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Minutes - 2009 - Historic Preservation Commission - 01/08/2009 - Regular EAGLE mSTORIC PRESERVATION COMMISSION Meeting of January 8, 2009 CALL TO ORDER: Chairman, Jason Pierce, called the meeting to order at 6:30 p.m. ROLL CALL AND INTRODUCTIONS: Commission members present were Jason Pierce, Betty Fisher and Nancy Suiter. Also attending were Eagle City Attorney, Susan Buxton; Loren Anderson of the law firm, Moore Smith Buxton & Turcke, Chartered; City Clerk, Sharon Bergman; and Curator, Laurie Baker. Chairman, Jason Pierce, requested that New Business and Susan Buxton's presentation be moved to the top of the agenda. Betty Fisher so moved and Nancy Suiter seconded the motion. The motion passed. NEW BUSINESS Susan Buxton told the Commission that since the City of Eagle has hired a fulltime employee as Curator of the Museum, amendments are being made to that portion of the City's Code relating to the position and to the rights, duties, and responsibilities of members of the Historic Preservation Commission. She then handed out copies of the proposed changes to the Commission members present and asked that they read through them and comment later, if they choose, on the contents. She made reference to some of the changes and called particular attention to the following: Section 2-7-1: A. ... Commission Members". .. shall serve solely in an advisory role under the authority of the. City Council." Any recommendations made by the Commission to the City Clerk that are beyond the authority of the Clerk must go to the Eagle City Council for approval. Section 2-7-3: L. The Commission may "...proyide recommendations concerning the establishment, operation and development of arl Eagle historical museum. The participation of the commission in the Eagle Historical Museum is purely advisory to the Eagle City Council.. . " Section 2-7-5: CRITERIA FOR SELECTION OF HISTORIC PROPERTIES, LANDMARKS, AND DISTRICTS. Ms. Buxton noted the language in this section of the Code, which addresses the specifics of objects and properties that may be acquired and used in museum displays, has been changed, in part, to protect members of the Commission from liabilities in the acquisition of historical properties. Note: For the full text of the proposed code changes, see copy of Memorandum and attached materials from Moore Smith Buxton & Turcke, Chartered. Ms Buxton recommended the Commission's meetings be taped and emphasized that the minutes of the meetings are the sole responsibility of the secretary who must pass them on directly to the City Clerk for approval. Jason Pierce advocated on behalf of Ms. Baker who had asked that the Museum receive a copy of the tape from the city. Sharon Bergman, backed in her opinion by Susan Buxton, had denied the request. In a later discussion on the same topic, Ms. Bergman assured Nancy Suiter that taping all commission meetings is city policy and there are no privacy issues. At that same time, Betty Fisher suggested using two tape recorders running simultaneously and keeping the tape from one of them for the Museum. Curator Baker heartily approved this and thanked Ms. Fisher for thinking of it. At this point in the proceedings Susan Buxton, Loren Anderson, and Sharon Bergman left the meeting. Connecting to Collections-the Bookshelf: Ms. Baker reported that as part of a grant program the Institute of Museum and Library Services has 1,000 free sets of reference books available to any Museum that wishes to request one. She plans to apply for one of the sets that will then become part of the Museum's permanent collection. Museum Attendance Figures: Ms. Baker reported the Museum gained 600 visitors in De~ber. .zcc;? UNFINISHED BUSINESS Approval of Minutes: Jason Pierce noted there were no notes taken by the secretary after Ms. Baker was asked to leave the meeting of November 11,2008. Ms. Suiter said that although there was no formal announcement to that effect, she had assumed the meeting was in Executive Session and so stopped taking notes. Jason Pierce said the meeting continued to be an open, public' meeting and asked that Ms. Suiter reconstruct the proceedings from memory. He then so moved, Betty Fisher seconded the motion, and the motion passed. (See attached Amendment) , Curator's Report: See Curator's Report, JantUuy 8, 2009. Expenditures: There continues to be an overlap, or delay in the reporting of the Expenditures due to the fact that the Curator is now, as requested by the Commission, using the City's credit card for purchases but still has to use her own for some items and then bill the city for those expenses. As an example she showed the Commission an archival photo that will be enlarged for the schoolhouse display that must be paid for on her card. Jason Pierce moved to approve the expenditures and Betty Fisher seconded the motion. The motion passed. Donation Review Form: Jason Pierce moved to approve the donations. Betty Fisher seconded the motion, The motion passed. -----l Arthur Hart Book: Ms. Baker reported the evening with Arthur Hart at the library went well, the Museum made over $1,000 from the sale of the books, and still has 25 extra, signed copies of the book available for sale. Mace Family Donation: The curator reported that accessioning of the Mace Family donations was completed by December 8, 2008. Donation Inventory: Betty and Helen Fisher were unable to work on the inventory for a time due to broken pipes in the bathroom adjoining the storage room. Repairs are under way. Adjournment: Before adjourning the meeting, Jason Pierce announced that in the future, Ms. Baker may attend meetings to discuss her Curator's Report and then will be dismissed.. Ms. Baker objected, saying that traditionally the Curator has been present throughout the entire Commission meeting. At this point Sharon Bergman rejoined the discussion and said that since Ms. Baker is working flex hours to help the City avoid overtime costs, it would be acceptable for her to be dismissed from the meeting early. Jason Pierce then moved to adjourn, Nancy Suiter seconded the motion, and the motion passed. The meeting adjourned at 7:43 p.m. Respectfully submitte . --; ~ . 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