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HomeMy WebLinkAbout3.23.2022 minutesMEMORIAL HALL COMMISSION March 23, 2022 5:00 p.m. Veterans Memorial Hall Members present: Craig White in the Chair, Mike Hudson, Scott McDonald, Mel Wittwer, James Lentfer, Mike Mrzlak and John Mrzlak, Matt Carpenter (A), David Grimm (A) and Angela Hickok (A). Absent: Randy Miller, Terry Scheffert and Frank McCaw. Also in Attendance: Nancy Higby, Administrative Secretary, and LeAnn Even, Deputy City Clerk. Moved by Grimm, seconded by J. Mrzlak, that the Agenda, be approved. Ayes: Nine. Motion carried. Moved by Grimm, seconded by J. Mrzlak, that the Minutes of February 23, 2022, be approved. Ayes: Nine. Motion carried. Don Ticknor (arrived at 5:07 pm) Marilyn Robinson (arrived at 5:09 pm) Citizen's Oral Comments - (none) Treasurer's Report — Vacant Nancy Higby read the current fund balances as of March 23, 2022. • Brick Fund - $7,651.35 (decrease of $300 - engraving of 12 bricks) • Flag Fund - $856.86 (increase of $500 - hotel/motel tax) • Courbat Memorial Fund - $1,000.00 • Special Projects Fund - $500.00 • Artifacts Project Fund - $140.97 (decrease of $122.03 - reimbursement to F. McCaw) Mel Wittwer questioned the ledger description for Black Hawk Memorial. Moved by McDonald, seconded by J. Mrzlak, to receive and file the Treasurer's Report to correct any discrepancy to the ledger description. Ayes: Ten. Motion carried. Craig White requested reimbursement for $612.07 for the purchase of flags (4 Gross). Mel Wittwer requested reimbursement for $39.53 for the purchase of office supplies (ink for the office printer). Moved by Lentfer, seconded by J. Mrzlak, to approve the reimbursements to Craig White and Mel Wittwer. Ayes: Ten. Motion carried. Chairperson's Report — Craig White Craig White welcomed Jerome Amos, Council Member - Ward 4, and thanked him for coming to the meeting. Councilman Amos commented that he was recently appointed by the Mayor to serve as the liaison for the Memorial Hall Commission and apologized for not attending the first few meetings. He explained that he has submitted paperwork to run for House District #62 and is currently running unopposed. He anticipates that in January 2023 he will resign his seat on council to service in the House. Committee Reports Building, Grounds & Operations — Chairperson Mel Wittwer Mel Wittwer noted that while he does not have anything new to report for Building, Grounds & Operations, he has been working with Jim Lentfer to help with the artifacts project. He stated March 23, 2022 Page 2 that he had recently purchased a laptop for his personal use, but will be using it to help where he can. Education/Historical — Chairperson Randall Miller (Randy was absent) Mike Mrzlak shared information provided to him by Randy Miller on the flag schedule. Downtown flags will go up on Wednesday, May 25 beginning at 9:00 a.m. and will remain up through Veterans Day. The Fairview Cemetery flags will be placed on Tuesday, May 24th at 3:00 p.m. and will be removed on Memorial Day, May 30th at 3:00 p.m. Jim Lentfer questioned how many flags are going up downtown, and if they all have swivel poles. Mike Mrzlak stated there are approximately 100 flags for downtown and that not all poles have swivels. Finance/Fundraising — Vacant (none) Artifacts Preservation — Chairperson James Lentfer Jim Lentfer provided an overview of the notes from the Artifact subcommittee meeting of March 7, 2022. He shared that while sorting through leftover artifacts from the Civil War Roundtable, a 10-volume set of civil war pictorial and writings from the 1890's was discovered. He stated that he received an email response from Jennifer McNab, UNI, that the reason for the missed intern opportunity was that the student transferred. She said there is a lot of interest so they are pretty confident we will get a much needed intern in the fall. Five boxes of books have been sorted and digitized. Jim requested approval from Chairman White to formalize the process for receiving in donated items. He said that Mel Wittwer has donated civil war artifacts for display. He also requested the Chair's approval of the de-assession of items deemed by the committee, to have little to no value to the Veterans Memorial Hall collection. He commented that the disposal method he listed as "Goodwill" is open for discussion if anyone has a different way. Moved by Lentfer, seconded by McDonald, that these items be approved by the Chair. Ayes: Ten. Motion approved. Mel Wittwer commented that the donation of his personal display of civil war medicine and surgical equipment used during the period is from a collection he has accumulated through the years. It is currently in the second floor display room and Frank McCaw is making up some nametags to help identify the items. He stated that it would be up for display as long as anyone is interested. He noted that a digital presentation of artifacts is available when the commission has time to view it. Unfinished Business — Craig White commented that a fundraiser for the Honor Flight will be held on April 16, 2022 and booths are still available. The themed entertainment will be focused on MASH and Good Morning Vietnam. Discussion of Sub -Committees: Jim Lentfer commented that the By -Laws state there shall be four (4) Committees: Building and Grounds, Operations, Finance/Fundraising, and Education/Historical. He explained that when the Artifacts subcommittee was authorized, it was to be a subcommittee of Education/Historical but stated that the commission notes list it as a separate committee heading. He stated that he would like to see the Operations Committee function separately as intended and not combined with Building and Grounds. He noted that Mel Wittwer agrees and had suggested at one point that if there were enough interest, we should form an Operations Committee. He commented that the operating procedures is technically an in-house document, but he would like to see it revised by the Operations Committee in accordance with our By -Laws and signed off by the city. March 23, 2022 Page 3 Craig White questioned when the Operations Committee was ever changed to not be its own committee. Jim Lentfer commented that perhaps at some point it was just combined on the agenda and notes, and to change that detail should not require council approval. Scott McDonald questioned if it is the intent to have the Artifacts Preservation Committee be a separate committee or to remain as a subcommittee under Education/Historical. Jim Lentfer said he would like to keep it as a subcommittee under Education/Historical. Councilman Amos questioned if it was known why the operating procedures were never signed off by the city and recommended formalizing the document through council approval. Nancy Higby stated the she believes the document was put together by former City Clerk, Nancy Eckert, years ago. Jim Lentfer noted that a cover letter on the document is dated 1999, and it is unknown why it did not move forward for adoption by council. Nancy Higby stated that she would update the agenda and minutes templates as requested to reflect the Artifacts Preservation subcommittee to fall up under Education/Historical. Jim commented that it would be important to find individuals interested in serving on the committee as well as someone to serve as Chair. Craig White commented that this should be brought back for discussion at the next meeting. New Business — Jim Lentfer updated the commission on the status of gravesite flags. He said there are currently two gross on hand. He has committed one gross to Fairview Cemetery, the other will be deemed extra. Jim proposed using the new email account as a database for volunteers to put up flags. He would send out a mass email and check weekly for responses. Mel suggested Jim share the email address with all of the commission members. The commission discussed other ways to use the email for needs in general, including running ideas through the Black Hawk County Veterans Affairs office. Mel Wittwer questioned if there were any new updates on the Veterans Way project and if the city would place flags on 4th Street. John Mrzlak stated that it is likely too early yet to know, but agreed it is important. He said that we need to do it to show that if it weren't for the veterans we wouldn't be where we are today. With no further business before the commission, it was moved by McDonald, seconded by Wittwer, that the meeting be adjourned at 5:31 p.m. Ayes: Ten. Motion carried. Nancy Higby Administrative Secretary