ࡱ> { dbjbjBrBr 7  U\f\\\\\ppp8|$lpCB(AAAAAAA$%DFA\A\\A\\AA 1\3faC5vf2AB0CB~2\[Gv[G033[G\3 AA!CB[G ": NEW JERSEY HISTORIC TRUST NJHT Board of Trustees Board Meeting Wednesday, September 6, 2012 Presbyterian Church at Bound Brook, Bound Brook, Somerset County Call to Order Mr. Perks called the meeting to order at 10:10. a.m. Open Public Meetings Act Ms. Goulet notified the Board that notice of the meeting was made in accordance with the ԹϺ Open Public Meeting Act. Roll call Ms. Goulet called the roll and confirmed the meeting had a quorum. Trustees present: Raymond Arcario (via phone), Carolann Clynes, John Hatch (via phone), Deborah Kelly, Ken Miller, Ana Montero (arrived 10:19), Chris Perks, Dan Saunders, and Elan Zingman-Leith (via phone). NJHT Staff present: Catherine Goulet, Glenn Ceponis, and Lauren Giannullo Also present: David Pease of Presbyterian Church at Bound Brook Approval of Minutes Mr. Miller made a motion to approve the minutes from the June board meeting which was seconded by Mr. Saunders. Ms. Kelly abstained. The motion passed. Election of Officers Ms. Kelly, as Chair of the Nominating Committee, presented the slate of officers as proposed by the Nominating Committee: Chris Perks Chair; Meme Omogbai Vice-Chair; Raymond Arcario Secretary; and Daniel Saunders Treasurer. Ms. Kelly made a motion to accept the slate of officers as presented. The motion was seconded by Ms. Clynes and the motion passed unanimously. At this point in the meeting the Board Chair, with no objections from the other Board members or public, reordered the agenda to first address items requiring a vote of the Board because certain Board members indicated they could not stay for the entire meeting and a quorum would be lost with their departure. Grants & Loans Committee Requests for Extensions Mr. Perks referenced the Grants & Loans Committee Report in the Board packet. Ms. Kelly asked that Board members review the list for potential conflicts, with none, Ms. Kelly provided the following requests for extensions: Grantee: Orange Public Library Project: Orange Public Library Grant Award No.: 2006.2131 Grant Award: $750,000.00 Drawdown: $107,625.55 (14.35%) Municipality: Orange County: Essex The Committee recommends an extension of the work period and grant agreement period to September 27, 2014. Grantee: Jersey City Division of Architecture Project: Van Wagenen/Apple Tree House Grant Award No.: 2006.2107 Grant Award: $575,000.00 Drawdown: $73,818.63 (12.84%) Municipality: Jersey City County: Hudson The Committee recommends an extension to the work period and grant agreement period to September 27, 2013. Grantee: Felician College Project: Castle at Felician College Grant Award No.: 2006.2011 Grant Award: $750,000.00 Drawdown: $712,500.00 (95%) Municipality: Rutherford County: Bergen The Committee recommends an extension of the work period and grant agreement period to September 27, 2013. Grantee: Medford Township Project: Medford Preparatory Friends Meeting House Grant Award No.: 2008.0034 Grant Award: $31,823.00 Drawdown: 0% Municipality: Medford Township County: Burlington The Committee recommends an extension of the grant agreement period to November 30, 2012. Grantee: Princeton Battlefield Society Project: Thomas Clarke House Grant Award No.: 2008.0114 Grant Award: $25,000 Drawdown: 80% Municipality: Princeton County: Mercer The Committee recommends an extension of the grant agreement period to November 30, 2012. Grantee: Warren County Project: Inclined Plane #10 of the Morris Canal Grant Award No.: 2009.0041 Grant Award: $45,000.00 Drawdown: 80% Municipality: Lopatcong County: Warren The Committee recommends an extension of the work period to December 31, 2012. Grantee: Vernon Township Historical Society Project: Black Creek Site Grant Award No.: 2009.0024 Grant Award: $18,750.00 Drawdown: 0% Municipality: Vernon Township County: Sussex The Committee recommends an extension of the work period to July 29, 2013. Grantee: Goshen Volunteer Fire Company Project: Goshen Public School Grant Award No.: 2009.0034 Grant Award: $30,000.00 Drawdown: 0% Municipality: Goshen County: Cape May The Committee recommends an extension of the work period to July 29, 2013. Grantee: Edison Memorial Tower Corporation Project: Edison Tower Grant Award No.: 2009.0025 Grant Award: $18,000.00 Drawdown: 80% Municipality: Edison Township County: Middlesex The Committee recommends an extension of the work period to July 29, 2013. Grantee: Bayshore Discovery Project Project: Bivalve Shipping Sheds and Wharfs Grant Award No.: 2009.0040 Grant Award: $50,000.00 Drawdown: 80% Municipality: Commercial Township County: Cumberland The Committee recommends an extension of the work period to July 29, 2013. Grantee: Friends of Hinchliffe Stadium Project: Hinchliffe Stadium Grant Award No.: 2009.0038 Grant Award: $31,823.00 Drawdown: 80% Municipality: Paterson City County: Passaic The Committee recommends an extension of the work period to November 30, 2012. Grantee: Hoboken Historical Museum and Cultural Center Project: Sybils Cave Grant Award No.: 2009.0033 Grant Award: $15,750.00 Drawdown: 80% Municipality: Hoboken County: Hudson The Committee recommends an extension of the work period to March 31, 2013. Grantee: Atlantic Highlands Historical Society Project: Strauss Mansion Grant Award No.: 2009.0011 Grant Award: $27,000.00 Drawdown: 80% Municipality: Atlantic Highlands County: Monmouth The Committee recommends an extension of the work period to December 31, 2012. Grantee: Friends of the Indian King Tavern Museum Project: Indian King Tavern Grant Award No.: 2009.0042 Grant Award: $50,000 Drawdown: 80% Municipality: Haddonfield County: Camden The Committee recommends an extension of the work period to April 30, 2013. Grantee: Community of St. John Baptist Project: Community of St. John Baptist Grant Award No.: 2006.2044 Grant Award: $560,202.00 Drawdown: 89.50% Municipality: Mendham County: Morris The Committee recommends an extension of the work period and the grant agreement period to March 27, 2013. Mr. Perks reminded the Board that the Grants & Loans Committee had met on August 29th and reviewed in great detail each of the requests for extension prior to making its recommendations. Ms. Kelly asked if Board members had any questions regarding the extension. With none, Ms. Clynes made a motion to accept the recommendations for extensions by the Grants & Loans Committee. The motion was seconded by Mr. Miller and the motion passed unanimously. Ms. Kelly then discussed Grant Award Number 2007.0055 for the North Princeton Developmental Center (formerly Skillman Village: Maplewood and Smalley Theater). The Grantee was Montgomery Township. Ms. Kelly reviewed the history of the grant as well as discussions of the Grants & Loans Committee. The Township had requested an extension to its planning grant from September 27, 2011 to July 31, 2012. Ms. Goulet updated the Board that since the last Board meeting the Trust had received the preservation plans for both buildings and that the consultant had been paid by the Township. Ms. Clynes explained the Grants & Loans Committees reluctance, without exception, to grant the extension and provide the Township with the remaining 20% reimbursement ($9,300) because of the demolition of both buildings, the fact that the township did not notify the Trust about the pending demolition, and overall unresponsiveness and lack of communication from the grantee. The grant period has expired and the Board would have to grant an extension to the Grant period in order to pay the remaining 20%. The Grants & Loans Committee reached out to the Trusts assigned DAG to ask if the Trust was in its right not to extend the grant agreement period. The DAG indicated that the Board was within its contractual obligation not to extend the grant period. Mr. Miller made a motion not to extend the grant period (and therefore not allowing for payment of the final 20%). The motion was seconded by Ms. Clynes and it passed unanimously. Discover ԹϺ History License Plate Fund Grants Ms. Kelly referenced the section on the License Plate fund within the Grants & Loans Committee Report in the Board packet and explained the grant award process. Ms. Kelly reminded the Board that these grants have a $3,000 maximum amount and that applications are accepted on a rolling basis. Two new applications for funding from this program were reviewed by the Committee. In accordance with our policy and procedure, an evaluation committee consisting of one board member, one staff member, and one outside individual with expertise in heritage tourism was assembled to review the applications. The Evaluation Committee recommended funding for both applicants; and the Committee likewise recommends funding the two applications as follows: Applicant: Essex County, Division of Cultural & Historic Affairs Request: $3,000 to fund advertising for a county wide house tour of historic buildings. Applicant: Middlesex County, Middlesex County Cultural & Heritage Commission Request: $3,000 to assist in the preparation of a tool for helping history & humanities organizations market their sites (Note: this is the second phase of a project that was funded in June; Middlesex County is partnering with the Humanities Council). Ms. Kelly made a motion to approve the two applications, seconded by Mr. Miller and approved unanimously. As a sidebar note Mr. Miller requested that in the future page numbers be added to the Grants & Loans Committee Report within the Board packet to make it easier to follow. NJ Cultural Trust Ms. Kelly referenced the section of the Grants & Loans Committee report pertaining to the Cultural Trust Gant round within the Board packet including a list of applicants and a summary of the recommended projects. Ms. Goulet then provided a PowerPoint presentation including a brief summary of the grant round and each of the ten projects being recommended for grants. Ms. Kelly explained that the Cultural Trust does not have a final figure for available funds. We were told that the available funds would be approximately $400,000. Ms. Kelly explained that this amount would fund the top nine projects and that the tenth project recommended by the Committee may only be partially funded depending on the amount of funding that becomes available. Ms. Kelly stated that this was a highly competitive grant round with many great projects and went on to explained the evaluation process conducted by the outside evaluators as well as the Grants & Loans Committee participation and subsequent discussion regarding the recommended projects. Specifically, Ms. Kelly detailed the discussions of the Grants & Loans Committee regarding the application for the Old Franklin Schoolhouse. The evaluators strongly encouraged the Grants & Loans Committee consideration of this project. While it fell below the cut-off line, the evaluators thought it was a compelling application and project. The evaluators felt that even partial funding would greatly benefit this project. The Committee looked at a number of projects that fell just short of the cut-off and took into consideration geographic distribution as well as projects that had not previously received funding from the Cultural Trust. In so doing the Committee utilized its available discretionary points and awarded extra points for geographic distribution and not receiving previous Cultural Trust funding to the Old Franklin Schoolhouse, making it the tenth project on the list. Mr. Perks explained how the Grants & Loans Committee went over the projects near the cut-off line in excruciating detail. Mr. Perks also noted that by statute 20% of the awards must go to projects located in southern ԹϺ. Ms. Kelly stated that even without the tenth project the list of recommended projects met this requirement. Mr. Zingman-Leith made clear that he had a conflict with the Emlen Physick Estate and excused himself from any discussion regarding the project. Ms. Kelly entertained any questions or discussion on the projects, having none the Board prepared to vote on the recommended projects. Mr. Perks divided the list of recommended projects for two separate votes: Mr. Saunders made a motion to recommend to the Cultural Trust Board the Committees recommendation to award a grant to the Emlen Physick House, seconded by Ms. Kelly. The motion passed with eight in favor and Mr. Zingman-Lieth abstained from the vote. Mr. Miller made a motion to recommend to the Cultural Trust Board to award grants to the other nine projects recommended by the Committee, seconded by Ms. Clynes and approved unanimously. Meeting Dates There was a discussion regarding the selection of meeting dates of the Board for next year. It was suggested that the meeting be on Tuesdays rather than Wednesdays; however, there appeared to be conflicts with Board members on the various proposed days, so the vote was tabled until acceptable dates could be determined and reintroduced at the next Board meeting. Audit Committee Mr. Perks summarized the meeting of the Audit Committee. The Trust received two proposals from outside auditors to conduct a financial audit of Trust accounts. Mr. Perk indicated that both firms were capable and each has completed state work in the past. Mr. Perks stated that the Committee reviewed each proposal and recommends Mercadien. They had been scrutinized by the Treasury Department, are qualified and were the low bidder. The second firm was approximately double in price of the low bidder. The Trust had budgeted up to $10,000 for the audit. Mr. Perks stated that he had both proposals with him if Board members wanted to look at them. Mr. Perks then made a motion to accept Mercadiens proposal, seconded by Mr. Miller. The motion passed unanimously. Easement & Acquisition Committee Mr. Arcario referenced the Committees report in the Board packet. Mr. Arcario then reviewed the Salem County Historical Societys request to terminate the term easement on the Alfonso Eakin House. The Salem County Historical Society received a 2006 capital grant for $75,000, which is set to expire at the end of September. The Historical Society has decided not to proceed with the project due to higher than anticipated costs and other reasons and therefore is allowing the grant agreement period to expire and will remit the remaining $71,000 (approximate) back to the Trust. The approximately $4,000 spent on the project was for schematic designs. The Historical Society has requested from the Trust that the term easement that was recorded as a requirement of receiving capital funds from the Trust be terminated. While the Trust is concerned about providing protections to historic resources, the purpose of the term easement in this case is to protect the states capital investment of which there was none. Following discussions with the Trusts assigned DAG the Committee recommends that the Trust terminate the easement associated with Grant 2006.2078 Alfonso Eakin House. Mr. Arcario made a motion to terminate the easement, seconded by Mr. Miller. The motion passed unanimously. Mr. Arcario then discussed the Committees recommendation to revise the language in the Trusts term easements pertaining to leasing the property protected by the easement. Currently the easement only allows leasing of the property as a unit. The Trust has found that more and more nonprofit organizations are leasing portions of its property to be more sustainable. The Committee agreed that it is important to allow leasing or renting of portions of the property as long as it does not diminish the protections of the easement. Mr. Arcario stated that Trust staff will work with the DAG to develop appropriate language to allow leasing of portions of the protected property while still maintaining the protections of the easement. Members of the Board, while in agreement with the concept, voiced concern that the easement remains the responsibility of the Grantor or owner of the property and that it should not be transferred to individual leasees. Mr. Arcario reassured the Board that the Easement Committee concurred with those sentiments and that the responsibility of the easement rests with the grantor or current owner. It was agreed that staff will inform Board members of the revised language once it is developed with the DAG. Mr. Perks made a motion to revise the Trusts easement language to allow portions of properties protected by easements to be leased. The motion was seconded by Ms. Kelly and the motion passed unanimously. At this point in the meeting Mr. Arcario, Mr. Hatch, and Mr. Zingman-Leith left the meeting. Mr. Perks now went back to the agenda items not yet covered in the meeting. Reports of Officers Chair: No report. Vice chair No report Treasurer: Mr. Saunders referenced the Treasurers report included in the Board packet. Mr. Saunders briefly went over the budget items included in the report. Mr. Saunders informed the Board that the Trusts expenses were under budget for the last fiscal year. He also noted that the Trust received the check from the 1772 Foundation for distribution to the 2012 1772 grant recipients. Following his summary of the Trusts various accounts. Mr. Saunders stated that he would like to see the quarterly report compressed and was interested in Board feedback. He stated that it currently takes a week to put the report together and he believes it can be shortened making it easier to access and understand the information provided in the report. Mr. Miller concurred and suggested a one page verbal summary would be a better way to convey the information. Mr. Perks said that he would discuss it with the Executive Director in light of reassigning the fiscal duties in the office with the retirement of Mr. Nittinger. The Board was in general agreement to try and consolidate the Treasurers report. Secretary: No report. Executive Directors report Mr. Perks reviewed the Executive Directors report included in the Board packet including the retirement of Carl Nittinger, the use of SAGE system of grant management with future Cultural Trust grants, the License Plate Fund, Best Practices workshop, the annual preservation conference, and that an agreement was executed with Clifford Zink to produce a history of the preservation movement in ԹϺ. Mr. Perks explained the proposal (included in the Board packet) to develop and implement a series of workshops on Getting Ready for Heritage Tourism. There would be three workshops. The first would be modeled on a former heritage tourism class lead by Ms. Guzzo as part of Drew Universitys continuing education program in Historic preservation. The next two workshops would focus on related topics for which the sites need assistance. It is assumed that the participants would pay a modest fee to offset costs and portions of the consultant fees and facility rental could be allocated from the Discover History License plate fund. Ms. Kelly explained that the License Plate Fund was set up specifically for funding Heritage Tourism. Ms. Guzzo has requested that the Board vote to allocate up to $8,000 from this fund to be used for the workshops. It is anticipated that the majority of the costs will be off-set by registration fees. A number of Board members had questions pertaining to the proposal and cost estimates provided in the Board packet. The Board members were supportive of the proposal and its cost, but requested further explanation pertaining to the calculation of the cost estimate. Mr. Miller made a motion, it was seconded by Mr. Saunders, and the remaining six Board members voted in the affirmative to allocate up to $8,000 from the License Plate Fund for the Workshops; however, because three Board members had previously left the meeting there was no longer a quorum and the vote could not be counted. The topic will be brought up at the December Board meeting. Ms. Kelly and Mr. Perks provided a summary of the ongoing work with the Capital Needs Survey. Mr. Perks explained how the Trust was looking to engage an intern to complete research and help with the survey; however, after conversations with various professionals and professors it became clear that an intern would probably not be able to delivered the required product in a timely manner. Ms. Kelly emphasized that it is crucial to get the finished product in a timely manner to help define the need for future Trust funding. This project was too large, too important, and the analysis too complicated to trust to an intern. The Trust will look to contract with a consultant to pull the Capital Needs Assessment together. Report of the Department of Community Affairs Ms. Montero presented no formal report, but indicated that she meets with Ms. Guzzo on a regular basis and that DCA is kept well informed of the Trusts activities. Ms. Montero stated that she was up to date and aware of all the topics discussed in the meeting. Mr. Perks thanked Ms. Montero for taking the time to attend the Board meeting. Report of the Department of Environmental Protection Mr. Saunders reported that the HPO was in the middle of revitalizing the States Historic Preservation Plan. They are incorporating results of a survey, such as, indicating the needs for technical help by local Historic Preservation Commissions. The plan is providing a broad overview of the preservation needs and issues throughout the state. Mr. Saunders also reported that the interpretation and stabilization project at the Pettys Run archaeological site next to the State House is under construction. Report of the Department of Treasury No Report Reports of the Standing Committees Grants & Loans Ms. Kelly reviewed those aspects of the Committees report that did not require a Board vote. Ms. Kelly provided an update on the execution of 2010 grants and notified the Board of the 2012 grant schedule. The Trust had received seventy one letters of intent to apply with funding requests of over $2 million. The applications are due at the Trust offices next week on September 20th (the Trust received sixty-nine applications). Ms. Kelly informed the Board that the 1772 Foundation approved the seventeen projects the Trust recommended for funding and that the Trust has received the check from the Foundation for disbursement to the individual grant recipients. Ms. Kelly emphasized how grateful the Trust is for the partnership with the 1772 Foundation. Ms. Kelly explained that she is not sure if the 1772 Foundation will continue this program next year. Ms. Kelly briefly went through the older open grants. Mr. Ceponis provided the current status of the East Point Lighthouse that there has been some progress with the consultants. Mr. Ceponis also reported that the work at Smithville is complete and that the project is being closed out. Ms. Goulet reported that the City of Camden lacks matching funds for the Carnegie Library project at this time. The architect is concerned that a major storm or snow storm could damage the building beyond repair. Legislative and Policy No Report Education and Outreach No Report Fiscal oversight Provided earlier under Audit Committee Funding Task Force No Report Strategic Planning No Report Executive Committee No Report Unfinished business None New business None Public Comment: None There being no additional business, Mr. Saunders made a motion to adjourn, which was seconded by Ms. Kelly and passed by remaining members of the Board. 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