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HomeMy WebLinkAbout2.2.2022 minutesMEMORIAL HALL COMMISSION February 2, 2022 5:00 p.m. Veterans Memorial Hall Members present: Craig White in the Chair, Mike Hudson, Terry Scheffert, Mel Wittwer, Marilyn Robinson, Frank McCaw, James Lentfer, Mike Mrzlak and John Mrzlak, Matt Carpenter (A), David Grimm (A) and Angela Hickok (A). Randy Miller joined via Zoom. Absent: Scott McDonald and Don Ticknor. Also in Attendance: Rick Hurtado and Nancy Higby, Secretary, City of Waterloo. Moved by Lentfer, seconded by Wittwer, that the Agenda be approved. Ayes: Eleven. Motion carried. Moved by Lentfer, seconded by J. Mrzlak, that the Minutes as amended, of October 27, 2021, be approved. Ayes: Eleven. Motion carried. Citizen's Oral Comments Mayor Hart, Noel Anderson, Community Planning & Development Director; Greg Ahlhelm, Building Official; JB Bolger, Assistant Park Superintendent, Paul Huting, Leisure Services Director; Kelley Felchle, City Clerk; Michelle Weidner, Chief Financial Officer; Chris Youngblut, Director of Information Technology - all attended the meeting to give updates and answer any questions. Black Hawk County Veterans Affairs Director, Yolando Loveless, and Chiquita Loveless, Interim Director, Diversity, Inclusion & Social Justice were also in attendance. Mayor Hart explained that they have come to the meeting tonight to show support for the commission's efforts and want to figure out how they can help empower and better support the commission. He suggested that one way to ensure consistent information is for one person to be designated to speak on behalf of the commission for any needs or projects. This will help to streamline and expedite requests. Mayor then handed out a list of department responsibilities and completed projects as they pertain to Memorial Hall. He provided an update on the Veterans Way project, projected to be completed by September of 2023. He explained that he wants to make sure Waterloo is recognized for its rich history and to celebrate and support what is being done here. Our veterans need to be recognized for their service and sacrifice and asked for the commission member's involvement for incorporating Veterans Memorial Hall. He explained that they are here to hear any concerns, answer questions and provide clarification if needed. Terry Scheffert questioned how the Memorial Hall building would be tied into the Veteran's way and if signage is part of the project. Mayor Hart commented on the various pieces of the project and that part of the discussion hasn't happened yet. He noted that Randy Miller has some suggestions for flags and signs. Mel Wittwer commented on the lack of parking and the need for easy access to the building. He questioned if there might be a possibility of considering pedestrian access from the parking ramp to Courbat Court. Mayor Hart confirmed that the city would look into that. He asked when the last time there was any vision planning discussions for the building and grounds. A discussion followed concerning tuck -pointing and window reglazing/repairs. Greg Ahlhelm, Building Official, commented that he would look into the concerns in the spring. Randy Miller thanked all city staff and others for their assistance in getting the street name changed to Courbat Court. He requested two permanent picnic tables be placed in the open space along the river. He also spoke on the continued need for assistance putting flags up along the city streets. He showed an image from his phone of street pole flags in Arizona honoring their local veterans with a photo and branch of service. The flags stretch almost five miles February 2, 2022 Page 2 through the city. The flags are giving to the families afterwards. He would like to see Waterloo do something like this and said he would forward a link of the program information to Nancy's email to disseminate to Mayor and city staff. Paul Huting, Leisure Services Director, explained that unfortunately budgets were scaled back due to declining revenue during Covid-19 so the plan for picnic tables was put on hold. He stated that they will look at their current budget to see what they can do to get the picnic tables figured out. Mayor Hart commented on what an honor it would be to be able to offer an opportunity for people to donate a picnic table, much like benches at the golf courses. Leisure Services will gather some quotes for placards and get back to the commission with the information. John Mrzlak questioned how funds can be used, whether provided by the city, raised or donated to the Memorial Hall. Michelle Weidner, Chief Financial Officer, reviewed the process for receiving and spending monies. She stated that the business of this commission is about Memorial Hall, and that funds that are donated can be spent on the building. She noted that the city has policies to try to help keep us from spending money improperly. She asked that if there is a particular project in mind, to please visit with her to determine the correct process so she can have it approved at city council. Mayor Hart reiterated the need to have a consistent line of communication for request on behalf of the commission. He acknowledged the red -tape concerns to getting things accomplished, but despite those challenges, it protects you as well. Having one designated person would help the city better serve the commission to get those projects and initiatives you'd like to see happen. Randy Miller commented that back in the earlier years, the city did have a representative at the meetings who was also a commission member. The individual acted as a liaison between the commission and the city. Currently the commission has Nancy to be the person and I am sure that does not fall within her regular duties. He suggested that someone from the city come to a meeting on a quarterly basis, and to meet about both short-term and long-term goals. He stated that Jim Lentfer would be addressing the commission on this issue. Mayor Hart shared that councilperson Jerome Amos has been assigned to be the liaison for the Memorial Hall Commission. He concurs with the idea of having an entourage of city staff to attend the first portion of a meeting on a quarterly or bi-annual basis, to listen and communicate with the commission on current needs and priorities. He still believes it is important to have one designated leader who can communicate directly with city staff on what the commission has voted on and needs to have. Jim Lentfer discussed his desire to update the operating procedures. Craig White proposed having Main Street Waterloo help with the efforts to raise funds to support the needs of Memorial Hall. Mayor Hart supports this idea and believes it to be the perfect time. He questioned if Jessica Rucker or anyone with Main Street have ever attended a meeting. Craig White commented they have not. Mayor Hart commented that this would be a great initiative and though she does not report to him, he will let her know. John Mrzlak commented on the monies provided by the city for cemetery flags. He questioned if a fixed dollar amount could be given each year, regardless if all those monies were used in any given year. There are more veterans dying and we may need more money to cover the cost. If the fund account eventually grows to more money than is needed for cemetery flags, then we could use that to fund something else with council's approval. February 2, 2022 Page 3 Mayor Hart commented that for every dollar the city says it is going to spend, there needs to be justification year to year for our auditors. Craig White commented that the flags are purchased each year in a gross of 144 at a time. Every year the cost goes up and he's looking for them to go up significantly this year. Michelle Weidner reminded the commission to collect quotes and submit their forecast of need by at least April because it does take a little time to get it done. John Mrzlak commented on the need to educate our young people. He guessed that probably half of the kids in school don't even know who the Sullivan brothers are, and this is our fault because we don't push it. Kids could do more for veterans than we could do begging for money. Kids will make their parents help if they just know why. He said we need to make sure this is taught in our schools, Boys & Girls Clubs, the "Y" and down at the SportsPlex. Craig White stated that even we as veterans are failing at promoting ourselves. He commented on the low attendance the last few years at annual events honoring veterans at the ballpark and hockey arena. Randy Miller questioned if it might be considered to have a "walk through downtown" as was proposed a few years ago by Charles Pearson. Also, to have schools provide fieldtrips to walk the kids through the entire Veteran's Way as part of their education. Mike Mrzlak thanked the city for supplying the signage for the annual Vietnam Vigil project. Mayor Hart concluded by reiterating the city's support for Memorial Hall and its efforts to heighten awareness of our veterans. Treasurer's Report — Vacant None Chairperson's Report None Committee Reports Building, Grounds & Operations — Chairperson Mel Wittwer Mel Wittwer presented two bills to be approved. The first is the reimbursement of $122.03 to Frank McCaw for expenses related to artifact restoration, previously approved for NTE $200 at the August 25, 2021 meeting; and an invoice from Black Hawk Memorial, for $300 for the engraving of 12 bricks. Moved by Wittwer, seconded by J. Mrzlak, to approve the reimbursement request by Frank McCaw, in the amount of $122.03. Ayes: Eleven. Motion carried. Moved by Lentfer, seconded by Scheffert, to approve the payment to Blackhawk Memorial in the amount of $300. Ayes: Eleven. Motion carried. Mel noted that the quote for tuck -pointing has been turned over to Greg Ahlhelm as was confirmed earlier in the meeting. Education/Historical — Chairperson Randall Miller None. Finance/Fundraising — Vacant None Artifacts Preservation — Chairperson James Lentfer February 2, 2022 Page 4 Jim Lentfer explained that he has arranged for an intern to help with artifact preservation efforts beginning mid -February and requested that the commission authorize this action. Marilyn Robinson asked if we were paying for this. Craig White stated that this is a non -paid internship. Jim Lentfer confirmed that the intern would work under supervision and would not hold keys to the building. Moved by Lentfer, seconded by Witter, to authorize a non -paid intern to help with artifact preservation. Ayes: Eleven. Motion carried. Jim commented that they discovered a very valuable 150-year-old item when sorting through artifacts. Frank McCaw clarified that the item is a Knights Templar ceremonial belt buckle. Unfinished Business — Jim Lentfer revisited the need to update the Operating Procedures as they were last revised in 1998. He proposed splitting the current Building, Grounds & Operations Committee to form a separate Operations Committee, then getting 3-5 people to volunteer. Mel Wittwer stated that he would like to see that there are volunteers before voting on the matter and suggested tabling the item to the next meeting. New Business — John Mrzlak commented that the commission should begin working on the Memorial Day Parade at the next meeting. With no further business before the commission, it was moved by J. Mrzlak, seconded by Wittwer, that the meeting be adjourned at 6:15 p.m. Ayes: Eleven. Motion carried. Nancy Higby Administrative Secretary