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HomeMy WebLinkAbout9/22/2021 MEMORIAL HALL COMMISSION September 22, 2021 5:00 p.m. Veterans Memorial Hall Members present: Craig White in the Chair, Mike Hudson, Randy Miller, Terry Scheffert, Scott McDonald, Mel Wittwer, Frank McCaw, Mike Mrzlak, John Mrzlak, Matt Carpenter (A), David Grimm(A) and Angela Hickok(A) arrived at 5:02 p.m. Absent: Don Ticknor, Marilyn Robinson and James Lentfer. Also in Attendance: Rick Hurtado and Nancy Higby, Secretary, City of Waterloo. Moved by Miller, seconded by J. Mrzlak, that the Agenda be approved. Ayes: Nine. Motion carried. Moved by Miller, seconded by J. Mrzlak, that the Minutes of August 25, 2021, be approved. Ayes: Nine. Motion carried. Citizen's Oral Comments None. Treasurer's Report—Vacant Nancy Higby read the fund balances as of September 15, 2021, reporting a current brick fund balance of$7,601.35 a flag fund balance of$356.86, and the Courbat memorial fund balance of $1,000. She reported that three bricks were purchased for a total of$150.00. Moved by J. Mrzlak, seconded by Miller, that the treasurer's report be received and placed on file. Ayes: Nine. Motion carried. Chairperson's Report Craig White stated that the honor flight, with approximately 91 veterans on board, will land tonight at about 10:10 p.m., and encouraged everyone to come welcome them home. Committee Reports Building, Grounds & Operations—Chairperson Mel Wittwer Mel Wittwer reported on the Open House, held September 19ffi, and thanked the American Legion for all their help in making it a success. Mike Hudson spoke on the deteriorated window glazing and offered to assist with glazing on the ground level if someone else would do the painting. He commented that he had a phone conversation with a company about reglazing all of the windows and was given an estimate starting at $15,000. Rick Hurtado commented that he has spoken with someone who said they will look into the tuck- pointing that is needed. Education/Historical—Chairperson Randall Miller Randy Miller expressed his thanks to the American Legion for their help with the Vietnam Vigil and flags. He reported that unfortunately a POW/MIA flag came up missing. A discussion followed regarding accessibility of the flags, the quality of the spinning poles, etc. Rick Hurtado reiterated his earlier suggestion to talk with Hagarty for their well-made items with fair pricing. Finance/Fundraising—None. Position vacant. Artifacts Preservation—Chairperson James Lentfer (absent) September 22, 2021 Page 2 In Jim's absence, Mel Wittwer reported that both Amy Rousselow, Waterloo Public Library and Jaycie Voss, UNI, have volunteered to provide assistance regarding the archiving and preservation of the books. Unfinished Business— Michelle Weidner, CFO, arrived at 5:22 p.m. to discuss and clarify the topic of donations, fund raising, how to spend donated funds, etc. Some highlights of the discussion are as follows: Michelle explained that dollars raised by the commission are for the use of this building and that all expenditures would be tracked. Any donation should clearly notate how the funds are to be used. She commented that no permission is needed prior to a fundraising event, but asked that she be notified in advance if there is a larger project the commission wishes to raise funds for, such as over$10,000 so that she can create a separate fund account. If the commission wishes to spend monies over $2,500, this requires the approval of the Finance Committee. Both she and Nancy Higby could assist in the paperwork to have this added to the agenda. Refreshments for an event do not need approval if it is an actual food item. However, if cash is being requested from a fund to purchase refreshments, that will require pre-approval before funds would be released. Randy Miller commented on the current flag fund and questioned if the name could be changed to clarify that the funds are only for the use of cemetery flags. The commission agreed they would like it to be specific. John Mrzlak questioned if someone donates money for cemetery flags, would the city reduce the amount they deposit into that fund each year. Craig White commented on the rising cost of flags and the occasional need to replace the totes that store the flags, as sometimes mice destroy them. Mike Hudson stated the `Bounce" dryer sheets can be used to keep vermin away. Michelle explained that the cemetery flags are actually for veterans and not for Memorial Hall specifically, but she has been allowing the purchases and has been able to designate Hotel/Motel funds to cover the budget. She requested an estimate for flags by April 1st. She stated that individuals may donate flags but would not be able to claim a tax deduction. She suggested that Main Street Waterloo could possibly offer assistance with downtown flags. She asked that someone call and provide her with an idea of a budget for flags, including swivel poles, and she would try to figure out funding. A brief exchange followed regarding the addition of new funding accounts for two recent donations. It was discussed by the commission, and agreed to by the Chief Financial Officer that the $500 donation from VGM would go into a new fund entitled "Special Project Fund" and an account entitled "Artifact Fund" would be created for a donation of$263 received at the Open House on September 19, 2021. Moved by McDonald, seconded by Wittwer, to request that the Chief Financial Officer create two new funds, "Special Project Fund" and"Artifact Fund". Ayes: Nine. Motion carried. The subject of the sale of some artifacts was discussed. Michelle explained that if the commission wishes to sell any artifact(s), city approval is required prior to the sale. The commission needs to submit a letter requesting permission, along with a list of the items with photo(s), to the Chief Financial Officer. Any proceeds from the sale of items would be deposited into the "Project Fund". September 22, 2021 Page 3 New Business— David Grimm suggested the creation of Memorial Hall T-shirts that could help raise funds, and shared an affordable option he knows of. He offered to look into the cost, timeline, etc. With no further business before the commission, it was moved by J. Mrzlak, seconded by Miller, that the meeting be adjourned at 6:01 p.m. Ayes: Nine. Motion carried. Nancy Higby Administrative Secretary