Clean City Commission

FULL COMMISSION MEETING MINUTES January 12, 2016 ~ 3:30pm Members  Kinesha Allen  Wendy Iles  Pat Parker  Dennis VanCamp, Chair  Lynn Allsbrook  Theodore Jackson, Alt.  Luretta Ray  Jim Williams  Anthony Askew  Sally Lewis  Brian Rueger  Cris Ausink  Shirley Boyd  Kevin Myers  Edward Robinson  Debbie Blanton  Jackie Cannan  Claire Neubert  Teresa Schmidt  CFaison Harris  John Golden  Jamie Osso  Tom Tinsley Welcome, Public Comment, Time Sheet: Dennis VanCamp called meeting to order. Approval of November Minutes: motioned to approve offered by Shirley Boyd, seconded by Wendy Iles. Parks & Recreation Report: Debbie announced that HPR was under the new leadership of Mr. Kevin Myers as Director, and Ms. Kinesha Trotter as Deputy Director. She encouraged members to stop by HPR to introduce themselves and that it is hopeful that both Mr. Myers and Ms. Trotter will be able to attend a board meeting in the near future. Jim Williams asked that the new superintendent of Hampton City Schools, Dr. Jeffrey Smith, and the new chair of the Neighborhood Commission, Ms. Peggy Todd, both be invited to attend board meetings in hopes of developing stronger partnerships. Debbie said she would contact their liaisons to extend the invitations. Budget Discussion: Debbie Blanton briefly described the color-coded proposed FY17 budget and asked subcommittee chairs to advise if anything needs to be added or removed for their particular budgets. Tom Tinsley questioned expenses for the agency copier. Debbie explained that because the Commission is under HPR, it has been able to lease equipment under contract terms used by HPR. Jamie Osso asked how much more would it cost to own a copier outright. Staff stated the feasibility of doing so is currently being researched and a determination will be made prior to the beginning of the new fiscal year. Wendy asked whether the issue of fundraising had been fully addressed and if a separate account had been established. Debbie stated that the Commission’s accountant, Linda Hunt, had set up a revenue account to use for donations. Tom then asked how Keep Hampton Green (KHG) funds are designated. Debbie explained that a specific account was set up for KHG funds in the early 1980s and that it is very restrictive in its requirements. Funds are to be used solely for the purchase of trees and shrubs, nothing more. Tom stated that he’d like to see the annual donation presented by the Master Gardeners be discretionary, and not held to purchasing only trees and shrubs. Debbie noted that there’s a possibility for revision, but she would have to check with City Finance and will advise members of determination. Volunteer Recognition Celebration: Wendy discussed the differing final budgets for the 2014 and 2015 events, stating that 2015 showed a slight increase in expenses. She noted, however, that the cost for supplies should not be as great for 2016 because of the amount of supplies remaining from 2015. 20160112 Full Commission Minutes 12 January 2016 Page 2 Dennis stated that he was simply awed by the magnitude of the 2015 event. This having been his first, he was pleased to see the number of volunteers who participated and were awarded. He asked if that appreciation could be shown year round through different venues. Debbie stated that volunteers are featured on all the social media sites operated by the Commission, and that the upcoming newly designed newsletter will do more of the same. Jim noted that sending quarterly thank you notes via email would also have great impact on current and future volunteers. An event committee was formed to get the 2016 event started with Pat Parker, Luretta Ray, John Golden, and Jamie as members. This year’s proposed site is Calvary Assembly of God on Mallory Street. Debbie will send notes regarding the site to event committee members before next board meeting. A Chair for the 2016 event is still needed and interested persons should contact Debbie as soon as possible. Board Appointments: There are currently four board members whose terms expire as of January 31, but they can now continue until March since Council will not make any new appointments until then. Debbie noted that Jamie has served two full terms, but the board is hopeful that she will continue to serve. Kinesha Allen has moved, unfortunately, and is no longer in the area. Debbie will request that Theodore Jackson be appointed full-time and that another alternate be named. Anthony Askew advised that he had a change in his work schedule and will no longer be able to attend meetings. Walk Hampton Clean 2016: Cris Ausink announced that the first planning meeting was held January 7 as part of the Litter Awareness Committee Meeting with attendees also from the Neighborhood Commission and Community Development. The event will be held April 22-23, to coincide with Earth Day activities which allow city schools to participate. It is hope that by partnering with the Neighborhood Commission and Community Development, more neighborhoods and local businesses will become involved. Dennis noted that a media campaign should begin in February to spark early interest and involvement. Logistics for the two-day event will be determined, in addition to the inclusion of promotional items/give-a-ways, etc. Claire Neubert asked if calendar alerts for special events could be considered, and also requested that event information be made available for distribution to area businesses. Beautification Committee Report: Shirley stated that committee meetings will begin in March to discuss the Beautiful Yards program and a tentative Hampton Tree Tour. Jim noted that the Beautification Committee has somehow morphed into being just about the YARDS program/content and asked how best to bring it back into having a greater role in and impact on the Commission’s vision. That, too, will be discussed at the March meeting. Jackie Cannan said that the City must become more involved in the beautification effort, particularly where it plants trees, flowers, and shrubs but fails to properly maintain those sites. Debbie noted that oftentimes, maintenance is contracted out and that is where the City must increase its oversight. Clean & Green Businesses Committee Report: John provided a synopsis of the impressive environmental advancements made by Hampton’s 2015 Clean Business winners: C&F Bank, Spratley Gifted Center, The Point @ Phoebus, and Langley Federal Credit Union Coliseum. He also noted that C&GBC will partner with Sentara Careplex, Entrust Management Records, and VersAbility Resources in a community recycling project that will help support the Virginia Peninsula Foodbank. A campaign kickoff date will be announced. In addition, the 2016 1st Quarter Virginia Peninsula Clean Business Forum Breakfast will be held Thursday, March 31, 8:30am at Sentara Careplex. This year’s theme is Recycle the Present – Save the Future. Registration information will be available the end of February. Jackie asked John if C&GBC brochures were available. John also agreed to speak with businesses along Village Drive and Big Bethel Road regarding the growing litter problem. Community Gardens: Wendy announced that online applications are being accepted and that a third site is under consideration. Community Gardens will also have a seed swap/giveaway on January 30 at the Marian Center next to the Buckroe Community Garden. 20160112 Full Commission Minutes 12 January 2016 Page 3 Hampton Waterways Restoration Project Report: Claire spoke of the success of the November art show and that it received a nice write-up in the Daily Press. A total of $1,577 in donations was raised, but she noted that the art show also raised community awareness. Claire went on to discuss being asked to participate in a meeting scheduled by the City’s Office of Internal Auditing on January 11. This meeting focused entirely on the HWRP, its beginnings, purpose, and fundraising activities. Claire noted that it surprised her somewhat that such a meeting would be considered necessary, and that it gave an air of possible improprieties conducted by the committee. She stated that it would have been more appropriate to have first had a conversation with involved parties to determine whether an audit was necessary, but that was never considered. Board members asked the reason for the audit and who initiated it, but neither Debbie nor Claire could provide an answer. Debbie stated that she was hopeful a final word would soon be available. A Water Quality Training session will be Tuesday, January 19, 6-8pm at Fort Monroe Community Center. The next HWRP meeting will be Tuesday, January 26, 6:30-8pm at Fort Monroe Community Center. Litter Awareness Committee Report: Pat reiterated the success of the joint Litter Awareness and Walk Hampton Clean meeting. She advised that the next Community Cleanup will be Friday, January 15, 3:30pm on Harris Creek Road. School Pride In Action Committee Report: Debbie met with Bethel High School teachers to discuss the planning of an outdoor classroom. Since they’d like to incorporate a garden, Debbie advised them to contact Wendy. C.H.A.N.G.E. Report: No report. Master Gardener Report: Tom announced that the Home and Garden Show will be February 12-14 at the Hampton Roads Convention Center. The MGs will once again have a display. To date, there is no replacement for the Virginia Cooperative Extension Agent position vacated by Megan Tierney. Master Naturalist Report: Master Naturalists will meet January 12, 6pm at Sandy Bottom Nature Park. Adjournment: A motion to adjourn was made and accepted. Announcements SPIA Meeting, January 13, 4:30pm, HCCC LAC Community Cleanup, January 15, Harris Creek Road Martin Luther King, Jr. Holiday, January 18, City Offices Closed HWRP Meeting, January 26, 6:30pm, FMCC C&GBC Meeting, January 28, 11:30am, Sentara Conference Room D KAB National Conference, February 1-3, Orlando LAC Meeting, February 4, 11:30am, Mama Rosa’s Full Commission Meeting, February 9, 3:30pm, HCCC Coastal Virginia Home & Garden Show, February 12-14, HRCC Presidents Day, February 15, City Offices/Schools Closed LAC Community Cleanup, February 19, Virginia Avenue HWRP Meeting, February 23, 6:30pm, FMCC 20160112