1995-08-07 (2)Keep Southlake Beautiful Committee Meeting
Monday, August 7, 1995
7:00 p.m. in the Community Center
Present: Scott Martin, President; Bill Kemp, Vice -President; Carol Lee Hamilton,
Treasurer; Lisa Stokdyk, Secretary; Phyllis Calton, Marvin Cook, Frank Dorer,
Amy Martin, Michelle Mellen, Karen Reynolds, Tom Sanderlin and Kevin
Hugman.
Guests: Mr. Tom Morgan, Lance and Matt Morgan, Boy Scout Troop 928.
Agenda Items Discussed
1. Call To Order
The meeting was called to order at 7:30 p.m. by Scott Martin. A quorum was present.
2. Minutes
Minutes from the June 5, 1995 KSB meeting were presented and a motion was made by
Marvin Cook, second by Amy Martin, to approve the minutes with revisions as noted:
Remove Lisa Stokdyk's name from "Present" list; change "Ms." Allison to "Mr."
Allison; and change "Mr." Heath to "Ms." Heath. The motion was approved by the
committee.
I Administrative Comments
Scott Martin introduced new Board members -- Amy Martin and Bill Kemp. Brenda
Masiello was also introduced as a new Board member although she was not present at the
meeting.
Scott Martin explained the new committee structure and introduced new committee chairs:
Michelle Mellen -- Education / Community Service
Tom Sanderlin -- Litter Control
Amy Martin -- Membership / Special Events
Bill Kemp -- Beautification
Mr. Martin recommended that each committee establish a committee chair, vice -chair, and
secretary to keep project reports, notes, and records of attendees. He also stressed the
importance of keeping accurate records of hours expended in order to have accurate data
for annual reports.
Mr. Martin discussed inter -committee relations and the need for each committee to work
with the others in KSB projects.
Mr. Martin then passed out a copy of the KSB mission statement and requested written
comments back by the next meeting. He noted that Keep Texas Beautiful recommends
periodic review of the organizational mission statement.
Kevin Hugman passed out Board books to the new members and new insert materials for
the members who already had books.
4. Treasurer's Report
Carol Lee Hamilton discussed the current KSB balance. The balance as of June 30, 1995
was $2,983.18. The Board discussed the need for an independent audit as required by the
KSB by-laws. Mr. Martin said that he requested Phyllis Catton to seek a CPA who would
do the audit pro bono. Michelle Mellen requested that the auditor provide a "management
letter" listing recommendations and deficiencies.
5. Eagle Scout Project
Matt Morgan, 8th grader at Carroll Middle School and Boy Scout Troop 928 member,
presented his proposal for an Eagle Scout project at Durham Elementary/Intermediate
School. His proposal is to develop a trail through the Naturescape project. Frank Dorer
asked about the impact of the trail on bordering trees. Mr. Martin said that Suzanne Tuttle
of the Fort Worth Nature Center is working with the Scouts to avoid damage to
neighboring trees.
Lance Morgan, a ninth grader at Carroll High School and a Life Scout with BSA Troop
928 presented his Eagle Scout project to develop trail markers for the Durham Naturescape
project. The markers would identify trees, wildlife spots, and a nature information board.
6. Annual Budget / Committee Projects
Mr. Martin requested the committees to report on their proposed projects for the upcoming
year, but noted that the budget information was not yet developed. Karen Reynolds asked
if this was a "Consider" item, would the Board vote on the item or not? Mr. Martin said
that the entire budget would not be voted on tonight, but that one project -- KSB logo
decals -- would need to be voted on in order to purchase the decals in time to put them on
the recycle bin covers that are scheduled to be delivered in early September.
Tom Sanderlin presented the Litter Control Committee projects, including Recycle Bin
Covers, brush removal and chipping, Adopt -A -Street Program, Photometric Index, public
trash receptacles at major roads, letters to businesses requesting they maintain the
cleanliness of their sites, and review of City litter ordinances.
Bill Kemp presented the Beautification Committee projects including on -going projects
such as the Wildlife Habitat Demonstration Project, the Waterscape project, Bicentennial
Park entrance enhancements, Arbor Day celebration, etc. Mr. Kemp discussed some new
projects that the Beautification Committee wanted to pursue such as Adopt -A -Spot
program, "Everybody's Backyard Wildlife Habitat" program, Durham Naturescape,
plastic plant recycling program, tree fund program, establishment of an environmental task
force, and establishment of a tree rescue program.
Michelle Mellen began the report of the Education/Community Relations committee by
noting that KSB was presented two awards at the annual Keep Texas Beautiful convention
in Austin June 28-30, 1995. KSB was awarded a KTB "Proud Community" certificate,
and a KTB Merit Award. Michelle then presented Kevin Hugman with a KTB t-shirt for
his assistance to KSB. Michelle gave an overview of her recommendations for record
keeping, increased coordination and relations with other area city KTB/KAB affiliates, and
adoption of a KSB mascot.
Amy Martin presented the Membership/Special Events proposed projects including plans
for a rotating membership drive, the first annual Buffalo Waller & Bluebonnet Festival,
recycling bin cover distribution kick-off events, and KSB income -generating ideas.
Scott Martin reiterated his feeling that purchase of the KSB logo decals to put on the
recycling bin covers is important for KSB visibility. He received five bids for the decals,
the lowest bid being for $600 for 10,000 three-inch diameter, vinyl decals, with a UV
coating for sunlight exposure.
Lisa Stokdyk expressed her concern about the new logo design and requested that the birds
be removed from the design. There were some questions from Board members as to
whether the original logo had ever been formally accepted by the Board as the official
logo. Mr. Martin said that he had talked with Michael Richarme, the designer of the
original logo, and Mr. Richarme said he had no problem with KSB changing the logo.
Karen Reynolds made a motion, Phyllis Calton seconded, to approve expenditures of up
to $600 to purchase 10,000 three-inch diameter decals of vinyl construction, pending
acceptance of an official logo design. The motion passed unanimously.
After discussion about the logo artwork, Bill Kemp moved to approve the logo as
presented. Phyllis Catton seconded the motion and the logo was approved with one "Nay"
vote cast by Lisa Stokdyk.
Mr. Martin requested a motion to approve expenditures to buy recycled soda bottle bird
feeders for resale at the KSB anniversary celebration to generate income for KSB. The
bird feeders cost $0.75 each and Mr. Martin feels they could be resold for two to three
dollars each. There was no further discussion and Amy Martin made a motion to purchase
(2) cases of bird feeders (96 feeders total) for a price of $72. The motion was seconded
by Phyllis Catton and approved by the Board with one "Nay" vote cast by Karen
Reynolds.
The remainder of the KSB budget discussion and project proposals was tabled by Scott
Martin until the next meeting.
7. Membership Dues
Mr. Martin discussed the current structure of KSB membership dues and presented some
options for changing the dues structure. One option discussed would be to abolish dues
and instead require some commitment of time from members. Phyllis Catton was
concerned about the amount of record keeping this would entail, and suggested that some
monetary contribution helps members feel they "belong" to an organization.
There was some discussion by Board members as to benefits received by being a member,
the idea of "sponsorship" vice "membership," and whether this concept would affect the
by-laws. Kevin Hugman noted that the current by-laws require membership dues of at
least $5.00, but that membership fees and structure may be set at the discretion of the
Board. He also expressed the fact that the by-laws consistently refer to "members" in
terms of membership meetings, election of Board members, etc. Changing the structure
from "membership" to "sponsorship" might also require a by-law change, according to
Mr. Hugman.
A motion was made by Michelle Mellen, second by Marvin Cook, to accept the KSB
membership application as presented, but deleting the categories for "Business," "School
Campus," and "Civic Organizations." Dues will be:
Student $ 5.00
Individual $10.00
Family $20.00
Sr. Citizen $ 5.00
The motion passed with one "Nay" vote cast by Carol Lee Hamilton.
Scott Martin directed the Membership Committee to further study the dues structure for
businesses, civic organizations, and schools, and to make a recommendation to the Board
at the next meeting.
8. Expenditures for Anniversary Celebration
Amy Martin presented plans for the KSB anniversary celebration -- the Buffalo Waller and
Bluebonnet Festival, planned for Saturday, August 26. She presented the budget and
discussed costs not already donated. It was noted that the expenses for the KSB banner
and the KSB brochures should not be included in the amount since they had already been
approved. Kevin Hugman said the City could donate the 200 flyers, the postcard
invitations, and the postage to mail them. After other discussion, the amount of needed
funds was determined to be $490.00.
Lisa Stokdyk made a motion to approve a budget for the anniversary celebration not to
exceed $525.00. The motion was seconded by Michelle Mellen and approved by all in
attendance. (Karen Reynolds and Bill Kemp were absent at this time.)
9. Reimbursement of Expenses for KTB Convention
Carol Lee Hamilton moved to have the matter deferred to Executive Committee for
consideration. The motion was seconded by Lisa Stokdyk and approved with two
abstentions -- Amy Martin and Michelle Mellen.
10. Meeting Adjourned
A motion was made by Lisa Stokdyk, second by Frank Dorer, and approved by the Board.
The meeting was adjourned at 10:00 p.m.
APPROVED:
Scott Martin, President