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HomeMy WebLinkAbout2023-03-09 Historic Resources Board Agenda PacketHISTORIC RESOURCES BOARD Regular Meeting Thursday, March 09, 2023 Council Chambers & Hybrid 8:30 AM Pursuant to AB 361 Palo Alto City Council meetings will be held as “hybrid” meetings with the option to attend by teleconference/video conference or in person. To maximize public safety while still maintaining transparency and public access, members of the public can choose to participate from home or attend in person. Information on how the public may observe and participate in the meeting is located at the end of the agenda. Masks are strongly encouraged if attending in person. The meeting will be broadcast on Cable TV Channel 26, live on YouTube https://www.youtube.com/c/cityofpaloalto, and streamed to Midpen Media Center https://midpenmedia.org. Commissioner names, biographies, and archived agendas are available at https://bitly.com/paloaltoHRB.  VIRTUAL PARTICIPATION CLICK HERE TO JOIN (https://cityofpaloalto.zoom.us/j/96800197512) Meeting ID: 968 0019 7512    Phone: 1(669)900‐6833 PUBLIC COMMENTS Public comments will be accepted both in person and via Zoom for up to three minutes or an amount of time determined by the Chair. All requests to speak will be taken until 5 minutes after the staff’s presentation. Written public comments can be submitted in advance to hrb@cityofpaloalto.org and will be provided to the Council and available for inspection on the City’s website. Please clearly indicate which agenda item you are referencing in your subject line. Spokespersons that are representing a group of five or more people who are identified as present at the meeting at the time of the spokesperson's presentation will be allowed up to fifteen (15) minutes at the discretion of the Chair, provided that the non‐speaking members agree not to speak individually. The Chair may limit Public Comments to thirty (30) minutes for all combined speakers. The Chair may reduce the allowed time to speak on Study Sessions and Actions Items to two (2) minutes or less to accommodate a larger number of speakers. PowerPoints, videos, or other media to be presented during public comment are accepted only by email to hrb@cityofpaloalto.org at least 24 hours prior to the meeting. Once received, the  Clerk will have them shared at public comment for the specified item. To uphold strong cybersecurity management practices, USB’s or other physical electronic storage devices are not accepted. CALL TO ORDER/ ROLL CALL PUBLIC COMMENT  Members of the public may speak to any item NOT on the agenda. Three (3) minutes per speaker. AGENDA CHANGES, ADDITIONS AND DELETIONS The Chair or Commission majority may modify the agenda order to improve meeting management. CITY OFFICIAL REPORTS 1.Historic Resources Board Schedule of Meetings and Assignments STUDY SESSION ACTION ITEMS Public Comment is Permitted. Applicants/Appellant Teams: Ten (10) minutes, plus ten (10) minutes rebuttal. All others: Three (3) minutes per speaker. 2.Review and Adoption of Historic Resources Board By‐Laws to Address Remote/Virtual Meeting Attendance APPROVAL OF MINUTES 3.Approval of Historic Resources Board Draft Minutes of October 13, 2022 4.Approval of Historic Resources Board Draft Minutes of February 9, 2023 COMMISSIONER QUESTIONS, COMMENTS, ANNOUNCEMENTS OR FUTURE MEETINGS AND AGENDAS Members of the public may not speak to the item(s). ADJOURNMENT PUBLIC COMMENT INSTRUCTIONS Members of the Public may provide public comments to teleconference meetings via email, teleconference, or by phone. 1. Written public comments may be submitted by email to hrb@cityofpaloalto.org. 2. Spoken public comments using a computer will be accepted through the teleconference meeting. To address the Council, click on the link below to access a Zoom‐ based meeting. Please read the following instructions carefully. You may download the Zoom client or connect to the meeting in‐ browser. If using your browser, make sure you are using a current, up‐to‐date browser: Chrome 30 , Firefox 27 , Microsoft Edge 12 , Safari 7 . Certain functionality may be disabled in older browsers including Internet Explorer. You may be asked to enter an email address and name. We request that you identify yourself by name as this will be visible online and will be used to notify you that it is your turn to speak. When you wish to speak on an Agenda Item, click on “raise hand.” The Clerk will activate and unmute speakers in turn. Speakers will be notified shortly before they are called to speak. When called, please limit your remarks to the time limit allotted. A timer will be shown on the computer to help keep track of your comments. 3. Spoken public comments using a smart phone will be accepted  through the teleconference meeting. To address the Council, download the Zoom application onto your phone from the Apple App Store or Google Play Store and enter the Meeting ID below. Please follow the instructions B‐E above. 4. Spoken public comments using a phone use the telephone number listed below. When you wish to speak on an agenda item hit *9 on your phone so we know that you wish to speak. You will be asked to provide your first and last name before addressing the Council. You will be advised how long you have to speak. When called please limit your remarks to the agenda item and time limit allotted. CLICK HERE TO JOIN    Meeting ID: 968 0019 7512   Phone:1‐669‐900‐6833 Americans with Disability Act (ADA) It is the policy of the City of Palo Alto to offer its public programs, services and meetings in a manner that is readily accessible to all. Persons with disabilities who require materials in an appropriate alternative format or who require auxiliary aids to access City meetings, programs, or services may contact the City’s ADA Coordinator at (650) 329‐2550 (voice) or by emailing ada@cityofpaloalto.org. Requests for assistance or accommodations must be submitted at least 24 hours in advance of the meeting, program, or service.  1 Regular Meeting March 09, 2023 HISTORIC RESOURCES BOARDRegular MeetingThursday, March 09, 2023Council Chambers & Hybrid8:30 AMPursuant to AB 361 Palo Alto City Council meetings will be held as “hybrid” meetings with theoption to attend by teleconference/video conference or in person. To maximize public safetywhile still maintaining transparency and public access, members of the public can choose toparticipate from home or attend in person. Information on how the public may observe andparticipate in the meeting is located at the end of the agenda. Masks are strongly encouraged ifattending in person. The meeting will be broadcast on Cable TV Channel 26, live onYouTube https://www.youtube.com/c/cityofpaloalto, and streamed to Midpen MediaCenter https://midpenmedia.org. Commissioner names, biographies, and archived agendas areavailable at https://bitly.com/paloaltoHRB. VIRTUAL PARTICIPATION CLICK HERE TO JOIN (https://cityofpaloalto.zoom.us/j/96800197512)Meeting ID: 968 0019 7512    Phone: 1(669)900‐6833PUBLIC COMMENTSPublic comments will be accepted both in person and via Zoom for up to three minutes or anamount of time determined by the Chair. All requests to speak will be taken until 5 minutesafter the staff’s presentation. Written public comments can be submitted in advance tohrb@cityofpaloalto.org and will be provided to the Council and available for inspection on theCity’s website. Please clearly indicate which agenda item you are referencing in your subjectline.Spokespersons that are representing a group of five or more people who are identified aspresent at the meeting at the time of the spokesperson's presentation will be allowed up tofifteen (15) minutes at the discretion of the Chair, provided that the non‐speaking membersagree not to speak individually. The Chair may limit Public Comments to thirty (30) minutes forall combined speakers. The Chair may reduce the allowed time to speak on Study Sessions andActions Items to two (2) minutes or less to accommodate a larger number of speakers. PowerPoints, videos, or other media to be presented during public comment are accepted only by email to hrb@cityofpaloalto.org at least 24 hours prior to the meeting. Once received, the  Clerk will have them shared at public comment for the specified item. To uphold strong cybersecurity management practices, USB’s or other physical electronic storage devices are not accepted. CALL TO ORDER/ ROLL CALL PUBLIC COMMENT  Members of the public may speak to any item NOT on the agenda. Three (3) minutes per speaker. AGENDA CHANGES, ADDITIONS AND DELETIONS The Chair or Commission majority may modify the agenda order to improve meeting management. CITY OFFICIAL REPORTS 1.Historic Resources Board Schedule of Meetings and Assignments STUDY SESSION ACTION ITEMS Public Comment is Permitted. Applicants/Appellant Teams: Ten (10) minutes, plus ten (10) minutes rebuttal. All others: Three (3) minutes per speaker. 2.Review and Adoption of Historic Resources Board By‐Laws to Address Remote/Virtual Meeting Attendance APPROVAL OF MINUTES 3.Approval of Historic Resources Board Draft Minutes of October 13, 2022 4.Approval of Historic Resources Board Draft Minutes of February 9, 2023 COMMISSIONER QUESTIONS, COMMENTS, ANNOUNCEMENTS OR FUTURE MEETINGS AND AGENDAS Members of the public may not speak to the item(s). ADJOURNMENT PUBLIC COMMENT INSTRUCTIONS Members of the Public may provide public comments to teleconference meetings via email, teleconference, or by phone. 1. Written public comments may be submitted by email to hrb@cityofpaloalto.org. 2. Spoken public comments using a computer will be accepted through the teleconference meeting. To address the Council, click on the link below to access a Zoom‐ based meeting. Please read the following instructions carefully. You may download the Zoom client or connect to the meeting in‐ browser. If using your browser, make sure you are using a current, up‐to‐date browser: Chrome 30 , Firefox 27 , Microsoft Edge 12 , Safari 7 . Certain functionality may be disabled in older browsers including Internet Explorer. You may be asked to enter an email address and name. We request that you identify yourself by name as this will be visible online and will be used to notify you that it is your turn to speak. When you wish to speak on an Agenda Item, click on “raise hand.” The Clerk will activate and unmute speakers in turn. Speakers will be notified shortly before they are called to speak. When called, please limit your remarks to the time limit allotted. A timer will be shown on the computer to help keep track of your comments. 3. Spoken public comments using a smart phone will be accepted  through the teleconference meeting. To address the Council, download the Zoom application onto your phone from the Apple App Store or Google Play Store and enter the Meeting ID below. Please follow the instructions B‐E above. 4. Spoken public comments using a phone use the telephone number listed below. When you wish to speak on an agenda item hit *9 on your phone so we know that you wish to speak. You will be asked to provide your first and last name before addressing the Council. You will be advised how long you have to speak. When called please limit your remarks to the agenda item and time limit allotted. CLICK HERE TO JOIN    Meeting ID: 968 0019 7512   Phone:1‐669‐900‐6833 Americans with Disability Act (ADA) It is the policy of the City of Palo Alto to offer its public programs, services and meetings in a manner that is readily accessible to all. Persons with disabilities who require materials in an appropriate alternative format or who require auxiliary aids to access City meetings, programs, or services may contact the City’s ADA Coordinator at (650) 329‐2550 (voice) or by emailing ada@cityofpaloalto.org. Requests for assistance or accommodations must be submitted at least 24 hours in advance of the meeting, program, or service.  2 Regular Meeting March 09, 2023 HISTORIC RESOURCES BOARDRegular MeetingThursday, March 09, 2023Council Chambers & Hybrid8:30 AMPursuant to AB 361 Palo Alto City Council meetings will be held as “hybrid” meetings with theoption to attend by teleconference/video conference or in person. To maximize public safetywhile still maintaining transparency and public access, members of the public can choose toparticipate from home or attend in person. Information on how the public may observe andparticipate in the meeting is located at the end of the agenda. Masks are strongly encouraged ifattending in person. The meeting will be broadcast on Cable TV Channel 26, live onYouTube https://www.youtube.com/c/cityofpaloalto, and streamed to Midpen MediaCenter https://midpenmedia.org. Commissioner names, biographies, and archived agendas areavailable at https://bitly.com/paloaltoHRB. VIRTUAL PARTICIPATION CLICK HERE TO JOIN (https://cityofpaloalto.zoom.us/j/96800197512)Meeting ID: 968 0019 7512    Phone: 1(669)900‐6833PUBLIC COMMENTSPublic comments will be accepted both in person and via Zoom for up to three minutes or anamount of time determined by the Chair. All requests to speak will be taken until 5 minutesafter the staff’s presentation. Written public comments can be submitted in advance tohrb@cityofpaloalto.org and will be provided to the Council and available for inspection on theCity’s website. Please clearly indicate which agenda item you are referencing in your subjectline.Spokespersons that are representing a group of five or more people who are identified aspresent at the meeting at the time of the spokesperson's presentation will be allowed up tofifteen (15) minutes at the discretion of the Chair, provided that the non‐speaking membersagree not to speak individually. The Chair may limit Public Comments to thirty (30) minutes forall combined speakers. The Chair may reduce the allowed time to speak on Study Sessions andActions Items to two (2) minutes or less to accommodate a larger number of speakers.PowerPoints, videos, or other media to be presented during public comment are accepted onlyby email to hrb@cityofpaloalto.org at least 24 hours prior to the meeting. Once received, the Clerk will have them shared at public comment for the specified item. To uphold strongcybersecurity management practices, USB’s or other physical electronic storage devices are notaccepted.CALL TO ORDER/ ROLL CALLPUBLIC COMMENT Members of the public may speak to any item NOT on the agenda. Three (3) minutes per speaker.AGENDA CHANGES, ADDITIONS AND DELETIONSThe Chair or Commission majority may modify the agenda order to improve meeting management.CITY OFFICIAL REPORTS1.Historic Resources Board Schedule of Meetings and AssignmentsSTUDY SESSIONACTION ITEMSPublic Comment is Permitted. Applicants/Appellant Teams: Ten (10) minutes, plus ten (10) minutes rebuttal. All others: Three(3) minutes per speaker.2.Review and Adoption of Historic Resources Board By‐Laws to Address Remote/VirtualMeeting AttendanceAPPROVAL OF MINUTES3.Approval of Historic Resources Board Draft Minutes of October 13, 20224.Approval of Historic Resources Board Draft Minutes of February 9, 2023COMMISSIONER QUESTIONS, COMMENTS, ANNOUNCEMENTS OR FUTURE MEETINGS ANDAGENDASMembers of the public may not speak to the item(s). ADJOURNMENT PUBLIC COMMENT INSTRUCTIONS Members of the Public may provide public comments to teleconference meetings via email, teleconference, or by phone. 1. Written public comments may be submitted by email to hrb@cityofpaloalto.org. 2. Spoken public comments using a computer will be accepted through the teleconference meeting. To address the Council, click on the link below to access a Zoom‐ based meeting. Please read the following instructions carefully. You may download the Zoom client or connect to the meeting in‐ browser. If using your browser, make sure you are using a current, up‐to‐date browser: Chrome 30 , Firefox 27 , Microsoft Edge 12 , Safari 7 . Certain functionality may be disabled in older browsers including Internet Explorer. You may be asked to enter an email address and name. We request that you identify yourself by name as this will be visible online and will be used to notify you that it is your turn to speak. When you wish to speak on an Agenda Item, click on “raise hand.” The Clerk will activate and unmute speakers in turn. Speakers will be notified shortly before they are called to speak. When called, please limit your remarks to the time limit allotted. A timer will be shown on the computer to help keep track of your comments. 3. Spoken public comments using a smart phone will be accepted  through the teleconference meeting. To address the Council, download the Zoom application onto your phone from the Apple App Store or Google Play Store and enter the Meeting ID below. Please follow the instructions B‐E above. 4. Spoken public comments using a phone use the telephone number listed below. When you wish to speak on an agenda item hit *9 on your phone so we know that you wish to speak. You will be asked to provide your first and last name before addressing the Council. You will be advised how long you have to speak. When called please limit your remarks to the agenda item and time limit allotted. CLICK HERE TO JOIN    Meeting ID: 968 0019 7512   Phone:1‐669‐900‐6833 Americans with Disability Act (ADA) It is the policy of the City of Palo Alto to offer its public programs, services and meetings in a manner that is readily accessible to all. Persons with disabilities who require materials in an appropriate alternative format or who require auxiliary aids to access City meetings, programs, or services may contact the City’s ADA Coordinator at (650) 329‐2550 (voice) or by emailing ada@cityofpaloalto.org. Requests for assistance or accommodations must be submitted at least 24 hours in advance of the meeting, program, or service.  3 Regular Meeting March 09, 2023 Item No. 1. Page 1 of 1 Historic Resources Board Staff Report From: Jonathan Lait, Planning and Development Services Director Lead Department: Planning and Development Services Meeting Date: March 9, 2023 Report #: 2302-0963 TITLE Historic Resources Board Schedule of Meetings and Assignments RECOMMENDATION Staff recommends the Historic Resources Board (HRB) review and comment as appropriate. BACKGROUND Attached is the HRB meeting schedule and attendance record for the calendar year. This is provided for informational purposes. If individual Boardmembers anticipate being absent from a future meeting, it is requested that be brought to staff’s attention when considering this item. No action is required by the HRB for this item. ATTACHMENTS Attachment A: 2023 HRB Meeting Schedule & Assignments AUTHOR/TITLE: Amy French, Chief Planning Official Item 1 Staff Report     Packet Pg. 4     Historic Resources Board 2023 Meeting Schedule & Assignments 2023 Meeting Schedule Meeting Dates Time Location Status Planned Absences 1/12/2023 8:30 AM Hybrid Regular 1/26/2023 8:30 AM Hybrid Cancelled 2/09/2023 8:30 AM Hybrid Regular 2/23/2023 8:30 AM Hybrid Cancelled 3/09/2023 8:30 AM Hybrid Regular 3/23/2023 8:30 AM Hybrid Regular 4/13/2023 8:30 AM Hybrid Regular 4/27/2023 8:30 AM Hybrid Regular 5/11/2023 8:30 AM Hybrid Regular 5/25/2023 8:30 AM Hybrid Regular 6/08/2023 8:30 AM Hybrid Regular 6/22/2023 8:30 AM Hybrid Regular 7/13/2023 8:30 AM Hybrid Regular 7/27/2023 8:30 AM Hybrid Regular 8/10/2023 8:30 AM Hybrid Regular 8/24/2023 8:30 AM Hybrid Regular 9/14/2023 8:30 AM Hybrid Regular 9/28/2023 8:30 AM Hybrid Regular 10/12/2023 8:30 AM Hybrid Regular 10/26/2023 8:30 AM Hybrid Regular 11/09/2023 8:30 AM Hybrid Regular 11/23/2023 8:30 AM Hybrid Regular Cancelled - Thanksgiving 12/14/2023 8:30 AM Hybrid Regular 12/28/2023 8:30 AM Hybrid Regular Cancelled - Christmas 2023 Subcommittee Assignments January February March April May June July August September October November December Item 1 2023 HRB Meeting Schedule & Assignments     Packet Pg. 5     Item No. 2. Page 1 of 3 Historic Resources Board Staff Report From: Jonathan Lait, Planning and Development Services Director Lead Department: Planning and Development Services Meeting Date: March 9, 2023 Report #: 2302-0988 TITLE Review and Adoption of Historic Resources Board By-Laws to Address Remote/Virtual Meeting Attendance RECOMMENDATION Staff recommends that the Historic Resources Board (HRB) adopt a revision to its By-Laws to address allowances for remote meeting attendance. Staff has included a very simple statement to add to the bylaws. Attachment B is a lengthier version of an alternative bylaw addition. While this version contains more guidance, staff does not believe the detail of this version is necessary to include within the bylaws. PROJECT DESCRIPTION/BACKGROUND The draft modification to the HRB Bylaws is to align with recently adopted state law (AB 2449); see Section 6.2 in Attachment A to this report. On May 2, 2022, Council directed all commissions and boards to adopt their own remote attendance policy. The current HRB by-laws were last updated in January 2017. The By-laws do not include rules on attendance such as how many meetings a member can miss, nor do they take into account the COVID-19 Pandemic when virtual meeting attendance became necessary. On November 10, 2022, the HRB discussed the new state law regarding remote meeting attendance. The HRB did not direct staff to modify the by-laws to align with state regulations regarding remote meeting attendance. The HRB had not yet received the training about the new law provided by the City Clerk. A link to the November 10, 2022 HRB report1 is provided below. Recent Council Action 1 Link to November 10, 2022 HRB report https://www.cityofpaloalto.org/files/assets/public/agendas-minutes- reports/agendas-minutes/historic-resources-board/2022/hrb-11.10.2022-bylaws.pdf Item 2 Staff Report     Packet Pg. 6     Item No. 2. Page 2 of 3 On January 30, 2023, Council adopted revisions to the Council Procedures and Protocol Handbook that allowed for a total of five remote hearings per legislative body (i.e. five for Council and five for each Council Committee). However, the Brown Act requirements, as discussed further below, also apply. The Councilmembers receive a stipend for their participation as members, while the ARB, HRB and PTC do not. It is not required that all boards and commissions choose to follow the Council’s direction. Brown Act Requirements The Brown Act has long permitted remote attendance through teleconferencing, as long as: 1) the locations of each teleconference participant are provided in notices and agendas, 2) the agenda is posted at each teleconference location, and each location is open to the public, and 3) at least a quorum of the board members participates from locations within the boundaries of the City. The Brown Act does not limit the number of times these procedures can be used. AB 361 allowed a local government to suspend these teleconference requirements during a statewide emergency, such as the COVID-19 pandemic, by making certain findings. However, when the statewide emergency is formally lifted this month, as currently anticipated, AB 361 exceptions will no longer apply. Effective January 1, 2023, AB 2449 provides an additional, limited exception to the typical teleconference requirements, which do not rely on the existence of a statewide emergency. A board member may participate remotely, without making their location available to the public, only when there exists a “just cause” or “emergency circumstances” approved by the board, for remote participation, and the reason is disclosed to the public. In addition, a quorum of the board must meet in a single location (i.e. the meeting must be a “hybrid” meeting). The exception under AB 2449 may not be used by a member of the board for more than three consecutive months or more than 20% of the regular meetings in a calendar year (Four (4) total meetings per year for the HRB). As has always been the case under the Brown Act, if a member of the board wishes to attend virtually without citing one of the “just cause” or “emergency circumstances” identified under the law and follows the necessary standard remote attendance procedures set forth in Attachment A, then they may do so without a limitation on the meetings. ANALYSIS Attachment A contains a new section 6.2 with a simple sentence similar to the one the Planning and Transportation Commission adopted in late 2022. Attachment B is an alternative section 6.2, with extended language that would cite an expectation for the number of remoted attendance meetings by a member (more limiting than state law). I Item 2 Staff Report     Packet Pg. 7     Item No. 2. Page 3 of 3 In accordance with the Brown Act, as amended per AB 2449, a boardmember may only attend remotely without following the standard remote attendance procedures and under “just cause” or “emergency circumstances” up to 4 times (20% of the hearings). The By-laws draft section 6.2 in Attachment B aligns with Council’s motion on January 30, 2023. If the HRB chooses a lengthier section 6.2 in Attachment B, the HRB may choose to allow for more than five meetings to be attended remotely, as long as the proper noticing is completed, and the remote attendee’s location is made accessible to the public. Only four hearings (20%) and for no more than 3 consecutive months may be attended remotely without following the standard remote noticing procedures and under “just cause” or “emergency circumstances.” The definitions of ‘just cause’ and ‘emergency circumstances’ are defined in the law as follows: “Just cause” is defined as: • a childcare or caregiving need of a child, parent, grandparent, grandchild, sibling, spouse, or domestic partner that requires remote attendance, • a contagious illness that prevents in-person attendance, • a need related to a physical or mental disability which cannot be resolved by a request for reasonable accommodation, or • travel while on the business of a state or local agency. “Emergency circumstances” is defined as: • a physical or family medical emergency that prevents a Boardmember from attending the Historic Resources Board meeting in person.” ENVIRONMENTAL REVIEW This is not considered a project as defined by CEQA and no review is required. ALTERNATIVE RECOMMENDATION Staff believes that, like the PTC, the HRB can adopt the bylaw with a simple sentence regarding compliance. The board may instead wish to pick a maximum number of meetings that a boardmember can attend remotely per year. ATTACHMENTS Attachment A: HRB Bylaws with New Section 6.2 inserted Attachment B: Alternative New Section 6.2 for HRB Consideration AUTHOR/TITLE: Amy French, Chief Planning Official Item 2 Staff Report     Packet Pg. 8     011415 cs 0131565 1 Rev. February 27, 2023 RULES AND REGULATIONS AND BY-LAWS OF THE PALO ALTO HISTORIC RESOURCES BOARD ARTICLE I NAME Section 1.0 The name of this board shall be the PALO ALTO HISTORIC RESOURCES BOARD (HRB) ARTICLE II Section 2.0 This board shall perform any duties imposed upon it by Ordinances of the City of Palo Alto and by applicable State and Federal law, or as requested by the City Council of the City of Palo Alto. ARTICLE III Officers Section 3.0 The officers of the Board Shall consist of a Chairperson, a Vice Chairperson, and a Secretary who shall be a non-voting member. Section 3.1 The offices of Chairperson and Vice Chairperson shall be elected from among the appointed members of the Board, and the person so elected shall serve for a term of one year or until a successor is elected. Elections shall be held at the first meeting in January of each year, or as soon thereafter as possible. Section 3.2 The Director of Planning and Community Environment of the City of Palo Alto or his/her designated representative shall be the Secretary of the Board. Section 3.3 The duties of the offices of the HRB shall be as follows: Section 3.31 It shall be the duty of the Chairperson to preside over all meeting of the Board, to appoint committees and to serve as an ex-officio member of the committees so appointed, to call special meetings of the Board and to designate the time and place of such meeting, to set the date and time for the public hearing held by the Board, to sign documents and correspondence in the name of the Board, and to represent the Board before the City Council, its commissions and committees, and such other groups and organizations as may be appropriate. The Chairperson may designate the Vice Chairperson, or in the Vice Chairperson’s absence, another member of the Board to act in his/her stead. Section 3.32 It shall be the duty of the Vice Chairperson to assist the Chairperson and to act in his/her stead during his/her absence. Item 2 HRB Bylaws with one liner addition     Packet Pg. 9     011415 cs 0131565 2 Rev. February 27, 2023 Section 3.33 It shall be the duty of the Secretary to keep a record of all meeting of the Board, to accept in the name of the Board documents and correspondence addressed to it, to present such correspondence to the Board, and perform other staff functions as deemed necessary by the Board. The Secretary will determine the agenda for all public meeting of the Board, based upon an assessment of the applications made to the City requiring historic architectural review, and based also upon the desirability of hearing such other matters as may be deemed, by the Chairperson or by the Secretary, to be of concern to the Board. ARTICLE IV Committees Section 4.0 The Chairperson shall appoint special committees as they be desired or required. ARCTICLE V Quorums and Voting Section 5.0 Four members of the Board shall constitute a quorum for the purposes of conducting business. Section 5.1 All actions taken must be by affirmative vote of majority of those Board members present, except to adjourn or continue for lack of a quorum. A tie vote constitutes a denial of an item, except that a member of the Board may then move that the item be reconsidered or continued to another meeting. A majority of the Board may then vote to reconsider or continue the item to another meeting ARTICLE VI Meetings Section 6.0 Regular meetings of the HRB shall be held twice a month or at the pleasure of the Chairperson. The Chairperson shall establish the dates of the meetings. Meetings shall be held on Thursday at 8:30 A.M. in the Palo Alto City Hall. HRB regular meetings shall occur on alternate Thursdays from ARB regular meetings. Regular meetings may be adjourned and reconvened upon a majority vote of the members present. Section 6.1 Special meetings may be called at any time by the Chairperson, or at the request of three members, by a written or oral notice given to each member at least 48 hours before the time specified for the proposed meeting. Item 2 HRB Bylaws with one liner addition     Packet Pg. 10     011415 cs 0131565 3 Rev. February 27, 2023 Section 6.2 Boardmembers may attend remotely to the extent permitted by State law. ARTICLE VII Rules Section 7.0 All meetings of the Board shall be conducted in accordance with a modified Robert’s Rules of Order. THE FOREGOING BY-LAWS WERE ADOPTED BY A MAJORITY VOTE OF THE PALO ALTO HISTORIC RESOURCES BOARD THE 4TH DAY OF FEBRUARY, 2015. Amended: January 6, 2017 March 9, 2023 Item 2 HRB Bylaws with one liner addition     Packet Pg. 11     011415 cs 0131565 1 Rev. February 27, 2023 RULES AND REGULATIONS AND BY-LAWS OF THE PALO ALTO HISTORIC RESOURCES BOARD ARTICLE I NAME Section 1.0 The name of this board shall be the PALO ALTO HISTORIC RESOURCES BOARD (HRB) ARTICLE II Section 2.0 This board shall perform any duties imposed upon it by Ordinances of the City of Palo Alto and by applicable State and Federal law, or as requested by the City Council of the City of Palo Alto. ARTICLE III Officers Section 3.0 The officers of the Board Shall consist of a Chairperson, a Vice Chairperson, and a Secretary who shall be a non-voting member. Section 3.1 The offices of Chairperson and Vice Chairperson shall be elected from among the appointed members of the Board, and the person so elected shall serve for a term of one year or until a successor is elected. Elections shall be held at the first meeting in January of each year, or as soon thereafter as possible. Section 3.2 The Director of Planning and Community Environment of the City of Palo Alto or his/her designated representative shall be the Secretary of the Board. Section 3.3 The duties of the offices of the HRB shall be as follows: Section 3.31 It shall be the duty of the Chairperson to preside over all meeting of the Board, to appoint committees and to serve as an ex-officio member of the committees so appointed, to call special meetings of the Board and to designate the time and place of such meeting, to set the date and time for the public hearing held by the Board, to sign documents and correspondence in the name of the Board, and to represent the Board before the City Council, its commissions and committees, and such other groups and organizations as may be appropriate. The Chairperson may designate the Vice Chairperson, or in the Vice Chairperson’s absence, another member of the Board to act in his/her stead. Section 3.32 It shall be the duty of the Vice Chairperson to assist the Chairperson and to act in his/her stead during his/her absence. Item 2 Streamlined Section 6.2 for March 9 HRB     Packet Pg. 12     011415 cs 0131565 2 Rev. February 27, 2023 Section 3.33 It shall be the duty of the Secretary to keep a record of all meeting of the Board, to accept in the name of the Board documents and correspondence addressed to it, to present such correspondence to the Board, and perform other staff functions as deemed necessary by the Board. The Secretary will determine the agenda for all public meeting of the Board, based upon an assessment of the applications made to the City requiring historic architectural review, and based also upon the desirability of hearing such other matters as may be deemed, by the Chairperson or by the Secretary, to be of concern to the Board. ARTICLE IV Committees Section 4.0 The Chairperson shall appoint special committees as they be desired or required. ARCTICLE V Quorums and Voting Section 5.0 Four members of the Board shall constitute a quorum for the purposes of conducting business. Section 5.1 All actions taken must be by affirmative vote of majority of those Board members present, except to adjourn or continue for lack of a quorum. A tie vote constitutes a denial of an item, except that a member of the Board may then move that the item be reconsidered or continued to another meeting. A majority of the Board may then vote to reconsider or continue the item to another meeting ARTICLE VI Meetings Section 6.0 Regular meetings of the HRB shall be held twice a month or at the pleasure of the Chairperson. The Chairperson shall establish the dates of the meetings. Meetings shall be held on Thursday at 8:30 A.M. in the Palo Alto City Hall. HRB regular meetings shall occur on alternate Thursdays from ARB regular meetings. Regular meetings may be adjourned and reconvened upon a majority vote of the members present. Section 6.1 Special meetings may be called at any time by the Chairperson, or at the request of three members, by a written or oral notice given to each member at least 48 hours before the time specified for the proposed meeting. Item 2 Streamlined Section 6.2 for March 9 HRB     Packet Pg. 13     011415 cs 0131565 3 Rev. February 27, 2023 Section 6.2 Boardmembers are strongly encouraged to attend meetings in person. State law allows boardmembers to attend meetings remotely by following the procedures outlined in Government Code Section 54953(b) (“Standard Remote Attendance”) or the procedures outlined in Assembly Bill 2449 (2022) (“AB 2449 Remote Attendance”). If state law is subsequently amended, the amended terms of State law will apply. 1) Number of Remote Appearances Permitted. A boardmember may elect to participate remotely not more than ____ times in a calendar year, whether following Standard Remote Attendance or AB 2449 Remote Attendance procedures. Note, AB 2449 Remote Attendance may not be utilized for more than four meetings (20%) or more than three consecutive months. 2) General Procedures for Appearing Remotely. Boardmembers must follow mandatory procedures set forth in State law. 3) Standard Remote Attendance Procedures. A boardmember attending remotely using these procedures must ensure that: a. At least a quorum of the Board is participating from locations within the City. b. The meeting agenda identifies the remote attendance location and is posted at that location in an area that is accessible and visible 24 hours a day for at least 72 hours prior to a regular meeting and 24 hours prior to a special meeting. c. The remote attendance location is open and fully accessible to the public, and fully accessible under the Americans with Disabilities Act, throughout the entire meeting. These requirements apply to private residences, hotel rooms, and similar facilities, all of which must remain fully open and accessible throughout the meeting, without requiring identification or registration. The Boardmember must state at the beginning of the Board meeting that the posting requirement was met at the location and that the location is publicly accessible and must describe the location. d. The remote attendance technology used is open and fully accessible to all members of the public, including those with disabilities. e. Members of the public who attend the meeting at the remote attendance location have the same opportunity to address the Board from the remote location that they would if they were present in Council Chambers. f. The remote attendance location must not require an admission fee or any payment for attendance. Item 2 Streamlined Section 6.2 for March 9 HRB     Packet Pg. 14     011415 cs 0131565 4 Rev. February 27, 2023 g. Advanced written notice a minimum of 12 days ahead of the public hearing must be given by the Boardmember to the Secretary of the Board about their intent to participate remotely; the notice must include the address at which the remote attendance will occur, and the address the HRB packet should be mailed to, if a hard copy is requested. h. The Boardmember is responsible for posting the HRB agenda in the remote location, or having the agenda posted by somebody at the location and confirming that posting has occurred. The Secretary of the Board will assist, if necessary, by emailing, faxing or mailing the agenda to whatever address or fax number the Boardmember requests; however, it is the Boardmember’s responsibility to ensure that the agenda arrives and is posted. If the Boardmember will need the assistance of the Secretary of the Board in delivery of the agenda, the fax number or address must be included in the 12 day advance written notice above. If the Boardmember intending to follow the procedures of Standard Remote Attendance determines that any or all of the preceding requirements cannot be met, he or she shall not participate in the meeting remotely using Standard Remote Attendance procedures. 4) AB 2449 Remote Attendance Procedures. A Boardmember attending remotely using these procedures must ensure that: a. At least a quorum of the Board is participating in person from a singular physical location clearly identified on the agenda and open to the public. b. The Boardmember has either “just cause” or “emergency circumstances” that require remote participation, as required by AB 2449. c. Notice. A Boardmember that is attending remotely due to “just cause” or “emergency circumstances” must notify the Chair and the Secretary of the Board at the earliest possible opportunity, including at the start of the meeting, of their need to participate remotely and provide a general description of the circumstances. The Boardmember is not required to disclose any personal medical information. d. Acceptance. At the earliest opportunity available to it, the Board, by a majority vote of its members, take action on the request to approve or disapprove it. If the request does not allow sufficient time to place it on the agenda for the meeting for which the request is made, the legislative body must take action on the request at the beginning of the meeting by majority vote. e. Disclosures. Boardmembers attending remotely must publicly disclose at the meeting before any action is taken whether any other individuals 18 years of age or older are present in the room at the remote location with the member and the general nature of the member’s relationship with the individual. Item 2 Streamlined Section 6.2 for March 9 HRB     Packet Pg. 15     011415 cs 0131565 5 Rev. February 27, 2023 f. Technology. All technology necessary for the Boardmember and for the public to attend remotely must function at all times, which must include two-way, live audio and visual communication. If the Boardmember determines that any or all of these requirements cannot be met, he or she shall not participate in the meeting remotely using AB 2449 Remote Attendance procedures. ARTICLE VII Rules Section 7.0 All meetings of the Board shall be conducted in accordance with a modified Robert’s Rules of Order. THE FOREGOING BY-LAWS WERE ADOPTED BY A MAJORITY VOTE OF THE PALO ALTO HISTORIC RESOURCES BOARD THE 4TH DAY OF FEBRUARY, 2015. Amended: January 6, 2017 March 9, 2023 Item 2 Streamlined Section 6.2 for March 9 HRB     Packet Pg. 16     Item No. 3. Page 1 of 1 Historic Resources Board Staff Report From: Jonathan Lait, Planning and Development Services Director Lead Department: Planning and Development Services Meeting Date: March 9, 2023 Report #: 2302-0977 TITLE Approval of Historic Resources Board Draft Minutes of October 13, 2022 RECOMMENDATION Staff recommends the Historic Resources Board (HRB) adopt the attached meeting minutes. BACKGROUND Attached are minutes for the following meeting(s): •October 13, 2022 ATTACHMENTS Attachment A: HRB Draft Minutes October 13, 2022 AUTHOR/TITLE: Veronica Dao, Administrative Associate Item 3 Staff Report     Packet Pg. 17     City of Palo Alto Page 1 Call to Order/Roll Call Present: Chair Caroline Willis; Vice Chair Christian Pease, Board Members Michael Makinen, Gogo Heinrich, and Alisa Eagleston-Cieslewicz, Board Member Margaret Wimmer Absent: Board Member David Bower Madina Klicheva, Planning & Development Services, shared instructions for members of the public who wish to provide comments on Zoom and in person. 1. Adoption of a Resolution Authorizing Use of Teleconferencing for Historic Resources Board During Covid-19 State of Emergency Board Member Heinrich moved to approve the Resolution. Seconded by Board Member Eagleston- Cieslewicz, the motion carried (6-0) by voice vote. Oral Communications Agenda Changes, Additions and Deletions City Official Reports 2. Historic Resources Board Schedule of Meetings and Assignments Ms. French reported that there are no changes to meetings and assignments. 3. Office of Historic Preservation Alert to National Park Service Historic Preservation Fund Grant Opportunity Chair Willis introduced discussion of this grant opportunity, which was due the following day. She explained that the funds available will be divided among the applicants. She said she hoped to use the opportunity to initiate digitizing of the existing inventory. She hoped that the effort would be substantially done by volunteers, but any funds available would help with consultants and perhaps methodology. She invited discussion from the Board Members. Ms. French advised that there is one form to be completed. It does not specify what the funds will be used for. There is no commitment required to using it for a certain project. The amount received would have to be matched with in-kind services. In the case of the HRB, this would be for a consultant, so there would need to be funds budgeted for that. Chair Willis felt that volunteer hours could serve as the match. Ms. French stressed that it would be matter of carefully tracking the items. She advised that she would be sending the application by the deadline. Approval of Minutes 4. Approval of Historic Resources Board Draft Minutes of August 25, 2022 HISTORIC RESOURCES BOARD MEETING DRAFT MINUTES: October 13, 2022 Council Chamber & Virtual Zoom 8:30 A.M. Item 3 Attachment A HRB Draft Minutes 10.13.22     Packet Pg. 18     City of Palo Alto Page 2 Vice Chair Pease moved to approve the minutes of the August 25, 2022, HRB meeting. Seconded by Board Member Wimmer, the motion carried (6-0) by roll call vote. Board Member Questions, Comments or Announcements Chair Willis invited announcements or discussion of items that were not on the agenda. Board Member Heinrich wondered if there was a calendar of the schedule for 2023. Ms. French responded that the HRB meetings are always on the second and fourth Thursdays of the month, at 8:30 in the morning. Generally, the meetings are once a month, and it is not determined which of those two days the meeting will be held, but if Board Members know of days they are going to be unavailable, they can email her, and she will try to focus on the other meeting date for that month. Chair Willis wanted to get all of the dates on the calendar. She assumed there is not yet approval for a consultant on the inventory update. Ms. French replied that the Council approved it but there is still some of the process to go through in bringing the consultant onboard. Chair Willis wished to allow for additional meetings in 2023. As properties are added to the inventory, she thought there might even be some night meetings involved. Chair Willis brought up the railroad bridge coming into Palo Alto from Menlo Park, which is National Register eligible, as are the underpasses at University and Embarcadero. The bridge is at risk because Cal Tran is looking to replace it. She wanted to see this agendized for the next meeting and asked the Board Members to think about how they would respond. She hoped it could at least be relocated, as it is a landmark that can be seen from El Camino. She asked for opinions on how to approach the decision-makers on this, to make a plea for at least some type of restoration or relocation. She asked Ms. French to put this on the agenda for the next meeting and perhaps share some photos and history. Chair Willis proposed that there is a good opportunity to reinstate a Mills Act with the de Lemos property on Cowper. It is a unique property, and she felt if they could maintain the current level of housing there, it would be of historic benefit and a benefit to the City. She asked Board Member Wimmer if some type of condensed version of a request could be put to Council, for them to consider this property as an example of the Mills Act. Buy-in from owners would be required, but Chair Willis felt that the longer the property sits, the more at risk it becomes, and this could be an opportunity to be proactive on this one property. Vice Chair Pease commented that this has come up before. It is likely that, depending on what state it is in for a Mills Act, there would have to be an analysis done and there would be a fiscal impact. He wondered if that was likely. Ms. French thought that in the pilot program which was discussed the prior year there were some comments. The taxes are diverted, which is one of the controversial aspects of the Mills Act. She said Board Member Bower was on the committee, and she could put this on the agenda for a future meeting when he was in attendance. Vice Chair Pease thought the draft had been in process for as much as a decade, on and off. Ms. French responded that it has not been in process. There was a subcommittee that worked on a draft, which was shared with the Historic Resources Board, but has never been taken further than that. Board Member Heinrich wondered if the Mills Act and the designation of a historic district would be done in tandem. Chair Willis replied that those would be two different things. It was agreed to postpone this discussion to a future meeting. Chair Willis reported that she attended the PAST meeting, the Palo Alto Stanford Heritage Board meeting the previous night. There was some enthusiasm for helping the HRB update the inventory. They would look for one of the Board Members to join them as a liaison. If anyone is interested, Chair Willis asked them to let her know. She thought it was basically a once-a-month commitment. She felt they would be a good source for volunteers and would have some good ideas about putting the request on the City Manager’s weekly update as a way to reach out into the community. Adjournment Motion by Board Member Heinrich to adjourn the meeting. Seconded by Vice Chair Pease, the motion carried unanimously, by voice vote. The meeting was adjourned at 8:48. Item 3 Attachment A HRB Draft Minutes 10.13.22     Packet Pg. 19     Item No. 4. Page 1 of 1 Historic Resources Board Staff Report From: Jonathan Lait, Planning and Development Services Director Lead Department: Planning and Development Services Meeting Date: March 9, 2023 Report #: 2302-1012 TITLE Approval of Historic Resources Board Draft Minutes of February 9, 2023 RECOMMENDATION Staff recommends the Historic Resources Board (HRB) adopt the attached meeting minutes. BACKGROUND Attached are minutes for the following meeting(s): • February 9, 2023 ATTACHMENTS Attachment A: HRB 2.09 Minutes AUTHOR/TITLE: Veronica Dao, Administrative Associate Item 4 Staff Report     Packet Pg. 20     City of Palo Alto Page 1 Call to Order/Roll Call Present: Chair Caroline Willis; Vice Chair Christian Pease, Board Members Michael Makinen, David Bower, Gogo Heinrich, Margaret Wimmer and Alisa Eagleston-Cieslewicz Absent: 1. Adoption of a Resolution Authorizing Use of Teleconferencing for Historic Resources Board During Covid-19 State of Emergency Board Member Bower moved to approve the Resolution. Seconded by Board Member Heinrich, the motion carried (6-0) by voice vote. Public Comment Agenda Changes, Additions and Deletions City Official Reports 2. Historic Resources Board Schedule of Meetings and Assignments Ms. French indicated that there will be absences on February 23rd, so March 9th will be the next meeting. This will allow time to get started on the Inventory Update project. Ms. French will also bring forth the bylaws for the Historic Resources Board for final discussion and action on the number of remote meetings, since the COVID-19 State of Emergency will end in March. Study Session 3. Study Session: Historic Resources Inventory Update Kickoff Ms. French reminded the Board that the City Council, in March of 2022, directed staff to work with the HRB to review the approximately 165 properties that were previously deemed eligible in the 1998-2000 survey to see if they are still there, not demolished or significantly altered, and to make recommendations for listing these National Register eligible properties to the City’s Historic Resources Inventory. They would then be subject to the provisions of Palo Alto Municipal Code Chapter 16.49. Ms. French reported that staff prepared a Request for Proposal. They reviewed several proposals, and the contact is now ready. The Inventory Update will implement Comprehensive Plan Policy L7.1.1. This was listed on the HRB’s work plan for 2022 as Goal 2. The tasks included in the scope were presented. The first task is a reconnaissance survey of residential properties, including approximately 130 National Register properties that are in the residential category. Previous work had been done by the HRB committee to discover which ones have been demolished. It was believed that about 11 properties had been demolished. There will be some kickoff activities with the consultants and staff. Any potential subcommittee of the Board would be welcome to participate in the HISTORIC RESOURCES BOARD MEETING DRAFT MINUTES: February 9, 2023 Council Chamber & Virtual Zoom 8:30 A.M. Item 4 HRB 02 09 2023 draft minutes     Packet Pg. 21     City of Palo Alto Page 2 kickoff. There is an optional task involving commercial properties. There were approximately 35 of those on the survey from 2000 which were not residential. The second task will involve making use of work done previously, using original photographs and forms. Further tasks will include public outreach on the website, public hearings, community meetings. Maps showing locations of the inventory properties are posted on the City’s website. Christina Dikas of Page and Turnbull addressed the Board. She will be the project manager on the Page and Turnbull side. Ms. Dikas advised that Page and Turnbull will be providing information for the City’s website, including a FAQ. Incentives for being on the HRI will be emphasized, as well as the mechanics of how the project will work. They are also tasked with two community meetings, one at the start of the project to introduce the scope of work and another at the point where the reconnaissance survey has been completed and they have a sense of which National Register eligible properties they will be working towards adding to the Local Inventory. At that point there will be an opportunity to share their findings and have community input. Ms. Dikas noted that potential letters have been discussed, perhaps two letters, aligned with the intentions of the community meetings. One would let all property owners know about the project and perhaps another would go out after completion of the reconnaissance survey, which would be more focused on the properties that will likely be nominated for the inventory, to do some outreach. The draft of the letter will be tweaked, specifically discussing the National Register rather than California Register and how they will use the information that already exists to apply the criteria for nomination to the National Register to the Local Inventory instead. Vice Chair Pease asked Ms. Dikas if they would be willing to review the draft letters with representative members of the property owners for feedback in terms of clarity and completeness. Particularly, if a person’s property is listed, what responsibilities and potential benefits come with that. Ms. Dikas responded that they do not specifically have scope to work directly with the homeowners. She thought perhaps Isabel Castellano may be doing that on behalf of the City to do outreach directly with the property owners. Ms. French said that this is one of the reasons that they have expanded through the use of another qualified historic preservation professional. Ms. Castellano, being one of the on-call consultants, can provide the ability to have outreach, emails, phone conversations, back and forth with each property owner. Ms. Dikas added that Page and Turnbull is happy to look at the draft letter that was previously developed and provide comments, work with the HRB and City staff. They would like to focus most of their outreach time on the community meetings and material for the website that is within their scope. Chair Willis wondered, for homeowners who are excited to have their house on the National Register, if there is an easy path for them, through which the HRB can assist them to get beyond just the Local Inventory. Ms. Dikas responded that anyone could initiate a National Register nomination. It takes a lot of historic research, and it helps to have a consultant to prepare it and work with the California Office of Historic Preservation. She thought they could provide some basic guidance or direct them to the OHP website or the National Park Service to find the instructions on how to initiate a National Register nomination if they are interested in doing so. Chair Willis thought it would be helpful to hold some sort of workshop and wanted to see the Board go as far as possible. She feels some people would be enthusiastic, and she would like to keep in mind creating the easiest path forward for them. She also wondered about people whose house was analyzed and determined not to be eligible for the National Register and whether it would be possible to re-look at some of the properties that were analyzed 20 years ago. She was surprised when her own property was taken off of the list. She also wondered, if someone has a property on the list and is enthusiastic, if they could cut the process short and just put it in the Local Inventory. Ms. French weighed in to say she thought they should stay within the scope and the timeline that they have, because even if they want to be immediately put on an inventory, if they have removed the front of the house or made changes, they need to see the house to evaluate the integrity of it. Chair Willis agreed on this point, but thought if they had some core group that agreed early on, she would support momentum in any way they can promote it. Ms. French imagined that with the community meetings that some people Item 4 HRB 02 09 2023 draft minutes     Packet Pg. 22     City of Palo Alto Page 3 will come forward, some excited and some not, so they need to get ready for that as part of the preparation for the outreach. Chair Willis asked for a copy of the slides Ms. French had presented. Board Member Bower noted that one of the barriers to a listing on the California or National Register is the nomination form. He said that former HRB member, Debbie Shepherd, had investigated having her house listed. The house is a stunning example of late 18th Century architecture in Palo Alto. But when she got to the point of seeing the cost of the research that would be required, it was a barrier she couldn’t overcome. He wondered if there was a way, using this process, to help people who want to be on a register move past that financial barrier. Ms. Dikas said it was something they could think about. The National Register is not necessarily meant to have a financial barrier because technically anyone could draft a nomination if they spent the time reviewing the instructions and if they were a good writer. However, she said certainly many people do end up using a professional consultant to get the job done, and that does cost money. She thought it was something they could discuss to see if there are suggestions for assisting homeowners, to make the process easier. Ruth Todd, Page and Turnbull, commented that, although it’s a little premature because they don’t know how many properties remain National Register eligible properties, it could be part of a discussion for the City to offer a cost share, or offer an incentive if property owners want to go through those extra steps. It could be an outgrowth of this part of the preservation program, but it would be up to the City to consider something like that. Otherwise, there is a financial or time burden on a property owner who wanted to move forward. Board Member Bower clarified that he was also thinking of California Register as well and didn’t want to limit it to the National Register. Ms. Dikas said the level of effort is somewhat similar and the Office of Preservation Registration Unit has indicated that if someone is going to nominate the property to one of the registers, they might as well nominate it to the National Register. They consider the level of significance to be the same within a national, state, or local context of history, so they wouldn’t necessarily recommend using the California instead of the National register. Ms. Todd added that anything that is on the National Register is automatically listed on the California Register. Vice Chair Pease referred to the communications in the letter. He thought it was important to put information on the City website, because that is a given nowadays, but he wondered if there might be scope and budget to possibly include that content in hard copy form in the letters, because some people don’t take the time to go online to check something out just because they’ve provided a URL in a letter. They might be interested in finding out more if they could thumb through at least some of the content that’s there and understand what’s available to them to look at. Ms. Dikas said they had talked about that internally, and if they are going to be developing an FAQ anyway, she didn’t see a barrier aside from mail cost in including something such as a front and back sheet with the letter. This could be discussed with Ms. French and Isabel. Board Member Wimmer asked how much participation the homeowner would need to have in the process of nominating and actually getting on the Register. She said there are some significant homes that should be on the Register, but she wondered what would happen if the homeowner did not want their house to be on the Register. She said many homeowners think that an historic designation is limiting. Ms. French said when they take nominations forward, first to the Historic Resources Board and then to City Council, they will include the homeowner as part of that correspondence, and if they’ve done a good job of outreach ahead of that, they will fully understand what it means, what the incentives are and the benefits are, taxwise, extra floor area, et cetera, things that can be offered in the existing Code, as well as the value of having a historic resource in general. Board Member Wimmer felt that incentives will be imperative to making it appealing, especially if the homeowner has to financially invest in the process, as the past Board member had wanted to do, but it Item 4 HRB 02 09 2023 draft minutes     Packet Pg. 23     City of Palo Alto Page 4 was financially prohibitive. Incentives have been discussed in the past, and she felt they need to focus on making the incentives very real, which opens up the Mills Act question. Although it might be unrelated to this project, incentives are necessary to lead a homeowner to want to take advantage and see the process as a real benefit. Ms. Dikas asked Ms. French if the properties that are National Register eligible, have the same or similar review process in terms of CEQA, in terms of whether they would be added to the inventory or not. Ms. French thought if they were already determined to have been eligible for the National or California Register, they are already subject to the CEQA process. The difference is that their ordinance in Chapter 16.49 of the Palo Alto Municipal Code talks about coming to the Historic Resources Board for those properties that are category 1’s and 2’s throughout the city, and Categories 1 through 4 if they are in the Downtown or Professorville. If they are nominated to a Category 1 or 2, then they are subject to the City ordinance that says there is a review process that’s not simply at a staff level, depending on the extent of the changes. There is assistance from qualified professionals to look at minor changes to buildings, but if there are more major changes – and in Professorville no matter which category, because it is a historic district – then the ordinance sets forth the process. Currently, they are not subject to the ordinance, because they are only eligible. Ms. Dikas responded that it may therefore be helpful to, in a simple and clear way, outline what the change in process might be, so that there are some expectations of what they would potentially need to undergo if they did have a project that went to the HRB. Ms. French agreed and said this is part of why they need an FAQ. Board Member Wimmer recalled a story that Martin Bernstein, former Board Member and very experienced, had a house in San Francisco and said that San Francisco considers every house to be historic, and the homeowner has to prove that it’s not historic, which she found to be an interesting and not a bad way to think about it. They are trying to identify and preserve and prevent people from tragically demolishing the city’s historic fabric. Board Member Wimmer wondered if maybe they should just consider all houses that are at least eligible for the Register, already identified by the age of the house. In looking at the parcel report a lot of the houses are eligible, so she felt this is a historic status in itself. It is eligible, so it is historic, and maybe people should have to work hard to remove their house from a potential historic listing, and perhaps that would be their incentive. If they don’t want to be historic, then they can go through the arduous process to take their property off. She asked why they can’t just consider all of them to be historic. Ms. French noted that that would be a change to the Historic Ordinance, a Council-level decision. Board Member Wimmer responded that now would be the time to do it. She felt that with all of the effort the Board puts into this, the Council should embrace what they are doing a little more directly. Chair Willis said hopefully they will, and this is a great baby step, just adding to the inventory after so many years. She wondered how long it had been. Ms. French said the last time the Council touched the Historic Preservation Ordinance was 1998, and it did not go well. Chair Willis said the inventory dates from the late 70’s and early 80’s. Ms. French confirmed it was initiated in the 70’s and updated through the 80’s. Chair Willis said it is a huge step to have anything significant added to the inventory in trying to bring it up-to-date. She hoped in the process they will discover community members who are enthusiastic about their historic fabric and are willing to help maneuver through to get a comprehensive and up-to-date historic inventory, because they are not even addressing properties that have become 50 years old within the last 20 years. She encouraged the Board Members to be very positive about the experience and look for small things that can be accomplished at this point, and hopefully it will be the beginning of getting the ball rolling. Hopefully people will start to understand the process and value the houses that hold so much history, and they can start building some momentum. Ms. Dikas noted that it is not uncommon for cities to tier their survey efforts and start by either looking at properties that are on an existing inventory to determine if they should still be listed after many years, or as the Board is doing, look at a select group of buildings that have been determined to be eligible, and then potentially to add to the work plan at a later date and when fiscally able to do so, a larger survey update. It is recommended to do updated surveys at least every ten years. She said other cities as well have started out with a smaller group and gone from there. Chair Willis hoped that would be their direction. Item 4 HRB 02 09 2023 draft minutes     Packet Pg. 24     City of Palo Alto Page 5 Chair Willis wondered whether the Board Members wished to form a three-person subcommittee to help with the project. Board Member Wimmer advocated for staying as one inclusive committee, together, with the entire Board being available for this effort. Ms. French expressed appreciation for the subcommittee group which had researched which resources still existed in the survey group. Approval of Minutes 4. Approval of Historic Resources Board Draft Minutes of January 12, 2023 Board Member Bower moved to approve the minutes of the January 12, 2023, meeting. Seconded by Board Member Heinrich, the motion carried (6-0) by voice vote. Commissioner Questions, Comments, Announcements or Future Meetings and Agendas Ms. French updated the Board on the Council and ARB’s activities on bylaws changes in regard to attendance. The Council decided to set the maximum number of remote meetings at five during any calendar year. Discussion of the bylaws will be included in next month’s meeting. She asked the Board Members to think about the maximum number they would be comfortable with. Board Member Eagleston-Cieslewicz reported that she attended the meeting of the Public Art Commission where they discussed initial ideas and siting for an art installation at the Fry’s site. The Commission is receptive to and in favor of incorporating aspects of the site’s history into the public art plan for the sites under consideration. A corner area that could include a sculpture was one idea as well as installation of a mural in one area of the building. She felt that engaging with the history of the property is something that is top of mind for the Commission. Board Member Heinrich reported that she attended the PAST meeting the previous evening. On May 7th they will hold their 27th recognition of historic homes and buildings, including institutional and commercial buildings. The list this year includes Birge Clark’s 100th Centennial. She relayed that PAST is wondering if the City would do a proclamation recognizing Birge Clark’s contributions. She asked if the Board Members thought they should do something such as that. Chair Willis thought this was a good idea and that City Council would be enthusiastic about supporting it. Board Member Heinrich shared that PAST will begin their spring walking tours at the end of April. There will be four different tours this year, including Downtown North, which has never been included before. There will be a synopsis of each walk posted on PAST’s website. Board Member Bower asked Ms. French for a brief review of how the ARB’s review of the Frye’s site went. Ms. French said she had not prepared a concise summary for the Board. Vice Chair Pease announced that the California Preservation Foundation is doing a webinar on California state housing laws and preservation planning on February 16th from 9:00 to 2:00, for anyone who would like to participate. He was interested in hearing the point of view of the panelists and whether there are questions from other cities, or comments about how those doing similar things in other cities are responding to the new environment. Ms. French asked anyone interested in attending the webinar to let her know, and she will sign them up. Board Member Bower also announced that the California Preservation Society’s annual meeting is being held in San Francisco this year, and it is a fabulous way to be immersed for a couple days in the various issues involved with preservation. The last time they were in San Francisco most of the Board Members went, and it was a very valuable experience. Chair Willis asked Ms. French to check on whether there is a cost for Board Members to attend. Adjournment Motion by Vice Chair Pease to adjourn. Seconded by Board Member Bower, the motion carried, by voice vote. The meeting was adjourned at 9:17 a.m. Item 4 HRB 02 09 2023 draft minutes     Packet Pg. 25