Minutes of the Centerville City Whitaker Museum Board meeting held Wednesday, March 6, 2008 at 7:30 p.m. at the Whitaker Museum, 168 North Main Street, Centerville, Utah.

MEMBERS PRESENT
 Rebekah Barton
 Richard Henrichsen
 Priscilla Todd
 
MEMBERS ABSENT
Paul Smith

STAFF PRESENT
Melissa Hogan, Whitaker Museum Director
Kathleen Streadbeck, Recording Secretary

VISITORS
Lawrence Wright, City Council Liaison

MINUTES REVIEW

 The minutes of the January 30, 2008 Whitaker Museum Board meeting were reviewed and amended. Rebekah Barton made a motion to approve the minutes as amended. The motion was seconded by Richard Henrichsen and passed by unanimous vote (3-0). 

VOTING FOR NEW CHAIR AND VICE CHAIR

Rebekah Barton asked Richard Henrichsen if he would be willing to be the new chair or vice chair of the Board (she and Priscilla will no longer be Board members after tonight). Mr. Henrichsen said he is not able to take on this commitment. He said he would like to wait on voting for a new chair and vice chair until new members are appointed to the Board.

Rebekah Barton said Mr. Henrichsen or Paul Smith will need to prepare an agenda for the next meeting since there will not be a chair appointed before the next meeting. She explained that the agenda will need to be given to Marilyn Holje, City Recorder, a week prior to the meeting. Mr. Henrichsen said he would work with Mr. Smith on this task.

REPORT FROM INDIVIDUAL BOARD MEMBERS ON PROGRESS REGARDING MAY 2008 HISTORY HIGHLIGHTS MONTH

Priscilla Todd distributed and read a final report (attached) regarding the responsibilities she had committed to do for the May activity. The report includes information regarding the dance floor, big band music, games, food, candy, and ration books.

Richard Henrichsen said he is still looking for 1940s items. He will look into getting some pictures of 1940s cars. Ms. Todd gave him the name of a possible contact (Peggy Hide) that may have a Cadillac they can use. Mr. Henrichsen also informed the Board that he has a family conflict on the day of the activity and he will mostly likely not be able to attend.

Rebekah Barton said there will have to be a number of volunteers that day in order to make this event a success. She reported that a notice was placed in the upcoming newsletter asking for volunteers. She also reported that a few of the Youth Council members may also be able to help that day if they are given plenty of notice (Youth Council contact is Lisa Summers).

Ms. Barton reported that she has researched the details of showing a film and discussed the cost and logistics of doing such. She said the licensing fee for one movie is around $200 per showing. She reported the Parks and Recreation Committee are providing a couple of movies in the park this summer. She said the Board may choose to piggy back their film with the Parks and Recreation’s program. She said there is a local company, Open Air Cinemas, who offers the necessary equipment to play the movie for around $1500. This is something the Board can discuss further at their next meeting.

Ms. Barton encouraged the Board to take this activity seriously, as it is only two months from now. She said there will be another City newsletter going out in April and encouraged the Board to use this as an advertising opportunity. She also suggested using newsletter space to highlight museum volunteers and let the public know that volunteers are always welcomed.

DISCUSSION – PAVING AND ROOFING

Rebekah Barton said the City has arranged for several paving projects throughout the city. She has been told that this is the time to get any paving at the Whitaker Museum done as well; in conjunction with other City projects.

Councilman Wright distributed a site plan (ESI Engineering) with the proposal for paving and a cost estimate for the work (copies attached). The proposal includes replacement of the drive approach, curb and gutter, and sidewalk. It also includes paving the driveway and the areas currently used for parking. Some of the areas will be lengthened or widened slightly. Overall, the proposal is only paving that which is already asphalt, gravel, and/or cement. The cost estimate for the work is $13,899.50. He said if the Board is agreeable to the proposal they can recommend the work to the City Council who will be able to review it in a timely manner for final approval.

Ms. Barton said there is a problem with water entering the garage during rain storms. She said she would like this taken into consideration when the driveway in front of the garage is graded.

Priscilla Todd made a motion to recommend to the City Council that the Thomas Whitaker Museum driveway and parking areas be paved as shown on the proposed site plan prepared by ESI Engineering dated 3/6/08. Rebekah Barton seconded the motion. The motion failed with a 2-1 vote. Richard Henrichsen opposed the motion.

Mr. Henrichsen said he feels paving these areas will take away from the historical atmosphere of the museum and the grounds.

Ms. Todd said it is unfortunate that this vote did not pass because this is something that could be done right away. She said she does not believe paving these areas will affect the integrity of the building or the grounds. She said these areas are already used by cars for driving and parking and are already cement and gravel. She said the mud and gravel that is tracked into the home is more damaging to the interior flooring than paving will be to the exterior integrity of the site. She said this building typically accommodates the elderly and paving would allow for a better footing. In terms of liability, she feels the City is better off with a hard surface. A hard surface will also make snow removal easier.

Richard Henrichsen said he will reluctantly change his vote. The motion passed 3-0.

Ms. Barton reminded the Board that Rod Mortensen provided a feasibility study (2007) for the museum and one of the biggest structural problems was the roof. She said at that time a preliminary bid was obtained from Rick Bangerter Roofing for the replacement of the roof. She said if it is decided the roof should be repaired, she recommends a minimum of three bids be obtained.

Councilman Wright said he spoke with Steve Thacker, City Manager, who said the Board could move forward with the current bid proposal (Rick Bangerter Roofing). Mr. Bangerter informed the City that the cost for materials may increase, but the cost for labor will remain the same as listed in the bid. Councilman Wright said the Board can recommend to the City Council that the roof be replaced now or it can wait until July when the new budget is set. He said he understands that the bid from Bangerter Roofing met all the concerns the Board had at the time the bid was completed. The bid was on the high side (approximately $21,000) but included special requests; such as, synthetic shake system, shingles, wood sheeting, three-layer tear off and disposal. He said he would like to know how the Board feels regarding the urgency of roof replacement. He said if water damage is occurring the Board can choose to recommend roof replacement as soon as possible.

Ms. Todd said she would like to move forward with roof replacement as soon as possible, but would also like to get at least one more bid, if possible.

Ms. Barton said Rod Mortensen indicated to the Board, when he presented the feasibility study, that the roof was a high priority. He was also concerned about the areas were additions are joined to the original structure. He said once the roof is removed you may find additional problems that will need attention. Ms. Barton said she would like the City Council to be aware of this potential and the possibility of hidden costs with the replacement of the roof. She said it is critical that the roof be replaced correctly and all problems fixed appropriately. It would be devastating to find additional problems in the future because the roof was not done correctly.

Ms. Todd made a motion to recommend to the City Council that the roof of the Thomas Whitaker Museum be replaced as soon as possible to maintain the integrity of the home. Ms. Barton seconded the motion.

Richard Henrichsen said he spoke with Paul Smith (Board member) today and they are not in favor of replacing the roof at this time. He said Mr. Smith has a colleague who is a historical restoration specialist for The Church of Jesus Christ of Latter Day Saints. Mr. Henrichsen and Mr. Smith would like to have this individual come and look at the Thomas Whitaker Museum before moving forward with the roof replacement. Mr. Henrichsen said he believes the roof does need to be replaced but not in this manner. There needs to be further review and information gathered. He said he has a different opinion about the future of the museum. He said he would like to explore the possibility of demolishing the garage and the newest addition at the back of the home before the roof is replaced. The addition at the back has significant water damage and is not part of the historical nature of the home. This idea would significantly change the amount of roof that would need to be replaced. 

Councilman Wright said he has walked around the museum and taken pictures of the obvious problems. He suggested the Board move forward and request the City Council entertain additional bids and perhaps part of that informational gathering could include recommendations from Mr. Smith’s colleague.

Ms. Todd said the cost of demolition would be significant and meanwhile the roof will continue to leak and put the integrity of the building at risk. She said removing portions of the structure may weaken the original structure. She said putting the roof replacement off could drastically change the structure and the function of this building. She said demolition is not something the Board can simply decide. The City Council is the owner of the building and the ultimate director of the building and it is not likely they will approve demolition. Councilman Wright said demolition is not something he would support.

Ms. Barton called for a vote on the motion. The motion failed with a 2-1 vote. Ms. Barton and Ms. Todd voted in favor and Mr. Henrichsen voted against.

Ms. Barton said she would like the future Board to consider that the Thomas Whitaker Museum has the opportunity to represent many eras of history. When the museum was purchased it was considered to have a broader scope than what may be viewed now. New Board members need to understand that there are many different ways of approaching this building and all options need to be discussed. She does not want to see this building lose the opportunity to present many eras of history to a wider variety of people.
Ms. Todd explained that the additions to this home were constructed in order to allow the original home to remain standing. The family that lived in the home could not continue to live in the original part of the house and therefore the additions were added. These additions are a part of the integrity, history, and story of the home. The garage and the back room of the kitchen were part of the family as well, which is the whole purpose of the home.

Ms. Todd explained that there is a lot of money tied up in this building and property. She said she has looked at the ledger and knows how many people are coming through the home. She said part of the vision of the home was to make it more a part of the community; the community that it represents, the community that pays for it, the community who accepts the liability and the responsibility for it. She said the “bang for the buck” is not there. There are not a lot of new, interested people coming through the home. It is the same people, the docents, the classes, and the field trips that come through the home. She said this home is not what she would call a part of the integrity of Centerville. It does not reach out to its citizens as it should. The vision for the museum was to bring people in. The Christmas activity was a phenomenal success, but it was a lot of work. She said she would counsel future Boards to be careful that decisions are not made in a myopic way, but that they are made with the entire community in mind. The museum needs to reach out to the community giving them something to participate in and experience, not something they look at, pay for and never understand.

Ms. Todd said she has been involved with government a long time and she understands what drives decisions. She said the Police Department has outgrown its location and is in need of a new building. She said there is no guarantee that a future City Council will not look at the value of this property and decide that the location fits the need. She said there are a lot of old rock homes in Centerville that could accommodate the historical archives of the museum. There would also be an empty basement at City Hall if the Police Department were to move. She said she is not certain this will happen, but it is a possibility that will most likely be discussed. She said this home has been great, but it is not meeting needs and it costs a lot of money. When you get right down to it, dollars drive decisions. She said there is nothing that says this home must remain. It has to be needed, loved, used, and experienced.

Mr. Henrichsen said there are opportunities for this property. He said the Chase Lane log cabin may be up for grabs in the near future and he would like to see it moved to the rear of this property, as an added value to the historic nature of the site.

Councilman Wright said it is more likely that a new building and/or expansion of the City Hall campus will be constructed on the back of the museum’s property, as presented in the Master Plan. He said the museum building itself is not the artifact; it is the history that lies within the walls that are the artifacts. He said the City Council is aware of the extent of damage the home has incurred. If the damage is avoided too long it may not be worth repairing and now there appears to be additional, significant issues. It may be difficult to preserve the building in its original pristine state. He said the City wants to provide a place for people to discover history and view artifacts. He said the Board has a unique function and a responsibility to reach out to the community. The Board would be more productive if it were more engaged in running programs for the community.

MISCELLANEOUS BUSINESS

Ms. Barton relayed several items of business to the Board, as this is her last meeting. She said she as already presented the annual report to the City Council. She reviewed the supplies that were left over from the Harvest Festival and encouraged the Board to use these at a future event. There are also other items that were purchased that can be used again and again (i.e. fiddle music cd, ribbon, banners, Christmas ornaments, etc.). She also reminded the Board that the Harvest Festival for this year has already been scheduled.

Melissa Hogan asked the Board if she can use $20.00 from petty cash for general cleaning supplies for the museum.  Rebekah Barton made a motion to allow Melissa Hogan to use $20.00 for general cleaning supplies. Melissa Hogan will take care of the purchase and turn in her receipts to the City. The motion was seconded by Richard Henrichsen and passed by unanimous vote (3-0).

NEXT MEETING

Richard Henrichsen and Paul Smith will work together to decide when the next meeting will be held and to prepare an agenda. They will report these items to Marilyn Holje, City Recorder as soon as possible.

At 8:42 p.m. the meeting was adjourned.

________________________________________  ___________________
Rebekah Barton, Chair     Date Approved

________________________________________
Kathleen Streadbeck, Recording Secretary