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Home My WebLink AboutSMBA Misc Correspondence 1988 o Sanford, Fj 0.NA � P.O. Box 1778 — 32772 -1778 N.4 d • Telephone (305) 322 -3161 January 5, 1988 Mr. Paul Bordenkircher 1610 Park Avenue Sanford, Florida 32771 Dear Mr. Bordenkircher, On October 26, 1987, 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 goals, 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, r � . N. T , Jr. City Clerk jem enclosure 41/ cc: City Manager Director of Parks & Recreation Curator "The Friendly City" of Sanford, Fj GtA rld P.O. Box 1778 — 32772 -1778 • Telephone (305) 322 -3161 January 5, 1988 Mr. Braxton Perkins 2119 Sanford Avenue Sanford, Florida 32771 Dear Mr. Perkins, On October 26, 1987, 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 goals, 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, / , Jr.� City Clerk jem enclosure • cc: City Manager Director of Parks & Recreation Curator "The Friendly City" o Sanford, Florin/ °rj d d P.O. Box 1778 — 32772 -1778 • Telephone (305) 322 -3161 January 5, 1988 Mr. Ned Yancey 2100 Cordova Drive Sanford, Florida 32771 Dear Mr. Yancey, On October 26, 1987, 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 goals, 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, . N. , r City Clerk jem enclosure • cc: City Manager Director of Parks & Recreation Curator "The Friendly City" (D A Sanford, Fj rjd P.O. Box 1778 — 32772 -1778 • Telephone (305) 322 -3161 January 5, 1988 Mr. Tommy Peterson 103 Commercial Street Sanford, Florida 32771 Dear Mr. Peterson, On October 26, 1987, 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 goals, 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, N. - , Jr. City Clerk jem enclosure • cc: City Manager Director of Parks & Recreation Curator "The Friendly City" o\ Sanford, Fl c .;)tA P.O. Box 1778 — 32772 -1778 1111 Telephone (305) 322 -3161 January 5, 1988 Mrs. Alfreda Wallace 904 West 13th Street Sanford, Florida 32771 Dear Mrs. Wallace, On November 9, 1987, 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, 411 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 goals, 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, N amm, Jr� City Clerk jem enclosure cc: City Manager Director of Parks & Recreation Curator "The Friendly City" ° A Sanford ' F lori P.O. Box 177E — 32772-1778 dd • Telephone (305) 322 -3161 January 5, 1988 Mrs. Phillip Logan 2305 S. Grandview Avenue Sanford, Florida 32771 Dear Mrs. Logan, On November 9, 1987, 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 goals, 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, . N. T , Jr. C..� City Clerk jem enclosure • cc: City Manager Director of Parks & Recreation Curator "The Friendly City" d Sanford FIo rld d P.O. Box 1778 — 32772 -1778 • Telephone (305) 322 -3161 January 5, 1988 Dr. Vann Parker 130 N. Shirley Avenue Sanford, Florida 32771 Dear Dr. Parker, On November 9, 1987, 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 goals, 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, 4 7 N. , Jr. City Clerk jem enclosure • cc: City Manager Director of Parks & Recreation Curator "The Friendly City" Sanford o Fl o Gl�� rjd • P.O. Box 1778 — 32772 -1778 Telephone (305) 322 -3161 January 5, 1988 Ms. Joyce Mikkola 401 West 20th Street Sanford, Florida 32771 Dear Ms. Mikkola, On October 26, 1987, 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's Library Museum Curator, coordinates all meetings and will provide you with a copy of the Board's goals, 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, - , Jr. City Clerk jem • enclosure cc: City Manager Director of Parks & Recreation Curator "The Friendly City" a t-- )_ jE),;,/ • J r January 20, 1988 Mayor Bettye Smith Commissioner John Mercer Commissioner Robert Thomas Commissioner A. A. McClanahan Commissioner Herbert Eckstein Dear Mayor Smith and Commissioners: Since the formation of the Henry Shelton Sanford Memorial Library and Museum Board your appointees have worked to establish By -laws and operating procedures. Your Board feels that as they are appointed by the Commissioners of the City of Sanford that their direct responsibility is to the City Commission. Therefore, we feel that all communications of the Board should be directed to the Commissioners and approved or disapproved by them as the case may be and forwarded through the Parks and Recreation Department to the Museum staff. In our opinion this chain of command is cumbersome and would be greatly streamlined and made more efficient if the • physical facilities and the grounds were the responsibility of the Parks and Recreation Department and that the administration of the Museum was a direct responsibility of the Board, subject of course to City Commission Authority. In our By -laws we have stated that we are a policy making Board. This appeared to be'the intent of the ordinance, however, by reference, we are an advisory Board. If it was not your intention for us to establish policy, subject to your approval, please advise us. Everyone is trying hard to establish a harmonious continuity of purpose. Most of the problems that have developed have been the direct result of the lack of space to carry out the functions which all of us, the Board, the staff, the Preservation Society and those citizens interested in the Museum, feel necessary to properly carry out the intended purpose of the organization. I am including a copy of the By -laws adopted by the Henry Shelton Sanford Memorial Library and Museum Board. Very truly yours, A. B. Peterson, Jr. Chairman • Henry Shelton Sanford Memorial library and useum • 520 EAST FIRST STREET SANFORD, FLORIDA 32771 January 22, 1988 Honorable Bettye D. Smith 103 Country Place Sanford, Florida 32771 Dear Mayor Smith: Since the formation of the Henry Shelton Sanford Memorial Library and Museum Board your appointees have worked to establish By -laws and operating procedures. Your Board feels that as they are appointed by the Commissioners of the City of Sanford that their direct responsibility is to the City Commission. Therefore, we feel that all communications of the Board should be directed to the Commissioners and approved or disapproved by them as the case may be and forwarded through the Parks and Recreation Department to the museum staff. In our opinion this chain of command is cumbersome and would be greatly streamlined and made more efficient if the physical • facilities and the grounds were the responsibility of the Parks and Recreation Department and that the administration of the Museum was a direct responsibility of the Board, subject of course to City Commission Authority. In our By -laws we have stated that we are a policy making Board. This appeared to be the intent of the ordinance, however, by reference, we are an advisory Board. If it was not your intention for us to establish policy, subject to your approval, please advise us. Everyone is trying hard to establish a harmonious continuity of purpose. Most of the problems that have developed have been the direct result of the lack of space to carry out the functions which all of us, the Board, the staff, the Preservation Society and those citizens interested in the Museum, feel necessary to properly carry out the intended purpose of the organization. I am including a copy of the By -laws adopted by the Henry Shelton Sanford Memorial Library and Museum Board. Very truly yours, • A. B. Peterson, Jr. Chairman oA Sanford, Fj G A rl • P.O. Box 1778 — 32772 -1778 Telephone (305) 322 -3161 February 9, 1988 -•, 8 101988 Mr. A. B. Peterson, Jr. v 108 Commercial Street ' ` Sanford, Florida 32771 �.___�- RE: BY -LAWS OF THE GENERAL HENRY SHELTON SANFORD MEMORIAL LIBRARY AND MUSEUM BOARD Dear Mr. Peterson, On February 9, 1988 the City Commission of the City of Sanford, Florida, considered the request of the Library Board for acceptance of the By -Laws and operating procedures by the Commission. The action of the Commission was place said request on a work • session agenda on February 15, 1988. If this office can be of further service, please let us know. Yours very truly, N. - , Jr. City Clerk jem attachment cc: City Manager Director of Parks and Recreation Library /Museum Curator 410 "The Friendly City" 3icnrg Shelton 'Sanford Museum tibrarg flistorical rtscruation ig FEB lu 1 Mrs. Jean Fowl 98 -i Myra G. Sizemore, President J17 ..- Mrs. Juanita Mercer, Treasurer Mrs. P. Peterson, Rec. Secretary Mrs. Carol Kirchhoff, Corresponding Secretary We would like to extend a cordial invitation to you to become a member of The General henry Shelton Sanford Museum Library Ilistorical Preservation Society. The Society is an independent non - profit corporation made up of dues paying members who elect their bwn officers to conduct the business of the Society. Annual dues of $10:00 * entitle you to attend the annual meeting, receive notice of new exhibits and be a part of the general policy making of the Society. The monies collected as dues and from various fund raisng activities, less a small amount allotted for operating funds, go directly into the building fund for future expansion of the • facilities. The'main function of the Societ "is to by Y � promote use of the Museum- Library y providing exhibi,s, speakers and fund raising programs. We also act as a support group for the staff by providing volunteers for Museum duties. • The Society has only an advisory responsibility for the maintenance and day -to -day operations of the Museum - Library. We are asking you, as people living in Sanford, to support your local Museum- Library. By accepting our invitation you send a message to the City Commission that you are interested and support efforts to collect and preserve the heritage of your City. Please give us your support. - — * Student Membership $ 1.00 Single Membership $ 10.00 Family Membership $ 25.00 Patron Membership $100.00 • Corporation Membership $500.00 • I 520 at first Strcct Sanford, Florida 32771 (305) 321 4710 �--�° o\ Sanford, Fj Odd G \ \� d P.O. Box 1778 — 32772 -1778 • Telephone (305) 322 -3161 February 23, 1988 Miss Myra Sizemore P.O. Box 1776 Sanford, Florida 32772 -1776 Dear Miss Sizemore, Congratulations on your election as President of the General Henry S. Sanford Library- Museum Historical Preservation Society. It will be a pleasure to work with the support of the Preservation Society. I am really excited about the hiring of a full time Curator to add professional leadership for our volunteers. • The best news is that each of our three entities, Staff, Library Board and General Henry S. Sanford Library - Museum Historical Preservation Society each have objectives to reach a common goal. Staff which is headed by our Curator and Associate Curator, Alicia Clarke and Mildred Caskey are charged with the responsibility to direct and administer the day by day operations which include planning and setting exhibits, custodians of artifacts, and making decisions which guide our direction. The Library Board is a group that plans the goals, objectives and policies of the Library- Museum and recommends same to the City Commission. The City Commission may accept, reject or revise the recommendations and City Commission can then direct staff to carry out such policies. The Henry S. Sanford Library- Museum Historical Preservation Society exists as a friend of the Library- Museum and support group. Their place in the triangle has been much misunderstood in the past. Several of their support features has been to furnish volunteers, raise funds for building replacement and other volunteer jobs as directed by the Library Curator. In order for there to be progress in the development of our Library- Museum we must all "march to the same tune" and to do this • we must all respect the position of each. "The Friendly City" I received a mail -out from your office two weeks ago in which I found several misconceptions being stated as the responsibilities of the General Henry Shelton Sanford Museum - Library. The attached paper is a copy of your flyer which I received in the mail. In paragraph 3 it states that the society provides exhibits. All exhibits are planned and presented by the Curator. In paragraph 4 it states "The Society has only an advisory responsibility for the maintenance and day to day operations of the Museum - Library." The Henry Shelton Sanford Museum - Library Historical Preservation Society has no responsibility for day to day maintenance, advisory or otherwise. I certainly applaud all efforts to record and preserve our local history and be able to pass it on to our coming generations. We must not waste our efforts in opposition to either group because all three play a supporting role in the future success of Historical Preservation of General Sanford and his artifacts as well as the colorful local history of Sanford, the community. Since ely, James R. Jernigan Director Culture Recreation & Parks JRJ /lt Copies: Mayor Bettye D. Smith Frank Faison, City Manager Tommy Peterson, Chairman Henry Shelton Memorial Library- Museum Board Alicia Clarke, Curator Henry Shelton Memorial Library- Museum • Henry Shelton Sanford Memorial Library and Museum 520 East First Street Sanford, Florida 32771 • MEETING OF LIBRARY— MUSEUM BOARD MARCH 8, 1988 4:15 P.M. A G E N D A CALL TO ORDER MINUTES OF LAST MEETING CURATOR'S REPORT DISCUSSION OF ROLE OF BOARD DISCUSSION OF ROLE OF PRESERVATION SOCIETY • ADJOURN • MINUTES • HENRY SHELTON SANFORD MEMORIAL LIBRARY AND MUSEUM BOARD MARCH 8, 1988 4':15 P.M. PRESENT: Mr. Tommy Peterson Mrs. Erma Dangieman Mrs. Joyce Mikkola Jim Jernigan, Director Dr. Vann Parker Alicia Clarke, Curator Mr. Braxton Perkins, Jr. Jean Postell, Clerk Meeting was called to order at 4:18 PM. The minutes of the previous meeting were read by Mrs. Dangleman and approved by acclamation. The Chairman read a letter that he had sent to the City Commission requesting clarification of the duties of the Library /Museum Board. He stated that he was concerned that the Board had no further responsibilities once the goals for the museum were set. Mr. Jernigan said that this board was very important and that it should continue to formulate policy and set goals for the Library /Museum. Mr. Jernigan was asked about the Curator's authority. He explained that Ms. Clarke was in charge of the Library /Museum and • that she reported directly to him. A question was asked concerning the role of the Preservation Society. Mr. Jernigan explained that five years ago, the Society was created to raise money and provide volunteers for the Library /Museum. The organization was chartered to act as a friend and supporter of the Library /Museum but confusion arose over this and some members felt that the Society operated the Library /Museum. This situation was further complicated by the fact that Board members who were also members of the Society did not separate the two roles when Society activities were planned and therefore went beyond their authority. Mr. Jernigan said that activities should be coordinated with the Curator. Mr. Peterson asked if the Board should review the budget for thE Library /Museum. Mr. Jernigan said that the Board could _nly review and lobby the budget. The Board understands and feels that their function is to make recommendations to the pity Commission. The members of the Board expressed the opinion that their number one priority was a larger facility. The Chairman suggested that the City look into purchasing the Feinberg building in downtown Sanford at a cost of $ 800,000. Following a discussion, Dr. • . Page 2 M March 8, 1988 Parker made a motion that the Board recommend to the City Commission that an architect be contracted to examine the feasibility of using the Feinberg building and, alternately, the cost of expanding the existing building. Mr. Perkins seconded the motion. The motion was passed by unanimous vote. Ms. Clarke asked for the Board's opinion on food and drink in the Library /Museum. She suggested that this matter be handled on a case -by -case basis. The Board concurred. She then asked for opinions on the use of the Library /Museum for meetings by groups other than the Preservation Society. The Board felt that the Preservation Society was the only organization authorized to hold . regular meetings at the Library /Museum. Other organizat,ons requesting use of the facilities should be dealt with on a case - by -case basis for a one time use only. Following further discussion of the responsibilities of the Board, it was determined that their role should be goal setting and setting the policies to achieve those goals. Meeting was adjourned at 5:41 PM. • • :__Ii, �i / ,, ( • ROUTING MEMO Department or Initials TO Name Organizational Code Action and Date 9 / ,,,,,,- 9 2 Ig etr . ,i'd (, . l ( . i ACTION 4 Please Call Me 8 Note and Return 12 Re Our Conversation 1. Your Information 5 Please Handle 9. Signature 13. Your Comments or 2. Approval 6 As Requested 10. Please Reply Recommendations �� 14 Read and Pass On 3. Please See Me 7 Please File " t t ee "Remarks" • REMARKS (Use Reverse Side tor More Space) — LIU CeffaCkd XAH-te Ae_, 6 - a i !, 1 Cs, 6 - § ,,,,,,,:„._ "Q..c.A ,J-46,,ck'.J-., ,o. iz.:(t1/41, .c. fi itt,ei d-,-2zeti , 4 ,,, , A c od,,,,J,) ,,,,Lctiztu ,y,„,,,,z_a--7,._ FROM DATE ) III I 7, , Henry Shelton Sanford Memorial Library and Museum \, 520 East First Street Sanford, Florida 32771 March 15, 1988 The Honorable Bettye Smith Sanford City Hall Post Office Box 1778 Sanford, Florida 32772 -1778 Dear Mayor Smith: r After many hours of thought and open discussions by your appointed Library- Museum Board a clear purpose and function of this Board has evolved. The purpose for which the Library- Museum Board was appointed is to recommend policy and establish guidelines to achieve the aims and direction dictated by the agreement between the City of Sanford and Mrs. Dow dated April 15, 1955 and Ordinance #1873. The function of the Library- Museum Board will be to provide the supervision necessary to keep the operation of the Library- • Museum in compliance with established 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 simultaneously. The purpose of this is to keep the Library - Museum Board informed. All communication between the Parks and Recreation Department and the City Commission concerning Library- Museum operations shall be sent to the Library- Museum Board, for informational purposes only. All requests or recommendations made by the Parks and Recreation Department to the City Commission concerning Library- Museum operations will be reviewed by the Library- Museum Board. The Library- Museum Board will then forward its recommendation directly to the City Commission. The purpose of this being to give an opportunity to work out any differences of opinion that may exist between the Library- Museum Board and the Parks and Recreation Department prior to action by the City Commission. III J Mayor Bettye Smith ` March 15, 1988 Page 2 Should the Library- Museum Board from time to time find it necessary to initiate recommendations to the City Commission, said recommendations will be furnished to the Parks and Recreation Department ten days prior to the Board's presentation of its recommendation to the City Commission. The foregoing procedure should provide smooth and harmonious operation between the three entities involved in the operation of the Library- Museum. If you and the other Commissioners feel this organizational plan to be practicable or if you have comments which will complement this plan, please advise. If the plan, as it stands, is acceptable, please implement it in whatever form is necessary so that we may have a clear mandate of our role. Very truly you, s , A. B. Peterson', r. Chairman - cc: Jim Jernigan Frank Faison Board Members • Sanford Norir4 of f G • P.O. Box 1778 — 32772 -1778 Telephone (305) 322 -3161 April 12, 1988 Mr. A. B. Peterson, Jr., Chairman Henry Shelton Sanford Memorial Library & Museum Board 520 East First Street Sanford, Florida 32771 Dear Mr. Peterson, On April 11, 1988 the City Commission of the City of Sanford, Florida reviewed the purpose and function of the Library Board. The action of the Commission was to approve the organizational plan for the purpose and function of the Library Board as stated • in your letter of March 15, 1988. If this office can be of further service, please let us know. Yours very truly, N. - , Jr. City Clerk jem cc: City Manager Director of Parks & Recreation Museum Curator • "The Friendly City" • AMENDED MINUTES HENRY SHELTON SANFORD MEMORIAL LIBRARY AND MUSEUM BOARD JUNE 14, 1988 4:15 P.M. PRESENT: Mr. Tommy Peterson Dr. Paul Bordenkircher Mr. Ned Yancey Mrs. Joyce Mikkola Mrs. Alfreda Wallace Ms. Alicia Clarke,Curator Mrs. Erma Dangleman Ms. Jean Postell, Clerk Typist The meeting was called to order at 4:30 P.M. by Chairman Peterson. The minutes of the last meeting were read by the Secretary, Mrs. Dangleman. Mr. Peterson noted that there is a discrepancy between the description of the duties of the Board found in the letter approved by the City Commission and in the minutes of the last meeting. The Board requested that the staff look into this. A motion was made that the minutes be approved as read. Motion seconded and passed unanimously. • The Chairman asked for old business. The Curator announced that the 1988 -89 budget for the Library /Museum had passed the preliminary review without any cuts being made. Capital funds for building expansion, however, were not approved for this fiscal year. The members of the Board expressed dismay that they had not been given a copy of the budget. The Curator explained that she was new to the City's budget process and apologized for failure to keep the Board fully informed. She stated that she would send members an abbreviated version of the budget. The Chairman suggested that they review this and then vote at a later date on whether or not to recommend it to the City Commission. In the interest of moving along the proposed building project, a motion was made by Mrs. Mikkola that the Board request $10,000.00 be included in the budget in order to hire an architect begin plans for expansion of the existing facility. The motion was seconded by Mrs. Wallace and passed unanimously. The Curator stated that she had requested that funds for an architect be included in the operating budget for the museum and that she had been advised by the Director that such monies would come under t separate budget covering major building projects for the city. Mrs. Mikkola requested that the staff record specific statistics regarding visitors to the Library /Museum. Of particular interest was the reason for the visit and where the visitor was from. She also suggested having strict guidelines for the selectins a._d training of volunteers. • The Curator expressed concern about the poor condition of the landscaping around the Library /Museum. She said it was her c ; 11(/4 Amended Board Meeting Minutes Page 2 understanding that the Scenic Improvement Board was responsible for this area. The Chairman stated that he would request clarification on whose responsibility it was to oversee are of grounds. There being no further business Dr. Bordenkircher moved that the meeting be adjourned, Mrs. Wallace seconded, and the motion was passed unanimously. The meeting was adjourned at 5:20 P.M. • F Henry Shelton Sanford Memorial library and Museum • 520 EAST FIRST STREET SANFORD, FLORIDA 32771 DATE: June 21, 1988 TO: Sanford City Commission FROM: A. B. Peterson, Jr., Chairman - r Library /Museum Board RE: Ground Maintenance At the quarterly meeting on June 14, the Board requested that the Chairman determine who is responsible for maintenance of the Library- Museum grounds as there has been some confusion as to • whether it is the responsibility of the Parks and Recreation Department or the Scenic Improvement Board. The confusion has resulted in lack of care of shrubbery and lawn at the Library - Museum which produces an unkept appearance. Delivered to Jim Jernigan, Parks and Recreation Department, on June 21, 1988. To be delivered to Sanford City Commission at work session of July 4, 1988. • o Sanford Fjor . P.O. Box 1778 — 32772 -1778 "4$ Telephone (305) 322 -3161 • June 22, 1988 Mr.. A.B. Peterson, Sr. Chairman Library Museum Advisory Board 103 Commercial Street Sanford, Florida 32771 Dear Tommy, Sorry I missed the last board meeting of the Library Museum Advisory Board. After talking with Alicia I understand there is interest in the budget submittal for operations in 1988 -89. I have enclosed a copy of the proposed operational budget for 1988/89 with the exception of the Capital Budget which has not been set at this point. The City Commission have scheduled their budget review on • July 5,6,7, & 8, 1988 at 4:00 p.m. in City Hall. It is at this time you or the Board may have some points to discuss with the City Commission. The budget submitted to the City Commission is the City Manager's budget and will contain very little in Capital Projects. After reviewing revenues and budget requirements the City Commission will establish the Capital Projects budget based on monies available after operating. It is this area that the expansion program in building for the Library Museum could be presented. Although the Library- Museum expansion concept has been moved from year to year it has never been officially funded and is still just a concept. The misunderstanding of the Advisory Board or some of its members that the money for expansion has been appropriated in prior years is a total misconception. • "The Friendly City" Henry .Shelton ganford Memorial Library and MUSeum 520 EAST FIRST STREET SANFORD, FLORIDA 32771 • MEMORANDUM DATE: June 27, 1988 TO: Sanford City Commission FROM: A. B. Peterson, Jr., Chairman Library /Museum Board RE: 1988/89 Budget The enclosed Proposed Budget request for 1988/89 was sumitted to the Library /Museum Board for their review after its completion. The Library /Museum Board recommends those items in the Pro- posed Budget 1988/89 but requests that an additional item of $10,000.00 be added. That these additional funds will be used by the Library /Museum to seek architectural help in attempting • to ease the problems created by lack of space, i.e. evaluation of existing facilities and the expansion thereof; the evaluation and recommendation concerning other available facilities. The Library /Museum Board further observed that the care of General Sanford's book has been included in the Miscellaneous Repair items. We feel that a certain amount should be designated specifically under a separate heading for that purpose. This should not be discretionary. Delivered to Jim Jernigan, Parks and Recreation Department, on June 27, 1988 for informational purposes only in compliance with Paragraph 4 of The Organizational Plan adopted by the City of • Sanford April 11, 1988. l Sanford , F ��, °� lort • P.O. Box 1778 — 32772 -1778 Telephone (305) 322 -3161 June 29, 1988 Mr. A.B. Peterson, Jr., Chairman Library /Museum Board 103 Commercial Street Sanford, Florida 32771 Dear Tommy, I have received your memo dated 6/27/88 addressed to the City Commission. The two items regarding budgets you refer to are two separate subjects of the budget make -up. The first item addresses the Library Museum expansion and the hiring of the architect for preliminary concepts. This item is a Capital Funds item which has not been addressed by the City Commission • for the 1988/89 1)udget year. The shortage of anticipated revenues for the 1988/89 budget year would make any additional capital items doubtful. This does not rule out donations to the City of Sanford by any support groups of the Library- Museum. The second item you refer to is the line item regarding the book repairs. Only the terminology has changed and not the intent of continued annual repair to our books. Staff sees no problem in this area since we have a full time Curator monitoring this program. The Curator's day to day involvement with all volumes gives her a working knowledge of immediate needs. Staff feels this is the best method of responding to the restoration needs. I am sure that budget line item names and descriptions will change even more as we totally go to computerize accounting however this does not mean the intended mission is changed. Please let me know if I can be of further service. Sincerely, • JRJ /llt James R. Jernigan Attachment: Mr. Peterson's Director memo of 6/27/88 Recreation & Parks Department cc: City Manager City Commission Library Board yr Curator "The Friendly City Henry Shelton ganford Memorial Library and Museum 520 EAST FIRST STREET SANFORD, FLORIDA 32771 MEMORANDUM DATE: June 27, 1988 TO: Sanford City Commission FROM: A. B. Peterson, Jr., Chairman Library /Museum Board RE: 1988/89 Budget The enclosed Proposed Budget request for 1988/89 was sumitted to the Library /Museum Board for their review after its completion. The Library /Museum Board recommends those items in the Pro- posed Budget 1988/89 but requests that an additional item of $10,000.00 be added. That these additional funds will be used • by the Library /Museum to seek architectural help in attempting to ease the problems created by lack of space, i.e. evaluation of existing facilities and the expansion thereof; the evaluation and recommendation concerning other available facilities. The Library /Museum Board further observed that the care of General Sanford's book has been included in the Miscellaneous Repair items. We feel that a certain amount should be designated specifically under a separate heading for that purpose. This should not be discretionary. Delivered to Jim Jernigan, Parks and Recreation Department, on June 27, 1988 for informational purposes only in compliance with Paragraph 4 of The Organizational Plan adopted by the City of • Sanford April 11, 1988. ti f Sa nford � :. Glkg ° ° r l d P.O. Box 1778 — 32772 -1778 ''' Telephone (305) 322-3161 t . i' June 22, 1988 Mr. A.B. Peterson, Sr. Chairman Library Museum Advisory Board 103 Commercial Street Sanford, Florida 32771 Dear Tommy, Sorry I missed the last board meeting of the Library Museum Advisory Board. After talking with Alicia I understand there is interest in the budget submittal for operations in 1988 -89. I have enclosed a copy of the proposed operational budget for 1988/89 with the exception of the Capital Budget which has not been set at this point. • The City Commission have scheduled their budget review on July 5,6,7, & 8, 1988 at 4:00 p.m. in City Hall. It is at this time you or the Board may have some points to discuss with the City Commission. • The budget submitted to the City Commission is the City Manager's budget and will contain very little in Capital Projects. After reviewing revenues and budget requirements the City Commission will establish the Capital Projects budget based on monies available after operating. It is this area that the expansion program in building for the Library Museum could be presented. Although the Library- Museum expansion concept has been moved from year to year it has never been officially funded and is still just a concept. The misunderstanding of the Advisory Board or some of its members that the money for expansion has been appropriated in prior years is a total misconception. • "The Friendly City" , . Please let me know if you need further information. 4110 Sincerely, James R. Jernigan Director Recreation & Parks Department Copies: Library Museum Board City Manager Curator Enclosure: Copy of Library Museum proposed budget 1988/89 • • . LIBRARY MUSEUM (PROPOSED) II I BUDGET 1988/89 2 -01- 52121 -8 Salary $41,115.00 2- 01- 52121 -7 Other Personnel Services 780.00 2 -01- 52211 -7 FICA 3,088.00 2- 01- 52212- Medicare Tax 12.00 2 -01- 52221 -6 Retirement Contributions 5,600.00 2 -01- 52231 -5 Medical, Hospital, Life Insurance 4,081.00 2- 01- 52241 -4 Workmen's Compensation 48.00 2 -01- 52316 -4 Medical & Dental 45.00 2- 01- 52341 -2 Janitorial 1,500.00 2 -01- 52342 -0 Pest Control 650.00 2- 01- 52401- Schooling 150.00 2 -01- 52402- Conference 300.00 2 -01- 52411 -3 Telephone 1,400.00 2 -01- 52421 -2 Postage 225.00 2- 01- 52431 -1 Electricity 5,000.00 2 -01- 52432 -9 Water & Sewer 200.00 2 -01- 52443 -6 Rental Equipment 225.00 2 -01- 52451 -9 Insurance- Building contents 2,465.00 2 -01- 52452 -7 Insurance - Public Liability 10.00 • 2 -01- 52461 -8 Office Equipment Maintenance 800.00 2 -01- 52462 -6 Installed Building Equipment Repair & Parts 2,500.00 2 -01- 52467 -5 Building Materials & Supplies 500.00 2 -01- 52468 -3 Miscellaneous Repairs 8,000.00 2 -01- 52471 -7 Printing & Binding 600.00 2 -01- 52472 -5 Duplicating Charges 200.00 2 -01- 52511 -0 Office Supplies 450.00 2 =01- 52524 -3 Janitorial Supplies 100.00 2- 01- 52527 -6 Small Tools & Minor Equipment 350.00 2 -01- 52528 -4 Miscellaneous 2,150.00 2- 01- 52542 -7 Dues & Memberships .. 250.00 2 =01- 52542 -5 Subscriptions & Books 300.00 2- 01- 52543- Training Materials 100.00 2 -01- 52545- Conference Registration 125.00 2 -01- 52544 -1 Schooling- Tuition & Books 150.00 2= 01- 52622 -5 Building Improvements 4,330.00 TOTAL (PROPOSED) BUDGET $87,799.00 HENRY SHELTON SANFORD LIBRARY AND MUSEUM BOARD MEETING SEPTEMBER 13, 1988 4:15 P.M. PRESENT: Mr. Tommy Peterson Dr. Paul Bordenkircher Mrs. Phillip Logan Mrs. Erma Dangleman Mr. B. L. Perkins, Jr. Mr. Jim Jernigan, Director Mr. Ned Yancey Ms. Alicia Clarke, Curator Mrs. Joyce Mikkola Ms. Jean Postell, Clerk Typist Meeting was called to order at 4:22 P.M. Chairman asked for discussion of minutes of last meeting. Several changes were made. Minutes were approved as amended. Chairman announced that the Board had received a letter from the City Commission rejecting the request for $10,000.00 for retaining an architect. Chairman pointed out that the Library/Museum is being considered as recipient of County . recreation tax funds, if passed. In order to request these funds for building expansion, the Board must have plans. Following a discussion in which Mr. Jernigan stated that land could be available for expansion aE necessary, it was decided to request the funds for an architect from the Preservation Society. ". Building Committee was set up to discuss project. The committee is composed of Mrs. Logan as Chairman, Mr. Yancey, and Dr. Bordenki2 A meeting was set up for 4:15 P.M. on September 19th. Chairman announced that the terms of Dr. Parker; Dr. Bordenkiroher, and Mr. Yancey were due to expire in November. He asked if they wished to serve again. Dr. Bordenkircher and Mr Yancey said yes. Dr. Parker was not present. The Chairman said he would submit the names to the City Commission for reappointment. Chairman complimented the Preservation Society newsletter and all members expressed their hopes for the Society's sucess. Mr. Jernigan explained the complications in bringing buildin projects before the City Commission and the procedure used tc develop and present a budget. Meeting adicurned at 5:00 P.M. • i / Meeting was called to order at 4:22 PM. Chairman asked for discussion of minutes of last meeting. Several changes were made. Minutes were approved as ammended. Chairman announced that the Board had received a letter from the City Commission rejecting the request for $10,000.00 for retaining an architect. Chairman pointed out that the Library /Museum is being considered as recipient of County recreation tax funds, if passed. In order to request these funds for building expansion, the Board must have plans. Following a discussion in which Mr. Jernigan stated that land could be available for expansion as necessary, it was decided to request the funds for an architect from the Preservation Society. A Building Committee was set up to discuss project. The committee is composed of Mrs. Logan as Chairman, Mr. Yancy, and Dr. Bordenkircher. A meeting was set up for 4:15 on Sept. 19. Chairman announced that the terms of Dr. Parker, Dr. Bordenkircher, and Mr. Yancey were due to expire in November. He asked if they wished to serve again. Dr. Bordenkircher and Mr. Yancey said yes. Dr. Parker was not present. The Chairman said III he would submit the names to the City Commission for reappointment. Chairman complimented the Preservation Society newsletter and all members expressed their hopes for the Society's success. Mr. Jernigan explained the complications in bringing building projects befcre the City Commission and the procedure used t^ develop and present a budget. Meeting adjourned at 5:00 PM. III Henry Shelton Sanford Memorial library and Museum 520 EAST FIRST STREET SANFORD, FLORIDA 32771 • September 14, 1988 Mayor Bettye Smith & City Commissioners Sanford City Hall Post office Box 1778 Sanford, Florida 32772 -1778 Dear Mayor Smith & City Commissioners: The Board of the Henry S. Sanford Memorial Library and Museum wishes to make the following recommendation to fill three (3) vacancies which will occur on our Board as of November 4, • 1988. It is our desire that the three (3) persons now filling these offices be retained for an additional three (3) year term, specifically: Mr. Edward "Ned" Yancey, Dr. Paul Bordenkircher, and Dr. Vann Parker. This is in compliance with Ordinance #1873 and our By -laws. Very truly yours, B. - e e on, r Chairman of Board • 411 Henry Shelton Sanford Memorial Library and Museum • 520 East First Street Sanford, Florida 32771 Meeting of the Building Committee for the Board of the Hens Shelton: Sanford Memorial Library and Museum will he: DATE: Thursday, September 22, 1988 TIME: 4:00 P.M'. PLACE: Library /Museum • • • 2305 Grandview Avenue Sanford, FL 32771 September 26, 1988 Mr. A. B. Petersaon, Jr. 120 North Park Avenue Sanford, FL 32771 Re: Museum Dear Tommy: While visiting with Janice Springfield at Sun Bank the other day we talked about the storage of materials for the Museum in the bank vault. Sun Bank requires a letter from the Museum listing the people we wish to authorize to have access to the vault and from that they will make out the bank card authorizing such visits. I asked Alicia to draw up such a letter for your • signature and I will be glad to take it to the proper lady at the bank, or you can make it to Janice's attention and mail it. Alicia felt that you, she and Jim Jernigan would be the proper persons to list. This is a bank regulation, not ours, of course. Janice did assure me that the bank was happy to store the materials and, as far as she knows, there is no urgency in making other arrangements. Ned, Paul, Alicia and I met (we missed you) and had a general discussion of how to go about setting up a proposal for services of an architect. After talking with some community leaders, it seems that our aim should be for a major museum, keeping the present museum as bound by the original agreement. There may be greater likelihood of obtaining funds for a major museum than for merely enlarging the present one. Alicia feels that it should be with historial emphasis rather than general. At any rate, keeping this in mind, it seems we might ask for a plan (when we finally get to talk with an architect) to encompass a major museum which could be built in stages. Does any of this sound like we are on the right track? 411 • The committee will meet again shortly to determine how best to proceed. Before that I hope to find out a litle more about what we need from the architect's point of view as well as the Commission's to request money to secure bids from architects. There is, incidentally, a very real possibility that the County Commission may work with us on a major museum if we can approach them properly. Rumor has it that the County Commission is interested in tearing down the building which presently houses the museum in the old county home. That, plus the fact that the County museum does not have any secure area, may help us work together. Sincerely, (Mrs. Phillip Logan) . PS I have trouble wording the function of our committee, and I realize I may not be using some words properly in this letter. We really are just supposed to prepare a proposal to present to the City Commission to request funds so that architects may be invited to bid on drawing up plans for the museum. Is that correct? To do this, it seems necessary to more clearly define our long range goal for the museum, and to explore possibilities of cooperation from the community. s L. 090 Pea fl Op1 �lili u Company A.B. PETERSON, JR. SCV • A.B. PETERSON. 111 CRA 120 N. PARK AVENUE. P.O. BOX 1776 LICENSED REAL ESTATE BROKERS cSanfotd, Jfol c/a 32772 - 1776 TELEPHONE: AREA CODE 305/322.6123 September 28, 1988 Mrs. Phillip Logan • 2305 Grandview Avenue 1 ." Sanford, Florida 32771 Dear Bunnie: Thank you for your letter of the 26th and I am happy to hear that you and your committee have been active. This is certainly a refreshing change. I concur in the thinking expressed in your letter relating to obtaining funds for a major museum but feel strongly that our present museum be • a part of any undertaking directed toward consolidation and enlargement. I feel that members of our committee should represent our Library/Museum and take a leadership role in all consolidation and enlargement projects. Enclosed please find a letter to Janice Springfield at Sun Bank regard- ing authorization for Ms. Alicia Clarke to have access to the vault. Very truly yours, B. Peters.* Jr. ABPJR /mgs Enclosure • oA Sanford, Fl P.O. Box 1778- 32772 -1778 • Telephone (407) 322 -3161 1 September 28, 1988 tI 2 9 1988 1 ��. L iQ *C_-; ti - u Mr. Edward "Ned" Yancey 2100 Cordova Drive Sanford, Florida 32771 Dear Mr. Yancey: On September 26, 1988 , the City Commission re- appointed you to serve on the Henry Shelton Sanford Memorial Library and Museum Board, for a three (3) year term commencing November 4, 1988. The Commission wishes to express its appreciation for your dedication to this municipal endeavor. If th.s office can be of further service, please let us • know. Yours very truly, 41014 Tam, Jr. City Clerk jem cc: City Manager Director of Parks & Recreation Museum Curator • "The Friendly City" o Sanford, pi • �, ; t -� G1 d 1.1 ._.1.,__ • • P.O. Box 1778- 32772 -1778 Telephone (407) 322 -3161 SEP 2 9 198Et i.V / .. September 28, 1988 Dr. Paul Bordenkircher 1610 Park Avenue Sanford, Florida 32771 Dear Dr. Bordenkircher: On September 26, 1988 , the City Commission re- appointed you to serve on the Henry Shelton Sanford Memorial Library and Museum Board, for a three (3) year term commencing November 4, 1988. The Commission wishes to express its appreciation for your dedication to this municipal endeavor. If this cffice can be of further service, please let us know. Yours very truly, d '%.01/ ( (;) 7?-1 : 1- , - -. 8. N._ _mm, Jr. City Clerk jem cc: City Manager Director of Parks & Recreation Museum Curator • "The Friendly City" o\ Sanford, Fl c;‘‘. r1 Qd (-�1 P.O. Box 1778-32772-1778 r (1 r 11 �� ; I Telephone (407) 322 -3161 SEP 2 9 1988 lb. it - ` -- 12 - 1111L.. September 28, 1988 Dr. Vann Parker 130 N. Shirley Avenue Sanford, Florida 32771 Dear Dr. Parker: On September 26, 1988 , the City Commission re- appointed you to serve on the Henry Shelton Sanford Memorial Library and Museum Board, for a three (3) year term commencing November 4, 1988. 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. Yours very truly, 1y• N amm, Jr. City C1Frk jem cc: City Manager Director of Parks & Recres-.ion Museum Curator • "The Friendly City" / a p p S i. vvv /9O it it Really Company A.B. PETERSON, JR., SCV it A.B. PETERSON, III, CRA 1 20 H. PARK AVENUE. P.O. BOX 1716 LICENSED REAL ESTATE BROKERS San`oul, JCouicIa 32772 -1776 • TELEPHONE AREA CODE 305/322 -6123 November 15, 1988 Hrs. Phillip Logan 2305 Grandview Avenue So. Sanford, Florida 32771 Dear Bunnie, It is refreshing to have someone take the reins and pursue their assigned task. I am impressed and I want to thank you for your efforts so far. Taking the items as you have listed them I will endeavor to state the progress to date: Finances - I believe we are right on target and bid you to please refer to the two enclosed letters • pertaining to this issue; Architect - I had hoped that we could get an architect to contribute some services as this is a civic project; however, I have estimated $7,500.00 as a get started cost which should give us basic plans enough to determine the overall cost to which can be added any architectural fees; Talk Session - I would never have thought of contacting Jean Rien, that is an excellent idea. Please proceed with setting this up or if you need help, call me; Architect's Fees and Construction Costs - previously covered. I believe in this particular case an agreement with the architect along the lines mentioned above would be the first step. In regard to your question, I have always been of the opinion the egg carne first. Very truly yours, A. f. erso , Jr. ABPJR /mgs \ \ Enclosures 111 ..____ 411 2305 Grandview Avenue 1 Sanford, FL 32771 September 26, 1988 Mr. A. B. Petersaon, Jr. 120 North Park Avenue Sanford, FL 32771 Re: Museum Dear Tommy: While visiting with Janice Springfield at Sun Bank the other day we talked about the storage of materials for the Museum in the bank vault. Sun Bank requires a letter from the Museum listing the people we wish to authorize to have access to the vault and from that they will make out the bank card authorizing such visits. I asked Alicia to draw up such a letter for your • signature and I will be glad to take it to the proper lady at the bank, or you can make it to Janice's attention and mail it. Alicia felt that you, she and Jim Jernigan would be the proper persons to list. This is a bank regulation, not ours, of course. Janice did assure me that the bank was happy to store the materials and, as far as she knows, there is no urgency in making other arrangements. Ned, Paul, Alicia and I met (we missed you) and had a general discussion of how to go about setting up a proposal for services of an architect. After talking with some community leaders, it seems that our aim should be for a major museum, keeping the present museum as bound by the original agreement. There may be greater likelihood of obtaining funds for a major museum than for merely enlarging the present one. Alicia feels that it should be with historial emphasis rather than general. At any rate, keeping this in mind, it seems we might ask for a plan (when we finally get to talk with an architect) to encompass a major museum which could be built in stages. Does any of this sound like we are on the right track? III } ix The committee will meet again shortly to determine how best to proceed. Before that I hope to find out a litle more about what we need from the architect's point of view as well as the Commission's to request money to secure bids from architects. There is, incidentally, a very real possibility that the County Commission may work with us on a major museum if we can approach them properly. Rumor has it that the County Commission is interested in tearing down the building which presently houses the museum in the old county home. That, plus the fact that the County museum does not have any secure area, may help us work together. Sincerely, (Mrs. Phillip Logan) • PS I have trouble e oub e wording the function of our committee, and I realize I may not be using some words properly in this letter. We really are just supposed to prepare a proposal to present to the City Commission to request funds so that architects may be invited to bid on drawing up plans for the museum. Is that correct? To do this, it seems necessary to more clearly define our long range goal for the museum, and to explore possibilities of cooperation from the community. • ED) \\,i� /� /� � f. fl oIuis Really Company A.B. PETERSON, JR., SCV AB. PETERSON, III, CRA LICENSED REAL ESTATE BROKERS ' 120 N. PARK AVENUE P.O. BOX 1778 cSanfotd, 91'otida 32772 177 TELEPHONE AREA CODE 305/322.8123 September 28, 1988 • Mrs. Phillip Logan ,; 2305 Grandview Avenue Sanford, Florida 32771 Dear Bunnie: Thank you for your letter of the 26th and I am happy to hear that you and your committee have been active. This is certainly a refreshing change. I concur in the thinking expressed in your letter relating to obtaining funds for a major museum but feel strongly that our present museum be a part of any undertaking directed toward consolidation and enlargement. I feel that members of our committee should represent our Library/Museum • and take a leadership role in all consolidation and enlargement projects. Enclosed please find a letter to Janice Springfield at Sun Bank regard ing authorization for Ms. Alicia Clarke to have access to the vault. Very truly yours, B. Peters. Jr. ABPJR /mgs Enclosure (r \--'-'1 , ( 1! f5) \',\/7 Henry I rt 1 gIielton gaitford emorial !library and Museum 520 EAST FIRST STREET SANFORD, FLORIDA 32771 November 9, 1988 Commissioner Sandra Glenn Tourist Development Council 1101 East First Street Sanford, Florida 32771 Dear Commissioner Glenn: The Henry Shelton Sanford Memorial Library and Museum would like to submit a formal application for funding for expansion of our facilities in Fort Mellon Park. At the present time the original papers of General Sanford are stored in the vaults of the Sun Bank here in Sanford. The reason for this is the lack of an area of controlled environment at the • Library and Museum building. We would like to submit an application for $120,000.00 to be placed in a special building fund account. The Preservation Society, a support group for the Museum, has now in a special building account $16,000.00 which when added to the requested amount should enable us to make the addition to the building with adequate environmental controls. In the event these are not sufficient funds, monies would be deposited in an interest bearing building fund account earmarked specifically for the purposes stated above. Fundraisers and a request for matching funds from the City are also possibilities in the event of a shortfall. Thank you and the Board for considering our request. Very tru y y':rs, 7 . A. B. Peterson, Jr Chairman - ABPJR /mgs r " --) 6h - )17 -- m -- , 7 .; ' n*4 .n ,, , s t c e Henry Shelton Sanford l'!' emortal !library and Museum 520 EAST FIRST STREET � — SANFORD, FLORIDA 32771 November 10, 1988 The Henry Shelton Memorial Library and Museum Historical Preservation Society Post Office Box 1256 Sanford, Florida 32772 -1256 Dear Members: The Henry Shelton Sanford Memorial Library and Museum needs a professional plan for enlargement of the present facilities to house all of our existing papers and artifacts. If we can produce such a professional plan and submit it to the new resort tax committee our chances are excellent for receiving funding. There is one big problem. We have no money for such a plan and Ili the City Commission has denied our request for funding to employ a professional architect to assist the Board in preparing and submitting a plan to the Tourist Development Council Board. It is believed by.the Board that a consultant architect can be employed to do a comprehensive expansion plan for somewhere in the neighborhood of $7,500.00. We are asking the Preservation Society to guarantee this money. We feel that this funding would be in keeping with the Society's policy of contributing only to the expansion of the facility. Plans are the fundamental part of any building expansion. We hope that the Society will propose this funding at their next meeting and that you will be present to express your opinion verbally or with your vote or both. Thank you for taking your time to read this letter. Since el , z . Or A. B. Peter .n, • Chairman Ili, is __, ( iii n ,. M1 2305 Grandview Avenue South Sanford, FL 32771 November 11, 1988 Mr. A. B. Peterson, Jr. P. 0. Box 1776 Sanford, FL 32771 Re: Museum Dear Tommy: I've talked with the following: Ken Scheweitzer, architect (Father did Loch Haven Museum, he does churches mostly) Tony Vanderworp, Director, Office of Planning Seminole County Sandra Glenn, Commissioner, Seminole County Bettye Smith, Mayor, City of Sanford Jim Jernigan, Head, Parks & Recreation, Sanford. Jean Rien, Librarian and supervisor of County museum All agree it would be desirable for city and county museums • to work together. Big question is "How ?" What are the areas in which we can cooperate? The museums as they now exist seem to serve quite different purposes: one is directed more toward research and education and the other is more of a folk collection. Both serve different, but good purposes. Sharing museum vault space and coordinating collections seem obvious ways of cooperating. For instance, County museum says it has a steamship collection which is one of the areas the City museum wants to develop. Working together would prevent duplication and competition in some areas. FINANCES. Seminole County commissioners expect to have a Board in place in January, 1989, to hear requests for funding from the Tourist Tax. If we can get heads of the museums and historical societies to appear in a concerted effort, the chances are better for all of us. We need to ask for a specific amount with a brief itemized account. (Sandra expects a brochure to be published with museum info -- we need to emphasize what we can offer school children as well as tourists.) ARCHITECT. Architect fees run 10% of construction costs except that smaller projects may run as much as 15 %. We need to determine what we want, then contact architect for planning session (walking over property, etc., discussing • needs). After that, architect draws up plan which could be implemented in phases if necessary. .,/,_,c,\___),i r____,, \Jr', i ,,f 1 (Jean Rien, head of Seminole Co. Library system, has records, etc., that she says she will be glad for us to look at that were used in the recent library construction project.) TALK SESSION. Jean Rien suggests that we have a talk session in her office (county museum is under her supervision). She suggests that 2 from City (you and me), 2 from County (Loraine Whiting and Alan Dickerson or head of Preservation Society), and I suggested adding Bill Kirchhoff. Bill will no longer be on the County Commission, but he is devoted to the entire area, and is certainly knowledgable about manuvering through the political decisions and this is certainly a political matter. One suggestion that has met with enthusiasm is to add an area to the City museum which can be used to house special exhibits 3 or 4 times a year and used as fund raisers several times a year. ARCHITECT'S FEE and CONSTRUCTION COSTS. Alicia's notes indicate an addition of 2, - 500 square feet is desirable. Using this as our base figure: 1 • Construction figured at $50 psf = $125,000.00 Architect's fee figured at 10% to 15% = $12,500 - $18,750.00 Needless, to say, construction costs may be more, depending on use and design. This is something of a "Which comes first, chicken or egg ?" problem. We cannot determine construction costs without plans and cannot draw plans without an architect. HELP! Sincerely, Mrs. Phillip Logan 111 (:(7 St. )olzn3 Rectify Company A.B. PETERSON, JR.. SCV • A.B. PETERSON, III, CRA 120 N. PARK AVENUE. P.O. v BOX 1778 LICENSED REAL ESTATE BROKERS SSanfoto!, 9L'o11da 32772 TELEPHONE: AREA CODE 305/322.9123 September 28, 1988 Mrs. Phillip Logan It t 2305 Grandview Avenue Sanford, Florida 32771 Dear Bunnie: Thank you for your letter of the 26th and I am happy to hear that you and your committee have been active. This is certainly a refreshing change. I concur in the thinking expressed in your letter relating to obtaining • funds for a major museum but feel strongly that our present museum be a part of any undertaking directed toward consolidation and enlargement. I feel that members of our committee should represent our Library/Museum and take a leadership role in all consolidation and enlargement projects. Enclosed please find a letter to Janice Springfield at Sun Bank regard- ing authorization for Ms. Alicia Clarke to have access to the vault. Very truly yours, B . Peters.* Jr. ABPJR /mgs Enclosure • September 28, 1988 Mrs. Janice Springfield Sun Bank Sanford, Florida This will identify Alicia Clarke, Curator of the "Henry ghelton Sanford Memorial Library and Museum, and verify that she has full power to represent the Board of the Henry Shelton Sanford Memorial Library and Museum with com plete authority to view and research all records held by you for the above said Board and the City of Sanford. • Very truly yo - •. , Si A. B. Peterson, Jr. Chairman c o IY • 2305 Grandview Avenue South Sanford, FL 32771 November 11, 1988 Mr. A. B. Peterson, Jr. P. 0. Box 1776 Sanford, FL 32771 Re: Museum Dear Tommy: I've talked with the following: Ken Scheweitzer, architect (Father did Loch Haven Museum, he does churches mostly) Tony Vanderworp, Director, Office of Planning Seminole County Sandra Glenn, Commissioner, Seminole County Bettye Smith, Mayor, City of Sanford Jim Jernigan, Head, Parks & Recreation, Sanford. Jean Ri-, Librarian and supervisor of County Rhe "v museum • All agree it would be desirable for city and county museums to work together. Big question is "How ?" What are the areas in which we can cooperate? The museums as they now exist seem to serve quite different purposes: one is directed more toward research and education and the other is more of a folk collection. Both serve different, but good purposes. Sharing museum vault space and coordinating collections seem obvious ways of cooperating. For instance, County museum says it has a steamship collection which is one of the areas the City museum wants to develop. Working together would prevent duplication and competition in some areas. FINANCES. Seminole County commissioners expect to have a Board in place in January, 1989, to hear requests for funding from the Tourist Tax. If we can get heads of the museums and historical societes to appear in a concerted effort, the chances are better for all of us. We need to ask for a specific amount with a brief itemized account. (Sandra expects a brochure to be published with museum info -- we need to emphasize what we can offer school children as well as tourists.) • ARCHITECT. Architect fees run 10% of construction costs except that smaller projects may run as much as 15 %. We need to determine what we want, then contact architect for planning session (walking over property, etc., discussing needs). After that, architect draws up plan which could be implemented in phases if necessary. • (Jean Rien, head of Seminole Co. Library system, has records, etc., that she says she will be glad for us to look at that were used in the recent library costt ructio project.) Rhe/N TALK SESSION. Jean ' ri suggests that we have a talk session in her office (county museum is under her supervision). She suggests that 2 from City (you and me), 2 from County (Loraine Whiting and Alan Dickerson or head of Preservation Society), and I suggested adding Bill Kirchhoff. Bill will no longer be on the County Commission, but he is devoted to the entire area, and is certainly knowledgable about manuv ni g through the political decisions and this is certainly a political matter. One suggestion that has met with enthusiasm is to add an area to the City museum which can be used to house special exhibits 3 or 4 times a year and used as fund raisers several times a year. ARCHITECT'S FEE and CONSTRUCTION COSTS. Alicia's notes indicate an addition of 2,500 square feet is desirable. Using this as our base figure: Construction figured at $50 psf = $125,000.00 Architect's fee figured at 10% to 15% = $12,500 - $18,750. • Needless, to say, construction costs may be more, depending on use and design. This is something of a "Which comes first, chicken or egg ?" problem. We cannot determine construction costs without plans and cannot draw plans without an architect. HELP! Sincerely, Mrs. Phillip Logan • S E. /904,2, Realty Company AB. PETERSON,JR.,SCV • V� o vv AB. PETERSON, 111, CRA 120 N. PARK AVENUE, P.O. BOX 1778 LICENSED REAL ESTATE BROKERS SanfoT.cJ, 9Cozida 32772 -1776 , TELEPHONE: AREA CODE 305/322 -6123 November 15, 1988 Mrs. Phillip Logan 2305 Grandview Avenue So. Sanford, Florida 32771 Dear Bunnie, It is refreshing to have someone take the reins and pursue their assigned task. I am impressed and I want to thank you for your efforts so far. Taking the items as you have listed them I will endeavor to state the progress to date: Finances -- I believe we are right on target • and bid you to please refer to the two enclosed letters pertaining to this issue; Architect - I had hoped that we could get an architect to contribute some services as this is a civic project; however, I have estimated $7,500.00 as a get started cost which should give us basic plans enough to determine the overall cost to which can be added any architectural fees; Talk Session - I would never have thought of contacting Jean Rien, that is an excellent idea. Please proceed with setting this up or if you need help, call me; Architect's Fees and Construction Costs - previously covered. I believe in this particular case an agreement with the architect along the lines mentioned above would be the first step. In regard to your question, I have always been of the opinion the egg came first. Very truly yours, A. erso , Jr. O ABPJR /mgs Enclosures III III HENRY SHELTON SANFORD MEMORIAL LIBRARY AND MUSEUM BOARD MEETING NOVEMBER 16, 1988 12:00 NOON 1')I.ESENT: Mr. Tommy Peterson Mrs. Joyce Mikkola Mr. Ned Yancey Mrs. Phillip Logan • Alfreda Wallace Mr. Braxton Perkins Jr. • EYME Dangleman Ms. 'Alicia Clarlle, curator meeting • the Board was held at the Mm on 1\1 to order at 12:0 7.M. The Chairman presented 77 the members a change in City Ordinance 1873. The change in Iection 3. Paragraph A deletes "to acquire :711 behalf of the '2ity • pride and inserts "to recommend or behalf of the City ways • m- of a...quiring and providin Tie Chairman , E , 1 . plained :hone was to resolve the matter of the financial f!1.7..1.7sur statement required of Board members. The r7. ::re in the Ordinance must he suhrnittec t the City 17=1=7 ind p before .7.',ec=ber 2 1 in Trdsr t take effect Logan moved that the chanje te submitted t: :T=IEZ1= M was seconded by Mr. Yancey. Mot . 2; - 7)n arr a at 12:17 F. • I{enry Shelton Sanford Memorial !library and Buseum • 520 EAST FIRST STREET SANFORD, FLORIDA 32771 November 17, 1988 Mr. Frank Faison City of Sanford P. 0. Box 1778 Sanford, Florida 32772 -1778 Dear Mr. Faison: Attached is a copy of the amended Ordinance No. 1873 regarding the Henry Shelton Sanford Memorial Library and Museum Board. We contacted Ms. Shirley Taylor from the office of Philip C. • Claypool, Deputy Executive Director of the State of Florida Commission on Ethics, and were instructed to have the amended ordinance adopted and a copy sent to Mr. Claypool's office by December 31, 1988 in order to become effective next year. If you should have any questions, please do not hesitate to call. Very truly /y A. B. Peterson, r � Chairman ABPJR /jop Attachments: (1) • • BOARD MEETING DECEMBER 13, 1988 4:15 P.M. A G E N D A CALL TO ORDER MINUTES OF LAST MEETING OLD BUSINESS Amendment to Ordinance 1873 County Tourist Tax Reappointment of Board Members NEW BUSINESS Mills offer Dean donation • REPORT OF BUILDING COMMITTEE ELECTION OF OFFICERS ADJOURN • 4- • HENRY SHELTON SANFORD MEMORIAL LIBRARY AND MUSEUM BOARD MEETING DECEMBER 13, 1988 4:15 P.M. MUSEUM PRESENT: Ned Yancey Erma Dangleman Bunny Logan Braxton Perkins, Jr. Vann Parker Jim Jernigan, Director Paul Bordenkircher Alicia Clarke, Curator ABSENT: Alfreda Wallace Tommy Peterson Joyce Mikkola The meeting, at the Museum, was called to order at 4:20 P.M. by Ned Yancey, Vice Chairman. Minutes of the last meeting were read by Erma Dangleman, Secretary. Minutes were approved as read. Mr. Yancey announced that the recommended change to City Ordinance 1873 had been read for the second time at the City Commission meeting on December 12th. The change will be • forwarded to the State by the City Manager's office. The County Tourist Tax was discussed. The Board has received a letter from the County Commission stating that applications for these funds will be accepted March 1 - June 30, 1989. It was announced that Dr. Bordenkircher, Dr. Parker, and Mr. Yancey have been reappointed to the Board with terms to expire in November 1991. Alicia Clarke announced that Jerry Mills, a local architect, has offered to do the specs for the proposed addition to the building free of charge. Mr. Mills has made this offer previously. The Building Committee will handle this. Mr. Yancey announced that Bobo Dean of Washington, D.C. has offered to donate correspondence and newspaper clippings from the collection of his father, Rolland Dean, and his uncle, Gordon Dean, publishers of the Sanford Herald from 1925 -1953. It was decided to accept Mr. Dean's offer. Mrs. Logan reported that the Building Committee has had one meeting and that she has been researching other organizations' building programs. Jean Rhein of the Seminole County Public Library System has been particularly helpful. • BOARD MEETING DECEMBER 13, 1988 PAGE 2 Mr. Jernigan explained the procedure used to select the architects for the senior center and the civic center projects. He said once the specs for the projects were received, an ad was put in the paper and architects submitted resumes. These resumes were reviewed by a committee which then selected a few t'D submit proposals. In addition a charette was held at the Senior Center to allow the public to express their opinions about the project. Discussion of method for choosing an architect followed. The comment was made that going with a large firm might be wise as such a firm would handle all details. Mr. Yancey opened the floor for nominations for officers for 1989. Dr. Parker nominated Mrs. Logan for the position of Chairman, seconded by Mr. Perkins. There were no other nominations. Mrs. Logan elected by unanimous vote. Dr. Parker nominated Mr. Perkins for Vice - Chairman, seconded by Dr. Bordenkircher. There were no other nominations. Mr. Perkins elected by unanimous vote. • Dr. Bordenkircher nominated Mrs. Dangleman for Secretary, seconded by Dr. Parker. There were no other nominations. Mrs. Dangleman elected by unanimous vote. There being no further business, meeting was adjourned at 4:E P.M. 1 I I • • 1 L Museum Board Mayor & City Commission City Manager Director Culture, Recreation, & Parks • 1 Curator Henry Shelton Sanford Memorial Library and Museum 1 1 1 Volunteers Associate Curator Clerk- Typist • • Henry Shelton Sanford Memorial Library and Museum Board The Board of the henry Shelton Sanford Memorial Library and Muse= was created by 0 1E.73 to advise on the operation of the Library - Museum and is empowered to provide for the care and e::hibition of the possessions of Henry Shelton Sanford, the founder of the City cf Sanford, together wits any other memorabilia or artifacts cf historic significance to _he __-y and surrounding area, as well as to encourage activities that enhance the community's awareness of history. • • HENRY SHELTON SANFORD MEMORIAL LIBRARY AND MUSEUM BOARD 520 East First Street Sanford. Florida 32771 Mrs. Phillip Logan Mr. A.B. "Tommy" Peter:7,on Jr. Chairman 108 commercial It 2305 3. Grandview Avenue P. O. Box 177:5 Sanford. FL :2771 Sanford, FL :''771-6 Phone: (H:22-79 (W) 321-2770 Phone: 322-612: Term Expires: November 4 118 Term Exp 4 1 Mr. Edward "Nee" 'arloey Mrs. Myra Bales 2100 Cordova Dr. 152 Mayfails Court Sanford, FL 12 Sanford FL 32771 Phone: 322-0714 • -c Phone: 323-180_, Term Expires: NC , Ve=er 4 1881 Term Expires: Novembe: 4 .19 Mrs Erm;.. Dangieman Dr. Paul Enlr Secretary 1610 Park Av. 1706 S. Par AvenLie Sanford, FL Sanford, FL 2277' Phone: (H. 0.23-547 Phone: 322-5456 :W) 327-145± exr Term ExpirE-s: NOVeMDer 1981 Term Expire:7: N:vempel 4 1881 Alfred a Mrs. Joyce W. 13th street 401 W. 2oth st. SanfDrd, FL 32771 Sanford, FL 2 Phone: 320-5111 Phone. : 333-8118 Term Expires: November 4 1188 Term ExpireH: Vann Parker 130 N. Shirley Avenue Sanford_ FL 32771 Ph:ne: 322-6252 Term Expire, November 4. 1881 411 Ordinance is silent on City residency requirement. Three year terms. Henry Shelton Sanford Memorial Library and Museum • 520 East First Street S anford, Florida 32771 BOARD Mr. A. B. "Tommy" Peterson, Jr. Mrs. Phillip Logan Chairman 2305 S. Grandview Avenue 108 Commercial Street Sanford, FL 32771 P.O. Box 1776 Phone: 322 -7926 (H) 321 -2770 (W) Sanford, FL 32772 -1776 Term Expires: November 4, 1990 Phone: 322 -6123 Term Expires: November 4, 1990 Mr. Edward "Ned" Yancey Mr. Braxton Perkins, Jr. Vice - Chairman 2119 Sanford Avenue 2100 Cordova Drive Sanford, FL 32771 Sanford, FL 32771 Phone: 322 -5901 Phone: 323 -0794 Term Expires: November 4, 1989 Term Expires: November 4, 1988 Mrs. Erma Dangleman Dr. Paul Bordenkircher • Secretary 1610 Park Avenue 1706 S. Park Avenue Sanford, FL 32771 Sanford, FL 32771 Phone: 323-6547(H) 323-1450 (W ) Phone: 322 -5456 Term Expires: November 4, 1988 Term Expires: November 4, 1989 Mrs. Alfreda Wallace Mrs. Joyce Mikkola 904 W. 13th Street 401 W. 20th Street Sanford, FL 32771 Sanford, FL 32771 Phone: 323 -5111 Phone: 323 -8988 Term Expires: November 4, 1989 Term Expires: November 4, 1990 Dr. Vann Parker 130 N. Shirley Avenue Sanford, FL 32771 Phone: 322 -6252 Term Expires: November 4, 1988 •