Commissioners Present:
Linda
Westergard, Chairman Sarah
Wruck, Vice-Chairman
Laurie
Black Carl
Garner
Phyllis
Jones Peggy
Weidman
Brenda
Jo Williams
Commissioners Absent:
Mary
Smith
Staff Present:
Guests Present:
Julie
Dickson, Hot Springs/Garland County Beautification Commission
Phyllis
Mooney, City of Fort Smith
Lisa
Plaquet, Rob Bell and Jennifer Smith of Mangan, Holcomb, Rainwater, Culpepper
Call to Order:
Linda Westergard called the meeting to order, and Brenda Halbert called the roll.
Ms. Westergard welcomed guests, extending a special thanks to Julie Dickson and staff, Hot Springs/Garland County Beautification Commission, for their assistance with the Statewide Affiliate Conference.
Presentation of Minutes:
Ms. Westergard asked for a motion approving the January 24, 2001 KArB Commission minutes.
Peggy Weidman made a motion, seconded by Brenda Williams, approving
the January 24, 2001 KArB Commission minutes The motion passed.
Financial Report:
Mr. Phelps presented the Financial Report for the period ending January 31, 2001, reflecting excellent financial status, with expenditures at 40%, seven months into the fiscal year.
Ms. Westergard called for approval of the financial report:
Peggy
Weidman made a motion, seconded by Sarah Wruck, approving the
KArB Financial
Report for the period ending January 31, 2001.
The motion
passed.
KArB
Commission Minutes
February
22, 2002 – page 2
Chairman’s Report:
Ms.
Westergard stated the 2002 KArB Statewide Affiliate Conference was a great
success, expressing appreciation to Phyllis Jones, Phyllis Mooney, Kristie, Robert and Brenda of
the KArB staff, the Mangan Agency, and everyone who worked so diligently toward
that goal.
Executive Director’s Report:
Mr.
Phelps also expressed thanks and appreciation to everyone for a successful
conference accomplished by real team effort.
He stated he had not had an opportunity to review all the evaluations
but most comments were positive and compared favorably with the event last year
in Fort Smith.
Advisory Reports:
ADPT:
Mr. Davies was not in attendance because of a death in the family.
Governor’s Office:
Ms. Westergard said Ms. Branch was very complimentary of the first day events of the Conference but was not able to stay for the Commission meeting because of the State Parks, Recreation & Travel Commission meeting.
Guests’ Remarks:
None.
Committee
Reports:
KArB Affiliate
Network:
Sarah Wruck stated her committee had not met since January, and she had nothing new to report.
Mr. Phelps asked Ms. Rambo to report on her one-on-one sessions with Affiliate representatives present. She reported as follows:
· Constructive meetings held with most of the Affiliates present;
· They picked up some Great American Cleanup materials with the remainder shipped next week;
· Interest of Affiliates included a calendar of events, so they can network with other Affiliates; also, encouraged attendance and participation of their events by Commissioners.
KArB Commission Minutes
February 22, 2002 – page 3
Ms. Westergard asked for a report on the new Affiliate training workshop. Ms. Wruck reported:
· Sixteen in attendance;
· Successful and comprehensive, particularly regarding volunteer motivation.
Ms. Dickson stated Sherry Anderson had offered her assistance in holding regional training sessions. Ms. Rambo expressed her concern that KArB certification could not be accomplished, as planned, by July 1 if ADOV training was included; Ms. Wruck added it could be a two-step process. Further discussion was deferred to committee.
Lengthy discussion followed regarding suggestions for next year’s conference. Great praise was given to the Fort Smith acting troupe and the energy and joy that the children’s choir had brought to the conference. Sue Smith of KAmB has extended an invitation to the Fort Smith troupe to perform at the KAmB regional meeting in New Orleans.
KArB Affiliate
Network Conference 2002/2003:
2002:
Phyllis Jones distributed thank you gifts to conference assistants and reported on the Conference as follows:
· Successful event overall;
· Critiques – feedback important for next year (report by Agency later);
· Too many concurrent sessions for attendance;
· Complete evaluation including financial aspect forthcoming.
Lengthy discussion followed. Ms. Westergard reminded Commissioners to complete the overall conference evaluation.
2003 Conference:
Ms. Jones reported as follows:
· Negotiations held with hotels regarding government rate for rooms;
· Meeting rooms: payment will be necessary, since we do not occupy required number of sleeping rooms for these to be complimentary;
· Contracts on the way;
· Committees formed for specific planning.
Ms. Jones said she hoped to begin initial planning for the 2004 event in 3-4 months. General discussion ensued regarding cost effectiveness and other issues for next year’s event.
KArB Commission Minutes
February 22, 2002 – page 4
KArB Awards
2002:
Ms. Weidman reported we are awaiting more entries with an entry deadline of March 1 with 15 received to date. Mr. Phelps stated 27 finalists were recognized in 2001. Mr. Phelps spoke at length regarding numbers and quality of entries, i.e., recognition of excellence, and history of the competition the past two years compared to this year.
Lengthy discussion followed regarding other issues:
· Criteria for judging entries;
· Sponsorship of awards;
· Expense – luncheon site reserved but no contract yet; also, potential costs were reviewed;
· Attendance;
· Other options.
Ms. Weidman, Chair of the KArB Awards 2002, recommended that Mr. Phelps and staff make the final determination on whether or not to hold the 2002 Awards Luncheon and notify appropriate parties accordingly by March 10.
Two things that will resolve some of the issues for next year’s event/s were stated:
· The Awards Luncheon will be part of the Affiliate Conference in 2003;
· Projects that were done in the last six months of 2001 will be considered for both 2002 recognition and 2003 recognition, inasmuch as the Affiliate Network year has been changed to a fiscal year of July 1-June 30 instead of a calendar year.
Wildflowers Committee:
Brenda Williams expressed pride in the new “Wildflowers Forever Handbook” that was introduced and presented to each conference attendee. She also reviewed future distribution criteria established by Mr. Phelps:
· One copy free to individuals;
· Up to twelve complimentary copies per group;
· Available for purchase at state parks’ gift shops at $1.50 each with an initial 12 copies placed in each shop; sales will be monitored every six months; any excess money above cost would barely take care of handling and mailing, as there is no intention of making a profit.
After discussion and Ms. Westergard calling for final comments, she announced the distribution criteria had been approved by general consent.
KArB Commission Minutes
February 22, 2002 – page 5
Speakers’ Bureau
Committee:
Ms. Plaquet and Ms. Rambo reported on the speakers workshop, stating it was very beneficial, but only three of the attendees were Affiliates and received one of the new speakers’ notebooks. Distribution of the remaining notebooks with training for Affiliates will be scheduled by
Ms. Rambo.
Minority
Participation Committee:
No report.
KArB Foundation:
Mr. Phelps reported:
· Articles of Incorporation and revised Bylaws have been received from the attorneys and will be filed soon;
· After an opinion from Mr. Haught, a meeting will be held in the near future regarding plans for a Foundation luncheon in April;
· Next goal is to garner endowments, allowing for long term planning.
Grants
Committee:
Mr. Phelps reported:
· KArB grants:
1) Ten Affiliates were awarded reimbursement of Affiliate Conference registration;
2) Grants are available for KAmB Affiliates’ attendance at the regional meeting in New Orleans.
· Grant potentials for KArB income:
1) NCRC grant application– specifics reviewed to sponsor a workshop; grant application will be made for $17,500.
· One-day grant writing workshop in future plans for Affiliates.
KArB Month:
Rob Bell reported on the following:
·
Statewide mall road show:
1) George Wheatley of Waste
Management expressed an interest;
2) Possibility in 2003.
KArB
Commmission Minutes
February
22, 2002 – page 6
Mr.
Phelps reported:
·
Keep Arkansas Beautiful Month Proclamation:
1) Approved and in the mail;
2) Announcement date to be
determined;
3) Press event tentatively
planned in Governor’s conference room with “Take It Back” music.
·
Great American Cleanup – Ms. Rambo presented an update;
·
Liberty Garden:
1) Home Depot has provided
$1,000 grant in goods and services to assist in coordinating;
2) Limited participation of
Home Depot employees during April;
3) State location undetermined:
possibility of an unallocated area at Garvan Gardens.
General discussion followed with Ms. Westergard asking about further investigation into the possibility of acquiring some of the World Trade Center metal to be used in some commemorative way. Ms. Dickson reviewed the “Liberty Garden” plans by HS/GC Beautification Commission.
Mangan Agency:
Rob Bell presented an update:
· “Take It Back”:
1) No response from Al Green;
2) Spot will be ready for review at the March meeting;
3) Bumper sticker:
a) Three (3) color designs presented;
b) Message conveyed;
c) Other uses: larger for signage on AR Electric Coop trucks.
Lengthy discussion regarding the bumper sticker followed with show of hands approving the yellow/black/white design.
Ms. Plaquet presented other items as follows:
· Speakers’ Bureau Packet;
· The Keepsake (KArB newsletter):
1) Reviewed possible items to be included, i.e., conference, awards, new commissioner, “Clean Getaway”, litter law update, Liberty Garden, etc.;
2) March 4 – deadline for submission of other items;
3) Targeted for distribution in April.
Ms. Westergard briefly reviewed government guidelines on publication and distribution of the newsletter.
KArB Commission Minutes
February 22, 2002 – page 7
Old Business:
Ms. Westergard reviewed and distributed the following:
· Keep Arkansas Beautiful 2002-2003 (timelines);
· KArB Goals.
It was encouraged that the monthly calendar be used along with these. She also asked that each committee chair be prepared to submit the names of at least two people who will serve on their committee by the March meeting.
Mr. Phelps reviewed in detail the following:
· TR-1 (Travel Form):
1) Expenses can be deducted from the per diem on Commission meeting day, thus it was stressed that receipts be kept and copies attached to the TR1;
2) If a Commissioner receives more than $600 in a year, a 1099 will be received.
· Governor’s Conference (3/17-19):
1) Blanket PO registration;
2) Commissioners take care of their own lodging arrangements, although a block of rooms have been held.
· Commission Meeting (3/20 @ 9:00 a.m.): Location to be determined, possibly City of Fayetteville in view of their interest in KAmB pre-certification.
Ms. Westergard stressed the importance of keeping track of all expenses with receipts when a Commissioner is on KArB business.
New Business:
None.
There being no further business, the meeting adjourned at 12:30 p.m.
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KEEP ARKANSAS BEAUTIFUL KEEP ARKANSAS BEAUTIFUL COMMISSION