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HomeMy WebLinkAboutMinutes of 8.23.2023MEMORIAL HALL COMMISSION August 23, 2023 5:00 p.m. Veterans Memorial Hall Members present: Craig White in the Chair, Randy Miller, David Grimm, Scott McDonald, Mel Wittwer, Frank McCaw, James Lentfer, Angela Hickok (A), Richard Berry (A) and Council Liaison - Belinda Creighton -Smith (Ward 4). Absent: Mike Hudson, Marilyn Robinson, Mike Mrzlak, John Mrzlak, Matt Carpenter (A). Also in Attendance: Nancy Higby, Secretary, City of Waterloo. Moved by Grimm, seconded by Miller, that the Agenda be approved. Ayes: Eight. Motion carried. Moved by Miller, seconded by Grimm, that the Minutes of July 26, 2023, be approved. Ayes: Eight. Motion carried. Citizen's Oral Comments None. Treasurer's Report — Vacant Finance Report was not read. David Grimm shared that Jim Lentfer has volunteered to be our Treasurer. Jim Lentfer explained that as far as running for Treasurer, he is still thinking about it and knows there is another month before he needs to turn in his application. However, when it comes to finance and fundraising, he would like to start a committee and is looking for a couple of people to volunteer. He would like to change from being the Artifacts Chairman, to chairing the Finance and Fundraising. Chairperson's Report Craig White reported that the Vietnam Vigil will be held on September 15, 16 and 17. He shared that planning efforts continue to move forward for next year's Honor Flight Fundraiser on April 13, 2024, with more details to come. Committee Reports Building, Grounds & Operations — Chairperson Mel Wittwer Mel reported that he met with a contractor that Rick Hurtado recommended, that works on fountains. Unfortunately, the meeting did not end with anything conclusive. There was no actual estimate provided, more of a verbal discussion. The initial amount given was $125,000.00, which included tearing apart the fountain, putting in a recirculating water system and correcting some of the settling. Apparently, with so many unknowns, they were unable to provide a hard quote. He shared that he it would likely take a project manager to focus on the fountain and noted that we are talking about a significant amount of money. He explained that he does have a quote from BG Construction for $450.00, to repair the settling issue around the unknown soldier monument. Moved by Wittwer, seconded by Grimm, to approve the necessary repairs to the unknown soldier monument in an amount NTE $500.00 and paid from the Brick Fund. Vote vote -Ayes: Eight. Motion carried. Mel also reported that the cost to engrave bricks has gone up from $25.00 a piece to $35.00. He recommends increasing the sale price of bricks to $60.00 each. Moved by McDonald, seconded by Wittwer, to increase the sale price of bricks from $50.00 to $60.00. Vote vote -Ayes: Eight. Motion carried. Randy Miller commented on the graffiti discovered on the parking wall facing Courbat Court last month and shared that after some effort, they were able to make the wall look much better. He August 23, 2023 Page 2 also shared there was a dead tree on the grounds, which the city has now removed and explained that there is still no update regarding the parking situation on Courbat Court. Operations — Chairperson David Grimm David Grimm shared the various confirmed and potential events coming up in addition to the Vietnam Vigil. He provided an update on the Memorial Day parade and reported that VFW has decided they will not be able to do it this year after all because they do not have the necessary manpower to plan everything. He intends to make a request to Rolling Thunder to step in and take over. He stated that he will be here and available to work with them as well as John and Mike Mrzlak, so the organization will not be managing things by themselves. Dave noted that as most know, Dick Hastings has passed away and commented on all that Dick had done for the Memorial Hall. He then questioned if it would be possible to expand the Vietnam Vigil event to recognize and honor all veterans because it is getting harder and harder to get more people involved. Randy Miller commented that in the Opening Ceremony they always state that we remember and all veterans. He isn't sure how we might word this in the future, but agrees there really isn't anything else out there that recognizes the other groups. He mentioned that the Healing Field may be something we might want to do more often. Dave shared that work on the Operating Procedures is almost complete and that in another month it should be ready to share with the full commission. Education/Historical — Chairperson Randall Miller Randy thanked Frank McCaw for stepping up and filling his roll and acknowledged that he is a great asset. He commented that he reached out again to Chawne Paige, Waterloo Culture & Arts Center, regarding the mural idea, but that he has not heard back. He shared that the National POW/MIA Recognition Day is coming up on September 15th, which is also the start of our Vietnam Vigil and noted that there will be a POW/MIA Remembrance event held at Cattle Congress on Saturday, September 23th, beginning at 2:30 p.m. Artifacts Preservation — Chairperson James Lentfer Jim Lentfer thanked Frank McCaw for stepping up to the plate and recognized his ongoing efforts with artifact preservation. He commented that he has attempted to work with Donna Volker of Stardust Productions, for the upcoming Open House. He reported that it seems Donna would rather hold a big event elsewhere with a bunch of entertainment, instead of helping us with our idea for re -enactors. She did offer the tip of advertising through local radio stations, and he and Randy did pitch advertisement for both the Vietnam Vigil and the Open House to a couple of stations. Finance/Fundraising — Position vacant. Jim Lentfer shared his thoughts on the need to form a Finance and Fundraising Committee made up of at least three people that can meet once a month to talk over ideas and make a presentation to the full commission. He spoke about the funds sitting at the Waterloo Community Foundation that were donated by Farm Credit Service of America. He also mentioned that the UAW fundraising efforts are moving forward and a mailing should be going out in the next couple of weeks. A discussion followed among the board members regarding the best way to move forward with donated funds. David Grimm explained that we are not able to have a checking account through the Foundation, but we could set up a "pass -through" account and explained how that would work. He commented on some limitations this commission will likely face regarding decisions because the building belongs to the City. A few members agreed to participate and/or consider participating in a Finance and Fundraising Committee. Jim stated that he would meet with Bridgett Wood, City of Waterloo Finance August 23, 2023 Page 3 Director. Craig White stated that it is important to get Bridgett's blessing, as well as secure the Mayor's knowledge of the commission's intent prior to meeting with the Foundation. Randy Miller questioned if it is the city or the commission who can claim ownership of the artifacts. A brief discussion followed including the suggestion to take photos or videos of the content for insurance purposes. Frank McCaw stated that he would reach out to the City Attorney, Martin Petersen for clarification. Unfinished Business — None. New Business — Randy Miller questioned if the city council members get a copy of our minutes. Councilperson Belinda Creighton -Smith commented that she could begin to provide a regular report to council if that is the board would like. Nancy Higby shared that she could attach the minutes to the council agenda but could not guarantee they would be read by council. She explained that she provides a copy of the minutes to the appropriate city staff when there has been a request by this commission for some form of action or response. Mel Wittwer shared that he would like to see something put together to help commemorate Dick Hastings, as he did a lot for the Memorial Hall and spent a lot of time here. Craig White commented that Dick regularly spent over 40 hours a week here at the building. Randy Miller said that having something displayed in or near the office would be appropriate since he spent much of his time there. Mel commented that he would take care of getting this done. With no further business before the commission, it was moved by Miller, seconded by Wittwer, that the meeting be adjourned at 5:41 p.m. Ayes: Eight. Motion carried. Nancy Higby Administrative Secretary