MINUTES
ORO VALLEY HISTORIC PRESERVATION COMMISSION
STUDY SESSION & REGULAR SESSION
April 4, 2011
HOPI CONFERENCE ROOM
11000 N. LA CANADA DRIVE
 
CALL TO ORDER: 5:01 p.m.

ROLL CALL

PRESENT:
Daniel Zwiener, Chair
Lois Nagy, Vice-Chair
Ed Hannon, Commissioner
Sam McClung, Commissioner
Valerie Pullara, Commissioner
Ellen Guyer, Commissioner
Barb Campbell, Commissioner

ALSO PRESENT:
Ainsley Legner, Parks Recreation Library & Cultural Resources Director
Steve Solomon, Town Councilmember
Lynanne Dellerman, Recreation Manager
John Ravesloot, Ph.D., William Self Assoc Inc. Principal and Vice President 

Chair Zwiener introduced new commissioner, Barb Campbell.

1.

CULTURAL RESOURCES INVENTORY PHASE II: PRESERVATION PLAN - DISCUSSION


Dr. John Ravesloot discussed the following background:
~ The first phase was to prepare an inventory of cultural resources in the Town and to identify potentially significant cultural resources. The result was a report which was accepted by the Town Council in 2010.
~ Based on Town Council and Historic Preservation Commission recommendations, Phase II was determined to be a preparation of the historic preservation plan. The general scope was identified in Phase I. 

Dr. Ravesloot worked with the Town and Parks Recreation Library & Cultural Resources Director Ainsley Legner to come up with an outline and he drafted a preservation plan titled "Oro Valley Cultural Heritage Preservation Plan: Developing and Sustaining a Community Sense of Place". This plan and outline was put together with the AZ State Historic Preservation Office. They consulted with SHPO, who does not have formal guidelines for preservation plans, and they agreed to the outline and suggested that the action plan priorities cover the creation of zoning overlays. 

There are three major sections in the preservation plan:
 1) Legal context of historic preservation
 2) Current status of the Oro Valley cultural resources and tools for their management
 3) Context for moving forward (the action plan)

The action plan has six components:
 1) Public participation and heritage education
 2) Undeveloped areas of the Town 
 3) Steam Pump Ranch 
 4) Historic neighborhoods
 5) Honey Bee Village Archaeological Preserve 
 6) Town history and records

Many of these action items could be accomplished by the commission and community volunteers. Once the preservation plan is accepted by the Town Council and the state’s preservation office, it fulfills a requirement for certified local governments, which will open doors to granting opportunities. 

Commissioner Hannon commented that he had the understanding that this document would be produced with no further input from the commission. Ms. Legner clarified that the draft will be presented to the commission one additional time. The detailed content in the document and the plan specifically will not be completed by Dr. Ravesloot. The plan will come back to the commission for a last look and then it will go to the Town Council. The details and the process in the plan will be a work in process.

Dr. Ravesloot indicated that once the plan is accepted by the commission and the Town Council, then it goes to the State Historic Preservation Office. The public outreach will be one of the most important pieces. This document sets the stage for grant proposals.

Commissioner Hannon stated that this document does not represent the document needed for guidance from the commission. For instance, it does not explain how a resident would make a house historically recognized. Chair Zwiener stated that this would be one of the elements in the action plan. The commission has not made any registry of historic properties and in the future, the commission needs to develop a brochure or a step by step process.

Commissioner Campbell stated that there are state guidelines which could be used as a template. Commissioner Hannon added that when they put together the work plan, there were no reference documents and a lot was missed. There were several objectives in article 6-10 that were not addressed in this plan.

Vice Chair Nagy stated that grant funding for the Oro Valley Library’s special collection was brought up on page 14. There is verbiage about the Library creating a cultural heritage series collection and page 21 mentions the Town creating a centralized archive. She hopes that these reference one another and that both collections are non-circulating.

Commissioner Hannon stated that the tour guide document should be a priority. Dr. Ravesloot suggested making small brochures. 

Dr. Ravesloot stated that in order for Steam Pump Ranch to be a success, there needs to be a board of directors and an endowment. Commissioner Pullara stated that she feels that this works very well. Commissioner Hannon stated that he does not care for the idea of turning the operation of Steam Pump Ranch over to a new board. Chair Zwiener commented that the group would not receive the operation but it would be a separate entity with an enhancing value to the commission.

Commissioner Hannon stated that under Article 6-10, the work plan should be in the document.

Commissioner Pullara expressed concern that it does not tie back to the work plan. The action items should be defined. Also, it should show how it relates to the zoning piece and the ordinance. The next step could be to involve legal staff to consider preservation priorities. The Historic Preservation Commission needs to put out an annual report, get public comments back and be able to change it. She would like to see the implementation process.

Commissioner Guyer stated that it seemed to be missing an assessment piece and we need to define our goals and objectives. Grants often need those kinds of measurements.

Commissioner McClung indicated that he is impressed by the document. The introduction gave detailed background information. He liked that it is a framework without specifics. However, the words "action plan" mean a timeline, funding and measures. This gives the wrong idea with the intent of this framework. Also, there were several cases where the action plan says the Historic Preservation Commission would take care of an item and there is no one else listed. It may be better to be as expansive as possible for flexibility. He suggested parallel wording and that the commission, Town staff, volunteers, etc. be listed in every category. 

Commissioner Guyer stated that in section 3, page 13, there should be a more overarching objective statement with specific action items listed since possible action items are currently listed with equal weights. Commissioner Pullara agreed and added that we may be able to tie back to the state objectives. Dr. Ravesloot stated that introductions in each section lays that out and ties into each of the goals from the state but there is no order. The general goal is to increase public awareness.

Commissioner McClung commented that the list is a brainstorm and ideas are thrown out in no particular order. The priorities could be the burden of the commission after approval to determine order, focus, timelines, etc. He would like the document remain a brainstorm and it be indicated in an appropriate place that these are not in any particular order. Dr. Ravesloot confirmed that they could do that. Ms. Legner stated that other plans often have a companion piece similar to an implementation plan chart. The commission could work on a companion piece. Vice Chair Nagy suggested waiting for the Town Council’s approval and SHPO’s approval and then the commission should decide what to do because it will depend on financial capabilities. 

Chair Zwiener stated that availability of related background documents was another issue. Dr. Ravesloot stated that it seems that the ordinance, ESL, etc. should be in one place in a document or compact disk. 

Vice Chair Nagy stated that on page 24, appendix B, additional information such as the educational materials related to grades K-12 could be very useful for the public.

Dr. Ravesloot welcomed additional comments from the commission by April 18, 2011. A draft will be ready for the next meeting.

ADJOURNMENT

MOTION: A motion was made by Commissioner McClung and seconded by Commissioner Guyer to adjourn the study session at 6:15 p.m.
 
MOTION carried, 7-0
 
Chair Zwiener requested a five minute recess prior to the start of the regular session.

REGULAR SESSION AT OR AFTER 6:00 P.M.

CALL TO ORDER: 6:27 p.m.

ROLL CALL

PRESENT:
Daniel Zwiener, Chair
Lois Nagy, Vice-Chair
Ed Hannon, Commissioner
Sam McClung, Commissioner
Valerie Pullara, Commissioner
Ellen Guyer, Commissioner
Barb Campbell, Commissioner

ALSO PRESENT:
Ainsley Legner, Parks Recreation Library & Cultural Resources Director
Steve Solomon, Town Councilmember
Lynanne Dellerman, Recreation Manager
Jose Rodriguez, Engineering Division Manager

CALL TO THE AUDIENCE - No speakers.

1.

REVIEW AND/OR APPROVAL OF THE MARCH 7, 2011 STUDY SESSION AND REGULAR SESSION MINUTES


MOTION: A motion was made by Commissioner Hannon and seconded by Commissioner Guyer to approve the March 7, 2011 study session and regular session minutes as written.
 
MOTION carried, 7-0
 
2.

STEAM PUMP RANCH - DISCUSSION AND POSSIBLE ACTION


A.

PROJECT UPDATE


Engineering Division Manager Jose Rodriguez stated that as of today, the site is at substantial completion. They generated a punch list which was given to the contractor last week. Once the punch list items are complete, the project can be accepted by the Town and closed. The project should be complete by April 15, 2011 and then the one year warranty period will begin.

Chair Zwiener stated that he scheduled a tour with the Daughters of the American Revolution through the Oro Valley Historical Society for April 14, 2011.

B.

BUDGET UPDATE


Mr. Rodriguez reported that the original contract amount was $370,400 and there were 24 change order requests, totaling $49,000. Only $28,000 worth of requests was approved. The revised contract amount will therefore be $398,000 which is approximately $28,000 over. The original budgeted amount was $410,000 and $40,000 was budgeted for contingencies, so we are well under budget. The extra funds go back to the general fund.

Ms. Legner stated that the Town has been spending for the last several years approximately $5,500 per year in rental fees for the temporary fence. In reviewing the Steam Pump Ranch Master Plan, staff has been looking into purchasing a barbed wire fence. The current fencing is chain link. Parks Manager James Gardner can fence the property line for $16,000-$22,000. The top three strands of the fence would be barbed wire and the bottom strand would be smooth. A permanent fencing would eliminate the reoccurring cost. Discussion followed regarding:
~ Vice Chair Nagy supported the idea and suggested that a more fashionable gate be selected.
~ Commissioner Hannon stated that three wire barbed will control livestock but it will not keep people out.
~ Commissioner McClung commented that the barbed wire may or may not be historically appropriate but the posts need to look authentic.
~ Commissioner Campbell stated that the process is restoration as much as possible and the fence could be part of the plan for restoration.
~ Commissioner McClung asked if the purpose of the fence is for historical value or safety. There are different periods of history the property.
~ Chair Zwiener suggested that the Steam Pump Ranch Project Team discuss this item and it then come back to the commission. Timing may be an issue but it would be best to have that before the next meeting or in May.

Chair Zwiener asked the commission their preferences on the interpretive plan for the site. Vice Chair Nagy suggested that signage be at the site because there will be tours without the buildings open. The signs would have basic labeling and dates. A dialogue for the tour guide needs to be established. In the master plan, there are four pages of chronological order of Steam Pump Ranch which could be used to create the dialogue. Some information could be put on large boards or easels if the buildings are open.

Chair Zwiener commented that the commission needs to determine on outlay at the site including facilities, displays, storage and the garden project.

Commissioner Guyer stated that there is an action item in this plan that the Town Manager appoints a Steam Pump Ranch action team and it is time for that. It will be about twelve members including one or two members of the Historic Preservation Commission and one or two members of the Oro Valley Historical Society and someone from the original group. Chair Zwiener asked about having Linda Mayro and Greg Caton on the team. Commissioner Campbell mentioned that she is also on the Oro Valley Historical Society and they have available signage. She is on the planning board and they are working to create a docent program which may interface well with this.

Chair Zwiener stated that the commission plans to hold a study session with the Oro Valley Historical Society before the June meeting and it would be good to get their priorities on the interpretive plan. There will be a study session in May with Suzanne Smith to talk about certificate of occupancy and utilization of the facility.

Commissioner Pullara volunteered to put together the project team. 

Call to Audience: Oro Valley Resident Bill Adler stated that no organization has taken ownership of the historical garden. It exists at the initiative of two people but that is not likely to continue. Is this a project authorized by the master plan and this group should decide on behalf of the Town if it will take ownership and the current people working on it need to know that status. He proposed flexible signage around the garden.

Chair Zwiener asked Mr. Adler about the possibility of Joyce Rychener maintaining the garden until the Town takes ownership. Mr. Adler stated that she may do it through the summer.

Chair Zwiener suggested getting partnerships from the community for the project. The master plan calls for two gardens: the pioneer garden and the Native American garden. There is talk of creating a 1930s flower garden around the Proctor Leiber house. These three gardens need to be part of the interpretive plan.

Commissioner Campbell stated that at the Library volunteer event, there were approximately 35 people signed up for information who may be interested in gardening and four for volunteering at the garden. Once we start being more open to the public, there will be more volunteers.

Commissioner Pullara stated that her father is master gardener for the Pima Community Extension at the University of Arizona and they want to tour the site. They have funding and gardeners and they may be interested in working with the Town and the Oro Valley Historical Society and becoming a community partner.

Vice Chair Nagy suggested that if Ms. Rychener can shepherd the project for this time, possibly, the Town could put in funding and Ms. Rychener could train new volunteers to take over. Ms. Legner offered that Ms. Dellerman may be able to help coordinate the volunteers.

Commissioner Hannon asked who might take ownership of the garden. Ms. Legner stated that the Town can help facilitate volunteers, provide small tools and pay the water bill. Chair Zwiener suggested that the following people be invited to a meeting in May: Joyce Rychener, the University of Arizona group and potential volunteers.

C.

DOCUMENT SCANNING


Vice Chair Nagy stated that after April 15, 2011 she would like to finish up the work at Calle Concordia and review and organize the photos/documents from the chicken coop collection and the Proctor Leiber era. Her long range suggestion is to partner with the Oro Valley Historical Society on the Pusch documents. The Oro Valley Historical Society has six large books which have been scanned. She suggests having an agenda item to discuss the next steps with the material. 

Ms. Legner reported that the current scanned documents are in jpeg format.

D.

EVENT PROTOCOL


Chair Zwiener tabled this item.

3.

CULTURAL RESOURCES INVENTORY PHASE II: PRESERVATION PLAN - DISCUSSION AND POSSIBLE ACTION


No discussion.

4.

HISTORIC PRESERVATION COMMISSION CONFERENCE - DISCUSSION AND POSSIBLE ACTION


Ms. Dellerman stated that she confirmed with Jennifer Burdock with the Historic Preservation Conference that the tour will be in the documentation going out soon. They do not want a limit of 25. If get numbers get that high, it can be done in shifts. Chair Zwiener stated that it could be split into stations. There are two people committed to do the tour now and we may get another volunteer. 

Vice Chair Nagy offered to help. Ms. Legner will check with Suzanne Smith to see if the ranch house can be open. Commissioner Guyer offered to help Vice Chair Nagy and Chair Zwiener put together displays of the documents. Ms. Dellerman suggested putting QR codes on the signs and documents.

5.

ORO VALLEY CENTENNIAL CELEBRATION - DISCUSSION AND POSSIBLE ACTION


No report.

6.

HISTORIC PRESERVATION COMMISSION SPECIALIZED CLASSES - DISCUSSION AND POSSIBLE ACTION


Ms. Legner reminded the commission that this Thursday night is training for all boards and commissions. The training on April 14th and April 19th has been postponed. Chair Zwiener and Ms. Legner have discussed not duplicating the education provided at the conference and condensing the two classes into one. No one is required to attend. Attendance at the three day conference will meet all training hour requirements for the year. 

7.

FUTURE AGENDA ITEMS - DISCUSSION AND POSSIBLE ACTION


Development & Infrastructure Services Director Suzanne Smith will be invited to attend the next regular meeting instead of holding a study session.

ANNOUNCEMENTS

~ Commissioner Pullara announced events being held by the Santa Cruz Heritage Alliance. She will forward the items to Ms. Legner to share with the commission.
~ Chair Zwiener thanked the commission for their hard work.
~ Honeybee Village has been approved for a site steward and Vice Chair Nagy is familiar with the person chosen.

ADJOURNMENT

MOTION: A motion was made by Commissioner Hannon and seconded by Commissioner Guyer to adjourn the regular session at 7:47 p.m.
 
MOTION carried, 7-0
 
Prepared by:


Danielle Tanner
Senior Office Specialist