| Tips on Presenting to the Historic Preservation Review Board
Under the DC Historic Landmark and Historic District Protection Act, some applications for a building permit affecting historic property require a presentation to the Historic Preservation Review Board. In such cases, the permit applicant is expected to present the project to the Board at its monthly public meeting. This is the applicant's opportunity to convince the Board of the appropriateness of a proposed project. To be most effective, the Board recommends that applicants observe the following tips on making presentations:
The Meeting Format
The Board's meetings follow typical administrative or business practice. There are established rules of procedure, but unlike formal judicial proceedings, there is no sworn testimony or cross-examination. The Chairman regulates the progress of the meeting, calling for presentations and comments by interested parties. Actions are taken after deliberation, a motion, and vote by the Board. For record purposes, the meetings are taped, and portions may be transcribed.
The Schedule of Cases
All parties are expected to be present at the Board meeting when their case is called. To determine the proposed order of cases, applicants can call the staff or obtain a copy of the agenda (which is released at the close of business on the Friday before the meeting). Because the agenda often changes when applicants request deferrals, the staff cannot confirm a specific time when a case will be heard. Applicants unfamiliar with the Board's procedure may also wish to arrive early to observe how other cases are handled.
How Much Time to Expect
The Board typically schedules a full-day agenda and appreciates presentations that are concise and to the point. The Chairman will allow sufficient time to state the issues pertinent to each case, but will also cut off unduly repetitious or extraneous commentary. In most instances, expect about five to ten minutes to present a case. At the Chairman's discretion, complex projects may involve more time.
Who Should Present
Choose the person who is familiar with the project and best able to state the case for it. Applicants may make their own presentation or have an architect or contractor do it for them. It is usually best for one person to make the presentation. Since the Board's meetings are not judicial proceedings, representation by an attorney is not required (and usually, an attorney is not the best person to comment on architectural design issues).
What Materials to Present
The Board needs to see certain essential visual information in order to conduct its review. Board members will not have visited the property or reviewed the submitted plans prior to the meeting, and may or may not be familiar with its general surroundings. It is the applicant's responsibility to provide adequate photographs, architectural plans, and other materials to enable the Board to understand the proposal and evaluate its impact on the surroundings.
When an applicant presents, the staff will make available the photographs and architectural plans submitted with the permit application. Be advised that this information is not always adequate for an effective Board review, and applicants should supplement it as necessary. Consult with the staff for additional advice on presentation materials. Visual materials should be understandable without close inspection, since Board members are seated on a dais and view the presentation from a short distance. The Board may defer cases if presentation materials are not sufficient to evaluate the proposal.
For minor projects like residential alterations, the Board expects to see:
- Good quality photographs showing the affected property and its surrounding context;
- Accurate architectural plans (usually floor plans, elevations, and a site plan), drawn to scale and showing existing features; and,
- Detailed specifications (such as close-up photos or sections) of critical items like replacement windows.
For larger and more complex projects, such as commercial alterations, large additions, or new construction, the Board typically sees a more detailed presentation, including the following:
- Rendered architectural plans and elevations mounted on presentation boards;
- Photographic slides of the property and neighborhood;
- An architectural model or perspective sketches;
- Materials samples; and,
- Manufacturer's models of replacement windows.
What to Discuss
An applicant should briefly explain the project and state how it meets the purposes of the preservation law. How does the project preserve and enhance the historic property? How is the design compatible with the historic surroundings? Refer to pertinent photographs and architectural plans during the presentation, and state the applicant's position on any areas of disagreement with the staff or others.
What Not to Discuss
Applicants should not expect to rebut the comments of others at the meeting, and should avoid disparaging the position or characterizing the motivations of those who may oppose a project. Applicants should also keep in mind the limitations of the Board's purview. The Board takes practical considerations into account in attempting to arrive at a reasonable decision, but the Board is not authorized to deliberate on zoning matters, permissible uses, economic considerations, privacy concerns, public safety problems, or other issues not within its jurisdiction.
The Staff Report
After the applicant's presentation, the staff member assigned to the case will give the staff report and recommendation. Applicants should be generally familiar with the staff position as a result of consultation during the weeks prior to the Board meeting. Applicants may obtain a copy of the written staff report by close of business on the Friday before the Board meeting. At the Board meeting, the staff may refer to portions of the written report and also provide other comments in response the applicant's presentation or questions from the Board.
Public Comments
After hearing the staff report, the Chairman will ask for any comments from governmental agencies, Advisory Neighborhood Commissions, community organizations, or interested persons. Most frequently, there are comments from the affected ANC or neighborhood preservation association. If such groups are involved, applicants are advised to consult with them prior to the meeting in order to be familiar with their views. Applicants do not rebut public comments at the meeting, but are expected to address pertinent issues during their own presentation. For information about contacting community groups, consult with the staff.
The Board's Deliberation
After hearing all comments on the case, the Board will discuss the issues and attempt to arrive at a consensus. Although the Board may ask questions during its deliberation, this part of the proceeding is not intended as a dialogue with the applicant or members of the public. After discussion, the Board will vote on a motion, which may be to adopt the staff report, to endorse the project as presented, to request various changes, or to take other appropriate action.
After the Meeting
After the Board acts on the case, applicants should direct any questions about the proceedings to the staff. The staff will continue consultation on any items that the Board may delegate for resolution and will also advise applicants on the next steps in obtaining a building permit.
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