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HomeMy WebLinkAbout2.23.2022 minutesMEMORIAL HALL COMMISSION February 23, 2022 5:00 p.m. Veterans Memorial Hall Members present: Mel Wittwer in the Chair, Scott McDonald, Don Ticknor, Frank McCaw, James Lentfer, Mike Mrzlak and John Mrzlak, Matt Carpenter (A), David Grimm (A) and Angela Hickok (A). Absent: Craig White, Mike Hudson, Randy Miller, Terry Scheffert, Marilyn Robinson. Also in Attendance: Rick Hurtado and Nancy Higby, Secretary, City of Waterloo, Yolando and Chiquita Loveless. Moved by McDonald, seconded by Lentfer, that the Agenda be approved. Ayes: Eight. Motion carried. Moved by Lentfer, seconded by J. Mrzlak, that the Minutes as amended, of February 2, 2022, be approved. Ayes: Eight. Motion carried. Matt Carpenter and Don Ticknor arrived. Citizen's Oral Comments Jim Lentfer introduced Rich Berry, UAW Veterans Committee. Rich Berry commented that he is interested in helping out where he can. Treasurer's Report — Vacant Nancy Higby read the current balances as of February 16, 2022. The Brick Fund - $7,951.35; Flag Fund - $356.86; Courbat Memorial Fund - $1,000; Special Projects Fund - $500; Artifacts Project Fund - $263. Mel Wittwer questioned where the $263 came from. Jim Lentfer commented that they were from donations received during the Open House. He also questioned if Frank McCaw has been reimbursed. Nancy Higby explained that the paperwork had been submitted to accounts payable for processing. Jim Lentfer noted that the intent was to have the reimbursement come from the Artifacts Fund. Moved by J. Mrzlak, seconded by M. Mrzlak, to receive and file the Treasurer's Report. Ayes: Ten. Motion carried. Chairperson's Report — (Craig White was Absent) None Committee Reports Building, Grounds & Operations — Chairperson Mel Wittwer Mel Wittwer noted that there isn't anything new to add since the last meeting but that he had joined Jim recently to work on some things as there hasn't been much luck with an intern. He said that Jim would provide additional information on that with his report. Education/Historical — Chairperson Randall Miller (Randy was absent) None Finance/Fundraising — Vacant February 23, 2022 Page 2 None Artifacts Preservation — Chairperson James Lentfer Jim Lentfer opened with an apology for getting anxious at the previous meeting and getting out of order. He reported that they did have a successful Zoom Artifacts Committee Meeting on the first Monday of the month and were able to get Rodney connected, and will try it again for the next meeting. There are not a lot of accomplishments to report at this time, but they have made a decision to pencil in the books and will begin to inventory the library. He requested that his motion to bring in an intern, approved at the last meeting, be carried over to the fall semester. He will work on improving the description of the work needed to make it more appealing in hopes of having better success to attract interest. Jim proposed a formal process for the de-assession of items deemed by the committee, to have little to no value to the Veterans Memorial Hall collection. He passed around an example of the form that will list each item, reason for the de-assession, method of disposal, date of commission approval and signatures of the commission chair and committee chair. The form will be kept on file. This process coincides with the operating procedures, which will be discussed at a future meeting. Mel Wittwer commented that in the past, items have been disposed of without any real procedure, so this will help formalize the process. Moved by Wittwer, seconded by McDonald, to accept the format as illustrated. Ayes: Ten. Motion carried. John Mrzlak commented that a vote to approve the disposal of the items must wait until the next meeting. Unfinished Business — Jim Lentfer commented that in the best interest of Veterans Memorial Hall, having a 3-5 person committee to make recommendations about events that take place at Veterans Memorial Hall is important because Mr. Wittwer, as Building and Grounds Chair, suddenly has everything on his plate. This committee could make recommendations as to events, scheduling, tracking dates, participants, sound system needs, etc. He gave an example of the Memorial Day Event planning that includes the printing of the brochure and all the other things that go along with it. John Mrzlak commented that the Memorial Day Parade Committee manages all aspects of that and any further discussion of those responsibilities should not be discussed here, but wait until that committee meets following this meeting. A discussion followed regarding the separation of responsibilities of the Memorial Day Parade Committee and the proposed Operations Committee. Mel Wittwer proposed tabling any further discussion regarding any and all Memorial Day events. He explained the importance of having an Operations Committee to manage all other events including events that should be held but are not currently being held. Jim Lentfer reiterated the need to update the policies and procedures for Veterans Memorial Hall. Moved by Lentfer, seconded by McDonald, to separate the Operations from the Building & Grounds and form a 3-5 person committee to see that the operations of the Hall and the operating procedure are updated and followed. Scott McDonald clarified that the intent of the motion is to formally create a fifth committee to follow the current Building & Grounds; Education/Historical; Finance/Fundraising and Artifact Preservation, that will be called Operations, and there will need to be one chairperson for that newly created committee. Jim Lentfer confirmed. February 23, 2022 Page 3 Scott questioned if the bylaws would need to be changed to create a fifth committee. Nancy Higby confirmed. Scott commented that the first vote needed then is to approve changing the bylaws to create a fifth committee and then send it to City Hall. John Mrzlak questioned the process for electing a chair of the committee. Jim Lentfer commented that the chair is supposed to appoint a committee. However, he would need to refer back to the bylaws on how the chairperson is appointed. Scott McDonald suggested pulling back and amending the original motion. Moved by Lentfer, seconded by McDonald, to change the motion to amend the bylaws to separate and form a fifth committee to be named Operations Committee. Ayes: Ten. Motion carried. Jim explained that it might take a few weeks or so to put together the amendment after getting input from other commissioners. Mel Wittwer commented that creating another committee might help get some inertia to have more events sponsored by the Hall. Scott McDonald excused himself from the meeting. New Business — Angela Hickok explained that Rolling Thunder - Iowa Chapter 1, would like to hold a program at the Veterans Memorial Hall and requests to reserve the grounds and have access to the building on Saturday, May 28th from 3:30 to 5:00 p.m. Moved by Hickok, seconded by McCaw, to reserve the building and grounds with use of the sound equipment, on May 28, 2022 from 3:30 p.m. to 5:00 p.m. Ayes: Nine. Motion carried. Rick Hurtado showed the Veterans Way brochure that he picked up at the Mayor's office. Mel Witter expressed his concerns on the reliability of the current computer and commented on the potential need to replace it. He shared his preference for a laptop for its portability and suggested keeping costs at about $600. He noted that it is not necessary to vote on the matter now, but wanted to get the word out that it may be something to consider in the future. Rick Hurtado passed out flyers for a Veterans Resource Fair to be held on Friday, March 11th from 12:00 p.m to 3:00 p.m. The event is sponsored by Elevate, Upper Iowa and Iowa Works and is not limited to Veterans. Chiquita Loveless asked that any events that the Veterans Memorial Hall commission is involved in, be run through Black Hawk County Veterans Affairs office as a courtesy so that they could add them to their website and make the events more visible to all veterans. Rick Hurtado questioned if a city representative was supposed to be attending each meeting. It was clarified that councilperson Jerome Amos had been assigned by the Mayor to be the liaison and would be attending quarterly. Jim Lentfer commented that Mr. Amos had another commitment this evening but that he would be here next month. A discussion took place regarding the current condition of the building, roof and windows. Rick Hurtado commented that he dropped off an estimate at the city and is still waiting for them to respond. Nancy Higby explained that at the February 2nd meeting, Greg Ahlhelm, City Official, committed to look into the tuck -pointing and window reglazing/repairs in the spring. Rich Berry explained that he knows a little about the building because he had actually worked on the building back in the 1980's including tuck -pointing and would be happy to look at the current February 23, 2022 Page 4 needs. He said that he also mentioned some of the concerns to his brother-in-law, who then asked him to find out if he could work on the building without charging for it. Jim Lentfer reported that last month there were a couple of false alarms. Mel Wittwer believes it may have something to do with the front glass doors not always secured correctly when people leave the building. He noted that the current security system is not very sophisticated and perhaps the commission should consider some type of video system. With no further business before the commission, it was moved by J. Lentfer, seconded by Grimm, that the meeting be adjourned at 5:43 p.m. Ayes: Nine. Motion carried. Nancy Higby Administrative Secretary