Clean City Commission

FULL COMMISSION MEETING MINUTES June 14, 2016 ~ 3:30pm Members  Lynn Allsbrook  John Golden  Pat Parker  Dennis VanCamp, Chair  Shirley Boyd  Wendy Iles  Luretta Ray  Jim Williams  Jackie Cannan  Sally Lewis  Brian Rueger  Cris Ausink  Clovis Calloway  Kevin Myers  Edward Robinson  Debbie Blanton  Nethea Calloway, Alt.  Claire Neubert  Teresa Schmidt  CFaison Harris  Treazure Davis  Jamie Osso  Tom Tinsley Welcome, Public Comment, Time Sheet: Dennis VanCamp welcomed members. Debbie Blanton commented that Trish Duncan of Aberdeen Elementary is requesting help in picking up plastic bags that have been collected. Anyone interested in assisting should contact Debbie as soon as possible. Mr. Bob Vasquez, Hampton Master Gardener, was invited to speak regarding a national program called Tree City USA. He noted that the last year Hampton participated and was certified in the program was 1992, and prior to that it has been a Tree City for ten years. He encouraged Hampton’s support of the program again, noting the following requirements for certification:  The application must be submitted by city personnel  A minimum of $2 per capita must be spent for trees  Arbor Day must be observed  A proclamation must be made  The Program must be publicized Some of the program perks are  Awards, grants, program tips  Banners, flags Right now, Newport News is the closest municipality participating in the program and Old Dominion University also has a tree program. More information may be found at www.arborday.org/treecityusa. Jim Williams asked if college campuses could work in conjunction with the city; Mr. Vasquez said that would be an issue to be researched. Tom Tinsley commented on the per capital requirement, stating that with a city of about 137,000 residents, it would seem that the Hampton Parks & Recreation alone currently spends that much in support of trees. Debbie stated that Hampton Public Works also contributes with its plantings. Jim noted that this program previously required a city arborist and if that would still be the case now. Teresa Schmidt stated that the City has realized the need for such and a Parks Manager is being trained to fill that role. Mr. Vazquez stated that while there is no fee for participating in the program, it does cost time and requires committed volunteers. He also volunteered to take the lead for the program, encouraging Hampton Master Gardeners to be a part of the Tree City Board. Debbie suggested the possibility of Clean City also being a part of the board rather than having the program as an ad hoc committee. She continued by saying that the Beautification Committee could take on that responsibility. Mr. Vasquez left a package of detailed information for board review and discussion. Dennis then spoke of the amount of debris left by vendors after the Blackbeard Festival and how best to address the problem. Teresa suggested making mandatory cleanups a part of the vendor contract. Jim added that it should be promoted as a “litter-free event” to enhance awareness and education and enforce the Clean City brand. He noted that enforcement of litter laws has always been difficult. Teresa stated that in a meeting with the Hampton Police Chief, she and Dennis were told that in an effort to improve policy 20166020 Full Commission Minutes 14 June 2016 Page 2 and community relations, he didn’t want people to feel as if they were being picked on. Teresa went on to say that the Officers do their jobs, however, and that it will take greater effort of the part of the Commission to educate citizens. Lastly, Debbie noted that John Golden, long-standing board member and current chair of the Clean & Green Business Committee is planning to resign. Debbie stated that members interested in heading that committee should contact her as soon as possible. Members asked for permission to speak with John to encourage him to remain with the commission. Approval of May Minutes: Motion to approve offered by Shirley Boyd; seconded by Jackie Cannan. Parks & Recreation Report: Debbie stated that the city budget was approved by Council. In addition the plan to reorganize the Hampton Parks & Recreation Department was approved, and the department now has a new name: Hampton Parks, Recreation, and Leisure Services. She will ask Kevin Myers, to provide an organizational update at an upcoming meeting. Public Works Report: No report. Budget Discussion: A copy of the May 2016 budget was provided in the agenda packet outlining current expenditures prior to the end of the current fiscal year. To date, out of a FY budget of $186,569, $169,696.35 has been expensed with $152,693.86 dedicated to full-time salaries and benefits, and $17,002.49 dedicated to overall operating expenses. Other budget information to date (remaining balances):  Keep Hampton Green Donations = $161.88  KAB Community Improvement Grant = $16,358.00  C.H.A.N.G.E Grant = $4,114.93  DOF Water Monitoring Grant = $38.12  HWRP Donations = $1,315.50  Walk Hampton Clean Donation - $52.66 (included in 06013 – Education/Recreation Supplies line item) Volunteer Recognition Celebration: Nethea Calloway submitted additional catering information provided by First Baptist Church in Hampton which was discussed at the June 9 committee meeting. Per Debbie, John Golden spoke with a church representative who said that the prices quoted were specifically for church members and the rates for outside groups would be slightly higher. Teresa spoke with the manager of the Phoebus High School Phantom Inn and was given a cost of $13/person inclusive. Teresa said the menu included chicken marsala or rosemary chicken, two sides, a beverage, a dessert, and table linens. Debbie asked members to provide their definitive feelings regarding the proposed venues. Tom commented that his problem with Phoebus High School was that the site was located in a walk-through area which did not support the acoustics. Dennis stated that a decision on the location should be finalized at the July meeting and that all information regarding each proposed site and caterers should be emailed to members prior to that meeting so each will have time to review and come prepared to vote. By-Laws & Volunteer Policy Manual Update: Tom stated the committee met June 13. He reiterated that Edward (Sean) Robinson’s concern was that each member needs to work with an ad hoc or standing committee as part of his or commitment as a board member. That will now be recommended to become a part of the policy manual. Also discussed was the submission of an activity report by each committee chair and given to recording staff to add to the minutes. Jim noted that this would create additional work for staff and that maybe that activity should be coordinated by a board member. Tom said he believed, however, that the action would alleviate any additional work and make note-taking simpler. Dennis said there was redundancy in doing the minutes and ad hoc reports. Wendy Iles suggested that committee activity reports should be submitted only when the committee chair was absent from a board meeting. Debbie added that she came across a provision for a more relaxed procedure to use during board meetings in addition to making room for general consensus rather than relying entirely on formal votes. The source of the information was Robert’s Rules of Order for Dummies. She will email the relaxed procedure to members. Jim noted that he will bring a copy of the Robert’s Rules of Order for community organizations to the July meeting to use a guide. 20166020 Full Commission Minutes 14 June 2016 Page 3 Clean City Retreat: Debbie announced that she will email members a list of tentative dates for the retreat. Board Membership: Resignations from Brian Rueger and Treazure Davis have been accepted. Brian is resigning due to health concerns and Treazure now lives and works outside of the Hampton area. Nethea was congratulated for becoming the Commission’s newest full member. Debbie asked the Clerk of Council’s Office to notify HCCC when the new appointments for another member and alternate could be put on the Council agenda and that before the item goes on the agenda HCCC have an opportunity to review Board Bank applicants. Beautification Committee Report: Shirley Boyd announced there were three YARDS winners for May and submitted an article regarding the contest that was in the June 12 edition of the Daily Press. Clean the Bay Day: Cris Ausink stated that 20 sites were cleaned, including 6 military sites. Because Langley AFB will now be responsible for its own MS4 permit, those military sites will not be included in next year’s event. Cleanup statistics were as follows: 230 volunteers, 165 bags/tons of trash, 18 boats participating, 20 miles of shoreline cleaned. Clean & Green Businesses Committee Report: The 2nd Quarter Clean Business Forum Breakfast was hosted by Newport News on May 25 at Angelo’s Steak & Pancake House. Hampton’s winner was Calvary Assembly of God. Debbie encouraged members to nominate more area businesses for the award, taking into account not just the look of the property but also whether the business participates in community cleanup activities and is involved in solid waste, recycling, and/or beautification efforts. . Community Gardens: Wendy announced that the next class on herbs will be June 30, 6pm, at the Buckroe site. She recently attended a meeting in Clinton, Virginia for the National Resources Conservation Service stating that there may be funding possibilities for Hampton’s involvement in its efforts. Discussion for an additional community garden site will be June 15 with Hampton City Schools Security. Hampton Waterways Restoration Project Report: Cris noted that the May 15 kayak cleanup was cancelled. Claire Neubert submitted a report from the committee’s May meeting which is attached. Litter Awareness Committee Report: The next meeting will be at Mama Rosa’s at 11:30am on July 7. Pat Parker stated that the committee is working on expanding the number of sites for the Community Appearance Litter Index. The next community cleanup will be Friday, June 17 on Nettles Lane. May Adopt-A-Spot statistics: 27 groups; 50 cleanups; 363 volunteers; 542 volunteer hours; 148 total bags; 7,273 cigarette ends. School Pride in Action Committee Report: No report. C.H.A.N.G.E. Report: No report. Master Gardener Report: Tom stated that the Wonderful Wednesday Kids’ Program is a huge success, attended by both parents and children. Major improvements have been made to the arboretum and the demonstration garden which are both beautiful and provide fantastic photo opportunities. The deadline for the next MG class will be the end of July. New courses will be available that include online modules along with a Saturday class and one evening course. Interested parties should contact the Hampton Virginia Cooperative Extension Office or www.hamptonmastergardeners.org for more information. Master Naturalist Report: No report Adjournment: A motion to adjourn was made and accepted. 20166020 Full Commission Minutes 14 June 2016 Page 4 Announcements LAC Community Cleanup, June 17, 3:30pm, Nettles Lane Independence Day, July 4 – OFFICES CLOSED Litter Awareness Meeting, July 7, 11:30am, Mama Rosa’s YARDS Judging, July 11, 8:30am, HCCC Full Commission Meeting, July 12, 3:30pm, HCCC LAC Community Cleanup, July 15, Libby Street, 3:30pm Household Chemical/Electronics Collection, July 16, 9am-12noon, Armistead Complex HWRP Pembroke Spit Kayak Cleanup, July 16, 8-10am HWRP Meeting, July 26, 6:30pm, FMCC 20166020