to le ave Develop Merchandise for Fundraising a lasting legacy. Begin Restoration Work Together, we can Track Progress and Provide Updates restore and celebrate thi s cherished landmark! What is the difference between a National District and a Local District? National Historic District Local Historic District National listing • Local designation Fort Screven/North Campbell Neighborhood Local Historic District Project (CLG Grant Project) What are some public Why is this project needed? benefits of the project? • Improved community • Saves Tybee history understanding of historic • Supports cultural and historic preservation tourism • Public confidence that decisions • Protects preservation use a defined participatory investments of property owners process • Potential for historic rehabilitation job creation • Potential increase in property values 30 5  How will the project be conducted? PROJECT • Qualified historic preservation • Progress reports to City Council consultants • Public input from: • Five phases with defined • Residents timelines and deliverables • Community • Reviews by: • Planning Commission • Tybee Island HPC • City Council • Tybee Island Historical Society • Nomination through the • State Historic Preservation Office established public hearing (SHPO) process 32 HPC’s CLG Grant Project Phase 1: Local Historic Resources Consultants Inventory Update SARA WARD BOB CIUCEVICH Who? HPC’s Historic Preservation Consultants WARD ARCHITECTURE + PRESERVATION QUATREFOIL HISTORIC PRESERVATION CONSULTING What? Gathering information to update portions of the Tybee Island Historic Resources Survey Phase 2 (2017) for buildings 50 years and older Where? Fort Screven National Historic District and the North Campbell Neighborhood When? November 1, 2024 – January 24, 2025 How? Walk-Abouts, “Windshield Surveys,” Photographic Samples Why? When combined with the Phase 2 outputs, identifying the historic structures and their characteristics provides the basis for determining the district’s boundaries and serves as an input to the district’s design guidelines. Phase 2: Developmental History Phase 3: Preparation of Nomination Documents Who? HPC’s Historic Preservation Consultants Who? HPC’s Historic Preservation Consultants What? Establish the historical significance of the distinct areas and What? Prepare preliminary design guidelines and draft designation ordinance. Historical significant properties characteristics of the setting, streetscape, scale, height, building materials and Where? Fort Screven National Historic District and the North Campbell ancillary features will be defined and guidelines for their preservation will be Neighborhood established. Preliminary design guidelines for alterations, additions and new construction will be developed. Documents finalized by 9/12/2025. (See Phase 4) When? January 27, 2025 – March 7, 2025 When? March 10, 2025 – September 12, 2025 How? Background research using primary and secondary information resources How? Uses the reconnaissance survey, background research, developmental history (outputs from Phases 1 and 2) and SHPO’s guidelines as input. Other sources of input Why? The developmental history helps to establish the historical include consultation with HPC, the community, city attorney, etc. (see Phase 4) and significance of the proposed local historic district and its review by SHPO. historically-contributing properties. Along with the Phase 1 Why? A local historic district must be designated by a city ordinance. Design guidelines outputs, this helps to determine the boundaries of the district. address preservation of historic character, ensure compatible development, and support the process for certificates of appropriateness. 36 6 Phase 4: Education & Public Phase 5: Nomination of Local Historic Engagement District for Nomination Who? HPC Consultants, HPC Members, HPC City Staff Who? HPC with technical support from HPC Consultants What? Public input will be collected from property owners, residents and other What? Finalized local historic district nomination and design guidelines presented to stakeholders for consideration and incorporation into preliminary design Planning Commission and City Council for review, recommendation and guidelines and draft designation ordinance. approval When? June 2, 2025 – August 29, 2025 (concurrent with Phase 3) When? September 15, 2025 – December 31, 2025 How? Community meetings, meetings with Planning Commission, City Council, Tybee How? Following local government and community input, final district nomination and Island Historical Society; outreach materials, social media and community design guidelines reviewed by SHPO and city attorney. Documents updated to postings, feedback forms. address their recommendations. The required public notifications and public hearings are held. Why? To gain insight and input from property owners and to share information on the significance of these historic neighborhoods and historic preservation Why? The City of Tybee Island Historic Preservation Ordinance sets out the requirements and process for designation of a local district. strategies as redevelopment tools. Acknowledgement of Public Outreach Example Federal Assistance (required) STAY CONNECTED! https://talktyb.org/hpc-clg-grant 15 MINUTES Administrative Planning PLEASE! 7 Administrative Actions Administrative Planning Approval of Meeting Minutes Annual Elections Modify HPC Procedures and Policies for the Conduct of HPC Business HPC 12/9/2024 Monthly Meeting Section 8. Nomination, Election and Resignation of HPC Members Appoint HPC Liaison to Committee Meeting 1/1/2025 Tybee/MLK/Lazaretto Coalition Issue 1: Conflicts with Tybee Historic Preservation Ordinance FY2026 HPC Budget Request CLG Historic Preservation Training Administrative Planning Requirements Modify HPC Procedures and Policies for the Conduct of HPC Business Section 3. Responsibilities of HPC Chair Retitle to “Responsibilities” Add sub-section on “Responsibilities of HPC Vice Chair” Add subsection on “Training Requirements” Consider additional training requirements to ensure our effectiveness as Building Permit Application Review ADJOURNMENT 601 Butler Avenue #18 This Photo by Unknown Author is licensed under CC BY-ND This Photo by Unknown Author is licensed under CC BY 8  HPC Annual Planning Meeting, January 21, 2025 @ Fort Screven Guardhouse Attendees: Holly Grell-Lawe (Chair), Mike Goldberg, Cara Cole, Marna Lewin, Jacilyn Ledford, Maggie Wright, Cassidi Kendrick Guests: Sarah Jones (HPC Advisor, Tybee Island Historical Society) Observer: Dawn Shay (Forever Tybee) PROJECT PLANNING SESSION – ACTIONS & DECISIONS HPC Projects & Other HPC Projects “Waiting List” (see meeting slides) Commitments 2025  Based on past HPC discussions and decisions, the waiting list HPC’s 2025 work projects are the next ones to be undertaken by HPC when time program is and resources were available and pre-conditions (if any) are met. summarized on the  A 10-year update of the Tybee Island Historic Resources Survey is HPC Planning Meeting required by the GA DCA for all Certified Local Governments. HPC slides. Project-related will need to prepare and submit a proposal to the CLG Historic action items and Preservation Grant Program in early 2026 for matching funds to decisions from the initiate the 10-year update. HPCs that do not update their Planning Meeting are Historic Resource Survey every 10 years are not eligible for CLG recorded in this Historic Preservation Grants. document. Central Tybee Island Residential National Historic Local Historic District CLG Grant Project District Application  Transparency and consistent  Holly Grell-Lawe, Maggie Wright and Sarah information/messaging by HPC Jones are scheduling a conference call with members when discussing and HPC consultant, Bob Ciucevich, to discuss outreaching the project to the comments received on the application from community is critical. the State Historic Preservation Office and to  Holly Grell-Lawe has prepared a set plan HPC’s revisions and response. of reference slides for HPC members and staff. HPC Proposal for the Provision of Local Economic Incentives for Historic Preservation  Holly Grell-Lawe will follow up with the Community Development Director and the City Manager for comments and feedback on the draft proposal sent to them on 1/9/2025. City Hall Renovation  Sarah Jones (HPC Advisor) and Cassidi Kendrick will follow up with City Engineer and City Hall renovation architect to ensure TIHS has copies or online access to all photographs taken during city hall renovation for permanent archival retention. 1 Tybee Arts Center (former Fort Screven Firehouse) Windows Restoration  The HPC Education & Promotion Committee will communicate with TAA about HPC’s planned Window Sponsorship Fundraising Program and ask them to join HPC in the effort as a co-sponsor.  Social media postings, printed flyers and other outreach materials are planned.  Historical information (narrative) used in promotional and educational materials to be reviewed and edited (as needed) by HPC Advisor, Sarah Jones, prior to issue. Historic Preservation Month (May 2025) Trolley Historic Preservation Month Tour of Homes (May 2025)  Email Bob Ciucevich to confirm his availability  Ask City Engineer (Public Works) to for tour narration have all new and replacement  Finalize number of volunteers needed (at least historical signage (currently stored 9 for the houses on the tour) at TIHS offices) installed before May  Sarah Jones (HPC Advisor) will email TIHS 2025 volunteer base  Cassidi Kendrick has location  Lighthouse is providing free admission that day information for each of the signs for trolley tour ticket holders 2  RESULTS OF VOTING TO PRIORITIZE HPC OPPORTUNITIES (compiled from 2024 SWOT Analysis and Monthly Meetings) HPC Annual Planning Meeting 1/21/2025 OPPORTUNITY Number of Advisory Votes See meeting slides for full list of opportunities. HPC HPC Members Partners Community TOTAL C. City Interest in Historic Tourism (beach 9 1 2 12 alternatives) B. Annual CLG and GTHP Historic Preservation 8 1 1 10 Grants E. Partner with HSF on Façade Easements 7 1 1 9 A. Community Events for Fundraising 7 0 1 8 H. Historic Preservation Training from HPC’s 5 2 0 7 Association Memberships D. Passionate Resident Preservationists 0 0 0 0 F. Additional Historic Signage 0 0 0 0 I. Expanded Access to Historic Preservation Information Resources from Association 0 0 0 0 Memberships Note 1: Prior to initiation of the voting, the group eliminated G and F. See meeting slides for full list of opportunities. Note 2: 9 participants were each given five votes. Participants could place their votes in any way; for example, place 5 votes for one item, or 4 votes for one item and 1 vote for a different item, or 2 votes for one item, 2 votes for a different item and 1 vote for a third item, etc.  HPC Annual Planning Meeting, January 21, 2025 @ Fort Screven Guardhouse Attendees: Holly Grell-Lawe (Chair), Mike Goldberg, Cara Cole, Marna Lewin, Jacilyn Ledford, Maggie Wright, Cassidi Kendrick Guests: Sarah Jones (HPC Advisor, Tybee Island Historical Society) Patricia Sinel (Community Development Director) Observer: Dawn Shay (Forever Tybee) ADMINISTRATIVE PLANNING SESSION – ACTIONS & DECISIONS APPROVAL OF HPC APPROVAL OF HPC EDUCATION & PROMOTION COMMITTEE MEETING MINUTES MEETING MINUTES  The HPC meeting  The meeting minutes of the HPC Education & Promotion minutes for December 9, Committee for December 11, 2024 were approved 2024 were approved unanimously upon motion by Cara Cole and seconded by unanimously upon Jacilyn Ledford. motion by Mike  The meeting minutes of the HPC Education & Promotion Goldberg and seconded Committee for January 8, 2025 were approved by Marna Lewin. unanimously upon motion by Cara Cole and seconded by Marna Lewin HPC 2025 MEETINGS LIAISON POSITIONS  HPC meetings are the second Monday of  Marna Lewin will continue to serve as the each month. HPC Liaison to the Tybee MLK/Lazaretto  This year, there is no need for HPC to Creek Coalition. move its February and March meetings as  Mike Goldberg will serve as the back-up Planning Commission has changed its HPC Liaison to the Tybee MLK/Lazaretto meeting dates to the fourth Monday of Creek Coalition. those months.  NOTE: Sarah Jones will continue to serve  Maggie Wright will ensure HPC’s 2025 as HPC Advisor and as Liaison to the meeting dates are posted on the City Tybee Island Historical Society. Calendar. HPC ELECTED POSITIONS  Holly Grell-Lawe nominated Cara Cole as HPC Vice-Chair for 2025. The nomination was seconded by Mike Goldberg. The vote for approval was unanimous.  Cara Cole nominated Holly Grell-Lawe as HPC Chair for 2025. The nomination was seconded by Mike Goldberg. The vote for approval was unanimous. 1 MONITORING PLANNING COMMISSION & CITY COUNCIL MEETING AGENDAS  Holly Grell-Lawe proposed that monitoring of the Planning Commission and City Council meeting agendas for items pertinent to historic preservation and HPC’s interests be assigned to the HPC Vice-Chair. Approval of the proposal was unanimous. MODIFICATION OF HPC PROCEDURES & POLICIES FOR THE CONDUCT OF HPC BUSINESS  The HPC Chair advised the members that the HPC Procedures contain language that (1) conflicts with the City’s Historic Preservation Ordinance and, (2) may cause HPC to have multiple vacancies at the same time. It was noted that this language had been added prior to the last review of the HPC Procedures by the City Attorney (8/12/2023), but may have been overlooked during legal review. The language states, “Terms will end on December 31 of the term ending year.” [Section 8: Nomination, Election, and Resignation of HPC Members] Two options were discussed: (1) deleting the language in its entirety, or (2) making the language conditional (i.e. extending a member’s term through the end of the calendar year for the purpose of technical or grant project completion or to avoid multiple HPC vacancies at the same time). o A motion to delete the language in its entirety was made by Cara Cole and seconded by Mike Goldberg. The motion was approved by a 4:1 vote. Voting against the motion was Jacilyn Ledford.  The following changes to “Section 3: Responsibilities of the HPC Chair” were approved unanimously: o Change the title of Section 3 to “Responsibilities” o Add a subsection titled “Responsibilities of the HPC Vice Chair” o Taking account of the Certified Local Government (CLG) training requirements for HPC members, add a requirement that each HPC member annually attend at least one training in historic preservation.  Members were reminded that HPC is operating under a red-lined version of the HPC Procedures & Policies until the volume and type of modifications justify the time and cost of legal review by the City Attorney. Holly Grell-Lawe will make the changes [red-lined] to the HPC Procedures & Policies as approved in this meeting. HPC FY 2026 BUDGET PLANNING PERMIT REVIEW  Requests for FY2026 budgetary funds from HPC  601 Butler Ave #18 is part of the members are due via email to Holly Grell-Lawe, Tybee Terrace Cottages Complex. Maggie Wright and Cassidi Kendrick by Friday, Field Survey ID#s 524-526 in the January 24, 2025. Identify the amount requested Tybee Island Historic Resources and the proposed use of the funds. Survey, Phase 1 (2016). Permit  HPC’s FY 2026 budget request will include $200 application is for interior changes. per member for annual training and State o Recommendation to Preservation Conference registration for 2 HPC approve permit passed members and 1 HPC city staff. unanimously. ADJOURNMENT Motion to adjourn made by Cara Cole and seconded by Marna Lewin. Unanimously approved. Meeting adjourned at 1:45pm. 2  TYBEE ISLAND HISTORIC PRESERVATION COMMISSION (HPC) PROCEDURES AND POLICIES FOR THE CONDUCT OF HPC BUSINESS 1. ROLE and PURPOSE: The Tybee Island Historic Preservation Commission (HPC) works closely with the offices in the City’s Community Development Department and the Tybee Island Historical Society to achieve goals as it relates to preservation. The Tybee Island Historic Preservation Commission is composed of members of the community that have a passion for preserving Tybee Island's history and historic buildings. 2. VISION: To ensure the Island’s historic fabric is maintained, appropriately improved and to increase awareness of incentives for measures taken for preservation. 3. RESPONSIBILITIES 3.1 Elections The HPC Chair shall be nominated and elected annually by a majority vote of the members of the HPC. HPC members may, at their discretion, nominate and elect an HPC Vice-Chair annually by a majority vote of the HPC members. 3.2 Responsibilities of the HPC Chair The HPC Chair has the following responsibilities: a. Work in partnership with the Main Street Coordinator to achieve HPC goals and address HPC topics of interest and issues of concern b. Provide leadership to the HPC c. Serve as the chairperson for HPC meetings d. Encourage the HPC’s role in strategic planning e. Ensure that a written HPC annual report is prepared and disseminated to the Mayor and members of the City Council f. Present verbal updates on HPC activities and actions at least twice a year at City Council meetings Resignation from the position of HPC Chair must be documented and emailed to the Main Street Coordinator, HPC Advisor and all HPC members. 3.3 Responsibilities of the HPC Vice-Chair The HPC Vice-Chair may assume leadership responsibilities in the absence of the HPC Chair. 3.4 Training Responsibilities of HPC Members 1 Each member of the HPC shall attend at least one historic preservation training session annually and provide documented proof of the training (e.g., certificate, email confirmations, etc.) to the Main Street Coordinator. 4. HPC MEETINGS and QUORUM 4.1 The HPC shall meet monthly, on the second Monday of each month at 6:00 pm. Additional meetings, including workshops, may be scheduled as needed, with majority approval by HPC members. 4.2 At meetings of the HPC, the presence of three (3) of the five (5) voting members of the HPC constitutes a quorum for the transaction of business. 4.3 HPC meetings and proceedings therein shall operate according to these procedures and policies. 4.4 The HPC has established rules for HPC meetings when some members participate by speakerphone in an otherwise face-to-face meeting (see Section 10). 4.5 A face-to-face HPC Annual Planning Meeting shall be held each year in January or February. Participation of HPC members by speakerphone is not allowable for the Annual Planning Meeting. The Annual Planning Meeting may be in addition to or in lieu of the monthly HPC January or February meeting. The purpose of the Annual Planning Meeting shall be to: a. Establish HPC’s historic preservation initiatives and administrative and funding priorities for the next fiscal year b. Solicit input from members of the HPC, city officials, HPC’s partner organizations and the community on matters related to historic preservation for the City of Tybee Island c. Increase awareness of the purpose and role of the HPC 4.6 The HPC shall have the right to hold an Executive Session upon majority adoption of a motion to do so. 5. AGENDA ITEM REQUESTS 5.1 Agenda item requests shall be submitted via email to the HPC Chair by COB on the Wednesday before the scheduled HPC meeting. 5.2 The Main Street Coordinator shall work with the HPC Chair to prepare the meeting agenda and shall send it to HPC members on the Friday before meeting. 6. ATTENDANCE POLICY 6.1 It is expected that each HPC member will attend all meetings of HPC. At each HPC meeting, the attendance of each member (present/absent) shall be recorded and incorporated into the meeting minutes. 2 6.2 Failure to attend four (4) or more meetings within a 12-month period shall be grounds for possible dismissal and replacement of an HPC member, unless an exception is made by the HPC Chair in consultation with the Main Street Coordinator and other HPC members. 7. COMMUNICATION POLICY 7.1 Media Policy. The Main Street Coordinator or Director of Communications and Outreach will coordinate interactions with the media. A member of the HPC should not serve as the point of contact for any media in the form of a press release, interview etc., unless approved by the Main Street Coordinator, the Director of Communications and Outreach, or the City Manager.. 7.2 Community/Civic Engagement. The Main Street Coordinator or Director of Communications and Outreach will serve as the official spokesperson for the HPC. An HPC member should not speak, present, etc. on behalf of the HPC without the prior approval of the HPC and the Main Street Coordinator or Director of Communications and Outreach or the City Manager. 8. NOMINATION, ELECTION and RESIGNATION OF HPC MEMBERS 8.1 Each member of the HPC shall be appointed by the Mayor of Tybee Island and ratified by the City Council for a term of three (3) years. 8.2 Members shall not serve more than two consecutive terms. Members will automatically serve a second three-year term unless Mayor and City Council take action otherwise with respect to any member. 8.3 The HPC Chair shall appoint a Nominating Committee when there is a vacant position on the HPC. The Nominating Committee shall be composed of the following: a. current HPC Chair b. two (2) other HPC members c. Main Street Coordinator, who shall serve on the Committee in an advisory capacity only 8.4 The Main Street Coordinator shall coordinate with City staff to ensure that the Tybee Island community is broadly notified of the HPC vacancies and the availability of the HPC Application form using social media, posting on the City’s website and other media outlets as appropriate. The deadline for Applications shall be set by the HPC Chair. 8.5 The Main Street Coordinator shall ensure that all submitted HPC Applications are provided to the Nominating Committee. The Nominating Committee will review the Applications and develop and communicate their recommendation(s) to the members of the HPC for their consideration and approval. 8.6 The applications and HPC’s final recommendation on the applications will be communicated to the elected city officials for appointment and ratification per the ordinance. 8.7 A resignation from the HPC by an HPC member must be documented in a timely manner and sent via email to the HPC Chair and Main Street Coordinator. 3 9. COMMITTEES 9.1 The HPC’s Executive Committee shall include the HPC Chair, HPC Advisor and the Main Street Coordinator. 9.2 HPC shall have the right to appoint committees to assist in their work and to appoint committee members. 10. RULES FOR HPC MEETINGS WHEN SOME MEMBERS PARTICIPATE BY SPEAKERPHONE IN AN OTHERWISE FACE-TO-FACE MEETING 10.1 Participation by Telephone. HPC meetings shall be held at the City’s Public Safety Building, but HPC members who cannot be present in person shall have the right to participate by telephone, subject to any limitations established within these procedures to govern such participation. Observers shall not have the right to participate by telephone. 10.2 Notification of Participation by Telephone Conference. HPC members who cannot attend a meeting in person, but who will attend via telephone conference shall notify the Main Street Coordinator at least 2 business days before the meeting date. 10.3 Call-In Information. For HPC meetings where one or more members will be participating by telephone conference, the Main Street Coordinator shall email to every member of the HPC, at least one business day before each meeting, the time and location of the meeting and the phone number and any access code (if applicable) to connect to the telephone conference call. The telephone conference call can use equipment provided by the City or use the telephone conference and speakerphone functions of the cellular phone of the Main Street Coordinator or an HPC member. If equipment provided by the City is used, the Main Street Coordinator shall schedule and set up the call 15 minutes before the start of the meeting. If a cell phone is to be used, all members participating by telephone shall be connected to the meeting at least 5 minutes before the start of the meeting. 10.4 Location of the Chairperson for the Meeting. The chairperson for the meeting must be present in the meeting room. In the event that the HPC Chair is participating by telephone conference, the Main Street Coordinator shall be the chairperson for the meeting. 10.5 Arrival Announcements. Members who participate in the meeting by telephone shall announce themselves at the first opportunity after joining the telephone conference call, but may not interrupt a speaker to do so. 10.6 Departure Announcements. Members who leave the telephone conference call or the meeting room before adjournment shall announce their departure, but may not interrupt a speaker to do so. 4 10.7 Quorum Calls. The presence of a quorum shall be established by roll call at the beginning of the meeting and on the demand of any member. Such a demand may be made following the departure of any member or following the akin of any vote for which the announced totals add to less than a quorum. 10.8 Obtaining the Floor. To seek recognition by the chairperson, a member shall address the chairperson and state his or her own name. 10.9 Motions Submitted in Writing. Members who participate in the meeting by phone may not submit motions in writing during the meeting, but are entitled to make motions orally. Members may, however, submit motions in writing by sending them at least 2 business days before the meeting to the HPC Chair and Main Street Coordinator. The Main Street Coordinator shall send any such pre-submitted motions by e-mail to all members in advance of the meeting and shall provide copies to the members present in person at the meeting. 10.10 Voting Methods. All votes shall be taken by roll call. Unless the HPC Executive Committee orders a fully recorded roll call vote, only the number of votes on each side and the number of members present but not voting shall be entered in the minutes. Business may also be conducted by unanimous consent. 10.11 Loss of Meeting Room Connection. Any business transacted while the meeting room speakerphone is disconnected from telephone conference call is null and void except for any business allowed to be conducted in the absence of a quorum. However, if after the speakerphone is disconnected there is a quorum physically present in the meeting room business may be conducted as permitted under this policy and the ordinance. 10.12 Technical Malfunctions and Requirements. Each member is responsible for his or her connection to the telephone conference call. No action shall be invalidated on the grounds that the loss of, or poor quality of, a member’s individual connection prevented participation in the meeting. 10.13 Forced Disconnection. The chairperson for the meeting may disconnect or mute a member’s connection if it is causing undue interference with the telephone conference call. The chairperson’s decision to do so, which is subject to an undebatable appeal that can be made by any member, shall be announced during the meeting and recorded in the minutes. 11. PERMIT REVIEWS 5 11.1 In connection with HPC reviews of Certificates of Appropriateness and applications for building permits, it may be necessary at times for HPC to obtain first-hand information about the exterior features and characteristics of an historic structure through an on-site visit. The reason for an on-site visit will be clearly defined and documented. 11.2 In these situations, the Main Street Coordinator or HPC Chair will contact the homeowner or contractor to arrange for an on-site visit by HPC representatives. The reason for the on-site visit will be communicated to the homeowner or contractor. No on-site visits will take place without prior arrangements in place. 11.3 On-site visits will be conducted by teams comprising two members of the HPC, as agreed upon by a majority of the HPC membership. The HPC Advisor may also participate, at her discretion. 11.4 On-site visits by HPC representatives are limited to the examination of exterior features and characteristics of an historic structure. No examination of the interior of an historic structure is allowed, except by invitation of the homeowner or contractor. 11.5 The information gathered as a result of an on-site visit will be communicated to all HPC members for their use in the permit review process. The information will be communicated to HPC members prior to any vote on approval or disapproval of the permit application. Document Revision History Issue No. Revision/Approval Revisions Date 1 September 2022 Initial Issue 2 February 9, 2023 Retitled; Reformatted entire document with section numbers; Minor text addition to section 3.1; Added Sections 3.1(e), 3.1(f), 3.2, and 4.4; Major text additions to Section 4.5; Added Section 4.6; Minor edits to Section 6.2; Added Section 8.2; Major edits to Sections 8.3-8.6; Added Sections 8.7, 9.1 and 10. 3 May 8, 2023 Added Section 11 Permit Reviews August 12, 2023 Issue No. 3 reviewed, edited and approved by City Attorney 4 June 9, 2024 Document Title changed to include Policies. Section 3.1 modified to require annual nomination and election of the HPC Chair. HPC Chair responsibilities renumbered as Section 3.2. Resignation of HPC Chair renumbered as Section 3.3. Workshops added to Section 4.1. Roberts Rules of Order deleted in Section 4.3 and HPC Procedures and Policies were added. Section 4.5 modified to allow for an HPC Annual Planning Meeting in February. Section 7.1 Added media coordination by Director of Communications and Outreach; Deleted approval by HPC members; 6  Added approval by Director of Communications and Outreach or City Manager. Section 7.2 Added Director of Communications and Outreach as official HPC spokesperson; Added prior approval by Director of Communications and Outreach or City Manager. Section 8.3 changed one or more vacant positions to a vacant position. 5 January 21, 2025 Section 3 title changed to “Responsibilities.” Section 3 subsections were renumbered and titles added. Added subsection 3.3 Responsibilities of the HPC Vice-Chair. Added subsection 3.4 Training Responsibilities of HPC Members. Section 8.1 deleted text stating “Terms will end on December 31 of the term ending year.” 7