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HomeMy WebLinkAboutCommission Packet - 2/2/2022Date: PRIMARY Craig White MEMORIAL HALL COMMISSION ROLL CALL SHEET Mike Hudson Randall Miller Terry Scheffert Scott McDonald Mel Wittwer Don Ticknor ALTERNATE Matt Carpenter David Grimm' Marilyn Robinson' V Angela Hickok Frank McCaw ` ✓ James Lentfer Mike Mrzlak' John Mrzlak Quorum Needed: 5 \\Alomain\waterloo\CLERKDAT\Memorial Ha _. Call Sheet.docx (rev. 3/2021) MEMORIAL HALL COMMISSION February 2, 2022 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 October 27, 2021. IV. Citizens Oral Comments V. Treasurer's Report VI. Chairperson's Report VII. Committee Reports: 1. Building, Grounds & Operations —Chairperson Mel Wittwer 2. Education/Historical—Chairperson Randall Miller 3. Finance/Fundraising— (Vacant) 4. Artifacts Preservation —Chairperson James Lentfer VIII. Unfinished Business IX. New Business X. Adjournment Nancy Higby Administrative Secretary *Next meeting scheduled for February 23, 2022. MEMORIAL HALL COMMISSION October 27, 2021 5:00 p.m. Veterans Memorial Hall Members present: Craig White in the Chair, Mike Hudson, Terry Scheffert, Mel Wittwer, Don Ticknor, Marilyn Robinson, Frank McCaw, James Lentfer, Mike Mrzlak, John Mrzlak, arrived at 5:02 p.m. Absent: Randy Miller, Scott McDonald, Matt Carpenter (A), David Grimm (A) and Angela Hickok (A). Also in Attendance: Rick Hurtado and Nancy Higby, Secretary, City of Waterloo. Moved by Wittwer, seconded by J. Mrzlak, that the Agenda be approved. Ayes: Ten. Motion carried. Moved by J. Mrzlak, seconded by Robinson, that the Minutes of September 22, 2021, be approved. Ayes: Ten. Motion carried. Citizen's Oral Comments Rick Hurtado commented on the commission's slowness to take action on various building and grounds concerns brought before the commission, including current tuck -pointing needs. He explained that he met with a contractor who provided an estimate for the low wall repair and chimney repair that the contractor pointed out. He strongly encouraged the commission to take action now. There was an argument between the Craig White and Mr. Hurtado, which led to Craig unexpectedly leaving the meeting at 5:17 p.m. Nancy Higby explained that since the Chair left the meeting and there is not another officer in attendance, it would be necessary to receive a motion and a second approving someone to step in before the meeting could move forward. Moved by Lentfer, seconded by Hudson, to have Mel Wittwer Chair the remainder of the meeting. Ayes: Ten. Motion carried. Mel Wittwer called the meeting back to order, and Mr. Hurtado completed his comments. A discussion followed and Mel Wittwer stated that he would bring the estimate to the City Building Official, Greg Ahlhelm for review. Treasurer's Report — Vacant Nancy Higby passed out the current Project Transaction Report and noted that the newly created "Special Projects" and "Artifacts Projects" accounts have now been funded as specified with each donation. Moved by Lentfer, seconded by Hudson, that the Treasurer's report be received and placed on file. Ayes: Ten. Motion carried. Nancy explained that before Craig left the building, he left an invoice on the table for reimbursement on the purchase of (5) five American Flags, in the amount of $160.00. The flags were purchased for Keith Kaspari, Airport Director, Waterloo Regional Airport, but it wasn't clear what funds would be used to reimburse Craig. In an effort to prevent a delay in processing the request for reimbursement, the commission agreed to approve the reimbursement. Moved by Hudson, seconded by J. Mrzlak, to approve the reimbursement request in the amount of $160.00 from Craig White, for the purchase of (5) five American Flags. Ayes: Ten. Motion carried. Chairperson's Report None — Craig was not present. October 27, 2021 Page 2 Committee Reports Building, Grounds & Operations — Chairperson Mel Wittwer Mel Wittwer asked that anyone with access to the building to please secure the front doors. It seems there has been a problem with the doors actually locking. He is going to talk with Greg Ahlhelm about having the building department check the condition of the doors. Marilyn Robinson turned in her building key #1426, which that was assigned to Rolling Thunder. She noted however that though the key fits in the lock, it would not turn. Mel will look into why the key does not work. Terry Scheffert commented that DAV needs another key. Education/Historical — Chairperson Randall Miller Randy Miller was absent. Jim Lentfer suggested coordinating a traditional WW1 Armistice gun salute at 11:11 on Veteran's Day. He offered to reach out to Yolando Loveless to see if he would be available to speak briefly. Mike Hudson commented that there would be a Turkey or Ham dinner at the Legion on November 19t". Free for all veterans and family. A short discussion followed about when to hold the November meeting in light of the Thanksgiving holiday and Jim reminded the commission that per the Memorial Hall Operating Procedures, no meeting is held in December. Moved by Lentfer, and seconded by Ticknor to move the regularly scheduled meeting from November 24, to November 17, 2021. Finance/Fundraising — None. Position vacant. Artifacts Preservation — Chairperson James Lentfer ( Jim Lentfer provided a brief overview of the artifact meeting. Mike Hudson questioned the status of the building WiFi. Mel Wittwer commented that the WiFi is set up via Ethernet, and that a laptop would be good to have. A discussion followed regarding setting up a dedicated email account for Memorial Hall business. Unfinished Business — Terry Scheffert commented on his attempt to get the city to address various issues on the grounds, including limb trimming near the roof of the building and spruce removal. He explained that Todd Derifield, City Forester, stated that the spruce tree was in excellent condition and does not meet the criteria for removal, and that he would arrange for a crew to trim back any limbs getting close to the roof in the near future. Mel Wittwer will talk with Greg Ahlhelm about the peeling paint at the top of the stairs. Rick Hurtado commented on the number of trees that need trimming around the bench and that he will be getting estimates. New Business — The flags will come down on November 12th, 2021 beginning at 9:00 a.m. October 27, 2021 Page 3 With no further business before the commission, it was moved by Hudson, seconded by J. Mrzlak, that the meeting be adjourned at 6:16 p.m. Ayes: Ten. Motion carried. Nancy Higby Administrative Secretary Why is there a need to seperate Operations from the Building and Grounds Committee ? 1) The Operation Procedures for Veterans Memorial Hall last revised in 1998 are outdated and were never signed off by the Mayor or City Council (previously brought to the Commission's attention in August 2018) 2) Take some of the load from Building & Grounds. (each Commissioner knows the amount of attention the Building entails) What (in my opinion) could the Operations Committee Accomplish ? 1) With one meeting per month the Operations Committee could make a report to the full Commision on: a) Review of and make recommendations to update the Operation Procedure document b) Event plan (act as the steering committee for future events) c) Establish a scheduled liasion with the appropiate City Departments and each of the VMH standing Committee Chairs Each of these objectives would need full Commission approval. Respectivly submitted Jim Lentfer 3 month Artifact Committee Meeting Report The following are our discussion topics Monday November 1st (reference numbers may addressed for motion purposes) 1) condition and over abundance of uniforms 2) referance material provided by Jaycie Vos (UNI Archivest) a) Northeast Document Conservation Center b) UNI internship (Professor McNabb) 3) city grant writer possibility 4) Microsoft data base 5) upgrading the Accession forms Monday December 6th 1) Jennifer McNabb (Ph.D.) email response to UNI internship a) intention to draft our proposal/request 2) Past Perfect & Microsoft Office 360 software (previously brought before the Commission Aug. 2018) 3) De -Accession Request form 4) request for Ink for the office printer Monday January 3rd 1) revising the glass cases in the Hazel Gilbert display room a) preservation of fragil artifacts 2) Google has not changed our address (note we have had over 150 views with an address pin at 105 5th street in the middle of the bridge) 3) could we Zoom meeting 4) refining our process of digitizing the office library The following are our accomplishments and work in progress A) Frank has updated, colorized and formatted to XL/publisher our Accession forms. Any further intake or dispositon of artifact inventory will hence forth have a fully documented paper trail. B) Frank, Nick & Mel have researched, updated information, relabeled and data entry 2/3 of the display cabinets in the Hazel Gilbert Artifact Display Room. (interestingly while researching a belt buckel, previously attributed to the GAR, it was found to be from the Knights Templar) C) I have been in corrispondence with Jennifer McNabb Ph.D. (Professor and Department Head of History) concerning a UNI intern for the purposes of digitizing our office library. I/we are currently in the formal application process. 1) A Google account has been set up to our new e-address veteransmemorialhallwaterloo@gmail.com note: page 1- January 3rd- item 2 D) 2 boxes of books have now been processed and pertinent information digitized. The rarity and value will be further researched. E) Angela and I have finally put together the appropriate hard ware and format to make a presentation of the artifact digitization on the Marcia Courbat Confrence room TV. Any clarifications or pre -motion discussions can be made at the Commissioners meeting January 26th. Respectfully submitted, Artifact Committee Chair Jim Lentfer Pledge of Allegiance. I. Roll Call: II. MEMORIA C —Oetober 27, 2021 Veteran's Memorial Hall \ui cetk___, Approval of Agenda, as proposed or amended 51 Approval of Minutes of September 22, 2021 IV. Citizens Oral Comments b, Qa Gibs-c 6U+ aCn ( I". -cwf'-' P c-iLuzy V. Treasurer's Report -- VACANT Jhyv LeA. cP)N 7L) Motion to approve-- ±S VI. Chairperson's Report VII. Committee Reports: 1. tiv Building, Grounds & Operations —Chairperson Mel Wittwer 2. Education/Historical—Chairperson Randall Miller 3. Finance/Fundraising— VACANT Motion to approve 4. Artifacts Preservation —Chairperson James Lentfer 1\1r-h V rbV ! &h_ ovei'J •1O� a4Nr ©ctl Se VIII. Unfinished Business -*--sclace4cr 41s ct5)‘42, 2 - "2-4(,,, (1,6.0 LiA4 t,)%( - 4Df @ IX. New Business 4fr ( V(2 qtA'cwky C X. Nancy Higby Administrative Secretary Next meeting date: November 24, 2021