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HomeMy WebLinkAbout12/20/2017 MEMORIAL HALL COMMISSION December 20, 2017 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 November 15, 2017. IV. Citizens Oral Comments V. Treasurer's Report VI. Chairperson's Report VII. Committee Reports: 1. Building, Grounds & Operations—Chairperson Richard Hastings 2. Education/Historical—Chairperson Randall Miller 3. Finance/Fundraising—Chairperson Marcia Courbat 4. Artifacts Preservation—Chairperson Mel Wittwer VIII. Unfinished Business 1. Review Commission Membership, Constitution and By-Laws. IX. New Business X. Adjournment Nancy Higby Administrative Secretary Date: l I / 'I MEMORIAL HALL COMMISSION ROLL CALL SHEET PRIMARY ALTERNATE Craig White Randall Miller John Mrzlak Richard Hastings �r Scott McDonald Marcia Courbat Don Ticknor Mel Wittwer Marilyn Robinson Jim Petersen Mike Mrzlak . James Lentfer Chad Hill Quorum Needed 8 \\Alomain\waterloo\CLERKDAT\Memorial Hall\Roll Call Sheet.docx 'l` `"^ .J ;n7 Grlf?Cr •1 /e Fclhe )77C // i % : Cvt1'1 c Atp- S rnedo►-va alg5 P 11oi-r,aA1 , cam 'Wu) l„ fr g l y D 6 60 Gam, Sterlifig Codifiers, Inc. Page 1 of 3 Chapter 11 MEMORIAL HALL COMMISSION 2-11-1: COMMISSION CREATED: There is hereby created and established, as provided for in Iowa Code section 392.1, a memorial hall commission which shall organize, supervise, manage and have charge of the Veterans Memorial Hall located at 655 Memorial Court in the city. (Ord. 4236, 6-23-1997) 2-11-2: COMPOSITION AND MEMBERSHIP: Ar A. Appointment; Qualifications: The memorial hall commission shall consist of fifteen (15) members, who shall be appointed by the mayor, which appointments shall be approved by a majority of the city council. Each commissioner shall be an honorably discharged soldier, sailor, marine, airman, nurse or coast guard member and be a resident of Black Hawk County. (Ord. 4538, 2 4 2002) rat -kw:4 " P a 111n,tea.t..Co r - rfr 4F B. Terms: Commission members shall serve for a term of t+re (,3) years and subsequent appointments shall also be for a term of ttar.e.,e ( years. Vacancies shall be filled in the same manner as original appointments. No member to said commission shall serve more than two (2) consecutive terms and shall not be reappointed to a third term unless said member has not served on any board or commission of the city for a minimum of one year before reappointment to any board or commission; a ts. (Ord. 4266, 11-17-1997; amd. Ord. 4538, 2-4-2002) 0 C. Compensation: Members of the memorial hall commission shall serve without compensation. D. Chair: The mayor shall appoint from among the commission members a c air of said commission, who shall serve for a one year term, and any subsequent replacements shall be appointed by the mayor. __._._._.__...-.- - - http://www.sterlingcodifiers.com/codebook/printnow.php 7/6/2015 Sterling Codifiers, Inc. Page 2 of 3 E. Mayor Ex Officio Member: The mayor, or an appointed designee, shall be an ex officio voting member of the commission. (Ord. 4266, 11-17-1997) 2-11-3: GIFTS AND BEQUESTS: pE Gifts and bequests to the city or to the commission, for any purposes provided in this chapter, may be accepted and the property shall be used in accordance with the provisions of this chapter, and as may be expressly designated by the mayor and/or city council and the donor. (Ord, 4236, 6-23-1997) 2-11-4: USE OF BUILDING: The Veterans Memorial Hall building shall be available, so far as practical, for the following purposes: A. The special accommodations of soldiers, sailors, marines, airmen, nurses, coast guard members and other persons who have been in the military or naval services of the United States; l . B. For appropriate purposes in general community and neighborhood uses, under the control and regulation of the memorial hall commission. is The term, "Veterans Memorial Hall" as provided in this chapter, shall also mean and include such parking grounds, buildings or facilities to be used for purposes consistent with the uses set out in this section. (Ord. 4236, 6-23-1997) 2-11-5: POWERS AND DUTIES: Subject to any limitations in state or local law, the memorial hall commission may exercise the following powers in fulfillment of its duties: A. Enter into agreements on behalf of the Veterans Memorial Hall, subject to approval of the city council. http://www.sterlingcodifiers.cons/codebook/printnow.php 7/6/2015 Sterling Codifiers, Inc. Page 3 of 3 B. Adopt rules to govern those matters within the scope of the commission's powers and duties, and prescribe penalties for any violations thereof. Any rules or penalties shall be subject to the approval of the city council. C. Take such other action as it deems necessary and which falls within the scope of its purpose to organize, supervise, manage and have charge of the Veterans Memorial Hall. (Ord. 4236, 6-23--1997) 1 } { http://www.sterlingcodifiers.com/codebook/printnow.php 7/6/2015 CONSTITUTION and BY-LAWS Memorial Hall Commission Veterans Memorial Hall/Soldiers and Sailors Park CONSTITUTION I s Article I -- Name Section 1. The name of this administration shall be: "Memorial Hall Commission"as set forth in 1993 Code of Ordinances of the City of Waterloo,Iowa, Section 2, 195.5 of Division 5,of Article VII,Chapter 2: x Ordinance No. 4236 adopted by the city council on July 23, 1997, creating the Memorial Hall Commission. 1 • Ordinance No.4265 adopted by the city council on November 3, 1997, increasing the members from five to eleven. Ordinance No.4266 adopted by the city council on November 17, 1997, creating terms of offices. Article II -- Object Section 1. The object of this Commission shall be: to unite and promote fellowship among . Veterans, Civic, and Patriotic organizations advancing the interests and the betterment of the property and contents located at 655 Memorial Court,Waterloo,Iowa;devoted to improve,restore, preserve,enhance,and maintain the building and park,monuments, documents,portraits,and relics; in order to perpetuate the memory and achievements of United States military personnel who distinguished themselves by their services and sacrifices while with our Country's National Defense; to encourage historical research and extend educational services in-relation to Wars and defending I: American freedom; to celebrate the anniversaries of prominent events of our Country's Wars and Conflicts; to foster in loyal appreciation true American patriotism; and at all times to uphold and maintain the Constitution and the laws of the United States of America. 4 Constitution and By-laws -- I s 4 a } 1 i i i Article III Organization h E 5 Section 1. The several constituted organi7ations of this Commission shall consist of:(a)American R Legion#730,(b)American Legion#138,(c)AMVETS#19,(d)Disabled American Veterans#11, 1 I (e)Veterans of Foreign Wars# 1623,( s,(g)Military Order of the Purple Heart#861, (h)Womens Army Corps Veteran Association, (i)NavrMethersiBitte V A U'tS S o ers, (j) The Retired Officers Association, (k) Retired Air Force Association NE Iowa �.v,,,y —,- ;r Chapter, and(1)ex-officio City Representatives. f a •90.- /N cm 6 e=.Y" c•-E- v eta.-._it 1 7-.0,4 1 G Y1 Section 2. Any honorably discharged military person or C-rel€1,94R-Mother shall qualify to become a candidate for the Memorial Hall Commission provided he/she is a member in good standing with the organization he/she is representing. I Section 3. Each org atio identified shall elect two (2)representatives--one(1)delegate and one(1) alternate to serve a tl e-(-2 year term on the Memorial Hall Commission. Due notice of such elected representatives must be submitted to the City Clerk's office not later than September y 30 of that year. r x Section 4. Any representative may succeed himself/herself if properly elected by their organization provided the tenure confoinis with the City Code of Ordinances,regarding Boards and Commissions. f ix Section 5. No representative shall be appointed to serve on this Commission without recommendation by the Mayor and approved by the City Council. Section 6. Each organization identified, shall be placed into a group desc bed by the term s e• ation dates when the Commission is first instituted. One group to serve •.e year,one group to serv- N o years,and one group to serve three years. After the term of ea - group expires,that group • shall be - -cted to serve for three years. I 1 Para. (a) One-Y-. •Term: i Expiration Date American Legio. .. 38 12/01/1998 Disabled t•can Veterans#11 1 t Veter Foreign Wars#1623 Ci epresentatives Para. (b)Two-Year Term: Expiration Date -,'" Americ.! egion#730 • 12/01/1999 AMVETS • ' Navy Mothers/B .- Star Mothers Retired Air Force As •ciation NE Iowa Chapter s r Para )Three-Year Term: Expiration Date Black Hawk County Vietnam Veterans s 12/01/2000 Military Order of the Purple Heart#861 Womens Army Corps Veteran Association } The Retired Officers Association i a Constitution and By-laws -- 2 1 1 • . 1 r i Article IV -- Membership i i i Section 1. Types of Membership shall be as follows: Para. (a) ACTIVE Membership of this Commission shall be composed of only eligible A representatives from each organization as defined in Article III, Sections 1, 2, 3, 4, and 5. The Mayor of the City of Waterloo or an appointed designee shall be an ex-offncio voting member of the Commission. s a Para. (b) ASSOCIATE — Any individual who is or may become a member to any of the organizations identified in Article III, Section 1, and all servicemen and women who are presently st i on active duty in any branch of the United States Military shall be eligible for Associate Membership and shall be entitled to all privileges * r •;,,b", hoi f ,A t Para. (c) ALLIED SUPPORT GROUP Any individual currently serving as and limited to hereafter as;Mayor, City Council Member,Community Development,Police Chief,Administrative ; .1 Director,City Clerk,Fire Chief,Executive Director of Grout Museum,Waterloo Museum of Arts, 3 Executive Director of Main Street Waterloo and East High School Junior ROTC shall be eligible for { l Allied Membership and shall be entitled to all privileges of membership except those of voting and /f 60 holding office. l Para. (d) SOCIAL — Any individual who is a member and may become a member to any e, established subordinate unit attached to any of the organizations identified in Article III, Section 1 or any individual whose disposition is favorable to the Commission, shall be eligible for Social j Q' Membership and shall be entitled to all privileges of membership except those of voting and holding office. i Section 2. All Memberships shall conform with the requirements as set forth in this Constitution and By-laws. t i . ion. i 5 4 i Article V -- Principal Office: Scope of Activities 3/1/ 4.,ter,-a_i -1U C.'-',r t i Section 1. The principal office of this Commission shall be located at , Waterloo,Iowa 50703 , . l i k i E a 5 k k 1 • g Constitution and By-laws -- 3 R i s3 5 1 S Article VI -e Administration Section 1. The administrative affairs of this Commission shall be vested only in the eligible representatives present and voting when the Commission is in session. Each organization represented shall have the right to cast one (1) vote on each matter submitted to a vote at any Memorial Hall Commission meeting, Section 2. The officers of this Commission shall consist of a: l Chairperson, a Vice Chairperson,a Secretary, and a.Treasurer. Article VII m_ Amendments This Constitution may be amended at any Memorial Hall Commission meeting by a vote of two- thirds of the representatives present and eligible to vote,provided that any such amendment is read at two(2)meetings and that all delegates and alternates were notified of the proposed change prior to each of the two (2)meetings. Article VIII This Constitution and By-laws shall not become in full force and effect until approved by the City Council and signed by the Mayor. • • • is yy { Constitution and By-laws -- 4 BY-LAWS Article I — Organization Section 1. This Commission shall be known as "Memorial Hall Commission,"and affirms its allegiance to its Constitution,By-laws and rules,mandates and regulations promulgated pursuant thereto. Section 2. The creation and continuance of Veterans Memorial Hall shall be as a monument to . men and women who have honorably served with any United States military forces. 1 Section 3. The building and grounds shall serve as:(a)a meeting site for veterans associations and 11 patriotic societies; (b)a site for Memorial Day observances and other patriotic ceremonies; (c) a museum to display photographs and patriotic memorabilia;• sardalaetiviti, . C• li Article II -- Officers Section 1. Para 1: The Commission shall elect annually a 64,,mial Chairperson,Vice Chairperson, Secretary, and a Treasurer. Para 2: The etaeral Chairperson,with the approval of the Commission,shall appoint Commission Committees, with the exception of the Nominating Committee, which shall be elected by the Commission. 1 Para 3: Such other officers as may be necessary to operate the Commission may be appointed by the oral Chairperson,with the approval of the Commission. t Para 4: A"Commission Officer Report"shall be submitted to the City Mayor's office within five (5)days-after the installation of newly elected officers or in the event of any subsequent change in the Commission officers during the membership year. Para 5:There shall be no voting by proxy. Section 2. • Para 1: The General Chairperson shall be the presiding officer and in his/her absence,the duty will fall to the next highest officer in line of succession who is present. He/she shall maintain order and dispatch such business as may legally come before him/her. Shall perform all other duties that may • • Constitution and By-laws -- 5 reasonably be assumed to be incidental including those set forth in this Constitution and By-laws r and such other duties as may be lawfully delegated to him/her by the Commission. fi Para 2: The Vice Chairperson shall perform the duties of the ertrffM1 Chairperson in the event of his/her absence. If the General Chairperson should die,resign, or be removed,the same order of authority would be in effect until a new-general Chairperson is elected. He/she shall be the Membership Chairperson and as such is responsible to confirm all types of memberships and campaign to increase all memberships as set forth in the Constitution and By-laws. Para 3: The Secretary is responsible for keeping the Commission records and conducting the Commission's correspondence. He/she must keep detailed records of the Commission's meetings and business affairs. All motions considered by the Commission should be recorded along with the names of the delegates or alternates who make, second, or speak on motions. At each commission 1 meeting,he/she should read all correspondence received between meetings and see that all matters which require action by the Commission are properly disposed of and should answer all correspondence promptly and file copies of responses with the commission records. Para 4: The Treasurer and City Cleric shall keep an accurate record of all monies received and disbursed. All monies received shall be deposited in the form of an individual"City of Waterloo Escrow Account" that must be established in a financial institution insured by an agency of the Federal Government. He/she shall make a report on Commission finances at each meeting and records shall be open to the Commission when a request is made in writing through the General Chairperson or Mayor's office. He/she shall also be a member on the Finance/Fundraising Committee. Section 3. Para 1: Upon election or appointments, and installation of the successor to any such Commission office, all Commission property in his or her predecessor's possession shall be surrendered to the ca newly installed officer. Article III mQ Qualifications Section 1. Any individual who is a delegate or alternate of this Commission shall be eligible to any elective or appointive office in this Commission,unless otherwise provided in this Constitution and By-laws. Section 2. Any individual may not hold more than one(1)elected position. Section 3. Any officer of this Commission may succeed themselves if properly elected. Constitution and By-laws -- 6 1 Article IV ma Tenure of Office • Section 1. Officers shall be nominated each year during the meeting and again immediately prior to the N ber election meeting. Elected officers shall be installed not later than December 1 of that year and shall serve in that office for one(1)year or otherwise defined in this Constitution and By-laws. Section 2. Unexcused absence of any officer from three(3)consecutive meetings shall be cause . for removal by the Commission. Article V -- Membership Section 1. No applicant shall be denied membership if he or she meets the eligibility requirements F as set forth in this Constitution and By-laws. Article VI o- Committees Arri ���5 & rya- r.. Section 1. There will be four (4) Committees: Building and Grounds, Oper-atiefts, Finance/Fundraising, and Education/Historical. Section 2. Committees shall consist of not less than three(3)members with one(1)to be a voting 11 member of the Commission. ?eitteit Section 3. In the event a Committee fails to make a recommendation upon any matter referred to within a reasonable time or in emergencies, the City may act upon such matter without receiving approval of the Commission. - Article VII -- Meetings Section 1. Commission meeting dates,time, and place shall be determined by the desires of the Commission. Section 2. Special meetings of the Commission maybe called by the ual Chairperson ox t e 4nrrP�c�py Section 3. A quorum shall consist of six(6) organizations represented present. Section 4. Minutes of the meetings shall be kept and available for inspection. • iS Constitution and By-laws -- 7 } 1 • Article VIII -- Memorial Day Ceremony 1 9 p Section 1. At least once a year there shall be observed a special Memorial Day Ceremony in accordance to the Waterloo Memorial Board By-laws 1 1 Article IX -- Miscellaneous • Section 1. Y Para 1:These By-laws maybe amended at any Commission meeting by a vote of two-thirds of the i' representatives present and eligible to vote, provided that any such amendment is read at two (2) meetings and that all Commission delegates and alternates were notified of the proposed change prior to each of the two (2)meetings. i 11 Para 2:The Charter of this Commission shall be displayed at Veterans Memorial Hall in a frame and r a copy of its Constitution and By-laws shall be properly affixed to its back,a copy kept at City Hall, 3 and also in the Commission's file. i g g Para 3:No part of the net earnings,property or assets of this Commission shall inure to the benefit of any organization,private person, or any member,officer,or director. i I I 1 E Article X mo Parliamentary Authority k Section 1. Roberts Rules of Order,newly revised,shall govern in all cases not specifically covered I by this Commission's Constitution and By-laws. li li u ft 1 2 1 • i III t Constitution and By-laws -- 8 a 3 i i Y f , I 1 N i Enacted this of at the meeting of the . . Memorial Hall Commission in Waterloo,Iowa. i 1 i . 3 APPROVED: ATTEST: P 1 .\--:-.p..t.e. _.....!-,,i . 1 Timothy A.Rippe, eneral daixperson l C.D nnis Memorial Hall Commission �/` • Randy Mill r • k . 9 s Norm Beu Li CERTIFIE 1-: r t � John Roo Mayor I Y • 1 City t f : erloo f d 1 i 3 R ii ii k T i I 1 6 1 E Constitution and By-laws -- 9 s i 1 L c o O a ® � U O1 z Li W 01 " t it Q • CO m CO m LO CO ® ," \ ) lil�' N N N aS N r-.. N N ■0 1-1 .• N-1 rsi .N-t a., O O O ,_, v t, .Ni .N-1 . ... CD Vci) Q O .N-1 O N O O O Y) ra 1-4I._ y C 0- o 0 }' 3 .N O CD CDCD a, O O O O v O CD sCO C CD 0 0 0 o O o 0 0 0 O L ® -3 O• O Q Ln O Ln O Ci O O O Ci Ci , Ci .� Q 0 N-1 O0 N ,�i ,�-1 .�-1 .�-1 ,N-1 O ti 11 n -S-t Q -EA- 1F)• -EA--EA- ti'Y `! 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J 2 CI 'ti N N O � K N 2 C ,-i N '-IC= (-9 O , , O ine MEMORIAL HALL COMMISSION November 15, 2017 5:00 p.m. Veteran's Memorial Hall Pledge of Allegiance. I. Roll Call: \A-ki-L\ II. Approval of Agenda, as proposed or amended III. Approval of Minutes of October 25, 2017 1 IV. Citizens Oral Comments V. Treasurer's Report 3, 6 sc) \\/v-D-r\Atej, Motion to approve the payment of invoices VI. Chairperson's Report I K' tt J f 3 ofki 441)&1( (A Pli(j) 6 ' OUu 1\0°1' t ei)(01(4/\ 0/6 - E VII. Committee Reports: 1. Building, Grounds & Operations—Chairperson Richard Hastings 2. Education/Historical—Chairperson Randall Miller -g s 3 \,s4 MEMORIAL HALL COMMISSION November 15, 2017 5:00 p.m. Veterans Memorial Hall Members present: Craig White in the Chair, Randall Miller, Richard Hastings, Scott McDonald, Marcia Courbat, Don Ticknor, Mel Wittwer, Marilyn Robinson, Jim Petersen, Mike Mrzlak, Jim Lentfer, and John Mrzlak(A). Members absent: Chad Hill (A). Also in Attendance: Nancy Higby, Administrative Secretary and Kelley Felchle, City Clerk. Moved by Miller, seconded by Petersen, that the Agenda be approved. Ayes: Eleven. Motion carried. Moved by Miller, seconded by Ticknor, that the Minutes of October 25, 2017, be approved. Ayes: Eleven. Motion carried. Citizen's Oral Comments There were none. Treasurer's Report Marcia Courbat reported that the brick fund balance is $12,603.83 and that a total of 3082 bricks have been sold to date. Marcia turned in (2) invoices from Black Hawk Memorial totaling $225 for the engraving of 9 bricks. Moved by McDonald, and seconded by Wittwer, that the Black Hawk Memorial invoices totaling $225, be approved. Ayes: Eleven. Motion carried Chairperson's Report Craig reported that only 31 people attended the Veterans Day event and spoke of the importance of getting more people involved. He shared that there are still tables available at the April 14, 2018 Variety Show. Motion by Miller, seconded by Mrzlak to approve the purchase of 2 tables at the Variety Show for the purpose of advertising. Ayes: Eleven. Motion carried. Committee Reports Building, Grounds & Operations—Chairperson Richard Hastings Dick Hastings reported that the Sons of Civil War Round Table have expressed an interest in utilizing the Memorial Hall on Saturday, April 21, 2018 from 8:00 a.m. to 5:00 p.m. He will have more information available at December meeting. Education/Historical—Chairperson Randall Miller Randy Miller reported that (9) new bricks have been placed and most of the flags have been removed, with the remaining flags will come down in a few days. Finance/Fundraising—Chairperson Marcia Courbat Marcia reported there has still been no response from John Deere regarding grant money opportunities. Artifacts Preservation—Chairperson Mel Wittwer Mel Wittwer reported there are no current projects and questioned the status of the proposal sent to the city for lighting and electrical work. November 15, 2017 Page 2 Unfinished Business Craig White requested an update from Marilyn Robinson on possible new vendors for bricks. Marilyn explained she had not completed her research and would need to report back at a later date. Kelley Felchle, City Clerk, provided an overview of the process to make changes to the constitution and by-laws of the Memorial Hall Commission. Once the commission comes to an agreement on the desired changes, the request will go before the City Council for approval. Moved by Lentfer, seconded by Peterson to asemble a special committee to review and recommend changes to the constitution and by-laws. Ayes: Eleven. Motion carried. (Members of the special committee are: S. McDonald, M. Wittwer, J. Lentfer and M. Mrzlak). New Business Craig White commented there are Honor Flight 2018 Calendars for sale for $20. With no further business before the commission, it was moved by Ticknor, seconded by Mrzlak that the meeting be adjourned at 5:53 p.m. Nancy Higby Administrative Secretary *Next meeting scheduled for December 20, 2017.