Heritage Commission Minutes

Mont Vernon Heritage Commission

Public Meeting Minutes October 14, 2021

Approved

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

Absent: John Morrison, Zoe Fimbel

Called to Order: 7:04pm

Billow calls the meeting to order and proceeds to officer elections.

Officer Elections: Billow states we have an opening for Chair and calls for a nomination. 

Ross nominates Schwarz for the position of Chair, second by Berry, no further discussion, all in favor, motion passed.

As Schwarz is the current Secretary, a nomination is needed to replace the Secretary. 

Billow nominates Ross for the position of Secretary, second by Berry, no further discussion, all in favor, motion passed.

Membership update: Schwarz updates the group that Bill McKinney has been appointed as our new regular member and Planning Board Rep and introduces him to those on the Commission that do not know him.

Certified Local Government: Schwarz states we have all documentation in hand except now we will need a Bio from Bill McKinney in order to proceed. She asks the Commission would they like to proceed with just including Bio’s as the wording in the application packet specifically say resume. The group decides that bio’s will be enough. McKinney states he will forward his information this week. Billow states we should each take a look at what we’ve submitted and update it as needed since so much time has passed since they were written there may be more pertinent info to add at this time. Schwarz states once the updates are done we can apply and have that in the works for the end of year.

Grant Application Update: Moose Plate we have received the final paperwork which needs to be voted on and signed off on by the Selectmen before going to the Governor and Council for review and approval. Schwarz is on the agenda for Monday’s Selectmen’s meeting to have this taken care of. Berry asks when LCHIP is making their decision. Schwarz states she spoke to George Born this morning and he stated they are in the review phase now and will be meeting November 17 so we should know by Thanksgiving. She states he gave her no indication as to how it's going. 

Architectural Study: Schwarz states that she called George Born to ask about grant funding for a new Needs Assessment. In the past grantors have told us the current needs assessment is muddled and difficult to filter to just items pertaining to the Town Hall building and even harder to find wording about the specific projects we are seeking funds for. Schwarz states that at a NH Preservation Alliance webinar she attended earlier in the year it was stated that grantors typically like for these reports to be less than five years old as building conditions change, and the cost of materials for any plans will have changed as well. Our current assessment is from 2018, so this coming year will be the last year we’ll be able to use that plan. Schwarz states if we do obtain the LCHIP grant, we will be under agreement with LCHIP for all of 2022 so we won’t be able to make any changes to the building without their approval at that time. The commission agrees that this will allow us the time to work on a needs assessment and possibly a design during 2022. Schwarz, Billow and Berry have met with Tracy Kozak from JSA Design in Portsmouth for a walkthrough of the Town Hall building and she is preparing a quote for an updated Needs Assessment on this building alone. During the walkthrough Kozak was excited to see the building and stated that the building definitely has a lot of life left in it and is worth saving. Schwarz has provided her with both the CP Williams report, the DEW Plan and the link to the Town website that has the community input emails that the Town Hall Renovation Committee had asked for. Schwarz states that the reason the Commission has chosen to take this over is that the Town Hall Renovation Committee has not met since May of 2021. This gives the impression that they do not have plans to move forward with anything for 2022 and we are in need of a Needs Assessment and Plans in order to move forward. We plan to use our own funds to finance this assessment rather than ask for funding from the taxpayers. Schwarz states there are grants available, but we don’t have a quote yet so once we have the quote we will make the decision as to whether we want to apply for a grant or not.

Budget discussion: The current Heritage Fund Balance is 38,204.21. At the end of the year our $15,000 from Town Meeting will be added bringing us up to 53,204.21. We have a planned expenditure of $10,000 to help pay for the window project and currently an open number for the new Needs Assessment. Schwarz passes out a copy of the proposed budget. Some items have been increased and some stay the same. The Dues, Fees and Seminars line has been raised to $2500 from $1500 primarily because we are looking to join a new Grant Search Program. This program provides access to 24 million grants and 2.2 million key decision makers of Foundations that donate to all types of projects. Our current Grant Search Program is $200 per year but only provides access to 22,000 grants which are aimed toward small businesses, non-profits and individuals. The new program is $1500 annually, but offers much more. Other Town entities could benefit from the use of the program as well. Wilson states if we find that other entities can benefit it's possible that we could ask the other entities to split the cost with us next year.

Ross motions to proceed with the registration to Foundation Directory Online for $1500 annually, second by Billow, no further discussion, all in favor, motion passed.

Historical Society Collaboration/Village Holiday Walk: The Fundraising Subcommittee has worked out two collaborations with the Historical Society. The first is this weekend during the Historical Society’s presentation of the Legend of the Devils Beanpot and Footprint. We will be set up onsite giving away our reusable shopping bags, bumper stickers and brochures. The second is a Village Holiday Walk prior to the Christmas Tree Lighting on December 11. We will ask that Historic District residents decorate their homes/yards and we will host an outdoor only walking tour of the Historic District. The Historical Society will provide docents to guide the tours and provide some information on the historic homes and structures along the route. We will provide hot cider, caroling by the local Brownie troop and the Mont Vernon Book of Households provided by the Historical Society. The Fundraising Subcommittee would like to purchase stickers for the books that will say 2021 Village Holiday Walk. After the walk we will stay onsite and hand out premade beeswax candles as a gift to community members. We are in need of a space to host us, as the Historical Society Museum will not be open due to the cold temperatures and the lack of heat. Without being sure whether the Christmas Tree Lighting will be an in person event this year (Schwarz is waiting to hear back from Heather Kennedy) Schwarz wonders if the Fire Department would be willing to host us. Wilson states that the Association meeting is on the 25th. He will get the email addresses for the directors who would be the contact people for that. He doubts there will be a problem, but he cannot make the decision. Schwarz states she and Ross are working to create a list of all the residents in the Historic District in order to send out postcards asking them to decorate and offering them 2 free tickets to the event if they join the list. Berry asks how many addresses are in the Historic District and Schwarz states 70, although not all will participate. McKinney asks what the cost of the postcards is. Schwarz states they’re approximately $65 plus shipping. We could add stickers to the purchase as well, but she has not searched for prices.

Ross motions to purchase the postcards and stickers for the mailing list and books, second by Berry, no further discussion, all in favor, motion passed. 

Town Website/Facebook Page Update: Schwarz states there are no updates.

Historic Resources Survey: Szok states there is no update

Announcements: Schwarz states she has expenses that need approval. She purchased brochure paper while preparing for Lamson Farm day. 

Berry motions to reimburse Schwarz 32.54 for brochure paper, second by McKinney, no further discussion, all in favor, motion passed.

Meeting Minutes:

Berry motions to accept the September 9 minutes as written, second by Billow. No further discussion, all in favor. Motion passed.

Berry motions to adjourn

Meeting Adjourned: 8:05pm

Next meeting: November 11, 2021

Respectfully Submitted,

Rebecca Schwarz

Secretary