Clean City Commission

FULL COMMISSION MEETING AGENDA July 12, 2016 ~ 3:30pm Members  Lynn Allsbrook  Wendy Iles  Luretta Ray  Cris Ausink  Shirley Boyd  Sally Lewis - excused  Edward Sean Robinson  Debbie Blanton  Jackie Cannan, V.Chair  Kevin Myers  Teresa Schmidt  CFaison Harris  Clovis Calloway  Claire Neubert  Tom Tinsley  Nethea Calloway  Jamie Osso  Dennis VanCamp, Chair  John Golden  Pat Parker  Jim Williams  Welcome, Public Comment, Time Sheet Jackie Cannan opened the meeting. There was no public comment.  Approval of June Minutes The minutes were approved with corrections to the Community Gardens section and the Clean the Bay Day report. Pat Parker moved acceptance.  Parks & Recreation: no report  Public Works: no report  Budget Update: D Blanton Debbie Blanton reported that the Budget Office is confirming the amount of money to be provided by the General Fund. Debbie had requested more from the Stormwater and Solid Waste budgets and accordingly less from the General Fund, and she wanted to make sure that since the other two remained level funding that the General Fund budget had as well, otherwise there would be a deficit. She also reported that the $3000 that Teresa Schmidt asked to be provided for Adopt-A-Spot supplies remains in the Solid Waste Fund but is accessible through the purchasing process. Currently HCCC is in need of bags.  Volunteer Recognition Dinner 2016: Wendy Iles reported that the committee is recommending the event be held at Phoebus High School and catered by the Phantom Inn. The cost was $13 per person. There was discussion about where the event would be held in Phoebus, with the general interpretation being in the central cafeteria area with square tables and regular chairs. Debbie will resend a message with questions to Chef Travis Walker asking about these details and others. Pat Parker moved acceptance of this plan, providing the details suited the group. Jim Williams seconded. There was no opposition. Wendy showed the group a sample of the plant pots that had been purchased for the centerpieces. The centerpieces would be pots with thyme and perhaps other herbs with a note saying “Thank you for your thyme”. The committee members outlined ideas for awards, among them photographs for the Environmental Excellence Award winners, decorated litter sticks for the Golden Litter Stick Award winners, safety vests for the Extra Mile Award winners. Debbie received an email with low-cost award information from Rivanna Designs that she will pass on to committee members. Sean Robinson expressed the opinion that the awards should be nicer, to reflect sincere appreciation for the volunteers. Others countered that on the survey the general responses indicated that people preferred public recognition like social media exposure and small gifts. One point made was that some award winners were regular winners and that eventually they run out of space for the trophies and plaques. Among the discussions were ideas that included using medals, plaques, nice keyrings, certificates, candies in personalized boxes, folding chairs, coffee cups, and candy bars. 20160712/DLBlanton Full Commission Meeting 12 July 2016 Page 2 Members asked Debbie to conduct a survey to get feedback on the ideas.  Audit Update, Bylaws, Volunteer Policy Manual: T Tinsley Debbie asked members to refer to the bylaws copies that had been provided – an annotated copy of the City Attorney’s Office revisions and the bylaws produced by HCCC. The membership description outlined in the bylaws submitted for review was deleted. Another issue that concerned members was the limitations on Committee Chair service terms. Tom Tinsley, who chaired the Bylaws Ad Hoc Committee, asked that Debbie set up a meeting to discuss these issues with the City Attorney’s Office. Several members expressed an interest in attending the meeting.  Retreat Discussion: Debbie Debbie reported that only six people had responded to the HCCC Retreat survey. Since the opportunity for Saturday meetings were limited, members should think about the possibility of a weekday afternoon lunch-to-5pm retreat, as suggested by one member. Debbie will re-send the link and encouraged everyone who had not responded, to please do so. The sooner the date is selected, the sooner work can begin on the actual agenda of the retreat.  Tree City USA Support: Debbie Debbie reminded the group that at the last meeting members said they would consider the support of Tree City USA as requested by Bob Vasquez at the next meeting. There was discussion about whether the Tree Board that is required by the award would involve HCCC. There had been a citizen request that the board be a stand-alone board to increase its visibility. Teresa will check with the City Manager to see which direction she wants to go. Recommendations on who should lead the board included David Imburgia, City Environmental & Sustainability Manager, or Lucy Stoll, City Planner. Cris Ausink mentioned that the MS4 permits requirement for planting trees would benefit. Groups or agencies that might be likely members of a tree board would be Hampton Master Gardener Tree Stewards, Parks Recreation and Leisure Services, Public Works, Clean City, Economic Development, and Community Development. Jim moved and Pat seconded a statement of support of the goal of returning Tree City USA to Hampton, but members felt they didn’t have enough information to support it, so the item is tabled to the next meeting. Meanwhile, members can check the following link for more information: http://arborday.org/programs/treecityusa/about.com.  Beautification Committee: S Boyd Shirley Boyd reported that the July YARDS judging was held Monday July 11. Three winners were selected. The Tree Tour subcommittee is meeting Friday the 15th to review the sites for the November 5th tree tour. Debbie added that the Beautification Committee report was included in the agenda package.  Clean & Green Businesses Committee: J Golden: No report.  Hampton Waterways Restoration Project: C Neubert Claire Neubert reported that the committee is having a dinner meeting at the Paradise Club on July 26th preceded by a beach walk, weather permitting. The next Kayak Cleanup will be July 16th, 8am – 10 am. Shoreline cleanup is available for non-boating participants. Sign up with Cris if you would like to attend either event, sign up by July 22 for the dinner meeting. The HWRP report was included in the agenda package.  Litter Awareness Committee: P Parker Pat Parker reminded the group that the next Community Cleanup is July 15 on Libby Street at 3:30pm, weather permitting. The next committee meeting is August 4. The group selected additional sites for the litter index, which will be held on September 21, 8:30 – approximately 5. Please sign up through Debbie.  School Pride In Action Committee: S Lewis – No Report  CHANGE Committee: S Robinson – No report  Hampton Community Gardens: W Iles Wendy reported that she has community garden flyers sponsored by the American Heart Association and would appreciate help in spreading them through the community. Several members took some. The next monthly class is July 23 on Garden Crafts. Wendy 20160712/DLBlanton Full Commission Meeting 12 July 2016 Page 3 needs cat litter boxes (similar to Tidy Cat 27-pound boxes) for the class. An Herbs class will be held on August 13 at 9am. Both classes will be held at the Marian Center. Water’s Edge Church will be helping to reorganize the Phoebus Community Garden on July 27th.  Master Gardener: T Tinsley Tom reported that the Master Gardeners plan to be at the Crape Myrtle Festival on July 16 – 17. The Wonderful Wednesday children’s programs are attracting a lot of children. The new VCE agricultural and natural resources agent will be Lynn Johnson. She will begin in August. Master Gardeners are sponsoring and helping with the rain barrel workshop on July 23 from 9am – 11am.  Master Naturalist & VCE: No report. The meeting adjourned at 5:10pm. Announcements Household Chemical/Electronics Collection, July 16, 9am-12noon, Armistead Complex HWRP Pembroke Spit Kayak Cleanup, 8-10am HWRP Meeting, July 26, 6:30pm, FMCC Litter Awareness Meeting, August 4, 11:30am, Mama Rosa’s YARDS Judging, August 8, HCCC, 8:30am Full Commission Meeting, August 9, HCCC, 3:30pm Litter Awareness Community Cleanup, August 19, Ivy Home Road, 3:30pm HWRP Meeting, August 23, 6:30pm, FMCC 20160712/DLBlanton