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HomeMy WebLinkAboutSMBA Misc Correspondence - minutes 1/19/89 The Henry S. Sanford Memorial Library and Museum Historical Preservation Societ MINUTES - January 19, 1989 The teguiar meeting of the Henry Shelton Sanford Museum Li.brar•/ Historical Preservation Society was held on Thursday January ly, 1989 at 5:00 pm at the Museum with the president, Myra Sizemore, presiding. The minutes of the last meeting were read by the sec retary and approved as amended. The treasurer reported her books were at the auditors. • The nominating committee reported that the present officers were willing to serve for another year. Tommy Peterson moved the slate of officers be accepted as presented by the nominating committee. The motion was seconded and carried. President Myra Sizemore Vice President Jean Fowler Corresponding Secretary Carol Kirchhoff Recording Secretary Penny Peterson Treasurer Juannie Mercer Parliamentarian Rebecca Stevens Directors Rebecca Stevens, Orian Walker Barbara Moore - another director is to be appointed before or at the next meeting. Myra reported the Sanford Herald had an announcement of the pre- sent meeting and had published an article about the Christmas Party and The Madrigal Singers. The membership committee reported that the membership account for 1989 currently totals $893.00. The poinsettia fund raiser grossed $805.25 paid to Garretts Greenhouse 453.00 e $353_. Net 0 1 The budget for 1989 was presented - see separate sheet. !Tommy Peterson explained that the city appointed board serves in an advisory capacity by recommending policy and overseeing administra- tion of the Museum. He also said the request for a percentage of the tourist tax must be accompanied by plans for the building addition and submitted in March. Bunny Logan is the new president of the city board. Mr. Peterson suggested no member simultaneously hold office 4 in both organizations. The Christmas party was reported to have been a great success. The president requested ideas for fund raisers for 1989. Alicia Clarke spoke about a founders day in May to acknowledge General Sanford and to honor other old timers. Tommy Peterson suggested a roster of members with historical data be circulated. Jean Fowler suggested enlisting other organizations to help with money making projects. Alicia Clarke asked for volunteers to assist with St. Johns River Festival March 4 and 5. Mr. Vincent offered historical photographs from his collection which could be used for a calendar project. The president announced that the Museum has 25 copies of Mrs. Legendre's book still on hand to be sold. � Alicia Clarke requested information on Elvira Garner and Zora Neal Hurston. The meeting was adjourned. Respectfully submitted. Penelope P. Peterson • BOARD MEETING MARCH 20, 1989 10:00 A.M. A G E N D A CALL TO ORDER MINUTES OF LAST MEETING OLD BUSINESS County Tourist Tax NEW BUSINESS Budget Carpet and Painting of Building DISCUSSION WITH VISITING ARCHITECT • ADJOURN 1 • • MINUTES HENRY SHELTON SANFORD MEMORIAL LIBRARY AND MUSEUM BOARD MARCH 20, 1989 Present: Braxton Perkins, vice - Chairman Ned Yancey Erma Dangleman Jim Jernigan Paul Bordenkircher Alicia Clarke Alfreda Wallace Cynthia Porter Guests: Myra Bales Edward Gable Hugh Harling Rolland McKellips Meeting was rescheduled from March 14 for convenience of consultants Harling, Gable, and McKellips. Meeting was called to order at 10:00 AM by Braxton Perkins, Vice - Chairman. Mr. Perkins noted by -laws do not specify number required for a quorum. . Minutes of the last meeting were approved by unanimous consent. Discussion followed regarding the Seminole County Tourist Council grant. It was stated the Preservation Society had promised $10,000 for hiring of an architect. Mr. Jernigan said this money should be turned over to the city which would in turn begin the procedure for hiring an architect. He reminded the Board members that they could not commit city funds to a project without approval of the City Commission. He explained the City would take the money, the City Engineer would work with the board to select an architect, and then meetings would be held between architect, city engineer and board. At this point Hugh Harling, an engineer with Harling, Locklin, & Assoc., Inc., and Edward Gable & Rolland McKellips, architects with Hunter McKellips Assoc., arrived. Mr. Harling explained he had been contacted by Tommy Peterson regarding the expansion of the museum and he had spoken with the City Manager regarding this. He introduced his brother -in -law Ed Gable and his associate, Rolland McKellips. He stated they had come from Touchton's Drugstore where they had run into Commissioner MacClanahan and had talked up the museum with him. He said he thought they might be able to help the Board at this beginning phase. . Ms. Clarke described the type of addition needed. The original building was constructed in 1957 and the wings were added in 1974. Ms. Clarke expressed concern about the integrity of the structure as it now stands. The addition as described must include space for a climate controlled, fire - proof, and secure storage area for the collection, a gallery to house an exhibit r - /PZ- 7r/2SdiJ " S , f// /i „ _'is ?, -a 7' , ,^ .•„ Ji 1) Henry 1Iielton lian[ord Memorial library and Museum 520 EAST FIRST STREET SANFOF1D, FLOflIDA 32771 III TO: City Commission FROM: A. B. Peterson, Jr. DATE: March 23, 1989 SUBJECT: Report of outgoing Chairman Henry Shelton Sanford Memorial Library and Museum Board 1, I am pleased to report the first year of the operation of the recently created Henry Shelton Sanford Memorial Library and Museum Board has managed to pass without any seriousproblems or confron- tations. 2. For the most part the function of the Board has been primarily routine which has not required involvement of the City Commission. 3. The Board has worked smoothly with the Curator, however, I have noticed slight confusion as to allegiance, as the Curator presently reports to the head of the Parks Department and feels a stronger allegiance there than to the Board. At some point this must be ad- dressed. I 4. Cooperation between the Preservation Society and the Board has • been excellent and there seems to be clear demarcation between the two bodies. 5. The Preservation Society and the Board have embarked upon a pro- gram of securing funds from the Seminole County Tourist Development Council. 6. The Preservation Society has agreed to fund and work with the Board in procurring whatever necessary expertise is required to pre- pare the proper filing of applications. This funding is direct from the Preservation Society to the experts involved and is subject to approval of the Board. This does not involve City funds and is therefore considered not to come under financial disclosure. However, the proposal and the submission of the proposal are subject to ap- proval of the City Commission. It has been a pleasure to serve as Chairman of this Board. I am sure that the new Chairman, Bunnie Logan, will carry on and help to es- tablish a tradition of leadership which will help the Museum and the City to flo ish. ,/,4.4/407 ._.1..di -- . 'e erson, J� • Copies to: Mrs. Philip Logan Ms. Alicia Clarke' Mr. Frank Faison Mr. Jim Jernigan Mrs. Myra G. Bales • P.O. Box 846 Sanford, F1 32772 May 9, 1989 Sandra S. Glenn, Chairman Tourist Development Council i101 East First Street anford, Fl 32771 Re: Henry Shelton Sanford Memorial Library Museum Dear Sandra: Our regular quarterly meeting of the Board of Trustees of the Museum will be held at 4:15 p.m. Tuesday, June 13, at the Museum and we hope that you will be able to join us. e are, of course, extremely disappointed that our request for planning funds for the expansion of our current facility was denined by the board. We see this as a desirable project and hope for a favorable reaction on our next application. Any guidance that you can give us will be greatly appreciated. • Sincerely, (Mrs. Phillip H. Logan) Chairman, Board of Trustees 411 Henry Shelton Sanford Memorial library and Museum 520 EAST FIRST STREET • SANFORD, FLORIDA 32771 _ L L June 9, 1989 Mayor Bettye D. Smith 103 Country Place Sanford, FL 32771 Dear Mayor Smith: The Board of the Henry Shelton Sanford Memorial Library and Museum supports the 1989 -90 Capital Improvement Programs budget request of $10,000.00 for the museum. The Board has been working towards an expansion of the present facilities. Needed are larger storage areas for the collection and galleries for the exhibition of city history. The requested $10,000.00 would • allow the planning stage for a museum addition to begin. Sanford's future depends heavily on its past and on its waterfront. Expansion of the present building will allow the Henry Shelton Sanford Memorial Library and Museum to better fulfill its role in sanford's future development. Sincerely, Logan Mrs. Phillip H. Lo g Chairman I III • Tune 9. 1989 Commissioner Lon K. Howell 1109 S. Park Ave. Sanford, FL 32771 Dear Commissioner Howell: The Board of the Henry Shelton Sanford Memorial Library and Museum supports the 1989 -90 Capital Improvement Programs budget request of $10,000.00 for the museum. The Board has been working towards an expansion of the present facilities. Needed. are larger storage areas for the collection and galleries for the exhibition of city history. The requested $10,000.00 would allow the planning stage for a museum addition to begin. Sanford's future depends heavily on its past and on its waterfront. Expansion of the present building will allow the Henry Shelton Sanford Memorial Library and Museum to better fulfill its role in Sanford's future development. • Sincerely, Mrs. Phillip H. Logan Chairman • Henry Shelton Sanford Memorial Library and Museum 520 East First Street Sanford, Florida 32771 BOARD MEETING June 13, 1989 4:15 P.M. A G E N D A CALL TO ORDER MINUTES OF LAST MEETING OLD BUSINESS County Tourist Tax Grant =uet: Commissioner Sandra Glenn * NEW BUSINESS Sunshine Law 1 ge t CURATOR'S REPORT • ADJOURN * Commissioner Glenn's visit was unconfirmed as of June 9. Henry S Sanford memorial library and Museum 520 EAST FIRST STREET • SANFORD, FLORIDA 32771 P. 0. Box 846 Sanford FL 32772 June 15, 1989 Frank Faison, City Manager City of Sanford 300 North Park Avenue Sanford FL 32771 Re: Henry Shelton Sanford Memorial Library Museum Dear Mr. Faison: County Commissioner Sandra Glenn, as chairman of the Tourist Development Council, met with the Sanford Museum Board of Trustees this week. She explained that the Tourist Council had expressed no negative expressions - -and she repeated this for emphasis - -on the museum's request for funds this year except that the guidelines did not permit • them to consider planning funds. She urged us to submit our application in April for capital funding. Consequently, we feel that it is now urgent for the City Commission to provide funding for architectural services for the badly needed expansion of our city museum at this time. It is our understanding that the item is now being considered in the budget and we just want you to know the current status of the museum and that we have followed uv on the letter to you in April from the Tourist Development Council suggesting that Chairman Glenn meet with us. Yours truly, (Mrs. Phillip H. Logan) Chairman, Board of Trustees cc: Mayor Smith • Box 846 Sanford FL 32772 June 15, 1989 Commissioner Sandra Glenn Tourist l)Evelopment Council 1101 East First Street Sanford FL 32771 Dear Sandra: Your help in clarifying the Tourist t)evelopincnt Council's guidelines for museum funding is greatly appreciated and we look forward to submitting an application for capital funding in April. Thank you for making our Board of Trustees meeti both informative and pleasant! Sincerely, (Mrs. Phillip H. Logan) Chairman, Board of Trustees • 1 017/ 1 1 Henry Shelton Sanford Memorial library and 1' useum 520 EAST FIRST STREET SANFORD, FLORIDA 32771 P. 0. Box 846 I. Sanford FL 32772 May 9, 1989 I, i Sandra S. Glenn, Chairman Tourist Development Council 1101 East First Street t Sanford, Fl 32771 Re: Henry Shelton Sanford Memorial Library Museum Dear Sandra: Our regular quarterly meeting of the Board of Trustees of the Museum will be held at 4:15 p.m. Tuesday, June 13, at the Museum and we hope that you will be able to join us. We are, of course, extremely disappointed that ur re facility for planning funds for the expansion of our current was denied by the board. We see this as a desirable project and hope for a favorable reaction on our next application. 1 • Any guidance that you can give us will be greatly appreciated. Sincerely, „ r X �rl�it�� -, cJ (Mrs. Phillip H. Logan) Chairman, Board of Trustees /a-, LCc JL � �. e • Henry Shelton Sanford Memorial Library and Museum • 520 East First Street Sanford, Florida 32771 June 15, 1989 Mrs. Phillip Logan 2305 S. Grandview Avenue Sanford, Florida 32771 Dear Mrs. Logan, Mayor Bettye D. Smith has requested a joint meeting of the Historical Preservation Society, Henry Shelton Sanford Memorial Library and Museum Board and City Staff at a City Commission work session. The subject to be discussed is the future direction of the Libre y /Museum. The time and date has not been announced, however we anticipate • a July work session. We shall send notification of date, place and time. Sincerely, James R. Jernigan Director Recreation and Parks Department JRG /cp cc: Mayor Smith City Manager City Clerk Alicia Clarke • MEMORANDUM July 27, 1989 Page 3 of 6 • 11. CONSENT AGENDA: A) The Commission approved Minutes for City Commission Meetings of December 19, 1988; February 13, 1989; March 19 1989; May 8, April 1989; April 17, 22, 1989; June 12, 1989; and 1989; May June 26, 1989. B) The Commission approved payment of following statements: (1) From City Attorney for Professional Services during July, 1989 $ 5,623.30 (2) From Abcom II for Cultural Arts Center Renovation, Pay Application No. 1 $ 18,274.50 (3) from Schweizer, Center R$no2,388.00 (4) From Schweizer, Inc. for Senior Citizens Center, 98 from May 25 thru June 28, 1989 5 (5) From PreCon Corporation for Reclaimed Water Storage Tanks construction, Pay Application 92,039.00 N. (6) From Elkins Constructors, Inc. for Wastewater Treatment Plant Improvements - Contract I, Pay 4111 Application No. 9 $336,473.20 LATE AGENDA ITEMS FROM TEE JULY 17, 1989 WORK SESSION: 1. A) The Commission ratified support for General Henry Shelton Sanford Memorial Library proposed expansion, and authorized staff to initiate selection process for Architectural services. B) The Commission considered but failed to approve request from Amefika D. Geuka for $125,000 interest free loan for funding of the OASIS Project. C) The Commission considered '87 BANS /'89 Bond Financing and authorized staff to.proceed: 1) to arrange for long -term bonds for approximately 4.5 million in accordance with Revised Financing Timetable; •2) to direct City Attorney to prepare ordinance for increase in utility rates in approximate amount of 12.75 %; 3) to arrange for lease - purchase financing through issuing COP's in approximate amount of 2.5 million for procurement of equipment and new Fire Station. D) The Commission authorized City Attorney to prepare Resolution No. 1560 to allow change in investment policy; and adopted Resolution No. 1560 for same. A G E N D A HENRY SHELTON SANFORD MEMORIAL LIBRARY AND MUSEUM BOARD Meeting of Tuesday, September 12, 1989 HENRY SHELTON SANFORD MEMORIAL LIBRARY AND MUSEUM 520 East First Street Sanford, Florida 4:15 P.M. CALL TO ORDER MINUTES OF LAST MEETING OLD BUSINESS Building Expansion Project • NEW BUSINESS CURATOR'S REPORT ADJOURN ADVICE TO THE PUBLIC: IF A PERSON DECIDES TO APPEAL A DECISION MADE WITH RESPECT TO ANY MATTER CONSIDERED AT THE ABOVE MEETING OR HEARING, HE MAY NEED A VERBATIM RECORD OF THE PROCEEDINGS, INCLUDING THE TESTIMONY AND EVIDENCE, WHICH RECORD IS NOT PROVIDED BY THE CITY OF SANFORD. (FS 286.0105) • • Amended and approved at December 12, 1989 meeting. MINUTES HENRY SHELTON SANFORD MEMORIAL LIBRARY AND MUSEUM BOARD SEPTEMBER 12, 1989, 4:15 P.M. Present: Bunnie Logan, Chairman Ned Yancey Tommy Peterson Paul Bordenkircher Erma Dangleman Jim Jernigan, Director Alfreda Wallace Alicia Clarke, Curator Joyce Mikkola Cynthia Porter, Clerk- Typist Meeting was held at the museum. The meeting was called to order at 4:15 PM. • Mrs. Dangleman read the minutes of the last meeting. Mrs. Wallace noted that her name had been omitted. Mrs. Mikkola stated that under Robert's Rules of Order the Curator's report should be a separate attachment to the minutes and signed by the Curator. Also the Secretary should sign the minutes to make them official. Mr. Jernigan explained the change of the department structu.e The museum, parks, and the senior center are now under the Parks Department. The recreation department and youth activities are under the new Department of Cultural Affairs. Mr. Jernigan reported the City Commission included in the 1989/90 budget the sum of $10,000 in the capital outlay funds f: proposals for the museum expansion. The City Engineer isE ed ..:x L � s Eleven have been receive3 but not yet request for proposals. _, _ _ _ examined. A committee has been formed to examine t:le L ,y. and make recommendations. Board members Paul Bordenk1t : e Braxton Perkins were selected to serve on the `'ommitte x_' :n j with Bill Simmons; Jim Jernigan, and Lon Howell. Mr. Peterson expr assed concern that the Board, in part c 7 1 1 sr rlir building, committee, had not been consulted as to the memne f the selection committee. • The Chairman asked for the Curator's Report (see attachment). Meeting was adjourned at 4:35 P.M. Signed: f5, p ,- 1 Y1 / 4 ( , � � , ; - r Erma Dangle n, Secretary • Board Meeting September 12, 1989 Curator's Report Five representatives of architectural firms visited the Mu as a result of the City Engineer's advertisement for statements of interest. Each showed a great deal of enthusiasm f the project. During the last three months the outside of the uuildin:; way painted and carpet installed. The East Wing exhibit space is being redesigned to give a more uniform and permanen=t appearance. During the summer, the staff worked on an Drat his'.=y f:',roje t and plans to assist the Semincle County Historical Museum with their oral history project in the future. a was very good: June - 91, Jul ,9, The summer attendance wa.� Y g August - 116. Signed: Alicia Clarke, Curator • • Box 846 Sanford, FL 32771 September 21, 1989 Dear Alicia: Please notify Mr. Faison of this meeting along with the request that he notify the city personnel involved - -you might want to volunteer to do this for him if he will give you the list. We want him to determine the personnel involved so that we do not accidentally leave anyone out. Of course, notify all of the Board of Trustees members so that they receive their written notices at least two days before the meeting. Needless to say, we count on your being there. I will be out of town until Monday, October 3. If you need anything in my absence, you may contact Tommy Peterson who continues to serve as building chairman for the Board of Trustees. • Sincerely, Bunnie Logan, Chairman Board of Trustees • SPECIAL CALL BOARD MEETING Tuesday, October 3, 1989 4:15 P M at the Museum A special meeting of the Board of Trustees will be held to consider proposals submitted by architects for the expansion of the museum. As an advisory board to the City Commission we need to consider these proposals carefully before passing on our recommendations through the appropriate channels. Please make every effort to attend. We are asking Frank Faison, City Manager, to please advise all interested city personnel that their presence will be welcomed and appreciated at this meeting of the advisory board. • • S i. / ` eafl C�om an 9ohni AB. PETERSON, 111, CRA 120 N. PARK AVENUE, P.O. BOX 1776 LICENSED REAL ESTATE BROKERS • csanfozc�, '3L'ozi.da 32772 -1776 TELEPHONE: AREA CODE 305/322 -6123 September 25, 1989 Mayor Bettye Smith and City Commissioners City of Sanford Post Office Box 1778 Sanford, Florida 32772 Dear Mayor Smith: • As a member of the Henry Shelton Sanford Memorial Library and Museum Board appointed by you and members of the City Commis- sion I found the situation somewhat embarrassing and frustrating at our last meeting when called upon by the president, as chairman of the building committee, to make a report and I realized that I had received no communication whatsoever from the Parks and Recreation Department or from the curator of the Library and Museum. When I informed the president that I had no report, the curator suggested that 1'r. Jernigan might have • something to report. He then announced the appointment of an architectural selection committee that was appointed by someone and it was intimated that this would continue as the architec- tural review committee. I would like to quote the following from my letter of March 15, 1988 which suggested an organizational plan for the Library and Museum Board: "The function of the Library Museum Board will be to provide the supervision necessary to keep the opera- tion of the Library - Museum in compliance with estab- lished policy and to foster the growth and welfare of the Library- Museum. The Board shall not be involved in the day to day functions of the Library- Museum. The curator is an employee of the City of Sanford and works under the Parks and Recreation Department. Her responsibility is to that Department; however, any recommendation concerning operations of the Library - Museum shall be submitted to the Parks and Recreation Department and to the Library - Museum Board simultane- ously. The purpose of this is to keep the Library- ", Museum Board informed. ) Mayor Bettye Smith 1 #///( and City Commissioners September 25, 1989 Page 2 of 2 ....All requests or recommendations made by the Parks and Recreation Department to the City Commission con- cerning Library - Museum operations will be reviewed by the Library - Museum Board." As you know these were approved as the guidelines for the purpose and function of the Library and Museum Board by the City Commission at their meeting of April 11, 1988. I would like to suggest that these recommendations by the City Commission have not been adhered to by the letter, intent or spirit for which they were expressed. I would appreciate and consider it a personal favor and a favor to all citizens interested in the Library and Museum if you would admonish the Director of the Parks and Recreation Department and the Curator to keep their Board informed so that they may perform, in an intelligent manner, the duties to which they were appointed. I would further suggest that if the City Commission does not desire to enforce their mandate, that the Board be dissolved and • their duties be turned over to the Parks and Recreaticrn Department. , Very tr .y tour , / i A. B. Peterson, Jr As a Board Membe • the Henry Shelton Sanfor• • Library and Museum ABPJR /mgb Copy to: Mrs. Nina D. Logan F ___.. Henry Shelton Sanford Memorial Library and Museum 1 520 East First Street • Sanford, Florida 32771 MEMO To: Frank Faison, City Manager Date: Sept. 26, 1989 From: Alicia Clarke, CuratorA — Subject: Architect's Selection Committee The chairman of the Board of the museum, Mrs. Phillip Logan, has requested that I contact you regarding a meeting she has called for Oct. 3, 1989. The purpose of this meeting is to review the statements of qualifications submitted by the architectural firms interested in our expansion project. Mrs. Logan would like your office to advise us as to city employees who should be asked to attend this meeting. I feel I rr:ust give you some background to this request. Bill Simmons advised me when the architect's resumes came in and told me that a _tier committee would be formed. He then told me that two representatives of the museum board, Dr. Paul Bordenkircher and Braxton Perkins were going to be asked to serve on the committee. On Sept. 12, the Board held its regular quarterly meeting. At that time, Mr. Sernigan and I announced that the architects' resumes had arrived and that a committee had been formed. I was quite excited, thinking thi_ a very positive step. The announcement was met with an _:.p ressi__. : f great dissatisfaction on the part of Tommy Peterson, who felt the ^B _ a_ had been left out of the whole process. It should be noted that the majority of the Board attended the July City _'"'iimi.= i H wcr' :sh p at which their responsibilities were discussed. At that meeting, Bill Simmons said he would begin the City process for a eh iteet sole tion and I said I would give him whatever information he required. The Board was also advised when the advertisement for _.r ehitect . was issued. I At the September meeting, the Board made no reEolutions or motions I regarding their dissatisfaction with this situation. I was told on '.]eptember 21 by Mr. Peterson that Mrs. Logan would be calling a by si_e :_al meeting to review the architects' resumes. Mr. Peterson also r. regular meeting of the Preservati n Society ! our a:i ri �� i _ _�� this at the tin r_ '- '. �� fr__._ds� rreup, on September 21. The museum staff had not been ff eial_yinformed by the chairman at this. time. On September 22. I • Page 2 Sept. 26, 1989 Memo received a ropy of a letter sent by Bill Simmons to Mrs. Lo;ani_. which he again explained quite clearly the City procedure for architects' submittals. He asked the Board to submit the names. more people to serve on the selection committee. I called Mrs. Logan in regard to the Oct. 3 meeting and asked if she had received 3i11 Simmons letter. She had not received it at that time and it was , :le, -.r that she had become convinced since the September 12 meeting tt_ari special meeting was necessary. I am concerned about this matter because it is typical of the type f misunderstanding that the museum staff has had to deal with in the past two years. There is clearly a lack cf communication and we will endeavor to remedy this as best we can.. However, there has als:7 been until the September 12 meeting, an unwillingness c': seek tnr assistance or advice of the Curator or to let her participate in the quarterly meetings. There has also been significant T:rnfusion the role of Tommy Peterson who has not been Chairman since December 1988 but who has seemingly spoken for the Chairman :11 occasions. I am also concerned that there seems to be a greet - al of communication between members of the Board outside of reg'.:' ' • channels. The Board was advised of the requirements of the `unshine Laws following the session with the City Attorney on May 22, 1982 The Board is planning to review the architectural submittals at t:_s Oct. 3 meeting. If they are not the selection committee, how may they do this and not run afoul of state regulations? FAC,!fac cc: Jim Jernigan • 1 1 1 1 III MEMORANDUM SEPTEMBER 28, 1989 To: City Manager ..--"" From: James R. Jernigan, Parks Director Subject: Letter to Mayor Smith for A. B. Peterson Jr. Re: Selection of Architectural Firm for Library Museum The recommendations for Library- Museum Board Members representation on the Architectural Selection Committee was suggested by the Director and reviewed by the Library - Museum Board at their meeting of September 12, 1989. At that time the Board had an opportunity to add, subtract, or increase the number that they wanted to review the architect's selection. It is of much concern to staff that miscommunication 1 is misinterpreted as "non- compliance" with directed procedures. The Director of Parks only wants what the Library Board • wants within the guidelines and policies directed by the City Commission. If indeed a procedural mistake was made by the Director it was not intentional or out of disrespect. t-_j/ III / T► • Amended and approved at December 12, 1989 meeting. MINUTES HENRY SHELTON SANFORD MEMORIAL LIBRARY AND MUSEUM BOARD CALLED MEETING OCTOBER 3, 1989, 4:15 P.M. Present: Bunnie Logan, Chairman Ned Yancey Alfreda Wallace Vann Parker Tommy Peterson Joyce Mikkola Absent: Braxton Perkins Erma Dangleman Paul Bordenkircher Others in Attendance: Alicia Clarke, Curator Bill Simmons, City Engineer Jim Jernigan, Director • The meeting was called to order by Mrs. Logan, Chairman. The Chairman announced that two members of the Board were appointed to an architect's selection committee without the knowledge of Board. Mr. Peterson asked for an explanation of the function of this committee. Mr. Simmons explained the required procedure for capital projects. Advertisements are issued requesting proposals then a review committee creates a short list of the most qualified firms. These firms are then interviewed by the review committee. The last major step is to negotiate a contract with the firm rated number one. If the committee cannot negotiate a satisfactory contract, then the number two rated firm is invited to the table. Once the committee has negotiated a satisfactory contract, they report that to the City Commission with a recommendation to accept that contract. Once the contract is awarded, the selection committee's work is complete. The architect then consults with whomever he is directed to. For example, the architect of the Senior Center conducted a cherette which allowed the public to have input into the design. The Chairman asked if any members had questions for Mr. Simmons. In answer to a question from Mrs. Mikkola, Mr. Simmons stated the committee was composed of Braxton Perkins, Paul Bordenkircher, Jim Jernigan, and Bill Simmons. Mr. Simmons suggested one or two more members from the Board be appointed. . Minutes December 12, 1989 Page 2 Mr. Peterson expressed concern over the manner in which the Board members were selected for the review committee. Mr. Simmons explained that he had attained names he believed appropriate and went forward. He apologized for the handling of this matter. Mr. Peterson recommended that the Board members selected should serve as private citizens, not as representatives of the Board. The Chairman stated that Mr. Peterson should be on this committee as Chairman of the Building Committee. Mr. Peterson said he would be uncomfortable representing the views of the Board as a whole. Mr. Jernigan asked for the floor. He apologized for the handling of the choice of the selection committee and stated he had been the one who had recommended the names to Mr. Simmons. He also stated that the names had been brought before the Board at the September meeting and no input came from the members at that time. Mr. Simmons explained that he will coordinate the design activity • after the contract is signed. He can liaison with individuals or a committee representing the museum's interest. He estimated this expansion will cost $200,000. The architect's contract can be done in phases with phase 1 being a design concept. The creation of construction documents would be phase 2 and would be completed close to a construction date. Mr. Simmons was told there was $10,000 available from the City and that money would be available from the Preservation Society. The Chairman noted that architect's plans must be completed in order to apply for County Tourist money in the Spring of 1990. Mr. Simmons said the contract could be awarded by the beginning of December. A concept should be complete by April 1990. Completion of construction documents takes about two months. Dr. Parker moved that Mr. Peterson serve on the selection committee. Mr. Yancey seconded. Motion carried. Mr. Simmons explained there would be between three and six firms on the short list created by the selection committee. There being no further business, the meeting was adjourned. • Henry Shelton Sanford Memorial Library and Museum 520 East First Street • Sanford, Florida 32771 MEMO To: Board of the Henry Shelton Sanford Memorial Library and Museum From: Chairman of the Board, Mrs. Phillip Logan Subject: Special Meeting SPECIAL CALL BOARD MEETING Tuesday, October 2, 1939 4:15 P. M. at the Museum special meeting of the Board of the Henry Shelton Sanford Memorial Library and Museum will be held to consider proposals • µ�_:brn tted by architects for the expansion of the museum. As an advisory board to the City Commission we need to , ons-der these proposals carefully before passing on our recommendations through The appropriate channels. Please make every effort to attend. We are asking Frank Faison, City Manager, to please advise all interested city personnel that their presence will be welcomed and appreciated at this meeting of the advisory board. • Henry Shelton Sanford Memorial Library and Museum • 520 East First Street Sanford, Florida 32771 MEMO To: City Manager % October 9, 1989 From: Alicia Clarke, Curator Subject: Recommendations regarding board In i to the reappointment of members of the advisory board of the museum, I would recommend the following based on my -- experience with this board for two years: 1. That at least one person having no prior connection with this museum be appointed. The present membership of the board is heavily weighted with people having a lone association with the museum and, in some cases, strong feelings regarding City Hall. These individuals have expressed disillusionment with the city goy. "_rnment's efforts to run this facility. • 2. That the City Commission appoint at least one per Dn wetn prover .success in working with a not-for-profit or,caniratio n s as another museum, a hospital, a university, or a theater company. _ . That a member be appointed who can advise and speak w-.:h authority (preferably based on pr fes_i experience) __. specific issues in a fiefd such as architecture, education. law, public :elati ons , or fund-ra 4. That the City Commission a ..poi iit at least one individual with Strong leadership qualities who will encourage other board members to speak for themselves. That at least one member be appointed who has a goo: grasp of the workings of city government and who could effectively mediate misunderstandings between the board and City Hall. Since this is a history museum, I recommend at le �st one member have a passion for history. The County Historical Commission is composed of individuals with differing viewpoints but all sharing a love of history and actively pursuing this interest either as a vocation or avocation. Examples _ f suca individuals would be Donald Vincent, who is actively researching old photographs, and Arthur Fra?icr. , who conducts ch: l __-l= • research on the history of this region as a hobby (this is not intended as a recommendation of in individual ). Other e= would be individuals with bottle collections. a:r,ateu ar chaeo_cgists , or a member of a military re-enactment C r = ui , . / Page 2 / nr.tober 9 , 1989 ' . . 6. Appoint a vocal representative of the pioneer descendants ::=1 Sanford. An example of such an individual would be Harriet Hayman Boyd who has been extremely voca. l about tne importanc i her grandfather, Dr. Seth French (this is intend.=.d as an ,,,- 2-:ampl only, not a recommendation of an individual). 0 cc: Jernigan . III III Henry Shelton Sanford Memorial Library and Museum • 520 East First Street Sanford, Florida 32771 MEMO To: City Manager October 9, 1989 From: Alicia Clarke, Curator Subject: Board appointments The following members of the advisory board of the Henry Shelton'- Sant-ord Memorial Library and Museum are serving terms that will expire on November 4, 1989: Braxton Perkins, Jr. • • Erma Danglemaii Alfreda Wallace Mrs. Dangleman and Mrs. Wallace have agreed to serve again, if asked. Mr. Perkins has asked that he not be reappointed. cc: Jernigan • (D A Sanford pi o III G �� rl d P.O. Box 1778 - 32772 -1778 Telephone (407) 330 -5601 October 10, 1989 Mr. Braxton Perkins, Jr. 2119 Sanford Avenue Sanford, Florida 32771 Dear Mr. Perkins: On October 9, 1989, the City Commission accepted your resignation as a member of the Henry Shelton Sanford Memorial Library - Museum, effective November 4, 1989. This action was accepted with regrets. The City Commission extended its appreciation for your service and dedication to the Henry Shelton Sanford Memorial Library - Museum. . If this office can be of further service, please let us know. Sin erely, 6- Patricia A. Lee Acting City Clerk PAL:og cc: eity Manager The Curator • 4 d rAt.c, o A Sanford Flo . ONA r l cy P.O. Box 1778 - 32772 -1778 Telephone (407) 330 -5601 • October 10, 1989 Ms. Irma Dangleman Secretary 1706 S. Park Avenue Sanford, Florida 32772 Dear Ms. Dangleman: At a Regular Meeting of October 9, 1989, the City Commission re- appointed you to serve on the Henry Shelton Sanford Memorial Library - Museum for a term to expire November 4, 1992. The Commission wishes to express its appreciation for your dedication to this municipal endeavor. If this office can be of further service, please let us know. Sincerely, • Patricia A. Lee Acting City Clerk PAL:og cc: City Manager The Curator • "The Friendly City" oA Sanford, Fl . GP- rld P.O. Box 1778-32772-1778 • Telephone (407) 330 -5601 October 10, 1989 Ms. Alfreda Wallace 904 West 13th Street Sanford, Florida 32772 Dear Ms. Wallace: At a Regular Meeting of October 9, 1989, the City Commission re- appointed you to serve on the Henry Shelton Sanford Memorial Library - Museum for a term to expire November 4, 1992. The Commission wishes to express its appreciation for your dedication to this municipal endeavor. If this office can be of further service, please let us know. Si erely, -, - / j (k /(1 -' 6 (Le k - . (1 `" • Patricia A. Lee Acting City Clerk PAL:og cc: City Manager The Curator • "The Friendly City" .Si. C floin o 3 Realty Company A.B. PETERSON, JR., SCV A.B. PETERSON, III, CRA • 120 N. PARK AVENUE, P.O. BOX 1776 LICENSED REAL ESTATE BROKERS cSan fold, 9 ozida 32772 -1776 TELEPHONE: AREA CODE 305/322 -6123 October 16, 1989 Mr. W. A. Simmons, P. E. Director of Engineering /Planning City of Sanford Sanford, Florida Dear Bill: Mrs. Logan gave me a copy of your letter dated October 11, 1989 showing the results of the Committee's evaluation. Your proposal certainly seems reasonable and in order, and I would suggest that you take the necessary steps to implement • the short list in the prescribed manner. Very truly yours, f �,• - o , Jr. ABPJR /mgb O Copy to: Ms. Alicia Clar Mrs. Nina Logan C)) 1 • October 19, 1989 W. A. Simmons, P.E. Director of Engineering & Planning City of Sanford Box 1778 - 32772 -1778 Dear Mr. Simmons: Thank you for the spread sheet showing the ranking of architectural firms for the proposed museum renovation. Please move ahead with the selection committee to set up interviews as outlined in your letter to the Advisory Board of October 11. Yours truly, Nina D. Logan, Chairman • Advisory Board " ern ctih� Lc-� (1, eer 411 Henry Shelton Sanford Memorial Library and Museum • 520 East First Street Sanford, Florida 32771 October 19, 1989 W. A. Simmons. P. E. Director of Engineering & Planning City of Sanford Box 1778 Sanford, FL 32772 -1778 Dear Mr. Simmons: Thank you for the spread sheet showing the ranking c,f architectural firms for the proposed museum renovation_. Please move ahead with the selection committee to set up interviews as • outlined in your letter to the Advisory Board of October 11. Yours truly, Nina D. Logan, Chairman Advisory Board • Sanford F V .Ao lo G k P.O. Box 1778 — 32772 -1778 ‘.-4C1 • Telephone (305) 322 -3161 OCTOBER 26, 1989 Nina D. Logan, Chairperson HENRY SHELTON SANFORD MEMORIAL LIBRARY- MUSEUM ADVISORY BOARD Post Office Box 846 Sanford, Florida 32772 Dear Ms. Logan: It has been brought to my attention that from now until November 20th is the submission corridor that has been designated by the Central Florida Capital Funds Committee for the '90, '91, and '92 project funding period. If the Library- Museum Advisory Board thinks that it is • appropriate for an application to be made at this time, I will direct Alicia Clarke to initiate the grant work. I would appreciate the Library- Museum Advisory Board's guidance and direction for Alicia to follow -up on this matter. I also feel that it would be appropriate for the Library- Museum Advisory Board to make the submittal to the Central Florida Capital Funds Committee on behalf of the General Henry Shelton Sanford Library- Museum and the City of Sanford. Please feel free to request any assistance needed in the preparation of information. Sincerely, James R. Jernigan Parks Director CITY OF SANFORD JRJ /yeh xc: City Manager • Alicia Clarke "The Friendly City" of 6 /o r i d fi1 . ONA rjd P.O. Box 1778-32772-1778 d 110 Telephone (407) 330 -5601 November 15, 1989 Ms. Myra Bales 152 Mayfair Circle Sanford, Florida 32771 Dear Ms. Bales, On November 13, 1989, the City Commission appointed you to serve as a member of the Henry Shelton Sanford Memorial Library and Museum Board. The Henry Shelton Memorial Library and Museum Board is an advisory board to the City Commission of the City of Sanford and is empowered and directed to acquire on behalf of the City and provide for the security, safekeeping and display of antiques, books, papers, paintings, and other similar possessions of the late General Henry Shelton Sanford, together with any other memorabilia or artifacts of historic significance to the City and the surrounding area. The Board is composed of citizen volunteers such as yourself, with an interest in this community and its standards. Ms. Alicia Clarke, City of Sanford Library Museum Curator, coordinates all meetings and will provide you with a copy of the Board's goal, objectives and other materials as necessary. Ms. Clarke will send you information regarding meetings. Section 112.3145, Florida Statutes, requires that you file a Statement of Financial Interests with the Supervisor of Elections. Form 1 is enclosed. Please mail to Sandra S. Goard, Supervisor of Elections, 1101 E. First Street, Sanford, Florida 32771. Thank you for your willingness to serve on the Henry Shelton Sanford Memorial Library and Museum Board, and if this office can be of further service, please let us know. Yours very truly, C= ,Rdc loria R. Rase Acting City Clerk 410 cct enclosure cc: City Manager Director of Parks Library Curator "The Friendly City" • A G E N D A HENRY SHELTON SANFORD MEMORIAL LIBRARY AND MUSEUM BOARD Meeting of Tuesday, December 12, 1989 HENRY SHELTON SANFORD MEMORIAL LIBRARY AND MUSEUM 520 East First Street Sanford, Florida 4:15 P.M. CALL TO ORDER MINUTES OF LAST MEETING OLD BUSINESS Building Expansion • NEW BUSINESS Introduction of New Member CURATOR'S REPORT ADJOURN ADVICE TO THE PUBLIC: IF A PERSON DECIDES TO APPEAL A DECISION MADE WITH RESPECT TO ANY MATTER CONSIDERED AT THE ABOVE MEETING OR HEARING, HE MAY NEED A VERBATIM RECORD OF THE PROCEEDINGS, INCLUDING THE TESTIMONY AND EVIDENCE, WHICH RECORD IS NOT PROVIDED BY THE CITY OF SANFORD. (FS 286.0105) • MINUTES HENRY SHELTON SANFORD MEMORIAL LIBRARY AND MUSEUM BOARD DECEMBER 12, 1989, 4:15 P.M. Present: Eunnie Logan, Chairman Tommy Peterson Erma Dangleman Joyce Mikkola Myra Bales Vann Parker Absent: Paul Borden} :irnher Ned : ancev Alfreda Wallace Others in Attendance: Alicia Clarke, Curator Jim Jernigan, Director Bill Simmons, City Engineer Cynthia Porter, Clerk - Typist • Meeting was held at the museum. The meeting was called to order at 4:18 P.M. Mrs. Dangleman read the minutes of the September meet in.l and special October meeting. Several amendments were mad= to r7,._ minutes . Mr. Peterson moved that the minutes be appro'!ed as amended. Mrs. Mikkola seconded. Motion carried. The =chairman asked Mr. Peterson n for the report of the `'l'.l i _':i: ;-ommitt_eP _ See atracned. The Chairman thanked the members of the ar hit - _ . - _ committee for their efforts. was n a special meeti_.1, f The Chairman announced she wa.. calling sp y � at the museum to discuss the buildin i January �� , 1990 a_ t11_ Il1Ll�. _ _ project. Keith Reeves of Architects Design 3roup has been invited to attend. The Chairman requested that al 1 members: t._y to attend this meeting. Tae Chairman introduced a new member, Myra Eal .. . Mr:- and Mrs. Dangleman have been reappointed to ant term. Perkins requested that he not be reappo_nte-d Tai= Chairman asked for the board's opinion on the cr eati : ii : _ • liaison with the Chamber _t '_'cmmterce. be d It was file :'i1S =.- '1= the bc,ar-? that this not. done The Chairman announced that Mrs Harriet French E'': r' bequeath r.. the museum d photographs and fern t I MINUTES, DECEMBER 12, 1989 PAGE 2 which belonged to Dr. Seth French. Discussion followed. It was noted that this platter was brought before the board due to th size of the donation and that small donations within the collecting parameters of the museum are handled by the staff. A motion was made by Mr. Peterson that "upon the recommendation of the Director, the advisory board of the Henry Shelton Sanford Memorial Library and Museum recommends to the City ..m r_: that the items belonging to Dr. Seth French offered by Harriet Boyd be accepted by the City and that a letter be prepared by the City informing Mrs. Boyd of this action." Dr. Parker seconded the motion. Motion was carried with one dissenting vote. The Director, Jim Jernigan, asked that the board assist in tl� creation of a collections management policy for the museum. Pill Simmons, City Engineer, asked for the board's consent to proceed with the contract with Architects Design Group for a • design concept. Tommy Peterson made a motion that the board authorize the City Engineer to accept the contract submitted by Architects Design Group, Inc. Dr. Parker seconded the motion. Motion carried by unanimous consent. The Chairman asked for the Curator's report. See attached. The Chairman called for nominations for officers for 1990. Mrs. Mikkola nominated Mrs. Logan for Chairman. Seconded by Dr. Parker. There being no further nominations, Mr. Peterson moved the nominations be closed. Seconded by Dr. Parker. Mrs. Logan was re-elected Chairman by unanimous consent. Dr. Parker nominated Mr. Peterson for Vice - Chairman. Mr. Peterson respectfully declined the nomination. Mrs. Mikkcla nominated Dr. Parker for Vice - Chairman. Seconded by Mr. Peterson. There being no further nominations, Dr. Parker was elected Vice - Chairman by unanimous consent. Mr. Peterson was asked to serve again as Chairman of the Building Committee. Mrs. Dangleman nominated Myra Bales for Secretary. There being no further nominations, a vote was taken. Myra Bales was elected • Secretary by unanimous consent. There being no further business, meeting was adjourned at 5:05 P.M. Signed: l 4�w� �- /Lei. Elma Dangleman, secretary )1.1.(//' h ADDENDUM DECEMBER 12, 1989 BOARD MEETING Report of the Building Committee The architects review committee has selected Architects Design Group as its first choice to design the building addition. The second choice was Gee and Jensen. The contract is currently being negotiated. Curator's Report Attendance: September 47 October 123 November 17 The museum added two staff members in October. Jeffrey Stanley • is now the part -time custodian and Michele Burier is a part -time museum aide. The museum also has a new volunteer, Isabel Wilson. The museum staff assisted the Historic Preservation Board with its recently completed walking tour brochure and the placement plaques•on the historic buildings downtown. The staff also assisted Altermese Bentley with research for the recently opened Georgetown exhibit at the Student Museum. The staff is currently assisting the Chamber of Commerce with it's 1990 historic Sanford calendar. The submission of a CFCFC grant application was cancelled. when it was discovered that the museum did not qualify for these funds. A "Swedish Heritage Night" was held at the museum on November 0 in conjunction with the St. Lucia Festival. 35 people attended. 22 of whom were Swedish descendants. Minutes December 12, 1989 Page 1' Mr. Peterson expressed concern over the manner in which the Beard members were selected for the review committee. Mr. Simmons. explained that he had attained names he believed appropriate and went forward. He apologized for the handling of this matter. Mr. Peterson recommended that the Board members=. selected. _ii serve as private citizens not as representatives of the E :ri? The Chairman stated that Mr. Peterson should be on this committee as Chairman of the Building Committee. Mr. Peterson said he would be uncomfortable representing the views of the Board as a whole. Mr. Jernigan asked for the floor. He apologized for the handling of the ' choice of the selection committee and stated he had teen the one who had recommended the names to Mr. Simmons_ lie stated that the names had been brought before the Board at tai: September meeting and no input came from the member? Ti t that • time. Mr. Simmons explained that he will coordinate the de :sign acti7ity after the contract is sinned- He can liaison with individuals or a committee representing the museum's interest. He e *ilr : =t this expansion will cost x200.000. The architect's contract :3n be done in phases with phase 1 being a design concept. The creation of construction documents would be phase _ and would i completed close to a construction date. Mr. Simplon was _ _ . there was $10,000 available from the City and that money would ': available from the Preservation Society. The Chairman noted that architect's plans must be •:omi_-1eted i:: order to apply for County Tourist money in the Spring it P:;9 Mr. Simmons said the contract could be awarded by the be of December. A concept should be complete by April Completion of construction documents takes about two months. Dr. Parker moved that Mr_ Peterson serve on the selection committee. Mr. Yancey seconded. Motion carried. Mr. Simmons explained there would be between three and = f ?.: on the short list created by the selection committee. There being no further business, the meeting was adjourned 411 • December 13, 1989 MEMORANDUM TO: City Manager FROM: Director of Engineering and Planning SUBJECT: Architect Contract for Henry Shelton Sanford Memorial LibrarY and Museum Additions and Renovation Mr. Faison: The Architect Selection Committee Inc. the subject ld r of e t ha selected Architects Design Group, n interested firms. The attached proposed contract has sonbe negotiated with that firm to cover, initially, only the development phase. The fee associated with Phase 1 is $7,200, including preparation of a master plan. These work products will define the proposed scope of work and facilitate the pursuit of • necessary construction funding through various avenues including State grants, Seminole County tourist tax program, and private donations. The Library Museum Advisory Committee has concurred with the proposed contract. Funds are available for this contract in the amount of $10,000 in account no. 001 - 5052 - 571 6 -00 It is recommended that City Commission approve execution of this contract by the Mayor. WAS:mca xc: Finance Director Parks Director 1 -Museum Curator Chairman, Museum and LibrarY Advisory Board • • HENRY SHELTON SANFORD MEMORIAL LIBRARY AND MUSEUM BOARD 520 East First Street Sanford, Florida 32771 Donald Vincent Mr. A.B. "Tommy" Peterson, Jr. 4689 Sanford Ave. P.O. Box 1776 Sanford, FL 32773 Sanford, FL 32771 -1776 Phone: (H) 322 -9159 Phone: 322 -6123 (W) 323 -1450 x 278 Term Expires: November 4, 1993 Term Expires: November 4, 1993 Mrs. Myra Bales Mr. Edward "Ned" Yancey Secretary 2100 Cordova Dr. 152 Mayfair Ct. Sanford, FL 32771 Sanford, FL 32771 Phone: 323 -0794 Phone: 323 -1805 Term Expires: November 4, 1991 •erm Expires: November 4, 1992 Mrs. Erma Danaleman Dr. Paul Bordenkircher 1706 S. Park Avenue 1610 Park Av. Sanford, FL 32771 Sanford, FL 32771 Phone: 322 -5456 Phone: (H) 323 -6547 Term Expires: November 4, 1992 (W) 323 -1450 ext 234 Term Expires: November 4, 1991 Mrs. Alfreda Wallace Mrs. Joyce Mikkola 904 W. 13th Street 401 W. 20th St. Sanford, FL 32771 Sanford, FL 32771 Phone: 323 -5111 Phone: 323 -8988 Term Expires: November 4, 1992 Term Expires: November 4, 1993 Dr. Vann Parker Vice- Chairman 130 N. Shirley Avenue Sanford, FL 32771 Phone: 322 -6252 Term Expires: November 4, 1991 • Ordinance is silent on City residency requirement. Three year terms.