Clean City Commission

FULL COMMISSION MEETING MINUTES August 9, 2016 ~ 3:30pm Members  Lynn Allsbrook  Wendy Iles  Luretta Ray  Cris Ausink  Shirley Boyd  Sally Lewis  Edward Robinson  Debbie Blanton  Jackie Cannan  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: Meeting called to order by Jackie Cannan. By-Laws & Volunteer Policy Manual Update: Debbie Blanton introduced Senior Deputy City Attorney Patricia (Trish) Melochick. Trish, also the liaison for this agency, Public Works, and Parks, Recreation & Leisure Services, discussed the City Attorney’s review of the revised by-laws. Tom Tinsley concern was the meaning and responsibilities of ‘membership’ and its impact on the inclusion of non- council appointed board members. Trish explained that Council sees only those members appointed by Council as being accountable to the agency and to the city at large. Council allows the decision-making process to remain in the power of those council appointed members. These same members are also tasked with being liaisons to each of the agency’s ad hoc committees. Tom voiced his disappointment in the removal of non-council appointed members from the voting process, stating that the most dedicated volunteers clearly now do not have a say so in agency policy and procedure and asked that the City Attorney revisit this issue. Trish noted that a fiduciary relationship exists between council and its appointed board members. Tom asked how about the vetting process for appointees. Trish explained that each nominee is discussed by Council during closed sessions, taking into consideration any and all recommendations offered by agency directors. She added also that the newly formed Council is currently refining this process. Tom stated that he felt more dedicated to the agency when he had a vote, but now that is being nullified, he will not feel the same. Clovis Calloway interjected that he understands Council’s view and has worked on several boards and/or committees where he did not have a vote but still felt that he was a viable resource. Trish made the point that if voting rights were given to volunteers, every volunteer would have to be vetted. Debbie mentioned the workings of the Neighborhood Commission and asked whether tiers of membership/responsibility be considered. Trish said that a change such as that would first have to be approved by Council. She also noted that the Neighborhood Commission is not a good model because, unlike this agency, it is tied to several federal programs. Jim Williams recalled that several years ago, non-council appointed members did have a vote and wondered if it were possible to create a sense of inclusion to those who show sincere support of commitment to the agency. Trish said that while this may be possible, caution should be taken not to be “people-specific” but to present, rather, a specific case. She does understand, however, the desire for all members to feel as though they have some power in the decision-making process. Wendy Iles suggested that the term ‘value’ should be substituted for power. Teresa Schmidt asked that the board discuss options that may be presented to Council. A question arose about the ability to remove appointed members for non-participation; Trish advised that currently only Council may do so. Debbie noted that during last year’s internal audit, questions arose regarding the cash management and procurement. Trish stated that every dollar received by city agencies is considered city money and must be handled according to the current cash handling procedures. Additionally, any worth $5,000 or more may only be accepted by Council. She also stated that no commission or board has the power to procure goods or services – only the City Manager has the power to approve and sign contract agreements. Claire Neubert asked about the handling of in-kind donations. Trish said she would have a policy in place regarding such in the near future. Trish also said that any stipends/gifts need to be addressed via written policy. When Claire asked about the sale of HWRP T-Shirts and having a donation jar, Trish replied that monies collected from the sale of such must be 20160809 Full Commission Minutes 9 August 2016 Page 2 handled by city staff and that the jar must be with staff at all times. Approval of July Minutes: Motion to approve offered by Shirley Boyd. Parks & Recreation Report: No report Public Works Report: No report Board Chair Discussion: Debbie announced that two persons were nominated for the position, with one unresponsive. Wendy received the nomination with Jamie Osso motioning to accept the nomination and Clovis seconding. Appointed board members all approved. Budget Discussion: Debbie reiterated the state of the FY17 budget allocations, stating that she was still waiting to find out if the VA Department of Environmental Quality approved a $2,000 allocation. A thank you was given to Teresa for seeing that Public Works provided an additional $3,000 for Adopt-A-Spot equipment and supplies. Volunteer Recognition Celebration: Jamie asked how event donations should be handled. Debbie noted that all checks and cash must be accepted by city staff. Any gift cards/certificates must be logged and mailing addresses should be collected for all donors. Each member was asked to canvass at least two businesses for event donations. Jim suggested that a tracking system needs to be in place to record those businesses that have already been contacted so as to reduce duplication of effort. He then asked each board member to feel free to donate also and for them to consider asking Adopt—Spot sponsors for donations. Pat Parker noted that Friends of Sandy Bottom gave a $100 check and asked that it be used for the event. Debbie stated that she would need a letter from Pat stating such in order to request the transfer of funds. Tom asked if accounts were available to handle donations. Debbie replied that there are currently three revenue accounts for handling donations. Wendy then discussed the proposed caterer for the event, The Blue Phantom Inn at Phoebus High School., noting that it has quoted a per person cost of $13.00. Debbie asked that the committee schedule to meet again before August 23 and that the necessary procedure be done to confirm the use of the caterer. The proposed award for Golden Litterstick awardees again this year is the yellow litterstick which will be decorated by Armstrong School for the Arts students. Wendy added that each centerpiece will be tagged with Jim’s suggested saying, “A Thyme to Say Thanks.” Clean City Retreat: Debbie to forward retreat data to members, noting that although not everyone responded to the survey, they will act on the responses received. Beautification Committee Report: Shirley Boyd announced that there were only two YARDS winners this judging cycle and asked members to nominate more yards. The last two judging cycles will be September 12 and September 19 which will be for YARD of the Year. C.H.A.N.G.E.: No report Clean & Green Businesses Committee Report: Debbie sent a message to members of this committee advising them of John Golden’s resignation and to ask if anyone is interested in taking the lead. To date, no response has been received. She stated that she would send a reorganization announcement in September. Community Gardens: Wendy announced there will not be a class on August 13, but that the September class will be on Extending the Harvest, and the herb class will be rescheduled. North Phoebus Community Center is the newest site with more than twenty-five sailors expected to be on hand to assist on August 15. Wendy also welcomed the Hampton Grows intern, who is interested in majoring in food science and Aquaponics. The intern is currently working on a blog for HGI. 20160809 Full Commission Minutes 9 August 2016 Page 3 Hampton Waterways Restoration Project Report: Claire announced that last month’s social at the Pacific Ocean Club hosted twenty guests, including three new members. The committee will also take part in the Buckroe Arts in the Park event on September 10. She also stated that it is time for the annual International Coastal Cleanup Campaign and that a few kayak cleanups may be included. Claire also said that the committee is looking into creating a discussion club to address current area waterway issues. This club will have discretionary meeting places and times. The next HWRP meeting will be August 23, 6:30pm, at Ft. Monroe Community Center. Litter Awareness Committee Report: Pat encouraged members to participate in the August 19 community cleanup along Ivy Home Road. The meeting site will be the side of the road near the boat ramp. The September 1 committee meeting will be at Mama Rosa’s at 11:30am and the topic of discussion will be revising the route for the October 5 Community Appearance Litter Index. A maximum of nine volunteers will leave from HCCC at 8am and lunch will be provided. July Adopt-A-Spot statistics: 53 cleanups; 204 volunteers; 320 volunteer hours; 161 total bags; 6,178 cigarette ends. School Pride in Action Committee Report: No report. C.H.A.N.G.E. Report: No report. Master Gardener Report: Debbie asked Tom if the master gardeners would be interested in digging up the peanut butter trees and day lilies in front of the agency office. Tom added that the arboretum at Blue Bird Gap Farm currently has more than 55 varieties of day lilies. The 2016 Fall Plant Sale will be Saturday, September 17 beginning at 9am, with a rain date of September 18. Master Naturalist Report: Shirley will forward information to members on membership and Fall classes. Adjournment: A motion to adjourn was made and accepted. 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 20160809