Clean City Commission

FULL COMMISSION MEETING MINUTES March 14, 2017 ~ 3:30pm Members  Barbara Abraham  Wendy Iles, Chair  Kay Trotter  Teresa Schmidt  Shirley Boyd  Gaylynn Johnson  Claire Neubert  Jim Williams  Jackie Cannan, V Chair  William Kotheimer  Jamie Osso  Cris Ausink  Clovis Calloway  Sally Lewis  Pat Parker  Debbie Blanton  Nethea Calloway  Jason Mitchell  Edward Sean Robinson  CFaison Harris Opening Business Welcome & Time Sheet: Meeting called to order by Wendy Iles. Attending guests were Darius Swift, a community cleanup volunteer, and James Harris. It was stated that the board would be structured in such a way as to be aligned with other city boards and commissions. Wendy asked that all comments be held until the Public Comment segment. She also noted that this new structure does not, in any way, diminish the contribution and support of each member to this agency, adding that their contribution to the city during the past year totaled more than $536,000. Approval of Minutes: Edward Sean Robinson noted that due to C’Faison Harris’s absence from the final portion of the February meeting, the minutes did not accurately note the full discussion that occurred during her absence. Wendy stated that members were asked to submit any revisions to the minutes prior to the meeting, but none were received. She stated that any addendums to the minutes should be submitted to Ms. Harris immediately. Parks, Recreation & Leisure Services: Kenisha (Kay) Trotter, Deputy Director, stated that she would now be attending board meetings to provide support to the agency and members. She will provide her contact information for those wishing to communicate directly with her. Public Works: No report Resignation of Board Member: Debbie Blanton announced that Luretta Ray and Chris Wilcox have both resigned. Debbie will contact City Council to request that Alternate Nethea Calloway fill one of those vacancies and that the other be filled as soon as possible. Financial Report: C’Faison asked members to read the reports submitted in the agenda packet and present any questions or concerns during the Public Comment segment. Voting Items None presented Discussion Items Retreat Draft Goals Review: Debbie stated that no comments were submitted. She asked that if members have comments to please submit them according to the submission schedule in order that they be addressed at the next meeting. Veronica Meade noted that if responding to a group email, not to reply to all. The corresponding law states that there cannot be a conversation with more than two persons at a time or the correspondence will become a meeting. Wendy then asked members if they would be willing to meet again this summer to continue the discussion in another retreat. 20170314 Full Commission Minutes 14 March 2017 Page 2 Appointed Member Reports Beautification Committee: Debbie announced the appointment of Clovis Calloway as Chair. Clovis had no report at this time. C.H.A.N.G.E. Committee: Edward and Gaylynn Johnson both discussed the launching of a new explorers program at Northampton Community Center on March 15 in which students learn the basic of environmental stewardship by growing and maintaining their own vegetable garden. The program will be each Wednesday and Thursday, 7:00 a.m. to 8:30 a.m. Gaylynn noted the program’s goal was to show students the process from seed to harvest to storage. Wendy stated that if students would be learning about canning that she had several canning items that can be donated for their use. Clean and Green Business Committee: Barbara Abraham stated that there will be a meeting next month to discuss criteria for Clean Business awards. Possible sites for the 1st Quarter Clean Business Forum Breakfast are booked and members were asked for suggestions. Tentative dates for the forum are April 26 or April 27, 8:30am-10:00am. Hampton Community Gardens: Wendy announced a Vegetable Gardening 101 class to be held on Saturday, March 18 at Buckroe’s Marion Center. There will be an Eagles’ project taking place at North Phoebus Community Gardens that same day, 11:00 a.m. On March 25, she will teach a companion planting class at the Marion Center. Darius volunteered to working with the North Phoebus gardens and will contact Wendy for more information. Public Comment Hampton Waterways Restoration Project Committee: Claire Neubert stated that last year’s response to ‘water wishes’ was so great that she still has abundance of them that will be displayed at an exhibit slated for April 10-30 at the Performing and Creative Arts Center. To celebrate and see the exhibit, HWRP decided to have their April 13 monthly meeting at the Performing and Creative Arts Center. Claire also noted that a goal of the committee is to get more people access to Hampton’s waterways via an oyster bed project. Sunset and Dandy Haven Marinas are partners and will have host beds. Claire also displayed the type of cage that is used to grow oysters. HWRP will buy a two "kits" of oysters from Chesapeake Bay Foundation. HWRP will be doing two field trips to the Brock Environmental Center on Friday 3/23 and Sat. 3/24. A sign-up sheet was passed around to HCCC members. The kayak cleanup schedule is being updated for this year, water quality testing continues, and the committee will be working with Cris Ausink in support of the annual Walk Hampton Clean event. Barbara stated that she found information about the committee on Meet Up but that it is no longer available. Claire answered that is the case since the committee now has a Facebook Group page that will list all meetings, activities, and updates. Litter Awareness Committee: No report Master Gardener: Gaylynn stated that Nancy Williams would be the new liaison. Her name will be added to the distribution list. She also stated that Master Gardener in-person training would be August 10 – November 15 in Newport News at the UVA/VT facility. Virtual training will also be available online to allow working volunteers to participate. Gaylynn discussed a gardening program geared toward the Women, Infants, and Children (WIC) program via Social Services. She said she was did not know who to contact in order to have raised beds on that property. Wendy said she would forward information on non-profit garden beds currently in existence. Master Naturalists: Claire that water quality program is also being done by Master Naturalists. Wendy asked if Program Coordinator Megan Tierney could select a liaison – Claire stated that she would ask. School Pride in Action Committee: No report available Walk Hampton Clean: Cris explained the mission and goal of the annual initiative and encouraged each member to become involved and walk their neighborhoods in the cleanup effort. 20170314 Full Commission Minutes 14 March 2017 Page 3 Comment: After the close of committee reports, Claire stated that she needs to understand why the committee reports were separated into two different categories. She said it felt belittling and could definitely be a vehicle for squashing any enthusiasm for and the reasons why she became involved in the first place. Jim Williams added that the new procedural structure made him feel restricted by not being permitted to speak until instructed to do so. He noted that he has a had long relationship with the board, acting as chair and a cooperative extension liaison through the years, and always felt welcomed and that his input was valuable. Today’s meeting, however, had a “pall” over it, making it too formal and structured. He stated that meetings were always fun and created an atmosphere of inclusiveness and camaraderie, so he was puzzled by what may have prompted this structural change. Was the intent only to make the meetings shorter? If the meeting was to make people feel good about their participation and input, it fell way short of its mark. He went on to say this board is not like any other city board or commission in that the others will never have a group of volunteers, appointed or non-appointed, that will cheerfully go out and pick up other people’s trash and debris on a regular basis. Barbara, in agreeing with Claire and Jim, proposed combining all reports in one category, stating that what may look good in theory does not always play out well in practice. Clovis reminded those present that he and they were all volunteers that must work within the modified Roberts Rules of Order that were instituted. He stated that if one knows the rules, one may still speak. He reaffirmed that each person’s opinion is of value and that the intent of the new structure was not meant to devalue or deconstruct an atmosphere of willing participation. Jackie Cannan stated that her concern was that none of the members were consulted on this new structure, and that was not appreciated. Jim added that his interpretation of the structure was set by the way Wendy began the meeting, in that he was made to feel almost unwelcomed or unable to voice an opinion or offer a comment. Will stated that the reasons for the new structure was discussed at a closed meeting held February 28 and that he felt this meeting was one of the most productive he’s ever attended. Edward was also approving of the new structure, reiterating that he felt this meeting to have been very productive. He added that members should follow the procedural format for bringing issues and concerns to the table that may be addressed during the Public Comment segment. Kay then stated that the new structure was put into place after discussing issues brought about in previous meetings with the City Attorney’s Office. She was saddened by the comments, stating that the only intent and goal was to develop consistency with this board that would be in line with the other boards and commission. She wanted everyone to know that she was open to creating a more conducive meeting environment. Claire, however, wanted to know if the responsibilities of Council-appointed committee chairs are dissimilar to those of non-appointed committee chairs – and if so, that they be stated. Veronica said that the restructuring of the agenda would be reconsidered. Wendy and Debbie will meet again with Veronica and Kay to determine just how to do so. Lastly, Claire added that all regular attendees should have name tags – not just Council-appointed members and departmental staff. Meeting adjourned 20170314 Full Commission Minutes 14 March 2017 Page 4 Announcements Litter Awareness Community Cleanup, March 17, Shell Road, 3pm Rain Barrel Workshop, March 25, HCCC, 9am Hampton Waterways Restoration Project Meeting, March 28, FMCC, 6:30pm Litter Awareness Meeting, April 6, Mama Rosa’s, 11:30am Tour de Trash, April 7, HCCC, 9am Rain Barrel Workshops, April 8, HCCC, 9am & 1pm YARDS Judges Training, April 10, HCCC, 10am Full Commission Meeting, April 11, HCCC, 3:30pm School Pride in Action Meeting, April 12, HCCC 4:15pm International Children’s Festival, April 15 Litter Awareness Community Cleanup, April 21, Milford/Bright/Shell, 3pm Hampton Waterways Restoration Project Meeting, April 25, FMCC, 6:30pm 20170314