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HomeMy WebLinkAbout100504 SMAB mins , Sanford Museum Advisory Board Meeting • 5:15pm October 5, 2004 At the Museum Minutes Present: Janice Springfield, Chairman Paul Hodgins Grace Marie Stinecipher Serena Fisher Patty Swann Art Woodruff, Commission Liaison Alicia Clarke, Museum Curator Absent: James Cara Charlie Carlson Christine Best • Bettye Smith Guests: Jerry Mills Millard Hunt The meeting was called to order at 5:20 pm. The minutes of the last meeting on July 6, 2004 were approved. The Chairman reviewed the progress of the building project. Commissioner Woodruff was asked to give an update. Commissioner Woodruff explained that he had asked for more detailed information from the architect. The contract with the architect was revised to include only the design phase instead of including construction documents. A floor plan will be presented. This will include a new east wing with a meeting room, kitchen, and restrooms and a new west wing with a sports gallery. The new contract between the architect and the City has not been signed but Jerry Mills agreed to meet with the Board. The contract will allow for several design meetings. • • Museum Advisory Board October 5, 2004 Page 2 Jerry Mills entered the meeting and was introduced to the Board. Mr. Mills explained that the City has retained three firms for architecture and engineering services. His firm has completed predesign and schematics but has not yet signed a contract for the design phase. Mr. Mills noted that construction costs have increased since he was first brought on the project and his firm completed the elevation of the proposed addition. He is familiar with the needs of the Museum. Ms. Clarke explained that the Board needs to know what is realistic to plan and the cost. Mr. Mills stated the first thing to do is review the list of wants and needs. Ms. Clarke explained that this project is based on the concept that private donors would pay for the addition, not grants. Mr. Hunt mentioned that matching money might be requested from the Tourist Development Council. Ms. Clarke explained that the intention was to launch a capital improvement fundraising campaign once the design is complete. The naming opportunities would be the meeting room and the sports wing. Mr. Mills offered to discuss ideas for the expansion. He showed floor plan sketches that he had made when the project was first mentioned to him. • Ms. Clarke said the primary need is a multi - purpose meeting room that can accommodate a minimum of 100 people. There should be a means of dividing the room for smaller meetings. It should be a space for workshops, educational programs, temporary exhibits, and a place to show an orientation film. It should have built in audio visual equipment. Ms. Clarke suggested that the Board members visit the meeting room at the Winter Park Library since it has these features. One of the features found there is a dais with glass doors behind it that open directly to the outside. These doors are usually hidden b 1� y y by curtains. The following features were discussed for the meeting room: a separate exterior entrance so that the meeting room can be used when the Museum is not open; a place to store chairs and tables; access to a patio outside for special functions; installed audio - visual equipment; a kitchen with lots of counter space and cabinets; additional restrooms that are accessible without entering the gallery area of the Museum. A patio on the north side of the building was discussed. This would also involve incorporating improvements to Lake Carola into the design for the addition. Ms. Clarke expressed concern about changes, such as paving, to Lake Carola that could threaten the Museum. The lake did not flood towards the Museum during the hurricanes of 2004 but it did flow over its bank towards the Riverwalk. Ms. Clarke requested that attention be given to hurricane protection. Mr. Mills suggested using high impact window glass rather than installing shutters. • Museum Advisory Board • Oct. 5, 2004 Page 3 Ms. Clarke asked for extra security in the west addition sports gallery, including limited exterior access such as fire doors. The possibility of a back door was discussed. The difficulty of supervising such an entrance was mentioned. Mr. Hunt suggested a back door with a hallway leading directly to the front lobby. Ms. Clarke said this could be used for special events. Ms. Clarke asked about the possibility of enclosing the columned area of the lobby and creating a hall way to the office. She also said the staff would like to replace the oak meeting room doors with a glass wall and door. This space would become the Museum research room. It needs to be visible but quiet. Ms. Clarke said the Sanford Historical Society wants a gift shop area in the lobby. She asked if this could be put in the column area or in the southwest comer of the lobby. Ms. Hunt asked if the addition could extend out to the front and possibly add curves or angles. This would allow for the creation of a new garden area between the street and the • front door. Mr. Mills said the addition could project forward but could not use angles or curves due to cost. Mr. Hunt noted the presence of several large trees in the front that could be part of the plan. Linking the design of the addition to the redesign of Fort Mellon Park was discussed. Ms. Mills said he would review the current plans with Chris Smith in City Engineering. Possibilities for a botanical garden were discussed. Mr. Mills stated that a professional landscape architect should be planning the layout of the park. Mr. Hunt said landscape architect Ginger Hoke has developed a preliminary plan for a botanical area and might work further on the project if asked. Ms. Clarke requested that the new addition include the roof scuppers originally planned for the 1993 addition. These will act as a secondary roof drain. A new roof system for the entire Museum is being included in the plans for the building expansion. Mr. Mills asked for a contact person. The Chairman suggested Ms. Clarke. Meeting adjourned at 6:20pm. • • Sanford Museum Advisory Board Sanford Museum Recreation and Parks Department City of Sanford PO Box 1788 Sanford, FL 32772 -1788 OctobeE 25, 2004 Mayor and City Commission City of Sanford PO Box 1788 Sanford, FL 32772 -1788 Dear Mayor Lessard and City Commissioners: Several years ago the Sanford Museum Advisory Board was approached about a possible substantial donation for an expansion of the Sanford Museum. The expansion consisted of a critically needed community meeting room and a gallery dedicated to the Museum's sports collection. At that time it was not possible to move forward to a design phase because the conference center project would have impacted any design. The Board put the project on hold until the conference center design was complete. . Discussion of the project began again two years ago when the City Commission agreed to fund the hiring of an architect to complete the expansion's design phase. Since then the Board has been actively working on needs analysis and discussing the expansion with city staff, the Sanford Historical Society and possible donors. For this work to continue and to launch a capital improvement campaign, the Board needs a preliminary design including a floor plan and a budget. The Board understands that the money for the design was budgeted and that a contract for the architect was written. The Board has already had a preliminary meeting with the architect. At this time the Advisory Board of the Sanford Museum requests that the contract be finalized so that work can begin. After the expansion design is approved by the Board and the City Commission, the Sanford Historical Society will start a fundraising campaign. Once funding is lined up, the Board will come back to the Commission to request approval of the project and funds for final construction drawings. Thank you for attention to this matter. S R5 Janis e Spring eld Cha an San ord Mus4. m Adv sop' Board • i s o , 0. it s , . . ... fir ._ ..., %, • 1 . £ • I ?I' ca i {^ • A i r' O ` t 5 l 0 4. j��y[� }. z. 1 , • ill i ' r st 4.. 5. 9... , Al , re„. K t il O P ° 7 C. •. im'1 ! ,41 7 i ' P F .i- 3 t. i S ix i .g It**■ , 1 , x.: ilk ' 'a % c s, ' L f o ,R i C r- 4 C` MI i t • « , ,, /.1 mil z w m • Y O Y o z ir- w w ii 2 0 le I- ca ❑ ❑ • w r • , . . w L 1 ' Iii • g T T 1 1 - 1 00 it!) 000 -- -__ J - vvv 1 N ❑ • l � ❑ ❑ ..1 eh' -v,. J Q 0 < L__, Q • U w 5 n 1 O �� 8 m I' B w w w B cn ._r4 ,- -B } ct w J J Q o u) F a' o a cn • S M Advisory Board • Sanford Museum Recreation and Parks Department Cit of S PO Box 1788 Sanford, FL 32772 -1788 October 25. 2004 Mayor and City Commission City of Sanford PO Box 1788 Sanford. FL 32772 -1788 Dear Mayor Lessard and City Commissioners: Several years ago the Sanford Museum Advisory Board was approached about a possible substantial donation for an expansion of the Sanford Museum. The expansion consisted of a critically needed community meeting room and a gallery dedicated to the Museums sports collection. At that time it was not possible to move forward to a design phase because the conference center project would have impacted any design. The Board put the project on hold until the conference center design was complete. Discussion of the project began again two years ago when the City Commission agreed to fund • the hiring of an architect to complete the expansion's design phase. Since then the Board has been actively working on needs analysis and discussing the expansion with city staff, the Sanford Historical Society and possible donors. For this work to continue and to launch a capital improvement campaign, the Board needs a preliminary design including a floor plan and a budget. The Board understands that the money for the design was budgeted and that a contract for the architect was written. The Board has already had a preliminary meeting with the architect. At this time the Advisory Board of the Sanford Museum requests that the contract be finalized so that work can begin. After the expansion design is approved by the Board and the City Commission, the Sanford Historical Society will start a fundraising campaign. Once funding is lined up, the Board will come back to the Commission to request approval of the project and funds for final construction drawings. Thank you for attention to this matter. S'tcerely, 0 - tOtri Janie Spring eld Cha'i an San •rd Mus:. m Adv sory Board 411 ALICIA CLARKE - Museum Letter From: Art Woodruff <woodruff a©yahoo.com> • To: Date: <CLARKEA@ci.sanford.fl.us> 10/23/2004 3:35:30 PM Subject: Museum Letter Alicia, The city manager said he had not had a chance to speak with the mayor but that Brady was supposed to be in Monday. If he agrees to sign the contract, great, but if he does not, I'd like to present a letter to the Commission Monday night. I think the letter should briefly trace the history and I can fill in some of the details. The letter should say the board and /or society has been approached about donors but was waiting for decisions to be made about the conference center, that the board understands that money was budgeted for the design and that the board and society are anxious to get started with preliminary designs which are needed for budgeting and fundraising purposes. Also that the board wants to design the museum to be compatible with plans for Fort Mellon Park. I've written a draft below. Feel free to use it or not, as you see fit. If needed, I can talk about the numerous false starts and why we need to go ahead and spend the money for the design. Thanks. III Art Several years ago several members of the Sanford Museum Advisory Board and the Sanford Historical Society were approached about possible substantial donations for an expansion of the Sanford Museum. The expansion would accommodate needed meeting and exhibit space including an additional sports exhibit. While the conference center was actively being planned, it was not possible to pursue the expansion as any design would have been impacted by the conference center design. For the last two years however, the board has been actively discussing the expansion with city staff, Historic Society members, and possible donors and fund raisers. In order to move forward, the Board needs a preliminary design including floor plans and budgets. The Board understands that the money for the design was budgeted and that a contract has been written and the Board has already had a preliminary meeting with the architect. At this time the Board requests that the contract be finalized so that work can begin. After the expansion design is approved by the Board and Commission, the Historical Society will start a fundraising campaign. Once funding is lined up, the Board will come back to the Commission to request final construction drawings and approval. ill Museum Advisory Board - Address Telephone Term Ends • Christine Kinlaw Best 200 Margaret Rd. 407 - 321 -8671 4- Nov -06 Sanford, FL 32771 James Cara 449 West Rich Ave. 904 - 734 -8711 11/4/2005 Deland, FL 32720 Charlie C. Carlson P.O. Box 2684 904 - 428 -2231 11/4/2005 New Smyrna Beach, FL 32170 Serena P. Fisher 850 Leopard Trail 407 - 699 -1355 11/4/2006 Winter Springs, FL 32708 Paul F. Hodgins, Sr. 119 Larkwood Dr. 407 -322 -5252 11/4/2006 Sanford, FL 32771 Betty e D. Smith 1669 Redwood Grove Terrace 407 - 804 -0369 11/4/2006 Lake Mary, FL 32746 Janice R. Springfield 770 Banana Lake Rd. 407 - 322 -2430 11/4/2004 Lake Mary, FL 32746 Grace Marie Stinecipher 2401 S. Oak Ave. 407 - 322 -4381 11/4/2005 Sanford, FL 32771 • Patty Johnson Swann 120 Mayfair Court 407 - 323 -0401 11/4/2004 Sanford, FL 32771 • • Sanford Museum Advisory Board Christine Kinlaw Best Janice Springfield 200 Margaret Rd. 770 Banana Lake Rd. Sanford, FL 32771 Lake Mary, FL 32746 Charlie C. Carlson II Grace Marie Stinecipher P.O. Box 2684 2401 S. Oak Ave. New Smyrna Beach, FL 32170 Sanford, FL 32771 Serena Parks Fisher Commissioner Art Woodruff 850 Leopard Trail 214 S. Summerlin Ave. Winter Springs, FL 32708 -4150 Sanford, FL 32771 Dr. John Morgan P.O. Box 699 Sanford, FL 32772 Richard Packard 425 Randon Terrace Lake Mary, FL 32746 • Patty Johnson Swann 120 Mayfair Ct. Sanford, FL 32771 • ALICIA CLARKE - Fwd: Re: Museum Page 1 • From: Art Woodruff <woodruff c@yahoo.com> To: <CLARKEA@ci.sanford.fl.us> Date: 10/4/2004 8:51:03 AM Subject: Fwd: Re: Museum > >Date: Mon, 04 Oct 2004 07:31:11 -0400 >From: "Jerry Mills" <jmills@burkehoguemills.com> >To: <woodruff @yahoo.com> >Subject: Re: Museum > >Yes, I can be there I hope you did ok through the storms these last >two months jer > > »> Art Woodruff <woodruff @yahoo.com> 10/4/2004 7:25:34 AM »> >Jerry, • > >The museum board meets tomorrow, October 5, at 5:15. I know it's short >notice but can you or someone from the firm come talk to us about the >design plans? > >Art III • ALICIA CLARKE - Re: Museum expansion project update Page 1 • From: CHRIS SMITH To: ALICIA CLARKE Date: 10/4/2004 9:08:43 AM Subject: Re: Museum expansion project update We are waiting for the contract with the architect to be signed by the CM. Thanks Christopher O. Smith City of Sanford Project Manager POB 1788 Sanford, FL 32772 Ph: (407) 330 -5674 Fax:(407) 330 -5679 http://ci.sanford.fl.us Go Noles! »> ALICIA CLARKE 10/4/2004 9:00:46 AM »> Chris, What is the current status of the Museum expansion project? I need to give the Museum Advisory Board an update at their Tuesday meeting. Thanks. • Alicia • ALICIA CLARKE - Re: Museum Advisory Board Page 1 • From: CHRIS SMITH To: ALICIA CLARKE Date: 7/6/2004 3:33:39 PM Subject: Re: Museum Advisory Board Nothing really new, except we have shown the conceptual plan to the CRA and the CM will be pitching to other groups. This plan also shows the museum expansion on it. There is no new news on the expansion, however the City is developing their budget now. This may or may not have an affect. Thanks Christopher O. Smith City of Sanford Project Manager POB 1788 Sanford, FL 32772 Ph: (407) 330 -5674 Fax:(407) 330 -5679 http: / /ci.sanford.fl.us Go Noles! »> ALICIA CLARKE 7/6/2004 3:28:18 PM »> Chris, The Museum Advisory Board has a meeting this afternoon. Is there anything new to tell them regarding the architect for the expansion project or the plans for Fort Mellon Park? Thanks. • Alicia • ALICIA CLARKE - Museum Expansion Project Page 1 • From: CHRIS SMITH To: Museum Expansion Project Date: 7/9/2004 11:53:26 AM Subject: Museum Expansion Project Jerry, Please meet with me at your convenience to go over the museum expansion. I am looking to get a proposal to prepare a conceptual floor plan to move ahead with this project. This work will utilize our continuing contract for professional services. Thanks Christopher O. Smith City of Sanford Project Manager POB 1788 Sanford, FL 32772 Ph: (407) 330 -5674 Fax:(407) 330 -5679 http://ci.sanford.fl.us Go Noles! CC: BILL SMITH • • Sanford Museum • Recreation and Parks Department City of Sanford P.O. Box 1788 Sanford, FL 32772 -1788 407 - 302 -1000 clarkea@ci. Sanford. fl. us Memo Date: June 25, 2004 To: New members of the Museum Advisory Board From: Alicia Clarke, Curator, Sanford Museum Welcome to the Advisory Board of the Sanford Museum. The staff of the Museum is grateful for your willingness to serve on this board. The Museum Advisory Board meets on a quarterly basis to advise the Curator on projects, goals, and long range plans for the Sanford Museum. Currently, the Board and Museum Staff are working on plans for a building expansion. This will be discussed at the July 6 meeting. • If you have questions regarding the Museum Advisory Board, please contact Alicia Clarke at 407 - 302 -1000 or Julie Ellenberg, the Board's Secretary, at 407 - 330 -5697. Thank you .