Section 4: Commission Records

Table of Contents

Each Historic Preservation Commission must maintain comprehensive records of its work. These records should be stored in a secure yet publicly accessible location—such as city hall or the county courthouse—to ensure transparency and compliance with Iowa Code Chapter 22.

Below are the recommended filing system and the types of documents that should be included:

  1. Certification
    • Application materials: CLG status request letter, resolution or ordinance, historic property inventory, preservation plan.
    • List of original commissioners and their biographical sketches.
    • Disclaimer letter (if no preservation professionals were on the initial commission).
    • Certification Agreement between the local government and the State.
    • Confirmation letter from the National Park Service granting CLG status.
  2. Commissioners
    • Documentation of recruitment and appointment processes.
    • Biographical sketches of commissioners.
    • Records of participation in training activities.
    • Term documentation and reappointment records.
  3. Administrative Records
    • Correspondence related to commission activities.
    • Meeting announcements, agendas, and minutes.
    • Reviews of National Register nominations and HRDP grant applications.
  4. Annual Reports
    • Copies of all submitted annual reports to the SHPO.
  5. Grant Projects
    • Grant applications and award letters.
    • Progress reports and final project documentation.
    • Records of matching funds and expenditures.
  6. Inventory
    • Iowa Site Inventory Forms.
    • Office of the State Archaeologist site forms (confidential; not for public distribution).
    • Survey and evaluation project reports (with redacted archaeological data).
    • National Register Nomination Forms.
    • Correspondence regarding eligibility determinations.
    • Completed local landmark and district nomination forms.
  7. Design Review
    • Ordinances designating landmarks and districts, including boundaries, and contributing features.
    • Applications for Certificates of Appropriateness (COA).
    • Meeting minutes documenting commission actions on COAs.
    • Local design guidelines.