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4. HR DRAFT MINUTES 03-20-2014 City of ElMeeting of the Heritage Preservation Commission River Held at the Elk River City Hall February 2 , 201 Members Present: Chair Lindberg, Commissioners Mortensen and Fox Members Absent: Commissioners VanPatten and Rohlf Staff Present: Planner Zack Carlton I Call Meeting to Order Pursuant to due call and notice thereof, the meeting of the Heritage Preservation Commission was called to order at 6:00 p.m. by Chair Lindberg. 2. Pledge of Allegiance The Pledge of Allegiance was recited. 3. Consider 2/20/2014 Agenda Moved by Commissioner Fox and seconded by Commissioner Mortensen to approve the February 20, 2014, agenda with the following additions: 6.3 Discuss the AASLH Annual Conference 6.4 Staff Updates 6.5 March Special Meeting Discussion Motion carried 3-0. . January 1 , 2014, Minutes Moved by Commissioner Mortensen and seconded by Commissioner Fox to approve the January 16, 2014, minutes. Motion carried 3-0. 5.1 2013 Annual Report of the Elk River HPC i Commissioner Fox noted the following changes to the 2013 Annual Report: • Commissioner Fox was present at the middle school history fair judging • Remove the Civil War reenactment • Add a town ball baseball game Commissioner Mortensen asked when the annual report needed to be completed. Mr. Carlton stated it was due in October, 2013. He stated this year's report will be completed on time. I Ieritage Preservation Commission Meeting Elk River City Hall February 20,2014 Moved by Commissioner Mortensen and seconded by Commissioner Fox to approve the 2013 Annual Deport of the Elk River Heritage Preservation Commission with the changes as noted. Motion carried 3-0. .1 Next Steps for SCSU Project Commissioner Fox stated he met with Professor Chuks who recommended scheduling an event, such as a lunch meeting,when the weather is better. He suggested the walking tour group be invited at the end of the semester. .2 Steps to Establish a "Save the Water Tower" Committee Commissioner Mortensen stated that before a 501(c)(3) is formed, the Commission needs to decide how the organization will be structured. She discussed naming the group,writing mission statement, and a number of fundraising opportunities. She also suggested increasing awareness through volunteers outside of the HPC, memberships in the organization, and a newsletter with updates about the progress of the restoration. Commissioner Fox suggested setting the first meeting date and finding a location where a subcommittee can meet on a regular basis. He stated that establishing a brand and mission statement, for consistency, should be top priority. He suggested that the public library may have a meeting room available and that he will work towards late March to schedule the first meeting. Mr. Carlton stated he will be bringing authorization for the formation of a subcommittee to the Council on March 3, 2014. Commissioner Fox asked for additional information about open meeting laws and their impacts to the subcommittee. Mr. Carlton stated he will send information to the Commission regarding open meeting laws and personal conduct requirements. Mr. Carlton asked if a commissioner would volunteer to set up the future subcommittee meeting and further research the formation of the non-profit organization. Commissioner Fox volunteered to move the project forward. Mr. Carlton stated there is a grant option through the State Historical Society that could be used to pay for a historic structure report. He stated his understanding is that a historic structure report is the first step in a successful restoration process. Mr. Carlton noted that the grant requires a local match and the Commission had received approximately$860 in donations to be used for the project. He also stated the Council had already authorized the use of these funds for grant matching. He requested the Commission make a motion directing staff to apply for the grant and use the available funds for a portion of the city match. f I Moved by Commissioner Fox and seconded by Commissioner Mortensen to direct staff to apply for a Certified Local Government Grant to fund a Historic Structures Report for the Jackson Street Water Tower and use donations for the city match requirement. Motion carried 3-0. Heritage Preservation Commission Meeting Elk River City Hall February 20,2014 6.3 Discuss the AASLH Annual Conference Mr. Carlton informed the Commission that the annual State Historic Preservation Conference will be held in partnership with the American Association for State and Local History (AASLH) and the conference will be held in St. Paul on September 17- 20, 2014. He stated scholarship opportunities to fund conference attendance are available through the State Historic Society and requested authorization to apply for a scholarship. Commissioner Fox noted that attendance at the conference is encouraged, as it gives staff and commissioner an opportunity to meet representatives from the Minnesota Historical Society. Moved.by Commissioner Fox and seconded by Commissioner Mortensen to direct staff to apply for a scholarship to fund attendance at the 2014 AASLH Annual Meeting. Motion carried 3-0. 6.4 Sto Updates Mr. Carlton stated the city's Comprehensive Plan will be presented to the Planning Commission and Council in March, and the public comment period would close at the Council meeting in April. He noted the draft plan is on the city's website. In regards to the grant application for the historic structure report,Mr. Carlton noted that applications selected to move forward will be invited to present to the selection committee on April 17, 2014. He asked the commissioners to think about what to include,who might present, and would add to a future meeting to discuss if the grant application was selected. 6.5 March Special Meeting Discussion Mr. Carlton asked the Commission what items to include on the March 20, 2014, special meeting of the HPC. Commissioner Mortensen asked to include a discussion about the 501(c)(3) organization and asked if the SCSU walking tour needed to be included on the agenda. Commissioner Fox asked to include the walking tour as a reminder. i i i Heritage Presen ation Commission Meeting Elk River City Hall February 20,2014 7. Adjournment There being no further business, Chair Lindberg adjourned the meeting of the Ella River Heritage Preservation Commission at 6:50 p.m. Tina Allard City Clerk Chair Lindberg Heritage Preservation Cominission Chair i