Heritage Commission Meeting Minutes

Mont Vernon Heritage Commission

Public Meeting Minutes January 13, 2022

Approved

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

Community Members in attendance: Joann Kitchel

Absent: John Morrison, Randy Wilson

Called to Order: 7:04pm

Schwarz calls the meeting to order.

Walk Feedback

Szok: Tour was successful though cold, grateful for warmup stops (3). Took 2 hours, but had a lot of people along the way that added their two cents. If we do again, consider doing less stops. At the end when we got to the milligan place there were no lights of any kind, wished more of us had flashlights. A couple times when we crossed Route 13 we were a little nervous. Loved the event, and think we should do it again.

Schwarz: Received feedback from people with you and they loved it. They did say that it was a little long.

Kitchel: Thought it was great, opened up the library, only two groups Tour A and D came in. Tour A didn't go down Blood Road because it was too cold. Feedback from one group who said “It was good I was just so cold that sometimes I had a hard time paying attention”.

Schwarz: People noted the docents did a great job planning. Responses on Tour A doing the script were favorable. However, when it comes to here I would like them to be last moving forward, and managing the other Docents. They ran out first with 30 people this year. Tour B came in with people waiting and Schwarz said wait 15 more minutes, they took their tour group anyway, only 3 people. There are definitely better ways to handle some of these things. Tour A did not go down Blood Rd, they went most of the way up main and then came back. An attendee didn't care because the kids were with them, but they knew that the tour was supposed to include a whole bunch more houses. Tour A would say: This is what it says here, but this is what people say etc. Next year there should be a lot more oversight. Descriptions were occasionally wrong.

Kitchel: A Homeowner was unhappy that things were being said that were not true.

Szok: I think it was done in such a hurry, but a highly successful first attempt.

Kitchel: Maybe next time there could be lanterns or a craft or something so there is more light with people.

Schwarz: Need more time and effort into it this coming year. Lots of positive feedback. Try to start earlier to accommodate stops. Fact checking needs to be done. Docents and expectations need to be managed.

Berry: My suggestion is maybe it would be best if we did this at a time when the Tree Lighting is not happening, there was a fair bit of confusion there was just so much going on and it was confusing to people. Maybe we pick earlier in December.

Schwarz: Thanksgiving weekend maybe?

McKinney: Found it very difficult to communicate with people, lack of clarity. Really need to give a clear direction to everybody. Girl Scouts caroling behind us while we were trying to talk.

Fimbel arrives 7:15pm

Berry: There was some discussion and pushback about the two events happening on the same evening. I’d like to think that it was due to covid, there were some stipulations made to Schwarz that were due to us doing things on the same night.It went well, but not smooth sailing.

McKinney: It was put together in a few short weeks, I think we did a good foundation.

McKinney: We should focus on a timeline for next time. A little more structure.

Kitchel: Closed up the library and hadn't even made it- 6:20 to the gazebo and it lit before we could even get there. That was sad. The PTA have been wanting to have their avent on the same day for a couple years now and I suggest the earlier the better. We have done the lighting before on Thanksgiving weekend.

McKinney: Most communities and towns do their lighting the weekend after thanksgiving, yes.

Schwarz: The big thing we can take away from this is it was great and it needs some work. For 6 weeks worth of work it was excellent, but it needs to be started much, much earlier. Mark this down Ross, it needs to be started in August. Carolers were remarkable and they meandered around being awesome. Girl Scouts sang at the library.

 7:25pm Kitchel leaves

Architectural study and the phased plan

Schwarz: We had a discussion with NHPA. I had put in a grant for the new needs assessment. That has come back at $55,000- which is not what we were expecting, I called her and it went down to $21,000. I called NHPA who spoke to the architect and they explained what we needed to the architect and now its $7500ish, the conditions of this building and not any needs. Currently working on dotting our Is and crossing our Ts so they aren't any holdups. Conditions, there is no deadline for this application.

Schwarz: McKinney I sent you an email.

McKinney pulls up email and document up onto screen

Schwarz: NHPA asked the architect to make this a phased job- the first phase is the conditions assessments. That lead time is 8 weeks, within the next 8 weeks the next step is the needs assessment to come through.

Berry: At this point NHPA is out of the picture.

Schwarz: Correct. Here (referencing documents on screen) I sent these to McKinney, you'll see the deadline is Tuesday, but you’ll see we aren't eligible for this phase this month. I didn't see anything on here about combining funds, but essentially we have a year and a half to get our next step. We’re at a place right now where we don't know what the next step is.

Berry: We’ll probably be applying to Lchip.

Schwarz: We can apply this year for next year's drawing, but we need a quote.

Berry: Spring is coming up, we could get the quote now.

Schwarz: Does anybody have any other questions on this topic? Do we need to make a motion to apply for grants?

Berry: I don't think so.

Schwarz: Do we want to specify which grants?

Berry: Nope, you're good.

Budget Committee Update

Schwarz: McKinney was there, there were a couple sticking points, but when it came down to the budget they asked about the $1,000 we have set aside for the historical resources survey. They said let's move it so now we would have the option to spend on grant monies. They can make suggestions but they can't change it.

McKinney: The final mtg last night did make that recommendation and the selectmen will be receiving that next meeting.

Berry: At the end of September we had a balance of $38,204.00- I’m assuming it does not include whatever was appropriated in last town meeting last June

Schwarz: Correct. Our new balance will be $54,215.00.  Through December it was $39,215.00

Berry: How did we increase that number?

Schwarz: Fundraising activities and donations.

McKinney: During last night's meeting it was recommended that the  $1499.00 be moved to the selectman’s fund then that line item comes back down to a thousand dollars. The danger is the $1,500.00 could be used by the selectmans for whatever purpose they want.

Schwarz: What we’re finding is that what we have isn't really just for us, other people are fully capable of using it.

Berry: Alright.

McKinney: As a member of both committees, consider your risk level. If it goes to the selectmen you have no control over it whatsoever, you have to decide if you want it for the specific purpose of grants or you're okay with it being out of your hands. The budget committee was pretty clear that we felt it was useful and applicable to all depts. February 1st is the hearing.

Schwarz: If I work for the selectmen it removes our collective time being spent on non-commission grants.

McKinney: There's no way to earmark that money for grants, unless the selectmen earmark it. Maybe it's a specific line item you add for grant expenditures. And it could be expanded upon for the town and the police department.

Berry: That's an excellent idea. 

McKinney: Is the Town Hall Renovation group still meeting?

Schwarz: No

Berry: Okay, I’m just trying to lobby for the fact that we should ask for 20k

Schwarz: Ultimately yes we brought in 30k in grants this year, but the only real expenditure out of this fund is 10k, we are applying for several other grants setting a fundraising goal for 10k this year I think we can either ask for more money, or lets keep everyone’s attention and use that to gather fundraising the largest quote was $55,000.00 and then the following year we can say here’s how much we’ve made ourselves here is what we’d like from you

McKinney: Call John and see what he thinks

Schwarz & Berry:  I can support that.

Schwarz makes an action to call him.

Schwarz: Billow is now in charge of the newsletter. I was frustrated and I opened a gmail account for us as the town email is no longer working. I emailed all of my contacts with the new email, 3 grants have said “Yes, we did try to get in touch with you.” Certified local govt said because we were melding responsibilities I had to get biographies from all of the Historic District Commission people as well, it has been sent in. I’ve already talked about the NHPA stuff. Lchip I have scanned, emailed and sent all of that in.

Berry: Did they accept that information you asked me to supply to you about the scope of work?

Schwarz: No I haven’t, it isn’t due yet. However, they need scope of work from Contractor Andy Roeper. Can you get me the information from Roeper for when he can start?

Berry: They can disperse money, will it meet our schedule, if I call Andy can I make it happen?

Schwarz: Yes, but give them some time. They have my signed copy, I am on the selectmen's meeting agenda and as part of this we need to provide Lchip with a stewardship plan.

Berry: I knew about this

Schwarz: I didn't. It's going to have to go through DPW and the building inspector. Asking for annual building assessments for foundation and sight, dam, retaining walls, grade levels, drainage, parking areas signage, masonry and walls, open water joints, metals, wood ties, peeling paint, missing slate, displaced flashings etc. I’ll send it to all of you.

McKinney: These are all things that go through neither DPW nor the building inspector, the town needs to start to budget for capital expenditures.

Berry: It'll be difficult but we can start here.

Historic Resources subcommittee

Szok: We’ve begun the inventory. I followed the link to DHR. It was really good, but also insane. I took a lot of it out of there. I liked how it had a list of things to check off. I liked the prompts. They want the history of the boundary and we don't have that kind of time.

Berry: This building is listed and it would cost 60 thousand dollars to have the town hall listed

Szok: I created a google document for this information

Schwarz: I thought it was great. I read interesting stuff about your home and I didn’t know it had been around for so long. Certified local government will help with that kind of thing.

Szok: We can make it open to anybody who has a need for it. I don't know how much we can put on the google document.

Schwarz: Over 2 gig.

Fundraising subcommittee

Billow shows his raffle posters

Schwarz: Do we think it's worth it to sell tickets online? I think it's a good idea, but thoughts?

Billow: I agree, based on the village walk ticket sales.

McKinney: What is the convenience fee?

Schwarz: $1.25 per transaction flat fee

Berry: For a $5 ticket? I think we should do both just for convenience

Fimbel: I think we should sit out at the dump and sell tickets

Berry: Summertime would be better

Fimbel: Just saying that it is an outlet. I’ve been quite successful at the dump.

Berry: Please don't call it the dump, it's the transfer station.

Fimbel: What, the dump?

Schwarz: We used three differently colored tickets and I just taped them up next to the prizes so everyone knew they had the right tickets for the right prize.

Billow: Do you want to take this to staples or print it yourself?

Schwarz: I’ll just print them at home. I need to go pickup some cash for the cash box and they'll be ready to go. Dan said he can donate wine/champagne whatever he wants. Sue Reise said she can donate a bouquet. Do we have the chocolates?

Billow: Yes, we’ll have the same amount or more.

Minutes

McKinney: I have an edit, bullet point 7 we need to add “ceilings'” and Kendall isn't spelled Kindall.

Changes made per request

Berry: I was happy to read that, we need these experts.

McKinney: Yes, we do.

Berry makes a motion to accept as amended 8:31pm, McKinney seconds, no further discussion,  Billow abstains, all others in favor, motion passed.

Schwarz calls for a vote: Can we allow me to spend $100 on the gift certificate to be raffled off?

Fimbel makes a motion, McKinney seconds, all in favor, motion passed.

Berry: We have a motion to adjourn.

Meeting adjourned at 8:32pm

Next meeting: February 10, 2022

Respectfully Submitted,

Sarah Beth Ross

Secretary