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1995-06-05Keep Southlake Beautiful Committee Meeting Monday, June 5, 1995 7:00 p.m. in the Lodge Present: Sally Hall, President; Frank Dorer, Michelle Mellen, Scott Martin, Carol Lee Hamilton, Tom Sanderlin, Marvin Cook, Phyllis Catton, Amy Martin, Brenda Massiello and Kevin Hugman. Agenda Items Discussed 1. Call To Order The meeting was called to order at 7:00 p.m. by Sally Hall. A quorum was present. 2. Minutes Minutes from the May 1, 1995 KSB meeting were presented and a motion was made by Frank Dorer and seconded to approve the minutes with revisions made. Scott Martin wanted the Minutes revised to delete Carol Lee Hamilton's name from the "Present" list since she was absent. The motion was approved by the committee. 3. Administrative Comments Sally Hall said this would be her final Administrative Comments. Sally informed the committee of a call she had from the developer of Napa Valley (formerly Ragan's property), Art Clayton. Mr. Clayton has offered to provide about 25 yards mulch from trees cut during the construction of the subdivision. The mulch will be available next Wednesday and Thursday. Sally asked if the committee was interested. The mulch could be used around the photinias. Sally will call Mr. Clayton and inquire if the mulching could be done directly into a truck. Sally further told the committee about purchasing two wafers from a 200-year old, historic pecan tree that was taken down as a result of the hail storm out of Grapevine's park. She said initially she had the idea of using them as an official recognition plaque to everyone who has thus far volunteered with KSB, Adopt -A -Road and the Wildscape Project. The wafers cost $10 each. Everyone's name could be engraved. Sally asked if the committee was interested in this idea. Sally will deliver the wafers to Scott Martin. Sally's last administrative comment was that the Governor's Cup Award document has been completed and submitted. Copies of the document can be obtained from Kevin Hugman. Kevin announced that the City of Weatherford won the category in which Southlake was entered. Sally mentioned that we never seem to win because we are always doing projects a year or two behind what other cities are doing. Kevin said the award letter did not tell how Southlake's entry rated or points, but just who the top three in each category was. Kevin talked a little bit about the application; one area stressed was the community education and how the program works with the schools. He felt we probably did not win very many points in this area. Sally mentioned that the "Keep Texas Beautiful" Keep Southlake Beautiful Committee Meeting June 5, 1995 Page 2 project (sponsor of the Governor's Award) wants the cities to be involved in the many programs that come out of Austin, such as "Waste in Place" and other programs they have. This issue was never pushed with the school district because the local thrust was to have the District get involved in environmental curriculum and tree planting and helping Ms. Heath and Mr. Allison with their various projects. The District has been very successful with these projects and there was not the need to press them to become involved with the Governor's Award programs. Michelle Mellen asked to see the application and the RFP. The Beautiful Business sign was damaged in a hail storm -- Scott Martin will pick up the sign. Sally suggested contacting the mayor, since he made the sign, about repairing it. The committee talked about the Beautiful Business of the Quarter sign award process and said the committee needs to establish a date to award the next recipient. Sally Hall reported that Lance and Matt Morgan are going forward with their Eagle Scouts Sister Cities garden. They have contacted Scott Martin. Sally said that her last Administrative Comment is that she will be pushing from the Council standpoint, placing in the Corridor Study the landscape impact fee and/or cost grant -sharing with the State. She went on to explain the State's landscape grant program. She said that advice from the Committee would be solicited on what they would like to see it be. Sally told the Committee about documents she has from the City of Rowlett and said she would get information to Scott Martin for presentation to KSB. She asked if Scott could do some research and give some organizational input to push this program forward with Council. Kevin Hugman reported that the photometric index has not been done yet. He has discussed with Annette Skupin about postponing the project -- no date set yet. The index will be part of the KAB Year End Report. 4. Treasurer's Report Sally Hall noted that the bookkeeping records for the Committee have been passed on to Carol Lee Hamilton, the new Treasurer. In Carol Lee's absence, Sally Hall said she would make a Treasurer's Report. The balance is approximately $3,048.18. She said a $10 membership from Bill and Paula Kemp was received, bringing the balance to $3,058.18. The Committee said they would accept the Treasurer's Report as estimated. Copies of the Treasurers Reports back to July 1, 1994 need to be given to Carol Lee Hamilton. Carol reported on other invoices that were not mentioned earlier -- the balance brought forward, including those invoices, is $2,968.18. 5. Nominating Committee Kevin Hugman said the Nominating Committee met May 17. The members were Scott Martin, Lisa Keep Southlake Beautiful Committee Meeting June 5, 1995 Page 3 Stokdyke, Phyllis Catton, Pat Sanderlin and Kevin Hugman. They discussed how many should be on the Board, who would be good members and renominated the people whose terms were expiring this year, with the exception of Dick Johnston, who resigned from the Board. They nominated new members, Bill Kemp, Brenda Massiello, and Amy Martin. Kevin apologized for the ballots being sent out late. A few more are needed. As of this time, only 50% (11 ballots) of the ballots for the new nominees were received. A motion was made to accept the Nominating Committee's recommendation for Board of Directors for Keep Southlake Beautiful. The terms are for two years, expiring on June 30, 1997. Kevin mentioned the possibility of having a youth position and a position for a school teacher (probably science) that was discussed at the Nominating Committee's meeting. This was discussed during "Organizational Transition" item on the agenda. 6. Election of Officers The committee members discussed the nominated officers. Scott Martin gave background info on Bill Kemp. Frank Dorer made a motion that the Committee elect the officers by acclamation in the absence of any arguments. The motion was seconded and approved unanimously. The Board consists of: President - Scott Martin, Vice President - Bill Kemp, Treasurer - Carol Lee Hamilton, and Secretary - Lisa Stokdyk. 7. Organizational Transition Scott Martin reiterated some of his suggestions to the Nominating Committee. One was to select a youth director and an alternate to sit on the Board of Directors to give representation to the KSB Cadet. It was suggested that the youth director and alternate be selected from the current SYAC committee. Scott's other suggestions were: a seat on the Board be filled by a teacher (science teacher preferred), develop a business/corporate director, and add either a naturalist, another master gardener or an officer of the newly formed Gardener's Club to the Board. He named several people he had in mind for these positions. Scott talked briefly on how this would be structured and how this would affect the bylaws. Scott asked the committee if they wanted to discuss what would be needed to make the changes to the bylaws to accommodate the additional members. Kevin Hugman said he could work up a draft of the bylaws for the committee to review. He stated that the first step is to approach SYAC and the schools about this proposal to assure their commitment. Frank Dorer presented his objections to the new youth positions. The discussion next centered around the structure, purpose, and activities of SYAC (Southlake Youth Advisory Commission). Keep Southlake Beautiful Committee Meeting June 5, 1995 Page 4 Kevin Hugman suggested the committee continue the discussion on organizational transition and made a presentation regarding the letter from Shana Yelverton, Assistant City Manager, Kim McAdams, Park Project Manager, and himself and the proposals to open up some ideas and dialogue for discussion. He wanted it noted that KSB is a non-profit organization, not a board or commission like P&Z or Park Board. KSB is a viable organization in the community. One idea to strengthen KSB and how more staff resources could be dedicated to the community is to have other staff members work with various KSB committees. He mentioned Kim McAdams, Shana Yelverton, two administrative interns as liaisons. Next, Kevin commented about "committees," citing examples of responsibilities these committees had. In this vein, he brought out that each KSB committee should prepare a "budget." Scott then talked about some changes needed in the KSB structure. The following are committees suggested by Scott Martin: Litter/Environmental Protection Beautification Education/Community Relations Membership/Special Events The first order of business must be to choose a chairperson for each committee. Phyllis Calton pointed out that the bylaws say that the President will appoint. 8. Set KSB Goals for Upcoming Year KSB members discussed the need for the committees to plan budgets/projects for the upcoming year. They also talked about having a pot luck/informal orientation for the members. 9. Meeting Adjourned A motion was made to adjourn by Frank Dorer, seconded by Scott Martin and approved by the committee. Note: Bill Kemp and Brenda Massiello need the Board books. RESPE TFULLY SUBMITTED: Kevin Hugman, E ecutive Coordinator c: I wpftles I KSB I Minutes. 6