Historical Commission

HISTORICAL COMMISSION MEETING July 13, 2017 8:00 a.m. Municipal Complex 100 Ann Edwards Lane Public Meeting Room 1, Building A ****************** MINUTES Members Present: Rick Gutowski, Chairman; Patrick Morrissey, Vice Chairman; Heidi Schless, Robert Macdonald, and Josh Kelley. (Trey Harrell arrived at 8:05 a.m.) Excused Absence: Ken Shortridge Staff Present: Chris Luly, Planner and Kate Gallotta, Intern Also Present: Mary Julia Royall, Town Historian; Walter Brown, Advisor Mr. Gutowski called the meeting to order at 8:00 a.m. I. Approval of Minutes Mr. Macdonald moved for approval; seconded by Ms. Schless. Mr. Brown stated that on page 17, last paragraph of the minutes, the person referred to as the African American that played basketball at Moultrie Middle School is a male and the “she” should be a “he”. He stated that the fourth person he mentioned, who was an all-American female basketball player, who was not included. He stated that this was all on page 17. Ms. Schless stated that there was some confusion from the recording secretary, as to when the basketball player was mentioned, she thought the individual was a “she” not a male.  Historical Commission July 13, 2017 Page 2 of 28 Mr. Brown stated that another correction on page 20 indicates that he earned $50 as the postman; however, it was only $32. Mr. Macdonald amended his motion to include Mr. Brown’s comments; Ms. Schless amended her second. All present voted in favor. Mr. Gutowski went over the guidelines regarding being recognized by the Chair prior to speaking. He stated that speaking without being recognized by the Commission Chair or several members speaking at the same time, make it difficult for the recording secretary to transcribe the minutes. II. Public Comment [None] III. Staff Update Mr. Luly stated that at the last Commission meeting, the meeting adjourned prior to voting on the new Commission logo. He stated that there was a vote; however, it was not included in the meeting. He stated it was this logo: Mr. Morrissey asked about the remaining cost for the logo. Mr. Gutowski stated that it is $100. Mr. Harrell moved to approve; seconded by Mr. Kelley. All present voted in favor. Mr. Harrell stated that in reference to the Edmund Jenkins plaque follow-up, Ms. Jenkins- Lewis has emailed staff asking about the status.  Historical Commission July 13, 2017 Page 3 of 28 Mr. Morrissey stated that he was asked to look into this project, to look at options for the Town to consider. He stated that he spoke to the Police Department and how they were amenable to Ms. Jenkins-Lewis’ request to name the Police Sub-Station in the Old Village for Mr. Jenkins. He asked Mr. Luly for Mr. Jenkins-Lewis’ contact information, to request photographs. He stated that there is already a historical marker memorializing Mr. Jenkins near his gravesite. He stated that he would propose some type of artwork, such as a framed photograph. He will reach out to Ms. Jenkins-Lewis for the photograph. Mr. Luly stated that he would like to re-introduce the intern, Kate Gallotta. He stated that she has been invaluable thus far and is happy to have her. Mr. Luly stated that the next item of discussion is the CRESCO award. He said that he believes the best course of action is for staff to write up a press release in order to ensure the news agencies in the Town have it. He stated that he will bring it before the Commission prior to obtaining approval from Town officials. He stated that in order to run ads, the Commission must pay for them. He suggested getting the press release completed. Mr. Gutowski asked when the press release needs to be complete. Mr. Luly stated that he was hoping to have it completed by the end of July. He stated that if the Commission would like to explore paying for print ads moving forward, or going in to the television stations as was done last year. Mr. Gutowski stated that he asked Mr. Kelley to follow up with Ms. Witte of the Moultrie News. Mr. Kelley stated that Ms. Witte advised that she would support the Commission in any way possible. He stated that he asked Ms. Witte about running the ads for Black History Month, to ensure they are close to the front of the newspaper. Mr. Gutowski asked Mr. Kelley to also discuss with Ms. Witte, the CRESCO award.  Historical Commission July 13, 2017 Page 4 of 28 Mr. Macdonald stated that he would also like to ask Ms. Witte if she would be interested in doing a feature story on Ms. Mary Julia Royall, who has been the Town Historian for many years and the recipient of the first CRESCO award. Mr. Luly asked if this appeared to be a good plan of action. Mr. Gutowski replied in the affirmative and said the sooner the better. Mr. Luly stated that he has not heard or seen any at this time; however, understands that there have been requests to donate items to the Archive Room. He stated that upper management suggested getting a process in place to vet the items. He stated that Ms. Gallotta has created a mock application for the Commission to review and asked for suggestions on how to develop criteria or guidelines for donations coming into the Town. He stated that Ms. Gallotta has done research and interned in the quilt museum. Ms. Gallotta stated that the quilt museum had a similar process for those bringing in their quilts. Ms. Schless asked if there was information on the Town website about the Commission asking for donations of historic nature and thought it led to a page with the criteria. She stated that she thought something was developed by a previous commission. Mr. Gutowski asked if this was for loaning items. Ms. Gallotta stated that it is for permanent gifting of items. She stated that she has not taken into account a loan process. Mr. Luly stated that a citizen is willing to donate the Sappho Ferry doors and asked how items such as these go through the approval process. He asked if a Committee should be established to review and approve these items. He asked if every donation should come before the Commission each month. Mr. Macdonald asked who in the Town may legally accept property on behalf of the Town.  Historical Commission July 13, 2017 Page 5 of 28 Mr. Kelley asked if a contributor may take their donated item back once donated to the Town. Ms. Gallotta stated that once it is donated to the Town, it becomes Town property. Mr. Luly stated that the Legal department will review the documents prior to being distributed. Mr. Gutowski stated that he would like to get Mr. Brown involved, because they are both involved with the Avery Research Institute. He asked Mr. Brown how this process is handled at Avery. Mr. Brown stated that if items are donated to the Avery Institute of African American History and Culture, they are able to accept it and donate it to the Avery Research Center. However, if it is donated to the Avery Research Center, it becomes a legal issue. Mr. Morrissey stated that if it falls under the State, because the College is associated with the State, this is why it must go through a separate process. He stated that the appropriate question would be for the Town’s legal department as to what the general policy for accepting property is. Mr. Luly stated that he will work this out on the Town’s end. He stated that he wanted to gather the Commission’s thought on how they would like to be involved in this process. He asked if the Commission would like to review all the items being donated or would they prefer to assign an individual on the Commission to review it and determine whether or not it should be accepted. Mr. Morrissey stated that as per the Action Plan, both he and Mr. Shortridge are assigned to review archives. He stated that it should not just be limited to only the two Commission members. He suggested providing the paperwork to him and Mr. Shortridge and they will begin the process and bring it back to the Commission to vote on whether or not to accept each donation.  Historical Commission July 13, 2017 Page 6 of 28 Mr. Gutowski stated that this would be part of their Committee report to the Commission each month. Ms. Schless stated that they are the Chairs of Archives and Artifacts so this is the right process. Mr. Gutowski stated that when reviewing his previous emails, there was an email sent to the architects by his predecessor, Jose Hernandez, asking for the artifact room to be in a place in the new Town Hall, where everyone is able to see as they walk in, instead of being tucked away on the second floor. He stated that he will forward the email to Commission members that Mr. Hernandez wrote to the architects and planners working on the design and also this Commission’s requests and how they were not met by the Commission. He stated that it is nice that there is an artifact room. Mr. Luly stated that if they do not find a list of criteria for the process of receiving donations to the Town for the Archive Room, he asked if Mr. Shortridge and Mr. Morrissey should develop one. Mr. Gutowski stated that this will be a learning process, but believes Mr. Shortridge and Mr. Morrissey should be contacted initially. He stated that this is a nice opportunity for the Town, as well, that the Historical Commission is now accepting donations and that they will be safe in a building that is secure. Ms. Schless stated that whoever is doing the August Quick Fact Fridays, suggested that this be addressed in one of the weeks. She suggested having the QFF reviewed by Mr. Shortridge or Mr. Morrissey to ensure the information is conveyed correctly. Mr. Gutowski asked when the Town and/or the Commission may begin accepting artifacts. Mr. Luly stated that he would assume that this would begin immediately. Mr. Morrissey stated that the Commission went into the Archive Room prior to design and asked to wait on accepting artifacts until they are  Historical Commission July 13, 2017 Page 7 of 28 able to determine what type of storage is installed. He stated that this will be helpful when monitoring the inventory. Mr. Macdonald stated that he does not believe the Commission is able to accept property on behalf of the Town. He stated that the process would be that the form be completed and go to Mr. Morrissey and based on his review, would make a recommendation to the Commission. The Commission would then make a recommendation to the Town to accept property. Mr. Morrissey stated that when he anticipated writing up the process for receiving artifacts, there are the Commission’s bylaws that are adopted by the Commission, and the Town’s ordinances that determine what the Historical Commission’s role is. He said when these are reviewed by the Town again, he would propose that this is referenced so that the Commission is the source to accept items that come into the archives. He stated that the Commission could be limited to photographs or documentation and anything three dimensional could be mentioned. He stated that it could be included in the Commission bylaws, which are done by the Commission and could request for it to be included in the Town’s ordinances that cover the Historical Commission’s duties. Mr. Gutowski stated that this would need Town Council’s approval. Ms. Schless stated that the verbiage in the Historical Commission’s duties and powers under: “Mount Pleasant Special Collection: Establish a special collection for the purpose of collecting, cataloguing and preserving information about the history of the Town and its residents”. She stated that it does say “special collection”, but it also says “preserving information”, so she is unsure how to interpret this statement. Mr. Gutowski asked Mr. Morrissey if he would like to propose an amendment for the next meeting to send to Town Council. Mr. Morrissey stated that he would prefer to wait and see the layout and content of the Archive Room, and then adapt. He stated that if  Historical Commission July 13, 2017 Page 8 of 28 there are filing cabinets in the Archive Room and it is kept locked with Planning staff having access, that he does not see any reason why the Commission cannot ask the Town to approve adding artifacts to the verbiage that Ms. Schless just read. Mr. Luly asked Commission members if they have heard from Carol Poplin regarding what is going into the Archive Room. He stated that a request was made at a previous meeting by a member of the Commission, to see what is being proposed. Commission members responded in the negative. Mr. Luly stated that he would follow up and request information. Mr. Morrissey stated that he believes that the Commission’s request was to view proposed plans for the furnishings and content for the Archive Room, as well as the materials Ms. Poplin was going to produce to post on the wall. He stated that the Commission also requested to see all the materials throughout the Town Hall as far as various displays and the verbiage and photographs of what was going on the wall. Mr. Gutowski stated that he spoke with the Mayor off-site who stated that she would support the kiosks throughout the building; however, this would be accomplished after the building was complete. He stated that since we are almost at that point, he did not want this to go unrecognized. Mr. Luly stated that there appears to be some confusion on the meaning of “kiosks”, because the designers are envisioning the kiosks as the boards that are being erected on the walls. Mr. Gutowski stated that he was referring to stand-up displays that could be three or four sided. He stated that the original discussion was that if you are in a particular area and waiting for a business license, special permit, recreation permit, etc., there would be a kiosk there with information that is related to that area. He stated that this is what the Commission supported to spread the history throughout the building and not just in one room.  Historical Commission July 13, 2017 Page 9 of 28 Ms. Schless stated that it would not just be to display information, but artifacts and actual things on display in glass enclosed protective cases. Mr. Gutowski stated that these could be changed from time to time so it would not be stagnant displays. Mr. Brown asked about the quilt. He said that when this was first being discussed, it was relayed that the historic quilt would be displayed on the first floor and would be the center display as you enter Town Hall. He stated that it is now located on the second floor in a room and not on display for all to see. Ms. Gallotta stated that she was advised that it would be in the Archive room under a display case on the second floor. Mr. Brown asked who made that decision. Mr. Luly stated that it is likely at the executive level. Mr. Brown stated that this has been discussed for quite some time now and believes that whomever is making the decision should know that something as significant as the quilt should be somewhere prominent where everyone can see it, not on the second floor in a room. Mr. Morrissey stated that he agrees with Mr. Brown, but as he understands the process with the Town, once the building is up and running and everything is somewhat in place, that the Commission is able to discuss with the Planning Department, and Town Council where historical artifacts may be displayed. He stated that the Historical Commission should find out what Ms. Poplin has planned so that if the Commission does not support it, and it has not yet been paid for, then it may perhaps be intercepted. Ms. Schless stated that she is not knowledgeable enough about textile protection. She wondered with all the light coming into the first floor of the new Town Hall, it that would damage the quilt. She stated this may be an issue. She stated that she also learned that Ms. Poplin was a former Historical Commission member.  Historical Commission July 13, 2017 Page 10 of 28 Mr. Luly stated that in reference to the Archive Room, he spoke to the representative of the Town Hall project regarding whether the room would be kept secured during business hours and available by appointment, who would be in possession of a key, etc. Mr. Morrissey stated that this was discussed at length several times and the Commission insisted on having it locked and the Planning Department having possession of a key. Ms. Schless requested that a motion be passed that this Commission is unanimous on certain aspects of the Archive Room. She asked if the Archive Room is under the Historical Commission direction or is the Historical Commission contributors. Mr. Luly stated that the room will be under the purview of Town Administration’s direction. Ms. Schless asked what the Commission’s role will be in reference to the Archive Room. She stated that the Commission has responsibility for the special collection and this collection is going into the Archive Room, it must be clear who is managing the process and space of the room. Mr. Luly asked for the motion to be detailed and thorough in order to have clear direction. Mr. Morrissey asked if the Commission would like something written with what he drafts for next month and then the Commission can vote on it with the Archive Material Acceptance procedures. He stated that what he would envision would be that the Town is always in charge of the Archive Room, but that the Commission receive the delegated powers from the Town as to what is accepted and displayed in the special collection in the Archive Room, and once it is there, it be maintained by the Town itself through the Planning Department. He stated that he can include this in his write-up and vote on it next month. Mr. Kelley stated that he would like confirmation on what the purpose of the Archive Room is. He asked if the Archive Room is a place to store historical artifacts, documents and pictures for the Town or will it be accessible to the public for viewing.  Historical Commission July 13, 2017 Page 11 of 28 Mr. Morrissey stated that the original proposal, which predates the sitting Historical Commission members, as well as what was submitted when going through this process last year, he believed it to be an archive room that would be accessible to people by appointment, not the general opening hours and materials could be available for the Town Historian or if a school group wanted to come in and look at something, they could. However, it was never intended for general access to the public. He stated that this was to maintain positive control of the materials that the Commission would keep under inventory. Mr. Gutowski stated that the Commission would be hard pressed to ask the public to donate historical artifacts to the Town, if there were not adequate containment of the area. Ms. Schless stated that this makes it even more important to have the kiosks or other displays in the public space, not just information on the Town’s history on the walls, but also artifacts and other documentation that can be brought from the Archive Room to the main lobby for public viewing, but under protective and secured cases. She stated that the Town does not have a museum and this is somewhat in its absence. She stated that she is hopeful residents will come forward and donate materials and artifacts. Mr. Gutowski asked Mr. Macdonald to provide the Commission with his background. Mr. Macdonald stated that he has lived in Mount Pleasant for 15 years and did museum work for 52 years. He stated that most recently, he was Director of the Museum for the City of New York for 17 years. He stated that he is knowledgeable about the process and this is why he asked who has the authority to accept property on behalf of the Town. He stated that instead of passing any motion today, to request Mr. Morrissey draft something in detail to present what the Commission believes should be done that can be presented formally to the Mayor, rather than doing something today. He stated that the Commission is not in control of the Archive Room, they have not been and the Town has not listened to what the Commission has suggested. He stated that  Historical Commission July 13, 2017 Page 12 of 28 he believes there will be an opportunity to present the Commission’s case to the decision-making authority. He said that there is a big difference between a room to store artifacts that need to be secured and an exhibition space. He said that not knowing enough, he believes the Commission is trying to do too much with the Archive Room. He does not believe the room is large enough to be an exhibition space; however, a way to display them would be to take them from the Archive room and put into kiosks or display cases. He suggested a more thorough and thoughtful presentation to develop that can be presented to the decision makers. Mr. Morrissey stated that the one thing he would propose for consideration today is since the building is in its final stages, to find out if there will be a lock on the door and if possible, have a security camera installed in front of the Archive Room. He said the town needs the ability to monitor ingress and egress, to identify people entering the room, and to deter pilfering. He said that he would propose today to have a vote that it is the request of the Historical Commission that the Archive Room be locked with the Planning Department maintaining access, and if it is still under consideration whether other security measures, such as cameras, can be installed, that the Town consider all means of securing the contents of the Archive Room. Mr. Macdonald so moved as stated by Mr. Morrissey; seconded by Ms. Schless. All present voted in favor. Mr. Gutowski stated that he would be curious to know how the Town planned to handle the process for the Archive Room for exhibiting. He stated that the newspaper stated that the Town would have an exhibit room for children to visit and wondered how this would be administered. Mr. Morrissey said that it was his understanding from Ms. Poplin’s presentation that it would be a static display on the walls of her creation that no one had seen yet. (Mr. Harrell departed the meeting at 8:39 a.m.)  Historical Commission July 13, 2017 Page 13 of 28 Ms. Gallotta stated that at the last meeting, Commission members requested statistics for the Quick Fact Fridays, beginning from March, 2017. Ms. Schless asked if Ms. Gallotta could obtain the stats from February for Black History Month. Mr. Gutowski asked why the number decreased. Ms. Gallotta stated that it is due to people unsubscribing. She stated that it goes out to employees and the number of employees fluctuate. She stated that if the QFF’s were more personalized, that people may have a deeper connection. She stated that she has been listening to the oral histories and believes that people would be very interested in hearing them, because they reference a lot of people in the oral histories that people can relate to. She stated that the oral histories should be made available because they are so interesting and personal. She stated that she is in the process of transcribing some of the oral histories. Mr. Gutowski asked if Ms. Gallotta has been in contact with Mr. Shortridge. Ms. Gallotta stated that she did reach out, but has not heard back. She stated that Darren Calhoun is the contact at Avery Institute and has been trying to contact him; however, he finally reached out via email and provided the links to the recordings. She stated that his assistant asked who else the Town would like to interview. Ms. Schless stated that in the June minutes, Mr. Shortridge referred to it, as well as Mr. Macdonald, about using other entities other than Avery Institute to do the oral histories. Mr. Gutowski stated that he believes that Mr. Shortridge wanted to take a course of how to conduct oral histories. Ms. Gallotta stated that Mayor Page mentioned another process using an App and provides interview tips along with sample questions. She stated that if someone took a class, this would be very helpful.  Historical Commission July 13, 2017 Page 14 of 28 Mr. Gutowski suggested discussing the App with Mr. Shortridge. Ms. Schless stated that in reference to the QFF statistics, she asked Ms. Gallotta to send them to her so she could do some analysis. Mr. Morrissey asked if the stats were only monitored from the Town’s notification system. Ms. Gallotta stated that this is “constant contact”. Mr. Kelley stated that he does not receive the emails, but does get them on Facebook and Twitter. Ms. Schless stated that when Ms. Wolff was managing the statistics for the Historical Commission, she prepared a spreadsheet. Mr. Morrissey stated that the 6,000 figures that is currently on the QFF statistics, is there a requirement for all Town employees to be signed up. He asked if the basic audience on this is Town employees. Ms. Gallotta responded in the affirmative. Ms. Schless stated that she thought the spreadsheet that Ms. Wolfe- Miller prepared in the past did break down user type, however, she is not sure. Ms. Gallotta stated that when she schedules the email to go out, it provides a number of people on that email list that you are selecting. Ms. Schless stated that the Commission must get the word out to the public that QFF’s come out each Friday so that the public may sign up to receive them. She said that many people just do not know about the QFF’s. Mr. Gutowski asked Ms. Gallotta how much longer she will be interning with the Town, and if she sees her position being full time. Ms. Gallotta stated that she would be with the Town until mid-August. She stated that if the Town decided to conduct the oral histories, she envisions that this could be a part time position. Mr. Macdonald asked if Ms. Gallotta has had the opportunity to speak with Mr. Robertson about the different pieces of historical information  Historical Commission July 13, 2017 Page 15 of 28 on the website that are disorganized. He stated that he indicated to Mr. Robertson showing him how scattered the information is on the site and the need to pull it all together for easier access. Mr. Morrissey stated that he noticed that the History section became more prominent and shows us as a main heading with a listing in the middle if you click on history. He stated that he would like to suggest having someone review the scans as photographs are sideways as well as some of the writing. Ms. Gallotta stated that this was prior to what she has been scanning. She stated that she does remember seeing some and will review again. Mr. Kelley stated that he emailed all Commission members a list of edits and changes on the website and no one responded back. He said that anything such as pictures and documents scanned in incorrectly or links that were not working, he was going to compile them and submit one list to have corrected. Mr. Morrissey asked who was redoing the website, and as Mr. Kelley collects the information, who will he coordinate with. Mr. Luly said that it would go to him first. Ms. Schless stated that she was unable to find the timeline on the Town’s website, which is history. Mr. Luly stated that Moultrie Middle School was the only middle school where the Historical Commission has not held a meeting. He stated that Ms. Gallotta reached out three times and was told that they would reach out to the Town later in the month. Mr. Gutowski stated that there is a new principal and he and Mr. Brown were going to work with them to hold a Historical Commission meeting there. He stated that Cario would like for the Commission to come back again. Mr. Luly asked what the plans are for meetings off site.  Historical Commission July 13, 2017 Page 16 of 28 Mr. Gutowski stated that having three meetings off site is difficult; therefore, he would like to conduct two meetings per year with the eighth grade classes to familiarize them with the Commission. Mr. Luly suggested having the 8th grade honor students come on a field trip to the new Town Hall. He said that this would ensure a group is not left out. Mr. Gutowski stated that it may be difficult, but he would ask the principals. Ms. Schless stated that since Town Hall is new, it may interest the schools to take some of the students. However; due to logistics, she believes it is easier for the Commission to go to the schools. Mr. Brown stated that Mount Pleasant Academy has a new principal. He stated that Mount Pleasant Academy was the first elementary school in the Town. He suggested having a meeting at the school. IV. Committee Reports QUICK FACT FRIDAYS Ms. Schless stated that the QFF’s are running smoothly and August will be on Transportation. Mr. Gutowski suggested that Mr. Macdonald also do a write up on the CRESO award for one of the QFF’s. Ms. Schless stated that each month, the Commission members will pick a theme to write up their QFF’s and for one week, they may also showcase one of the areas they are responsible for. Mr. Gutowski stated that one of his should be on the Historical Commission and what the Commission does. Ms. Schless stated that the one coming out the last week of July by Mr. Harrell is about the tools the Commission has to help people access history information. She said that Mr. Morrissey’s last QFF was the same topic as Mr. Harrell’s first QFF in July, which was the siege of Charleston. She stated that if she receives each Commissioner’s QFF  Historical Commission July 13, 2017 Page 17 of 28 write up’s for the full month, in advance, as well as the following month’s write up, two weeks in advance, she will be able to avoid any overlaps. She stated that there needs to be more awareness for the public that QFF’s are available. Mr. Gutowski asked Mr. Kelley to sign the editor of the Moultrie News, Sully Witte, up for QFF’s and perhaps ask her to help get the word out about QFF. Ms. Schless stated that to sign up, go to the Town’s website www.tompsc.com and click on “Our History” and in the body of the text, there is a link for “Notify Me” where you can sign up for QFF’s. You may also click on the Historical Commission link on the Town’s website and there is also a “Notify Me” link. COMMUNICATIONS Mr. Kelley stated that he will work on getting the word out about the QFF’s, via social media to the public. He stated that they did update the Historical Commission members on the website. He added that he sent out a running report and asked if there were any changes or corrections that needed to be addressed on the website or links that are not working properly, to use the form and advise him so that he can work with Mr. Luly to get them fixed. He said that he did speak with Ms. Witte of the Moultrie News about more coverage of the Black History Month events in February and will also discuss possibly getting more coverage on QFF’s. Mr. Gutowski stated that he would like to try and save some money and see if the Moultrie News will do an article on Black History Month and post the events with this. He stated that he met a reporter, Emma Williams, for the Moultrie News (not a paid position), at the Avery Institute meeting, and focuses primarily on Black History and asked if she would get more involved with Black History Month. Mr. Brown stated that she is the same individual who was the paymaster for the New York Yankees for many years.  Historical Commission July 13, 2017 Page 18 of 28 CRESCO AWARD Mr. Macdonald stated that the Cresco award was discussed earlier and said that he would leave it up to staff to order the medallion once a nomination is made. He added that good advertisement for the CRESCO award would be for the Moultrie News to interview Ms. Mary Julia Royall, who was the first recipient and the Town Historian. Mr. Luly stated that he recalls that this award may not be issued each year and would be on a case by case basis. He asked if that was still the case. Mr. Macdonald stated that his hope is to have it issued each year. Ms. Schless stated that it is the 180th birthday of the Town, so it would be important to have one this year. ARCHIVES Mr. Morrissey stated that there was earlier discussion regarding the Archive Room, but to summarize, by August he will come up with a written proposal for the Commission to consider what they would like as the procedures for receiving artifacts and if anything needs to be amended or added to the bylaws or a suggestion for the Town to look at an amendment to the ordinance for what the Historical Commission does in reference to the Archive Room. He stated that in reference to the acquisition of the Abby Monroe papers, he reached out once again to the Caroliniana Library on Monday and they have not yet responded. He stated that in June he was told it was being processed and would be sent. He stated that another item of discussion were historic Town Minute books. He stated that Mr. Robertson noted that the Charleston Library Society has a binding service for historic books and he has had one or two of the Town Minutes books rebound. Mr. Robertson recommended stabilizing some of the other historical Minute books, at a cost of approximately $150 per book. He stated that he understands that the historic Minute books will be going into the Archive Room and said that  Historical Commission July 13, 2017 Page 19 of 28 as the Commission considers the budget to consider selecting one or two historic Minute books per year and have them stabilized. Ms. Gallotta stated that there are at least three ordinance books that need rebounding. Mr. Gutowski asked about old plats. Mr. Morrissey stated that Mr. Robertson only has some map collections that go with the Old Village Historic Study and elements of the Charleston County studies as they apply to Mount Pleasant, which are larger materials. He stated that what the Commission envisioned when they discussed their proposal for the Archive Room, was that there would be a plat file folder that would be table height that you could use as a workspace on top that would hold larger documents below. He stated that the Town does not have a large collection of plats. Mr. Gutowski stated that there was also previous discussion about historical places in Mount Pleasant as part of the County study that was done and asked if anyone found the results of that study. Mr. Morrissey stated that there have been multiple studies over the years and what he wanted to achieve as the Archive Room comes together, is an inventory of all the materials coming into the Room. He stated that he wanted to propose for consideration in the future for the budget, that once there in an inventory of what Minute books need rebounding, to allocate funding on a rotating basis for one or two volumes a year for $150 each. He stated that prior to the next meeting, he would like to request an update of what is in the Archive Room. Mr. Gutowski asked if there is a possibility for one or two Commission members to see the progress of the Archive Room. Mr. Luly stated that he would be moving into the new building tomorrow and would arrange a visit to the Archive Room. UPDATE Mr. Gutowski stated that he, Mr. Kelley and Mr. Macdonald attended the Planning Commission meeting that addressed the Town’s upcoming  Historical Commission July 13, 2017 Page 20 of 28 Comprehensive Study. He stated that the Town is considering involving many different residents of the Town as advisors and the Historical Commission would be an advisor to the Comprehensive Plan, but will not have a vote on this Committee. He stated that the Committee will consist of approximately 20 to 30 residents of the Town as well as the unincorporated areas of the Town. He stated that he met with Mr. Rodly Millet, who is a Planning Commission member and he will be attending the August Historical Commission meeting to further clarify the Committee he is heading up called the African American Settlement Community, and what they are hoping to accomplish to preserve their heritage. Mr. Morrissey asked who determines who will sit on the Committee. Mr. Gutowski stated that he believes that ultimately Town Council will approve the members, but is not certain as it is still in the planning stages. He stated that it would first go through the Planning Commission. Ms. Schless asked about the moratorium requested. Mr. Gutowski stated that he did speak during the Public Comment period, advising the Planning Commission that the Historical Commission would be submitting a letter requesting a moratorium on additional development. He signed the letter which has been delivered to the Mayor’s Office. V. FY2017-18 Action Plan and Budget Ms. Schless stated that she emailed out the Action Plan and would ask that each Commission member look at each respective area of their responsibility. She would ask that each member submit their input prior to the next Commission meeting. She stated that two areas that are not yet assigned is the Comprehensive Plan involvement. Mr. Gutowski stated that he volunteers to take the lead on this. Ms. Schless stated that the South Carolina Battleground Preservation Trust, in addition to doing the documentation and reporting on the  Historical Commission July 13, 2017 Page 21 of 28 website and their map, were also going to do a model of the Lempriere’s Point Battery. She stated that there was discussion of having this model to put into the Archive Room. She added that she is unsure who was following up on this or if it is still relevant. Mr. Morrissey stated that Mr. Bostic was talking about modeling it as a 3-D graphic not an actual physical model. Ms. Schless asked who on this Commission would be responsible for collaborating with the African American Settlement Communities Historical Commission. Mr. Gutowski stated that he will volunteer, but would like for Mr. Macdonald to be the lead. Ms. Schless asked for all Commission members to review the Action Plan. She added that Mr. Gutowski requested to have Mr. Kelley spearhead the Communications area and wanted to know the results. Mr. Kelley stated that he did speak with Mr. Harrell, who was willing to have Mr. Kelley take over Communications. He stated that he would be willing to take over. Mr. Morrissey stated that he moved all his target dates for the Christ Church line over to October and his intention is to have a hard product to share with others proposing where it sits and who the stakeholders are. Mr. Gutowski stated that he mentioned to Rodly Millet that the Battlefield Preservation Trust individuals should be involved in the advisory group for the Comprehensive Plan. Ms. Schless stated that in reference to the budget, the spreadsheet distributed is from January and not current in terms of the fiscal year that ended June 30, 2017. She said that this is by the core duties and lines up with the Action Plan. She asked if Mr. Luly would advise how the 2016/2017 budget ended up.  Historical Commission July 13, 2017 Page 22 of 28 Mr. Luly stated that the total expense for Black History Month was $3,678.33 and $5,000 was budgeted. He said the award was ordered in the previous year’s budget. Ms. Schless asked if Mr. Luly would finalize the numbers prior to next month’s meeting to wrap up last year’s budget. She stated that she would review each line item and asked Commission members to advise what their budget would need to be in order to carry out their areas of responsibility. Black History Month: Mr. Brown stated that they need $1,200 for Claflin Singers. Mr. Gutowski stated that he would budget $3,500. Ms. Schless stated that would include the honorarium, news and press. Cresco: Mr. Luly stated that $1,200 was for the die cast and then the medallion was approximately $950 and engraving was approximately $50. Mr. Macdonald asked about the box which was extra. Mr. Luly stated that he thought that the box was included in the $950 price. Ms. Schless stated that two years ago, the die was $1,000 and last year, the medallion and the case and the engraving was at $1,200. Mr. Macdonald suggested keeping the budget at $1,200. Community Outreach: Ms. Schless asked if this was still at zero. Mr. Gutowski said that there is no cost. Other Commission Led Events: Ms. Schless stated that if the Commission were to do what was discussed at the last meeting, having meetings at HOA’s, etc. Mr. Gutowski said this would be a no cost. Historical Marker Program: Ms. Schless stated that this has been at zero, because the Commission has been using the App. Mr. Gutowski suggested leaving it as zero. Historical App and Native Website: Ms. Schless said that Mr. Luly was going to look into the contract for multi-year with Cleveland State. She asked if it was an annual contract. Mr. Luly stated that so far it has been done on an annual basis and said that he believes the price has increased to $1,500.  Historical Commission July 13, 2017 Page 23 of 28 Ms. Schless stated that when Mr. Traywick was working with them on Communications, they were going to be making some enhancements, but was not sure if Cleveland State needed the Commission’s involvement. She stated that when Mr. Harrell took over Communications, they were supposed to meet so Mr. Traywick could convey all the information; however, the meeting never happened. Special Collection: Ms. Schless stated with the different subheadings, she asked Mr. Morrissey to speak. She stated that she believes this will be a big priority this year and one of the main initiatives. She stated that the Commission does not know what they will be receiving in terms of donations to the Archive Room; however, would like to be able to receive them. Mr. Morrissey stated that with the Oral History program, he understands that the Commission is looking at alternative pricing. He said as to other artifacts and special collections, there are the pending Abby Monroe papers, which were approximately $450, but has not received an invoice, but anticipates paying up to $500 for these. He stated that if any historic Town Minute books are repaired, it would be $100 to $150 per volume and he would like to budget for two, totaling $300. Ms. Schless asked about photocopying historic pictures. Mr. Morrissey asked Mr. Luly if the Town would charge the Commission to copy historic pictures that residents may provide. Mr. Luly stated that he felt sure they would not as the Commission is part of the Town. Mr. Macdonald stated that they could be scanned and printed on photographic paper. Mr. Morrissey said that there is $1,200 for oral histories, $1,300 for various artifact copying and stabilizing which provides a cushion for photocopying, for a total of $2,500 for special collections.  Historical Commission July 13, 2017 Page 24 of 28 Mr. Luly asked for clarification and said he has $500 for the Abby Monroe papers, $300 for book stabilization and asked what additional items brings the total to $2,500. Ms. Schless stated that the Commission is not sure what they will be acquiring for the Archive Room. Mr. Morrissey stated that this is why he is requesting a total of $2,500 for the Mount Pleasant Special Collection; $1,200 for Oral History Program and $1,300 for Procurement Acquisition, repair, or copies. Mr. Gutowski stated that this brings the budget to $8,700 at this time. History Related Tourism: Ms. Schless stated that the Commission agreed that nothing would be done monetarily with the CAP (Culture, Arts & Pride) program, but will work together with them. Christ Church Lines: Ms. Schless stated that she believes the Commission agreed to help facilitate, but will not bear any costs. Events Hosted by Others: Ms. Schless stated that this is where the Commission is able to participate without any costs. She stated that the Commission is still assessing whether to take this route or through Community Outreach. Ms. Schless stated the next expense will likely be under Communications, which is whether the Commission will develop a rack card or brochure to help generate more history related tourism. She stated that there was discussion about creating this “in-house” initially. She stated that she is not sure if the Commission prefers to wait an entire year to do rack cards, as there will be costs associated. Mr. Gutowski stated that there is currently $1,300 remaining. Ms. Schless stated that Communications needs attention. Communications: Ms. Schless stated that she believes the rack card should be included under Communications. Mr. Gutowski stated that the Commission should allocate the remaining $1,300 which was the same amount allocated last year.  Historical Commission July 13, 2017 Page 25 of 28 Ms. Schless stated that this was for the expanded social media presence. She asked about the rack cards. Mr. Gutowski stated that this would be included in the $1,300 budget. Ms. Schless stated that this completes the $10,000 budget for the Commission. She stated that the only other thing she would like to add is the 180th celebration of the Town of Mount Pleasant. She asked if the Historical Commission is going to have a role in whatever the Town has planned. Mr. Luly stated that he has been advised that the Town is not celebrating the 180th. Ms. Schless asked if the Commission could do something for the 180th birthday of the Town. Mr. Gutowski stated that the Commission should do something on the 180th birthday with the Cresco Award, because that award will be given in December at the Council meeting. Mr. Macdonald stated that the official proclamation can also mention the 180th birthday of the Town. He said that there are ways the 180th can be recognized. VI. Discussion on Donations Process VII. Decision on Edmund Jenkins Plaque for Old Village Police Substation Mr. Luly asked what area in the budget the Edmund Jenkins dedication would fall under. Mr. Morrissey stated that once he receives Ms. Deborah Jenkins-Lewis’ contact information, he will reach out to see if she has other photographs and the proposal from the Commission to the Town would be that the Police Department agrees that the substation in the Old Village is the appropriate memorialization of Mr. Jenkins. He stated that he would like to have some art and a representation of Mr. Jenkins, such as a picture. He stated that he would like to propose this to the  Historical Commission July 13, 2017 Page 26 of 28 Town that whatever option they would like, but to have options available. Ms. Schless stated that at the last meeting, Mr. Morrissey mentioned that there were some discrepancies in Mr. Jenkins history. She asked if this was resolved. Mr. Morrissey stated that Ms. Gallotta sent an email out that listed what years the Town’s minute books identified him as being the Town Marshal. He stated that sometime in the late 1920’s they changed Mr. Jenkins’ title to Chief of Police and then identified him as the Assistant Chief of Police. He stated that he was looking for a mention of retirement, but could not find any mention of it. Ms. Schless asked if there needs to be an amount set aside in the budget for this possibility, because this was brought to the Commission as a historical marker category. Mr. Macdonald stated that Mr. Jenkins already has a historical marker near his gravesite and believed the idea was for the Town to handle the expense. Mr. Morrissey stated that he wanted to give the option to the Town. He stated that this is a historically significant fact. He stated that during the Tillman period and Jim Crowe, there is a Town Marshal of Mount Pleasant who is an African American. He wanted to provide options to the Town to see how they wanted to handle this. He stated that Mr. Harrell had interest of having some type of scholarship fund that a relative wanted to start, for those wanting to pursue a law enforcement degree to keep his name in the forefront. He stated that he wanted to provide options, but thought the options would be more expensive. He stated that this is significant and believes there would be interest in providing more prominence. Mr. Gutowski asked Mr. Brown if this would be something to incorporate into Black History Month. Mr. Brown stated that this is something that should stand by itself and should not be a part of Black History Month.  Historical Commission July 13, 2017 Page 27 of 28 Mr. Gutowski suggested having a brief ceremony at the Historic Old Village Police Substation. Ms. Schless suggested having an unveiling once the plaque is mounted at the substation. Mr. Morrissey stated that Mr. Jenkins already has an engraved marker and was thinking of something else. Mr. Gutowski suggested having this on a Sunday during Black History Month as a standalone event and could come out of the Black History Month budget if there is any expense involved. Mr. Brown stated that he would like to be informed, because every time they have had something, it has also involved the church. He stated that it would have to go to the church board. He said that when Mr. Jenkins’ marker was erected, the church was involved. He stated that he knows Ms. Jenkins-Lewis is going to want to involve the church. He stated that the church is unable to find in their archives where Mr. Jenkins was a member of the church, but it is said that he was a member, so the church accepted the family when they came for the historical marker. Mr. Gutowski stated that he will work with Mr. Brown on this as it develops, as it is unsure what will be done to recognize Mr. Jenkins. Mr. Brown stated that Mr. Jenkins’ family members still attend his church. Mr. Morrissey stated that he would like to see an appropriate memorialization of Mr. Jenkins, such as a bust; however, it is expensive. Mr. Brown stated that he likes Mr. Morrissey’s suggestion and would like to see about getting the church and other organizations involved. He stated that something more prominent such as a scholarship as discussed earlier, would carry on his name.  Historical Commission July 13, 2017 Page 28 of 28 VIII. General Discussion – Items of Interest Mr. Brown asked Mr. Luly if the Claflin University contract for Black History Month was signed by the Town and sent back. Mr. Luly stated that the Town’s phone system changed over and was down; however, he did send Mr. Brown an email. He stated that the Town does not sign contracts. He stated that they are taking Claflin’s contract and using the information to fill out the form that the Town has designed and will sign and send back to Claflin. Mr. Brown stated that the issue is that there is a tentative date and if Dr. Isaac at Claflin University does not receive something very soon, they will book something else. Mr. Luly stated that he was assured with the new fiscal year started July 1st and that they were working on this. He stated that he will follow up to ensure this is done. Ms. Schless asked if the Commission should request the final invoice of $100 from the individual who designed the Historical Commission’s logo. She asked if the artwork has been delivered. Mr. Luly stated that he has delivered the artwork and the invoice has been provided to the Office Manager in the Planning Department. IX. Adjourn Mr. Macdonald moved to adjourn; seconded by Mr. Morrissey. All present voted in favor. There being no further business, meeting adjourned at 9:56 p.m. Respectfully submitted, Barbara Ashe July 13, 2017