Heritage Commission Meeting Minutes

Mont Vernon Heritage Commission

Public Meeting Minutes November 17, 2021

APPROVED

In Attendance: Brian Billow, Rebecca Schwarz, Tim Berry, Sarah Beth Ross, Bill McKinney, Zoe Fimbel

Absent: John Morrison, Anna Rorbacher-Szok, Randy Wilson

Called to Order: 6:59pm

Schwartz calls the meeting to order.

Certified Local Government: Submitted paperwork, nothing heard back yet.

Zoe arrives

Architectural Study & Phased Plan Discussion: Up to $4,500 paid for the architect needs assessment through the new hampshire preservation alliance. Communication between Nicole Flynn and Schwarz. Flynn said they have spoken to George Borne who said we should get a new needs assessment. When they reviewed our quote some things were missing which would make it unacceptable to LCHIP. Need to add things to approach LCHIP, Schwarz filled out the application. It is an 8 week program, if we submit it it will be 8 weeks from this time next month. Berry clarifies that $8,500 will not give us all the data LCHIP requires to get us another grant. 8 weeks from submission we get our result. Berry updates Fimbel on needs assessment. It was suggested by Borne that if we do get it we are eligible to receive up to $4,500- Schwarz mentions she will be receiving a new quote and if it is over a curtain dollar amount like $50k we would be eligible to apply for an LCHIP grant up to $26,000. Berry wonders if there is a time-frame in the original proposal as a commitment. Schwarz confirms that it would be 16 weeks total including 8 week deliberation time. 

Berry makes a motion to refrain from hiring the architectural firm (JSA) until we apply for a grant for partial funding for that work, second by McKinney, no further discussion, all in favor, motion passed.

Berry makes a motion to inform JSA that we need to upgrade the scope of work for our needs assessment to comply with the requirements of the Secretary of Interior’s standards, Billow seconds, all in favor, motion passed. 7:08pm

Group agrees to send out application.

Village Holiday Walk:  Fimbel states she has additional houses to include. Schwarz notes she was told no one at the Inn was informed or asked as the invitation went to the owners. The tenants would like to participate. Some postcards were also not received. Zoe will personally drop some off to the Inn inhabitants. Schwarz created an email list, Billow is in charge of a newsletter not yet published on behalf of the Commission. Fimbel suggests the route be pared down as there are a significant number of houses to cover in one hour. Each year a different route of houses could be taken. Schwarz mentions that a family wanted us to encourage people to enter their home after the walk, the idea is discussed and dismissed. Fimbel demonstrates one of her house write ups for the walk- 1 min 10 seconds in length, highly approved by everyone. Fimbel requests an email to be sent to all participating homeowners regarding several questions she still has for many of the house owners. Schwarz will send the emails out tomorrow (November 18th). Route is discussed and finalized: Billow’s house to Pinkham to North Main to Blood Road to South Main to the Town Hall. Homes to be included will be limited to homes built at a minimum 100 years previous. Berry wonders if the $200 has been discussed for the carolers in regards to who will pay it. Schwarz mentions the recreation department may be willing to pay half. Schwarz will verify. Schwarz says there are 18 homes, expense for books is at $306.00 and there is a total of $630 left for the year. Fimbel notes that some participants will not be requiring a book as they already own one or have no need of one. Billow has created posters to match the postcards using his own funds. Schwarz has posted there are 100 tickets total. Schwarz Requests that someone speak to a ticket holder about some confusion the ticket holder may have, both Fimbel and Berry say they will bring it up if they run into him. 

Calendars: Schwarz recounts her time spent on the Mont Vernon LIbrary podcast. She spoke about the Walk, grants done this year, fundraising efforts, and mentioned a calendar not yet discussed by the commission. Schwarz found a site where the commission could make their own store for fundraising with no additional cost to the commission. Berry asks the benefits to this particular site and Schwarz says the vendor sends us a portion of the proceeds from our goods, cutting a check at the end of each month. Ross would like to purchase one calendar for display at the walk. Schwarz says the price per calendar is cheaper the more you buy. Berry asks if the draft for approval will be sent to us in hard copy. Schwarz confirms, but notes we will have to purchase it. Berry voices disapproval for a $30 calendar. Schwarz states it will be $26.97 per calendar until you get to 20 or more calendars at which point it drops to $12 per calendar. Schwarz recommends purchasing in bulk. Pictures are discussed, there are reservations and 2 pictures are vetoed by Fimbel and Ross. Berry says he will go through his photos for replacements. Schwarz asks how the group would like to proceed, Fimbel asks the turnaround and Schwarz says it will take 8-10 days. Berry wonders if there is money in the budget to cover these kinds of expenses for next year and Schwarz confirms. 

Ross makes a motion to take a week and finalize the pictures, this time next week the commission will place an order for a singular calendar to display on the Walk for preorders, McKinney seconds, motion passed. Berry will send three pictures to Schwarz. It is stated the pictures should be exclusively of Mont Vernon. Berry states he has an impressive amount of cow pictures.  

Candles: Schwarz and Ross rolled candles for donating to the Tree Lighting. Schwarz says she would prefer the Heritage Commission alone roll them. Schwarz says she spent additional funds and Berry wonders what line item it would be coming from, to which Schwarz says Advertising and Printing. Berry wonders if we have that money, which the commission does. Funds planned on being spent: $66 plus shipping for postcards. Total came to $128.40 and included envelopes and stickers.

Berry makes a motion to approve the reimbursement of $128.40 for promotional materials to Becci Schwarz, McKinney seconds and notes no final cost was mentioned when purchase was originally approved, all in favor, motion passed.

Announcements:

Schwarz has added Billow and Ross as admins to the Heritage Commission Facebook page. 

Fundraising Subcommittee: no new updates

Historic Resources Subcommittee: JoAnne Kitchell would like to speak to them about protecting her water tower as that is under the commission’s purview. 

Meeting Minutes:

Berry motions to accept the November minutes as written, Ross seconds. No further discussion, all in favor. Motion passed.

McKinney makes a motion to adjourn.  

Meeting Adjourned: 8:19pm

Next meeting: December 9, 2021

Respectfully Submitted,

Sarah Beth Ross

Secretary