Staff proposes city take on historic commission secretary duties; commissioners generally supportive

City planning staff proposed that the Historic Commission's secretary duties be performed by the staff liaison rather than a volunteer commission member, and commissioners expressed general support for the change while seeking confirmation of ordinance and bylaw consistency.

Staff explained the recommendation at the meeting as an operational change tied to how meetings are recorded in the council chambers and how staff already prepares notices and handles COA administrative processes. The planning staff noted the zoning ordinance references the secretary's duties—such as signing notices of historic commission action and receiving referrals from the building director—but said those tasks have effectively been carried out by staff for some time.

Commissioners said making the staff liaison the official secretary would free volunteer members to fully engage in discussions, reduce turnover-related gaps in minute-taking and administration, and better reflect current practice. Commissioners asked whether the change would add cost to the city; staff said existing personnel within the Planning Division would assume the tasks and that the added workload is expected to be handled without a new staff hire. One commissioner voiced opposition to using artificial intelligence to create minutes, saying a person should handle that role.

Staff said they would check the commission's bylaws and the ordinance language before the May officer elections; if the ordinance or bylaws require a different approach, the commission would address that. No formal vote on changing the secretary assignment was recorded at the meeting; the matter was presented for consideration before the commission's annual officer elections next month.