CITY OF PEORIA, ARIZONA VETERANS MEMORIAL BOARD Public Safety Administration Building Cinnabar North Conference Room March 13, 2007 A Regular Meeting of the Veterans Memorial Board of the City of Peoria, Arizona was convened at 8351 West Cinnabar Avenue in open and public session in the Cinnabar North Conference Room at 5:05 p.m. Members Present: James Foulk, Phil Hanson, Larry Lichtenberg, Thomas Schaefer, Doris Gosney and Reed Webber Members Absent: Anthony Foglio Municipal Officials Present: Kirk Haines, Parks Manager; Steve Burg, Chief Assistant City Attorney; and Venus Turner-Baker, Administrative Assistant Audience: 1 (Cecilia Chan, Arizona Republic) MINUTES: A motion made by Reed Webber, seconded by Phil Hanson to approve the minutes. Upon vote, the motion carried unanimously. DISPOSITION OF ABSENCES: Not applicable UNFINISHED BUSINESS: None Please note the order in which items appear in the minutes is not necessarily the order in which they were discussed in the meeting. NEW BUSINESS: 1. DISCUSSION AND POSSIBLE ACTION TO ESTABLISH OPERATING PROCEDURES AND GUIDELINES The board members were given a copy of the Open Meeting Law (2000) and a copy of the Basic Parliamentary Procedure, from the Successful Boards and Commissions Packet. Steve Burg gave a brief summary of procedural rules for regular meetings, study sessions and sub- committee meetings. Mr. Burg also suggested that no actions be taken before the Boards and Commission training held on March 27, 2007. Reed Webber asked how many board members must be present to have a quorum. Steve Burg answered that four members must be present to have a quorum for a group of seven members. Reed Webber questioned if the board is able to have a study session to facilitate more of an informal discussion. Steve Burg responded that a study session is permitted but a meeting notice must be posted and minutes taken. No actions can be taken during the study session meeting. 2. DISCUSSION AND POSSIBLE ACTION TO ELECT A CHAIRPERSON AND VICE CHAIR PERSON The Chair and Vice Chair positions are held for one year term. A motion made by Phil Hanson, seconded by James Foulk to approve the nomination of Reed Webber for Chairman. Upon vote, the motion carried unanimously. A motion made by Tom Schaefer, seconded by Doris Gosney to approve the nomination of Phil Hanson as Vice Chairman. Upon vote, the motion carried unanimously. 3. DISCUSSION AND POSSIBLE ACTION TO APPROVE AND INSTITUTE A REGULAR MEETING SCHEDULE A motion made by Phil Hanson, seconded by Tom Schaefer, to approve moving the discussion of this item after the last item. Upon the vote, the motion carried unanimously. A motion made by Tom Schaefer, seconded by Phil Hanson to approve the regular meeting date of every second Tuesday of the month at 5:00 p.m. Upon vote, the motion carried unanimously. 4. DISCUSS AND POSSIBLE ACTION FOR VETERANS MEMORIAL DEDICATION Kirk Haines gave out a current schedule for Rio Vista Veterans Memorial. Kirk Haines stated that the original Memorial date of May 28, 2007 was chosen because the recreation center would also be complete. The recreation center would have offered shelter from the heat. Kirk also stated that the scheduled opening for the recreation center has been moved back to July. Kirk reported that the original May 28, 2007 date would not allow enough time to have a finished product for the dedication because the engravers need five to six weeks to complete the work. The current time frame would not allow enough time to have the individual sponsor plaques engraved into the wall to meet the proposed date of May 28, 2007 deadline. Phil Hanson reported that the Northwest Valley Association, which is made up of sixteen veteran organizations, is in favor for hosting the dedication on or near Veteran’s Day in November of 2007. Larry Lichtenberg commented on how beneficial the recreation center would be to the dedication. Larry also pointed out the benefit of having a milder temperature. Larry Lichtenberg recommended that the date be moved to November. Tom Schaefer pointed out the large competition between other veteran organization group activities on Memorial Day. Reed Webber reminded the board that the former Mayor Keegan wanted to have the dedication on Memorial Day. Kirk Haines suggested that an informal ceremony could be given for the veterans’ wall around the completion date, or after the recreation center is opened. Tom Schaefer made a motion to change the date of the Veterans Memorial Dedication to a day around the Veterans’ Day week in November 2007. Larry Lichtenberg seconded the motion and, upon vote, the motion carried unanimously. Reed Webber asked if it would be appropriate to have the contractor attend the next meeting in order to ask questions regarding the construction schedule. Kirk Haines, the Park Manager for the City of Peoria, stated that he will report the building information to the group as Rio Vista construction falls under his job duties. Reed Webber asked if it would be a conflict of interest for Kirk to disseminate this information. Steve Burg said it would be most appropriate if the information came from Kirk as a City of Peoria employee reporting to a City of Peoria Board. Reed Webber wanted the minutes to reflect that Kirk Haines reporting the construction schedule is not a conflict of interest. 5. DISCUSS AND POSSIBLE ACTION TO SELECT MEMORIAL WALL EVENTS. Venus Turner-Baker handed out a listing of battles that Brooks Simpson, the history professor from Arizona State University wrote. Tom Schaefer stated that the brief summary was too long and expressed a concern over the amount of lettering. Reed Webber expressed a concern about the consistency of the plaques with the variation in character spaces. Larry Lichtenberg also felt that the statement was too lengthy and should be shorten to allow more space to acknowledge the sponsor. Kirk Haines pointed out that more information needs to be gathered from the engraver, and that an open mind should be kept. Venus Turner-Baker will gather more information from the engraver and forward it to the board members once received. The group agreed to reserve comments until more information could be gathered. A motioned made by Phil Hanson, seconded by Tom Schaefer to table agenda item number 5 for a future meeting when more information would be available. Upon vote, the motion carried unanimously. 6. DISCUSS AND RECOMMEND POSSIBLE ACTION TO ESTABLISH OTHER SERVICE ORGANIZATIONS SPECIAL EVENTS THAT THE BOARD MAY PARTICIPATE. Reed Webber expressed the Veterans Board could be a good resource for outreach to other veteran organizations. The board could help to promote and connect service organizations of the Northwest Valley together. The discussion came to a close with the board agreeing to discuss this topic in the future. REPORT FROM STAFF: Chief Assistant City Attorney Steve Burg gave a brief summary of Roberts Rules and Sub Committees when the board was discussing establishing operating procedures and guidelines. Kirk Haines gave a report on the construction progress at Rio Vista for the Recreation Center and the Veterans Memorial when the board was discussing possible actions for the Veterans Memorial dedication. Kirk Haines reported the City Clerk’s Office will be hosting a Board and Commission new member training on Tuesday, March 27th, 2007 at 4:00 p.m. in the City Hall Pine Conference Room. Invitations will be mailed this week. REPORT FROM DEPARTMENT DIRECTOR: Not applicable REPORT FROM BOARD: Not applicable ADJOURNMENT: There being no further business to come before the Board, a motion made by Phil Hanson, seconded by Tom Schaefer to adjourn the meeting at 6:50 p.m. Upon vote, the motion carried unanimously. ___________________________ ____________________________ Reed Webber, Chairperson Venus Turner-Baker, Secretary