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HomeMy WebLinkAbout01/26/2011MEMORIAL HALL COMMISSION January 26, 2011 5:00 p.m. Veteran's Memorial Hall Pledge of Allegiance. I. Roll Call II. Approval of Agenda, as proposed or amended III. Approval of Minutes of August 25, 2010 IV. Citizens Oral Comments V. Treasurer's Report VI. Chairperson's Report VII. Committee Reports: 1. Building, Grounds & Operations —Chairperson Richard Hastings 2. Education/Historical—Chairperson Randall Miller 3. Finance/Fundraising—Chairperson Marcia Courbat VIII. Unfinished Business IX. New Business X. Adjournment Suzy Schares City Clerk *Next meeting to be held on February 23, 2011 MEMORIAL HALL COMMISSION MEMBERS American Legion Post #730 ig White (3 years) 1563 Oakwood Drive Waterloo, IA 50703 (319) 234-1032 Term Expiration date of 12/01/11 American Legion Post #138 Phil Thomas 1 Magnolia Parkway Waterloo, IA 50701 (319) 234-0693 Term Expiration date of 12/01/10 Amvets Post #19 andall Miller 5015 Southfork Lane Waterloo, IA 50701-9576 (319) 610-5213 Term Expiration date of 12/01/11 Disabled American Veterans #11 hard E. Hastings 256 Black Hawk Rd Waterloo, IA 50701 (319) 232-5882 Term Expiration date of 12/01/10 Veterans of Foreign Wars Black Hawk County Vietnam Veterans Military Order of the Purple Heart #861 Anthony L. Tisdale 438 Cottage Street Waterloo, IA 50703-3113 (319) 234-5875 Term Expiration date of 12/01/08 ALTERNATES: John Bedard 1924 Mulberry Street Waterloo, IA 50703 (319) 235-7500 Term Expiration date of 12/01/11 Tom Broell 5526 Big Wood Road Cedar Falls, IA 50613 (319) 277-3791 Term Expiration date of 12/01/11 Douglas W. Healey 12344 Wellman Rd La Porte City, IA 50651 (319) 504-9340 Term Expiration date of 12/01/10 Chuck Howlett 327 Madison Street Waterloo, IA 50703 (319) 235-9729 Term Expiration date of 12/01/10 Donald T. Delamore 2720 Hiawatha Rd Cedar Falls, IA 50613-1021 (319) 268-1279 Term Expiration date of 12/01/08 1 of 2 7/22/2010 2,4r Women's Army Corp Maria M. Courbat (3 years) 0 Mitchell Avenue aterloo, IA 50702-3345 (319) 233-4569 Term Expiration date of 12/01/09 MEMORIAL HALL COMMISSION MEMBERS Retired Officers Don Ticknor 1446 Ruth Street Waterloo, IA 50707 (319) 232-6901 Term Expiration date of 12/01/09 Sons of Union Veterans of the Civil War, Camp #33 46 hael C. Dennis 627 Jefferson Street Waterloo, IA 50702 (319) 235-9082 Term Expiration date of 12/01/11 Rolling Thunder Iowa Chapter #1 Marilyn Robinson 911 Hartman Avenue Waterloo, IA 50701 (319) 235-0400 Term Expiration date of 12/01/11 Cedar Valley Civil War Roundtable Mel Wittwer 5725 Aster Lane Waterloo, IA 50701 (319) 296-2660 Term Expiration date of 12/01/11 Robert Tabor Jr. PO Box 164 Waterloo, IA 50704-0164 (319) 234-5154 Term Expiration date of 12/01/11 Jons Olsson 1972 Newell Street Waterloo, IA 50707 (319) 232-7306 2 of 2 7/22/2010 MEMORIAL HALL COMMISSION August 25, 2010 5:00 p.m. 1st Floor Conference Room — City Hall Members present: Chairperson Craig White, Phil Thomas, Randall Miller, Richard Hastings, Marcia Courbat, Don Ticknor, Marilyn Robinson, Michael Dennis. Members absent: Anthony Tisdale, Jons Olsson. Also present: Suzy Schares, David Jones. Moved by Hastings, seconded by Miller that the Agenda, as proposed, be approved. Ayes: Eight. Moved by Miller, seconded by Courbat that the Minutes of June 23, 2010, as amended to change the oral comments to say five flagpole holders, rather than five flagpoles and to change paragraph two in the treasurer's report to say an invoice in the amount of $225.00, be approved. Ayes: Eight. Citizens Oral Comments David Jones, Ward 1 Council member, spoke to the commission regarding boards and commissions. Suggestions for updating the by-laws will be collected and presented next month. Treasurer's Report Marcia Courbat gave the August 24, 2010 Treasurer's Report. Ms. Courbat reported that the commission has sold 2708 bricks at $50.00 each and 4 bricks at $250.00 each for a total of $135,400.00, with a balance of $12,547.30 in the Brick Fund. There is a balance of $4,874.40 in the General Fund and $1,296.00 in the Special fund. Ms. Courbat presented an invoice in the amount of $300.00 from Blackhawk Memorial Co., Inc.. for engraving of 12 bricks. Moved by Hastings, seconded by Thomas that the invoice be approved and City Clerk authorized to submit for payment. Ayes: Eight. Ms. Courbat explained that the special fund was created by donations. She has compared her books to the City's books and they match but there are no records prior to 2000. Suzy Schares, City Clerk suggested working on a budget for next year and reconciling the treasurer's report with the financial reports from the City. Mr. Courbat requested to buy bricks to replace the old ones. The corners need to be lifted. Chairperson's Report None Committee Reports Building, Grounds & Operations —Richard Hastings suggested taking all of the Freedom Shrines and mounting them. He also suggested using the case to build a bookshelf. The window molding needs to be duplicated. The gaps in trim from removing the drop ceiling need to be filled. Moved by Miller, seconded by Courbat to purchase trim for holes on the ceiling. Ayes: Eight. Ms. Courbat requested that the Gold Star Mother's picture be hung. Ms. Robinson stated that the Rolling Thunder has bought the stone from Hagerty Monument for the POW monument. Moved by Miller, seconded by Courbat to proceed with placing the monument. Ayes: Eight. It was suggested to hold a dedication ceremony on Veteran's Day if it is completed. Education/Historical—Randall Miller reported that Veteran's Day is coming up and Memorial Hall needs a program. 93.5 will broadcast live for both Memorial Day and Veteran's Day Ayes: Eight. August 25, 2010 Page 2 Finance/Fundraising—Marcia Courbat reported that Veteran's Day is coming up and Memorial Hall needs a program. 93.5 will broadcast live for both Memorial Day and Veteran's Day. Ayes: Eight. With no further business before the commission, it was moved by Dennis, seconded by Thomas that the meeting be adjourned at 5:50 p.m. Ayes: Eight. Suzy Schares City Clerk CONSTITUTION and BY-LAWS Memorial Hall Commission Veterans Memorial Hall/Soldiers and Sailors Park CONSTITUTION Article I — Name Section 1. The name of this administration shall be: "Memorial Hall Commission" as set forth in 1993 Code of Ordinances of the City of Waterloo, Iowa, Section 2, 195.5 of Division 5, of Article VII, Chapter 2: Ordinance No. 4236 adopted by the city council on July 23, 1997, creating the Memorial Hall Commission. Ordinance No. 4265 adopted by the city council on November 3, 1997, increasing the members from five to eleven. Ordinance No. 4266 adopted by the city council on November 17, 1997, creating terms of offices. 7 Article II — Object Section 1. The object of this Commission shall be: to unite and promote fellowship among Veterans, Civic, and Patriotic organizations advancing the interests and the betterment of the property and contents located at 655 Memorial Court, Waterloo, Iowa; devoted to improve, restore, preserve, enhance, and maintain the building and park, monuments, documents, portraits, and relics; in order to perpetuate the memory and achievements of United States military personnel who distinguished themselves by their services and sacrifices while with our Country's National Defense; to encourage historical research and extend educational services in relation to Wars and defending American freedom; to celebrate the anniversaries of prominent events of our Country's Wars and Conflicts; to foster in loyal appreciation true American patriotism; and at all times to uphold and maintain the Constitution and the laws of the United States of America. Constitution and By-laws--1 Article III — Organization Section 1. The several constituted organizations of this Commission shall consist of: (a) American Legion #730, (b) American Legion #138, (c) AMVETS #19, (d) Disabled American Veterans #11, (e) Veterans of Foreign Wars #1623, (f) (g) Military Order of the Purple Heart #861, (h) Womens Army Corps Veteran Association, (i) (j) The Retired Officers Association, (k) R etired Air Farr4 hapter, and (1), Sons of Union Veterans of Civil War, (m) Rolling' Thunder, (n) Cedar Valley Civil µWar Round Table and (o) ex-officio City Representatives. Section 2. Any honorably discharged military person or @old Star Mother) shall qualify to become a candidate for the Memorial Hall Commission provided he/she is a member in good standing with the organization he/she is representing) Section 3. Each organization identified shall elect two (2) representatives —one (1) delegate and one (1) alternate to serve a three (3) year term on the Memorial Hall Commission. Due notice of such elected representatives must be submitted to the City Clerk's office not later than September 30 of that year. Section 4. Any representative may succeed himself/herself if properly elected by their organisation provided the tenure conforms with the City Code of Ordinances, regarding Boards and Commissions. Section 5. No representative shall be appointed to serve on this Commission without recommendation by the Mayor and approved by the City Council. Section 6. Each organization identified, shall be placed into a group described by the term expiration dates when the Commission is first instituted. One group to serve one year, one group to serve two years, and one group to serve three years. After the term of each group expires, that group shall be elected to serve for three years. Para. (a) One -Year Term: Expiration Date American Legion #138 12/01/1998 Disabled American Veterans #11 Veterans of Foreign Wars #1623 City Representatives Para. (b) Two -Year Term: Expiration Date American Legion #730 12/01/1999 AMVETS #19 Navy Mothers/Blue Star Mothers Retired Air Force Association NE Iowa Chapter Para. (c) Three -Year Term: Expiration Date Black Hawk County Vietnam Veterans 12/01/2000 Military Order of the Purple Heart #861 Womens Army Corps Veteran Association The Retired Officers Association Constitution and By-laws--2 Article IV — Membership Section 1. Types of Membership shall be as follows: JJ Para. (a) ACTIVE — Membership of this Commission shall be composed of only eligible v8-104A/ representatives from each organization as defined in Article III, Sections 1, 2, 3, 4, and 5. The Mayor of the City of Waterloo or an appointed designee shall be an ex-officio voting member of the Commission. (In addition, membership shall also be composed of Historical and Patriotic organizations concerned with veteran affairs ) Para. (b) ASSOCIATE — Any individual who is or may become a member to any of the organizations identified in Article III, Section 1, and all servicemen and women who are presently on active duty in any branch of the United States Military shall be eligible for Associate Membership and shall be entitled to all privileges except those of voting and holding office. Para. (c) ALLIED SUPPORT GROUP — Any individual currently serving as and limited to hereafter as; Mayor, City Council Member, Community Development, Police Chief, , City Clerk, Fire Chief, (Executive Director of Grout Museum Waterloo Museum of Arts, Executive Director of Main Street Waterloo and East High School Junior ROTC shall be eligible for Allied Membership and shall be entitled to all privileges of membership except those of voting and holding office. Para. (d) SOCIAL — Any individual who is a member and may become a member to any established subordinate unit attached to any of the organizations identified in Article III, Section 1 or any individual whose disposition is favorable to the Commission, shall be eligible for Social Membership and shall be entitled to all privileges of membership except those of voting and holding office. Section 2. All Memberships shall conform with the requirements as set forth in this Constitution and By-laws. Section 3. Al/Membership tttie or any other types of fee shall be established by the Commission. Article V — Principal Office: Scope of Activities Section 1. The principal office of this Commission shall be located at 715 Mulberry Street, Waterloo, Iowa 50703 or in any such other place as may later be determined by the Mayor, but the activities of the Commission shall not be confined to that place. Constitution and By-laws--3 Article VI — Administration Section 1. The administrative affairs of this Commission shall be vested only in the eligible representatives present and voting when the Commission is in session. Each organization represented shall have the right to cast one (1) vote on each matter submitted to a vote at any Memorial Hall Commission meeting. Section 2. The officers of this Commission shall consist of a General Chairperson, a Vice Chairperson, a Secretary, and a Treasurer. Article VII — Amendments This Constitution may be amended at any Memorial Hall Commission meeting by a vote of two- thirds of the representatives present and eligible to vote, provided that any such amendment is read at two (2) meetings and that all delegates and alternates were notified of the proposed change prior to each of the two (2) meetings. Article VIII This Constitution and By-laws shall not become in full force and effect until approved by the City Council and signed by the Mayor. Constitution and By-laws--4 BY-LAWS Article I — Organization Section 1. This Commission shall be know as "Memorial Hall Commission," and affirms its allegiance to its Constitution, By-laws and rules, mandates and regulations promulgated pursuant thereto. Section 2. The creation and continuance of Veterans Memorial Hall shall be as a monument to men and women who have honorably served with any United States military forces. Section 3. The building and grounds shall serve as: (a) a meeting site for veterans associations and patriotic societies; (b) a site for Memorial Day observances and other patriotic ceremonies; (c) a museum to display photographs and patriotic memorabilia; and (d) a site for city business affairs and social activities. Article II — Officers Section 1. Para 1: The Commission shall elect annually a General Chairperson, Vice Chairperson, Secretary, and a Treasurer. Para 2: The General Chairperson, with the approval of the Commission, shall appoint Commission Committees, with the exception of the Nominating Committee, which shall be elected by the Commission. Para 3: Such other officers as may be necessary to operate the Commission may be appointed by the General Chairperson, with the approval of the Commission. Para 4: A "Commission Officers Report" shall be submitted to the City Mayor's office within five (5) days after the installation of newly elected officers or in the event of any subsequent change in the Commission officers during the membership year. Para 5: There shall be no voting by proxy. Section 2. Para I: The General Chairperson shall be the presiding officer and in his/her absence, the duty will fall to the next highest officer in line of succession who is present. He/she shall maintain order and dispatch such business as may legally come before him/her. Shall perform all other duties that may reasonably be assume to be incidental including those set forth in this Constitution and By-laws--5 Constitution and By-laws and such other duties as may be lawfully delegated to him/her by the Commission. Para 2: The Vice Chairperson shall perform the duties of the General Chairperson in the event of his/her absence. If the General Chairperson should die, resign, or be removed, the same order of authority would be in effect until a new General Chairperson is elected. He/she shall be the Membership Chairperson and as such is responsible to confirm all types of memberships and campaign to increase all memberships as set forth in the Constitution and By-laws. Para 3: The Secretary is responsible for keeping the Commission records and conducting the Commission's correspondence. He/she must keep detailed records of the Commission's meetings and business affairs. All motions considered by the Commission should be recorded along with the names of the delegates or alternates who make, second, or speak on motions. At each commission meeting, he/she should read all correspondence received between meetings and see that all matters which require action by the Commission are properly disposed of and should answer all correspondence promptly and file copies of responses with the commission records. Para 4: The Treasurer and City Clerk shall keep an accurate record of all monies received and disbursed. All monies received shall be deposited in the form of an individual "City of Waterloo Escrow Account" that must be established in a financial institution insured by an agency of the Federal Government. He/she shall make a report on Commission finances at each meeting and records shall be open to the Commission when a request is made in writing through the General Chairperson or Mayor's office. He/she shall also be a member on the Finance/Fundraising Committee. Section 3. Para 1: Upon election or appointments, and installation of the successor to any such Commission office, all Commission property in his or her predecessor's possession shall be surrendered to the newly installed officer. Article III - Qualifications Section 1. Any individual who is a delegate or altemate of this Commission shall be eligible to any elective or appointive office in this Commission, unless otherwise provided in this Constitution and By-laws. Section 2. Any individual may not hold more than one (1) elected position. Section 3. Any officer of this Commission may succeed themselves if properly elected. Constitution and By-laws--6 Article IV — Tenure of Office Section 1. Officers shall be nominated each year during the October meeting and again immediately prior to the November election meeting. Elected officers shall be installed not later than December 1 of that year and shall serve in that office for one (1) year or otherwise defined in this Constitution and By-laws. Section 2. Unexcused absence of any officer from three (3) consecutive meetings shall be cause for removal by the Commission. Article V — Membership Section 1. No applicant shall be denied membership if he or she meets the eligibility requirements as set forth in this Constitution and By-laws. Article VI — Committees Section 1. There will be three (3) four-(4) Committees: , , 1 ui1 ing;,Grounds4and`Operations; Finance/Fundraising; and Education/Historical. Section 2. Committees shall consist of not less than three (3) members with one (1) to be a voting member of the Commission. Each committee shall,meet a minimum'of four times pet gear. and must submit,A written report at the next regular Commission meeting. Section 3. In the event a Committee fails to make a recommendation upon any matter referred to within a reasonable time or in emergencies, the City may act upon such matter without receiving approval of the Commission. Article VII — Meetings Section 1. Commission meeting dates, time, and place shall be determined by the desires of the Commission. Section 2. Special meetings of the Commission may be called by the General Chairperson or the Mayor whenever they may deem it necessary. Section 3. A quorum shall consist of six-(6) eight (8) organizations represented present. Section 4. Minutes of the meeting shall be kept and available for inspection. Constitution and By-Taws--7 ol Article VIII — Memorial Day Ceremony Section 1. At least once a year there shall be observed a special Memorial Day Ceremony in accordance to the Waterloo Memorial Board By-laws. Article IX — Miscellaneous Section 1. Para 1: These By-laws may be amended at any Commission meeting by a vote of two-thirds of the representatives present and eligible to vote, provided that any such amendment is read at two (2) meetings and that all Commission delegates and alternates were notified of the proposed change prior to each of the two (2) meetings. Para 2: The Charter of this Commission shall be displayed at Veterans Memorial Hall in a frame and a copy of its Constitution and By-laws shall be properly affixed to its back, a copy kept at City Hall, and also in the Commission's file. Para 3: No part of the net earnings, property or assets of this Commission shall inure to the benefit of any organization, private person, or any member, officer, or director. Article X — Parliamentary Authority Section 1. Robert's Rules of Order, newly revised, shall govern in all cases not specifically covered by this Commission's Constitution and By-laws. Constitution and By-laws-8 Enacted this of at the meeting of the Memorial Hall Commission in Waterloo, Iowa. APPROVED: ATTEST: General Chairperson Memorial Hall Commission CERTIFIED: John R. Rooff, Mayor City of Waterloo Constitution and By-laws--9 Use Your 2 % BIG CARD REBATE MENARDS — WATERLOO 1 051 E. San Ma rr7an DR Waterloo IA 50702 KEEP YOUR RECEIPT RETURN POLICY VARIES BY PRODUCT TYPE Unless noted below allowable returns for items on this receipt will be in the form cf an in store credit voucher if the return is done after 01/26/11 11111111111111111111111111111111111111111111 Sale Transaction QUICK LINK SS 1/4 2352972 BOLT SNAP NI 1 2257265 PICTURE IAIIRE MED WGT 2343231 PICTURE WIRE EXTRA H 2343244 10TA1. TAX AT 7% TOTAL SALE Menard Card 8746 037355 TOTAL. NUMBER CIF ITEMS = 4 2.49 0.99 1.62 1.93 .UJ 0.49 7.57 7.52 GUEST COPY The Cardholder acknowledges receipt of goods/services in the total amount shown hereon and agrees to pay the card issuer according to its current terms. THIS IS YOUR CREDIT CARD SALES SLIP PLEASE RETAIN FOR YOUR RECORDS. THANK YOu, YOUR CASHIER, TAMMY 8790 06 4261 10/28/10 10:47AM 3040 Use Your. 2% BIG CARD REBATE MENARDS WAl ERLOO 1051 E . Sara Ma r r +ar, DR Waterloo, IA 50702 KEEP YOUR RECEIPT RETURN POLICY VARIES BY PRODUCT TYPE Unless noted below allowable returns for items on this receipt will be in the form of an in store credit voucher if the return is done after 12/31/10 1111111111111111111111111111111111111111111 Sale Transaction DAP SILICONE CAULK C 5838804 3.90 1/4 FENDER WASHER-7P 2321295 0.69 TOTAL 4.65 TAX AT 7% 0.33 TOTAL SALE 4.98 Menard Card 8746 4.98 060116 TOTAL NUMBER OF ITEMS = 2 GUEST COPY he Cardholder acknowledges re...r; ,;t of is/services in the tr ;_;1 moon, _i.u,un in and agrees to :`i,I i::,s,;er cording to its c,,. e ' YOUR CREOI1 4-hi SALES S(iP RETAIN FOR YOUR RECORDS. RJR CASHIER, BROOKE 10/02/10 12:22PM 3040