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HPC Packet 09-26-2024 Heritage Preservation Commission Special Meeting Thursday, September 26, 2024 6:00 p.m. Elk River City Hall  Meeting in Upper Town Conference Room 1. CALL MEETING TO ORDER 2. PLEDGE OF ALLEGIANCE 3. CONSIDER AGENDA 4. CONSIDER MINUTES 4.1 July 18, 2024, Meeting Minutes 5. GENERAL BUSINESS General action items in which the commission receives information from city staff or consultants and after deliberation acts on the item under consideration. General Business items are not opportunities to receive or provide public input. However, the commission may, at its sole discretion, solicit public feedback. 5.1 Review Bylaws 5.2 Preserve MN Conference 5.3 Other Business 6. MOTION TO ADJOURN Meeting Protocol No sidebar discussions No interruptions State your concern Ensure you understand Don’t take things personally Adhere to time limits Come prepared Ensure all are heard Meeting of the Elk River Heritage Preservation Commission Held at the Elk River City Hall Thursday, July 18, 2024 Members Present: Chair Lance Lindberg, Commissioners Linda Campbell (6:05 p.m.), Jayne Dietz, Zachary Griffiths, Tony Mauren Members Absent: Commissioner Gavin Tuckey Council Liaison: Councilmember Cory Grupa Staff Present: Community Development Director Zack Carlton 1. Call Meeting to Order Pursuant to due call and notice thereof, the meeting of the Elk River Heritage Preservation Commission was called to order at 6:00 p.m. by Chair Lindberg. 2. Pledge of Allegiance Chair Lindberg led the commission in the Pledge of Allegiance. 3. Consider Agenda Moved by Commissioner Mauren and seconded by Commissioner Dietz to approve the July 18, 2024, Heritage Preservation Commission agenda. Motion carried 4-0. 4. Consider Minutes Moved by Commissioner Dietz and seconded by Commissioner Griffiths to approve the May 16, 2024, Heritage Preservation minutes. Motion carried 4-0. 5.1 HPC at the Farmer’s Market Mr. Carlton asked the commissioners for their feedback following their attendance at the Farmer’s Market. Commissioner Mauren felt it went well. He felt there was less visitors at the market, the date was earlier in the season, and there was no concert that evening, so less of a crowd attending. He also felt the trivia questions were too difficult for people to answer. Commissioner Dietz felt Commissioner Mauren did a good job of educating visitors. Commissioner Campbell felt the event went well, and there were a good number of people who stopped by and were interested. The questions were difficult, but she felt they all learned something. Other HPC members noted the weather was cooler and it seemed more attendees were from out of the area, especially from southern Minnesota. Heritage Preservation Commission Minutes Page 2 July 18, 2024 ----------------------------- Mr. Carlton made notes for next year to schedule their attendance at the market later in the growing season, on a concert night, and to avoid a date prior to the Sherburne County Fair or Elk RiverFest (July). He will email the commission some photos Commissioner Dietz took during the event. 5.2 Downtown Small Area Plan 2024 Mr. Carlton updated the commission regarding a recent RFP for the Downtown Small Area Plan, which was awarded to Bolton & Menk. He outlined the parameters and topic area to be included in this update, which was last completed in 2012 as the Mississippi Connections. He said the city will use this plan as a vision for what the city wants the area to look like and outline action steps to achieve it. He asked if an HPC commissioner was interested in serving on a 7-member subcommittee meeting monthly for approximately 6-9 months to help shape the plan and provide feedback to guide the project. Chair Lindberg offered to volunteer for the subcommittee. Commissioner Campbell offered to be a back-up committee member. Commissioner Campbell asked some questions how walkability and if that topic will be reviewed. Mr. Carlton stated one of the components will be multi-modal traffic. He would appreciate all the commissioners provide feedback for the plan. He stated the HPC will have an opportunity to review the plan prior to it being approved by the City Council. After the plan is completed next spring, the city has funds set aside for infrastructure items such as sidewalks and streets and allows incorporating the ideas from the place for things like pedestrian spaces, sidewalks, parking, multi-modal, and vehicles. The consultant will set up a link through the city’s website to provide regular communications throughout the review process and will push the information out to the public through social media channels. Commissioner Campbell asked if her son, who lives in Norway, could provide feedback as he has a passion for this type of project. Mr. Carlton stated anyone can provide a review and offer feedback. 5.2 Other Business Mr. Carlton stated Commissioner Campbell and he received an email from Ted Specht regarding four historic hitching posts and if the city would be interested in utilizing them, he would donate them. He asked the commission to think about a strategic location for placing them should the city wish to accept them. It was the consensus of the HPC to accept the donation. They will discuss ways of incorporating the hitching posts into a public space in the city. Commissioner Griffiths asked about improving the area around the downtown water tower. Mr. Carlton stated he will add that item to the 2025 budget. He stated the locale was also included in the Small Area Plan. Mr. Carlton stated the HPC bylaws will be updated, and a new format will be reviewed and adopted at the next HPC meeting. He explained the content of the bylaws and noted the commission will now be required to provide an annual work plan and annual report to the city council. A joint meeting with the city council would be held. After some discussion, the HPC decided to have the joint meeting the first Monday in Heritage Preservation Commission Minutes Page 3 July 18, 2024 ----------------------------- February where they will review the previous year’s activities with the city council and set up a plan for the next year. Commissioner Griffiths updated the commission regarding digitizing some of the Elk River Library items of historical value. He contacted Margot Berry from the library and is waiting to hear back from her for direction. Margot was excited to hear the HPC had interest in digitizing these artifacts and asked if an outside party would be doing the work, as the library owns the artifacts. Commissioner Griffiths stated the Minnesota Historical Society has a list of companies they work with for digitizing, and he will email the commissioners a link to the list of companies. Costs would depend on the items and number of pages. Commissioner Tuckey was reaching out to the Sherburne History Center for digitizing The Growth of Sherburne County. Commissioner Dietz stated St. Cloud State has affordable digitizing services. Commissioner Mauren discussed having John Houlton provide a recording of the historical presentation he does for the Chamber Leadership. Commissioner Dietz suggested putting a hitching post by the windmill at the library. 6. Adjournment Moved by Commissioner Mauren and seconded by Commissioner Dietz to adjourn the meeting of the Heritage Preservation Commission. Motion carried 5-0. The meeting adjourned at 6:58 p.m. Minutes prepared by Jennifer Green. ___________________ Lance Lindberg, Chair ___________________ Tina Allard, City Clerk City of Elk River Bylaws of the Heritage Preservation Commission Article 1. Purpose As outlined in city ordinance the purpose of the Heritage Preservation Commission is to review and make recommendations to the city council on issues pertaining to the historical, archaeological, engineering, and cultural heritage of the city. The commission shall participate in the preservation and acquisition of the city's heritage and historical sites. Article 2. Responsibilities As outlined in city ordinance, the responsibilities of the Heritage Preservation Commission are: The heritage preservation commission shall prepare, hold hearings on, and recommend to the city council such plans, programs, and policies as it deems necessary to carry out the purposes of this division. Such powers shall include, but are not limited to, the study of and recommendation to the city council on the following: (1) Work for the continuing education of residents with respect to city historic and architectural heritage. It shall keep current and public a register of designated heritage preservation sites and areas. (2) Conduct a continuing survey of all areas, places, buildings, structures, or similar objects in the city which the commission, based on information available or presented to it, has reason to believe are, or will be, eligible for designation as heritage preservation sites. (3) Solicit gifts and contributions to be made to the city and assist in the preparation of applications for grant funds to be made to the city for the purpose of heritage preservation. (4) Recommend engaging the services on a permanent or part-time basis of technical experts and other such persons as may be required to perform its duties. (5) Make recommendation that an area, building, district, or object be designated a heritage preservation site. (6) Review and make recommendations relative to requests for heritage preservation site alteration permits. (7) Recommend application to the National Register or the Minnesota Historical Society for the designation of a historic site or district. (8) Make recommendations on the acquisition of sites eligible for designation as a heritage preservation site by gift, negotiation, or eminent domain as provided for in Minn. Stats. ch. 117. Article 3. Meetings A. Annual Organizational Meeting. The first meeting of the year shall be the organizational meeting which includes the election of officers, a review of bylaws, and approval of the annual scheduled meeting calendar. B. Commission Schedule. As outlined in city ordinance, the Heritage Preservation Commission shall meet at least six times per year. Regular Meetings shall be held every other month on the third Thursday at 6:00 p.m., at the Elk River City Hall The meeting schedule shall be posted at the primary office/facility the Commission meets and the Elk River City Hall. C. Special Meetings. This policy is set by the City Council. Special Meetings may be added by consensus of the Commission at a scheduled Regular Meeting to complete unfinished or newly planned business of the scheduled Regular Meeting. Special Meetings require a 72-hour public notice in accordance with the Minnesota Open Meeting Law. Special Meetings shall not replace scheduled Regular Meetings. Failure to attend a Special Meeting shall result in an absence. D. Attendance Policy. This policy is set by the City Council. Members are expected to maintain a proper attendance record. Attendance is vital to community service and City Council expectations. Because attendance is important, the City Council has adopted the following attendance policy: Members shall be automatically removed for lack of attendance. Lack of attendance is defined as:  Missing two (2) scheduled Regular Meetings during a calendar year without an excused absence or missing 50% of Regular and Special Meetings with or without an excused absence during a calendar year. An absence may be excused if the staff liaison or the Office of the City Clerk are notified no later than 12 p.m. (noon) on the day of the scheduled meeting. Participation for less than three-fourths (3/4) of a meeting shall be considered an absence. Members removed pursuant to this paragraph shall not continue to serve on the board or commission. A member may appeal termination by requesting a hearing before the City Council within 10 days of notice of termination. Staff liaisons shall use a standard commission attendance form to record attendance. The Office of the City Clerk shall forward the attendance record to the City Council each June and December for Council review. Article 4. Officers, Elections, Duties A. As outlined in the city ordinance, a chair and vice chair must be selected. At the first regular meeting in each year, the members shall elect a chair and vice chair who shall hold the office for a period of one year. The city ordinance states a member must have one year of experience before being elected to serve as chair. If both the chair and vice chair are absent, the remaining quorum shall appoint one member to preside at that meeting. B. Each voting member has a right to make a nomination for an officer. C. A vacancy for an officer shall be filled by a vote at the next regularly scheduled meeting of the Heritage Preservation Commission after the vacancy occurs. D. The chair shall preside at all meetings. E. The vice chair shall act for the chair in his/her absence. F. Any member of the Commission may request to add items to the Regular Meeting agenda. Requests must be submitted to the staff liaison, in writing, no less than seven (7) days prior to the scheduled Regular Meeting. Article 5. Staff Roles The city shall provide the commission necessary technical and administrative assistance as follows: A. Preparation of and posting of public notices as required by law. B. Preparation of all meeting materials, such as agendas, reports, reference materials, and presentation materials. C. Preparation of meeting minutes. D. Retention of and public access to all commission records. Article 6. Training Members are expected to complete recommended training to meaningfully participate and make informed decisions on matters coming before the commission. Article 7. Reporting The Heritage Preservation Commission shall provide an annual report of their recent and planned activities to the City Council on the first regularly scheduled City Council meeting in February. Article 8. Public Records A. All commissions receive and create public records while conducting business. Members may also produce public records in their official capacity as a board member. All board-related communications are subject to public disclosure. B. Examples of public records include papers, notes, photographs, videos, maps, emails, voicemail messages, instant messages, and text messages. Email and text messages are public records when created by appointed officials and employees for the purpose of conducting official city business. Social media posts may also be considered a public record. Article 9. Conflict of Interest/Ethics A. Members may not, in their private capacity, negotiate, bid for, or enter into a contract on behalf of or with the City of Elk River in which they have a direct or indirect financial interest or perceived financial interest. B. A member shall withdraw from Commission discussion, deliberation, and vote on any matter in which the member, an immediate family member, or an organization with which the commission member is associated has a financial or perceived personal interest (see City Ordinance). The member shall also leave the meeting room during the ensuing discussion and vote. C. A member may not receive anything of value that could reasonably be expected to influence their vote or other official action (see Minnesota Gift Law). Article 10. Amendments to Bylaws All bylaw changes shall be reviewed and approved by the Heritage Preservation Commission and must be filed with the Office of the City Clerk. Adopted: XXX, 2024 Chair