carried, 6-0
with Daniel Zwiener, Chair abstained.
Parks Recreation Library & Cultural Resources Director Ainsley Legner reported on the following:
~ There was a question about including Town properties in the upcoming Historic Preservation Conference in Tucson. Staff has obtained that information and Ms. Legner will work with Chair Zwiener on this item.
~ The Community Academy starts on October 7, 2010. Chair Zwiener and Commissioner Pullara are registered.
~ The commission has received a memorandum on the Cultural Resources Inventory, phase 2 proposal. The Town requested a proposal from Dr. Ravesloot with William Self Associates for phase 2 (the preservation plan) and he has provided a letter with additional information. This item will be on a future agenda and Dr. Ravesloot will meet with the commission.
~ The commission received an email from Conservation & Sustainability Administrator Bayer Vella on the Environmentally Sensitive Land update. Mr. Vella and his department have been gathering information. Ms. Legner will work with Chair Zwiener if the item needs to be reviewed.
Communications Administrator Mary Davis presented the following:
~ The Town Council granted funding for the event.
~ The Town of Oro Valley will partner with the Town of Marana.
~ The draft theme was created by Graphics Specialist Kelsie Hanson.
~ The core committee has representation from the Town of Marana, the Marana Heritage Conservancy and the Marana Chamber of Commerce. Oro Valley has representation from the Historic Preservation Commission, the Historic Society, Sun City and the Northern Pima County Chamber of Commerce.
~ Additional volunteers are needed.
~ The paperwork was submitted in order to be sanctioned as an official centennial event to be included in state marketing.
~ The first core planning meeting has been scheduled for October 18, 2010.
~ The educational program will be launched in February.
~ Marana will have their Founder’s Day in October of 2011.
~ The Northwest Scavenger Hunt will be October - February 2012.
~ The festivities will end the weekend before February 14th.
~ It will tie into other events in the community.
~ The Town may place centennial banners on the light poles.
~ The budget may be up to $7,500 and Alphagraphics will be the print sponsor.
Commissioner Baughman expressed interest in representing the commission but pointed out that his term expires in December. Chair Zwiener stated that Commissioner Baughman should represent the commission until his term expires and then another representative will be appointed.
Ms. Legner reported that Concord General Contracting was chosen for the contract in the amount of $370,405. Exact savings are not yet known due to possible change orders, etc. Concurrence from SHPO is expected shortly. Staff plans to have the pre-construction meeting in the end of September and the project should begin seven days after the pre-construction meeting.
Ms. Legner stated that per Town protocol, the contractor was selected by staff and procurement. Commissioner Baughman requested that in the future, a representative from the Historic Preservation Commission be involved in such decisions due to their formal training.
Chair Zwiener inquired about the anticipated savings. Ms. Legner explained that the budget was $450,000 and the contract came in at $370,405 which is approximately an $80,000 savings. As the project progresses, there may be change orders and unknown situations that could affect the cost. Towards the end of the project, the real savings should be more evident.
Chair Zwiener stated that the Town, this commission and the sub-committee have gone to great measures to address the possibility of change orders on this project.
Chair Zwiener asked for clarification on the the pre-construction meeting time frame. Ms. Legner explained that the Town has to have concurrence from the state prior to the pre-construction meeting and if that is received this month as expected, the pre-construction meeting should be at the end of September and construction could begin approximately seven days after the meeting.
Commissioner Hannon asked where Concord General is based. Ms. Legner stated that she will find out and email the information to the commission.
Member Baughman requested a copy of the proposal for the commission.
Ms. Legner stated there are only two outstanding grant applications at this time. One is for the Tohono O’odham Nation which is a small grant to fund the educational component of the historic garden at Steam Pump Ranch. Staff received a letter from the Nation stating that they had received more applications than anticipated so it was taking them longer to review the applications. They plan to have an answer for the Town by the end of September.
There is no new information on the federal earmarks.
The application to the Tohono O’odham Nation was for $10,000.
Ms. Legner reported that Historic Preservation Intern Monique Shephard has substantially completed the chicken coop collection by cleaning, scanning and cataloging documents. There is no time constraint because she has hours remaining and the Town Manager’s office has agreed for her to continue until she is done with the project.
Further discussion followed regarding:
~ Ms. Shephard has approximately 100 hours left.
~ Commissioner Baughman asked how many hours of work will remain after Ms. Shephard is out of hours. Ms. Legner stated that staff is rechecking to confirm that all items are complete from the vault which was under the Town Clerk's supervision. Ms. Shephard is very competent and has worked faster than we anticipated and if there is more Town work for her to do, she may work on it. Ms. Legner stated that she is not authorized to have Ms. Shephard work on anything but Town owned documents and photos. The authorization comes from the Town Manager’s office.
~ Chair Zwiener asked if anyone has checked the storage areas at Steam Pump Ranch for documents. Ms. Legner indicated that this is an item that she and Ms. Shephard will explore when they meet next.
~ Commissioner Baughman asked if Ms. Legner would have a professional issue with Ms. Shephard being authorized by the Town Manager’s office to work on Historical Society documents from Steam Pump Ranch. Ms. Legner explained that when the Town does work, it is prescriptive that it be for the Town only.
~ Vice Chair Nagy asked about the procedure for cleaning and organizing additional photos found at Steam Pump to their proper eras. Ms. Legner explained that in such an event, she would visit the site with Ms. Shephard and develop a plan including a time estimate to complete the project.
~ Chair Zwiener suggested that commissioners meet with Ms. Shephard on site to locate and review the documents and make recommendations for cleaning and scanning. Chair Zwiener, Vice Chair Nagy and Commissioner Guyer would like to be involved.
~ Commissioner Baughman asked about Ms. Shephard’s qualifications. Ms. Legner stated that she has an educational background in cultural resources and a Master’s Degree. Commissioner Baughman added that she is trained in curation techniques.
~ Chair Zwiener asked the commission to start generating concepts of what the final product should be in the long term. He stated that it is the commission’s duty to determine the vision for the final product as well as availability.
~ Commissioner Pullara stated that a city she worked for collaborated with the Historical Society and created a book which was published and sold by the Historical Society and given to new residents.
~ Chair Zwiener stated that it would be a good opportunity to work with Oro Valley Historical Society on a combined project of this nature.
Ms. Legner explained that staff established the proposed schedule in order to change the meeting location to the Hopi conference room. The schedule proposes the first Monday of every month based on room availability and commissioner preferences. The Hopi conference room is tentatively booked on these dates.
Discussion followed regarding:
~ The November meeting is the evening before election day.
~ Mondays can be a challenge due to long weekends and vacations, especially during holidays.
~ The minutes from the last meeting reflect that Ms. Legner will be out of the office on November 1, 2010 but she believes that to be incorrect.
MOTION: A motion was made by Commissioner McClung and seconded by Commissioner Guyer to adopt the proposed date schedule for upcoming Historic Preservation Commission meetings.
MOTION carried, 7-0
MOTION: A motion was made by Commissioner Baughman and seconded by Commissioner Hannon to re-elect Dan Zwiener to serve as the Chair of the Historic Preservation Commission for another term by acclamation.
MOTION carried, 7-0
There were no abstentions.
MOTION: A motion was made by Commissioner Baughman and seconded by Chair Zwiener to re-elect Lois Nagy to serve as the Vice-Chair of the Historic Preservation Commission for another term by acclamation.
MOTION carried, 7-0
There were no abstentions.
The following future agenda items were recommended:
~ Steam Pump Ranch (ongoing)
~ Cultural Resources Inventory Preservation Plan (ongoing)
~ Work Plan and Progress
~ Director’s Report (as a discussion and possible action item)
~ Joint Meeting with the Board of Directors of the Historical Society
~ Environmentally Sensitive Land Ordinance Update
MOTION: A motion was made by Commissioner McClung and seconded by Commissioner Guyer to adjourn the meeting at 6:12 p.m.
MOTION carried, 7-0
Prepared by:
Danielle Tanner
Senior Office Specialist