Clean City Commission

FULL COMMISSION MEETING MINUTES Goodwill Employment Center August 14, 2018 ~ 3:30pm Board Members Present: Will Kotheimer, Chair; Ryan Adams, Vice Chair; Barb Abraham; Wendy Iles; Gayle Mooney Also Present: Veronica Meade; Jim Williams; George Curran; Melany Libby; Cris Ausink; Debbie Blanton; C’Faison Harris Opening Business Welcome and Time Sheet: Will Kotheimer opened the meeting. Roll Call & Protocol: Roll call was conducted with Debbie Blanton announcing that a quorum was not present at the moment but that she was expecting Ryan Adams to arrive. Wendy Iles asked if there were any further information on absent board member Devinn Smart. Debbie answered that she had sent letters to Mr. Smart and also to Council but has not yet received a response from either. She added that a Council liaison has not yet been selected and that Kay Trotter believed one would be selected at this month’s Council session. Introductions were then conducted and guests George Curran and Melany Libby were welcomed. Will read the opening statement, adding that he thought it a good idea to have board members take turns reading the statement and then providing insight into what the statement means to them personally. George Curran stated that he would be glad to do so at the next monthly meeting. Will asked members to take special note of the new category on the agenda – Ideas and Projects from the July Minutes. He addressed the first item which was the Clean & Green Workplaces winner, Vanguard Brewpub & Distillery. He stated he thought it a good idea to 1 continue interacting with business winners like Vanguard and they should be asked to collaborate on a fundraiser like a facility tour and dinner. Will stated that the tour could include ticket donations of a set amount and proceeds added to Clean City’s fundraising efforts. In addition, Vanguard could be asked to provide discount vouchers in its restaurant. The issue of alcoholic beverages was raised, and Veronica Meade stated that the agency would not make the offer, but if participants chose to purchase such beverages on their own, that would be permissible. Will asked Jim to discuss the possibility with his committee members and to present ideas at the next board meeting. The second item was the School Pride in Action (SPIA) report that addressed best practices. Will’s idea is to build an agency database of best environmental practices used by schools that can be provided to ecology clubs and science teachers. Debbie noted that she would work on this, but the main focus for schools right now is the plastic bag contest. Jim stated that the Clean & Green Workplaces committee will offer its assistance. Approval of July Minutes: Upon Ryan’s arrival, a quorum was present and a motion was made by Wendy Iles to accept the minutes as written with Gayle Mooney seconding. The motion carried. City Attorney’s Office: No report City Council: No report. Parks, Recreation, & Leisure Services: No report. Public Works: No report. Financial Report: Distributed with agenda packet. Debbie stated that the budget was only loaded the beginning of August so there are no purchases to report at this time. New Business None The Hampton Clean City Commission works to improve and enhance the physical environment of Hampton through beautification, solid waste management education, coastal awareness activities, and litter abatement programs; educates citizens; and encourages their participation. As an affiliate of Keep America Beautiful Inc., we share the philosophy that each of us has a responsibility for enhancing our community environment. 20180814 Discussion Items Update on 40th Anniversary Celebration Plans and Committee: Wendy asked whether Will, Ryan, and Alex Maness had spoken with Council yet on possible donation for the event – they had not. Veronica asked what format they planned to use to do so. Debbie stated she sees the proposed budget for event facility and catering as $2,000; however, Wendy stated that it would be more like $4,000 if one considers that catering alone would amount to maybe $20/person. At the last meeting, it was proposed that heavy hors d’oeuvres rather than a plated dinner be served and table seating. Wendy submitted a proposed menu for quote submission. Barb Abraham moved to approve $3,000; it was seconded by Gayle and was carried. The subcommittee will provide a detailed list of what they want submitted to vendors to include a list of vendors, specific catered menu, seating, linens and tableware, centerpieces, and any necessary AV equipment/podium, etc., keeping in mind the event is now only ten weeks away. Debbie added that a cost range should be included so vendors can indicate what they could do for a low-end amount and a higher-end amount. C’Faison asked that the budget amount be included in the detailed listing. Attendee gifts for attendees were also discussed, with Jim reminding members that at last year’s event he committed the agency to providing gift bags. Gayle and Wendy stated that last year’s participants did not seem quite as pleased to receive only certificates and bags of candy. Debbie provided a list of possible gifts which included the desk-sized Waste Management toters, pens, magnets, reusable straws, and note pads. Cris Ausink stated that she may have enough stormwater pens to distribute and provided samples of the pen and toter for members to see. Wendy suggested asking Waste Management to donate the toters and to ask Marketing, Inc. for assistance. Debbie will provide a survey monkey to volunteers to get their views on awards, stating that some like the actual acrylic awards while others would rather have something more practical like gift certificates, etc. She also noted that in the past, Extra Mile winners were given safety vests, while Golden Litterstick winners received actual littersticks designed by Hampton school students. Melany and George both stated that they don’t look for awards or gifts necessarily, and that a thank you is all that is needed. C’Faison suggested not presenting any Adopt-A-Spot awards at all and to just make the event a total agency and volunteer celebration event. She also suggested that winners could have their group photos taken and copies presented to them in lieu of awards. Ryan suggested having the City Mayor sign those photos. Debbie added that the three major excellence awards in addition to the YARD of the Year would still receive actual awards, such as those presented in previous years. Debbie is working on the possibility of having youth musical groups perform. She is also working on sending a ‘save the date’ announcement to volunteers, city officials, and dignitaries. Mr. Larry Blanchard, a former chair from the mid-1980s, is the proposed speaker. 2 FY19 Budget Update: Debbie said that while the budget had increased slightly this year to a little more than $194,000, it was still a little disappointing not to receive what she thought. She added that she is currently working on budgets for each subcommittee. Appointed Member Reports Beautification Committee: Debbie announced that no yards were judged in August due to non-responsiveness of or withdrawals from the contest by nominees. Debbie then asked Veronica about the legality of providing contest evaluations and remarks to the public. Veronica noted that through the Freedom of Information Act, since the contest is public record, the public can apply but all personal identifying data must be redacted. Will stated that he asked at the last meeting if participants were given comments as to why their yards did not meet all the criteria. Melany stated that each contestant is told why and that it was decided by the judges that contestants would just be informed to check their yards against each criteria listed on the resident survey sheet. Fund-Raising Committee: Wendy stated that, to date, the Tea Bag fundraiser has received $95.00, with an additional $25 added to that total at today’s meeting by Jim Williams. A yard sale is tentatively scheduled for October 20 at HCCC and she will check on the permit. Cris noted that October 20 is the same day as the Fall Festival. Also in the works is a Murder Mystery event hosted by the Women’s Club. Food will be provided to cut costs and the club is already permitted for food service and alcoholic beverage service. Wendy added that advertising on Channels 10 and 13 were suggested, but needs more research. Hampton Community Gardens: The next class will be August 19, 3pm, at the Marian Center on seed swap and seed screens and will be hosted by Seed Savers Exchange. On August 23 at 6pm, Megan Tierney and Jim will teach a class on composting at Sandy Bottom Nature Center. All classes are free and open to the public, but registration is required. HCCC Staff Reports Clean & Green Workplaces: Jim stated he and Barbara are working on a proposed collection project with Hampton University. He noted that contact with the Facilities Manager has been tenuous, but Barb stated she is waiting on an update from another contact. The committee is also planning another collection with Goodwill Industries that can be held rain or shine. Committee Irene Ferrainolo will present information on ‘green burials,’ and will seek a speaker on the subject for the March 7, 2019 Clean Business Forum. The next Clean Business Breakfast Forum will be August 22 at Kingsmill in Williamsburg. More information is forthcoming. The Hampton Clean City Commission works to improve and enhance the physical environment of Hampton through beautification, solid waste management education, coastal awareness activities, and litter abatement programs; educates citizens; and encourages their participation. As an affiliate of Keep America Beautiful Inc., we share the philosophy that each of us has a responsibility for enhancing our community environment. 20180814 The next committee meeting will be August 21, 3:30pm, at Goodwill Resource Center, 1911 Saville Row. Hampton Waterways Restoration Project: George stated that he, along with committee member Mara Yoko, are currently acting as co-chairs since the former chair stepped down. He added that there were several new faces at the last meeting which was good to see. The next meeting will be September 13, at Ft. Monroe Community Center, 100 Stillwell Drive. Litter Awareness & Recycling: Debbie announced that the next Community Cleanup will be August 17, 9am, on Shell Road between Algonquin and Colonial. She asked that volunteers email her if they wish to participate. Melany added that the public seems to be very receptive to the litter-free event cleanup efforts at Buckroe Beach Grooving by the Bay Concert Series, with many personally thanking her. School Pride in Action: Debbie said that Waste Management will donate 60 lidded recycling boxes for the schools plastic bag contest. She is currently waiting on Kroger to determine what else may be added to the boxes besides the plastic grocery bags. The contest is two-tiered – elementary and secondary levels with 1st, 2nd, and 3rd place prizes. Kroger will forward all collected bags to a processing vendor. Debbie will provide more information when it is received. Virginia Cooperative Extension: No report. Hampton Master Gardeners: No report. Hampton Master Naturalists: No report. Staff Reports: Debbie announced that both the Department of Environmental Quality (DEQ) and Keep America Beautiful (KAB) accounting reports have been completed and submitted. She did ask KAB to check into what she believes to be a discrepancy in the number volunteer hours tabulated for the year. She added that for FY18, there were 859 events with 5,317 volunteers. She has also applied for the Cigarette Litter and Think Green grants this year. The Cigarette litter grant provides for the pocket or car ashtrays while Think Green supports the Adopt-A-Spot effort. There was a question regarding the cigarette litter signs and if Phillip Morris Tobacco Company logo would be on them since they are sponsoring. Debbie stated that it is not known at this time, but probably not. The company has not been present on portable ashtrays in the past. The Tour de Recycling event is confirmed for November 15, 9am-10m. 3 Cris noted that there will be two boat cleanups scheduled: August 25 at Air Power Park and September 22 at Pembroke Spit. If interested, sign-up sheets are available. She will also have sign-up sheets to help at the Arts in the Park booth (Buckroe Park), and the Crabtown Seafood Festival (downtown- Mill Point Park). Both are all day events on Saturday, September 8. In addition, beginning in the Fall, she will be working with Hampton’s High Schools and Middle Schools placing Rainy Day environmental messages at the schools. Adjournment Meeting adjourned at 5:00pm. Announcements  Community Cleanup, August 17, 9am, Shell & Algonquin  Buckroe Farmer’s Market – Pet Day, August 18, 9am  Clean & Green Workplaces, August 21, 3:30pm, Goodwill  Clean Business Forum, August 22, 8:30am, Kingsmill (Williamsburg)  Buckroe Beach Farmer’s Market, August 25, 9am  Labor Day Holiday, September 3 – HCCC CLOSED  Hampton City Schools in Session, September 4 – Drive Safely  Litter & Recycling Awareness Meeting, September 6, 11:30am, HCCC  Arts in the Park, September 8, Buckroe Beach  Crabtown Seafood Festival, September 8  YARDS Judging, September 10, HCCC, 8:30am  Full Commission Meeting, September 11, 3:30pm, HCCC Office  School Pride in Action Meeting, September 12, 4:15pm, HCCC  Hampton Waterways Restoration Project, September 13, 6:30pm, Fort Monroe  International Coastal Cleanup Begins, September 15 The Hampton Clean City Commission works to improve and enhance the physical environment of Hampton through beautification, solid waste management education, coastal awareness activities, and litter abatement programs; educates citizens; and encourages their participation. As an affiliate of Keep America Beautiful Inc., we share the philosophy that each of us has a responsibility for enhancing our community environment. 20180814