Commemorative Beautification Commission

CITY OF HENDERSON COMMEMORATIVE BEAUTIFICATION COMMISSION MINUTES REGULAR MEETING November 9, 2016 I. CALL TO ORDER Vice Chairman Lupe Trujillo called the Commemorative Beautification Commission to order at 6:16 p.m. at 105 W. Basic Road, in the Parks and Facilities Management Conference Room. II. CONFIRMATION OF POSTING AND ROLL CALL Joanne Wershba, Recording Secretary, confirmed the Commemorative Beautification Commission had been noticed in compliance with the Open Meeting Law by posting the Agenda three working days prior to the meeting at the Facilities Management Building, City Hall, the Multigenerational Center, the Whitney Ranch Recreation Center, Fire Station No. 86, the Nevada Public Notice Website, the City of Henderson Website, and by emailing a copy of the Agenda to everyone appearing thereon on the Agenda Master Mailing List. Present: Chairman Andrew Turcaz (arrived at 6:35 p.m.) John Casanova Gina Denney Debra Jacobson Lupe Trujillo Shauna Walch Absent: Denise Olsen Staff: Preston Goodman, Staff Liaison and Municipal Forester Tedie Jackson, CCS Reporter Becky Risse, Assistant City Attorney III Joanne Wershba, Recording Secretary III. PUBLIC COMMENT There were no public comments presented. Commemorative Beautification Commission Page 2 of 8 Wednesday, November 9, 2016 – Minutes IV. ACCEPTANCE OF AGENDA (For Possible Action) (Motion) Ms. Jacobson introduced a motion to accept the agenda as presented. The vote favoring approval was unanimous. Vice Chairman Trujillo declared the motion carried. V. UNFINISHED BUSINESS UB-1 PURCHASE STREET BANNERS PUBLIC WORKS, PARKS AND RECREATION Members will vote on funds up to $5,000 to purchase street banners and hardware for the new fiscal year. Preston Goodman, Municipal Forester, presented a summary of this item, and noted that, because several banners are not in good shape and must be discarded, these funds are to purchase summer, spring, and holiday banners. Mr. Goodman advised that additional hardware is also needed. Responding to a question as to whether the CBC logo can be added on the new banners, Mr. Goodman commented that adding a logo will increase the cost of the banners. He will check and report back at the next meeting. It was suggested that staff research whether businesses can donate funds to add the CBC logo to the banners. The Commission members also asked staff to provide an inventory of banners and hardware currently in stock, a schedule of when the banners are rotated, and a list of locations where CBC banners are installed. This item will be further discussed at the next meeting. UB-2 SHIRTS FOR COMMEMORATIVE BEAUTIFICATION COMMISSION (CBC) MEMBERS AND STAFF. PUBLIC WORKS, PARKS AND RECREATION Members will vote on purchasing shirts with Commemorative Beautification Commission (CBC) logo for CBC members and staff. Staff reviewed a handout showing different style polo shirts and available colors. There was a consensus to select the Port Authority style polo shirts with the purple color as first choice and green as a second choice. CBC members will provide staff with the sizes to order. Commemorative Beautification Commission Page 3 of 8 Wednesday, November 9, 2016 – Minutes (Motion) Vice Chairman Trujillo introduced a motion for staff to purchase ladies and gentlemen’s Port Authority style polo shirts; purple color as a first choice, or green as a second choice. The vote favoring approval was unanimous. Chairman Turcaz declared the motion carried. VI. NEW BUSINESS NB-3 MINUTES OCTOBER 25, 2016 PUBLIC WORKS, PARKS AND RECREATION Adopt the minutes from the October 25, 2016 Special Meeting. (Motion) Vice Chairman Trujillo introduced a motion to adopt the minutes of October 25, 2016, as presented. The vote favoring approval was unanimous. Chairman Turcaz declared the motion carried. NB-4 MINUTES, SEPTEMBER 13, 2016 PUBLIC WORKS, PARKS AND RECREATION Adopt the minutes from the September 13, 2016, Regular Meeting. (Motion) Mr. Casanova introduced a motion to adopt the minutes of September 13, 2016, as presented. The vote favoring approval was unanimous. Chairman Turcaz declared the motion carried. NB-5 CORRECTIVE ACTION PRESENTATION, REVIEW, AND DISCUSSION OF RECOMMENDED AMENDMENTS TO THE COMMEMORATIVE BEAUTIFICATION COMMISSION'S BYLAWS. PUBLIC WORKS, PARKS AND RECREATION At the May 10, 2016, Commemorative Beautification Commission (CBC) meeting the attachments published for this item were inadvertently missing the even-numbered pages, subsequently requiring the presentation, review, and discussion of recommended amendments to the CBC’s Bylaws to be reintroduced for a first review at this meeting and referred to the next CBC meeting to be held in December for adoption. Proposed amendments include but are not limited to making bylaws consistent with Henderson Municipal Code Chapter 2.50, giving the CBC more flexibility regarding when it can hold meetings, creating a process for meeting cancellations, addressing agendas Commemorative Beautification Commission Page 4 of 8 Wednesday, November 9, 2016 – Minutes and minutes, clarifying meeting procedures, and using defined terms consistently. Staff explained that nothing was changed in the revised bylaws after the second posting; however, the revised bylaws posted the first time were incomplete due to missing pages. Preston Goodman, Municipal Forester, reviewed the proposed amendments to the Amended and Restated Bylaws. It was noted that under Article 5, it does not state the Commission cannot do sponsorship funding. Staff will research and confirm whether there are any restrictions regarding sponsorship for funding. Becky Risse, Assistant City Attorney III, said staff needs to confirm there are no restrictions regarding sponsorship funding. It was noted that sponsorship funding language would not need to be added to the bylaws. This item was referred to the next meeting for consideration, and the members will vote on whether to adopt the proposed amendments. NB-6 HOLIDAY DECORATING CONTEST AWARDS PUBLIC WORKS, PARKS AND RECREATION Members will vote on funds for the Holiday Decorating Contest awards not to exceed $600. Staff showed a picture of the awards to be presented for the Holiday Decorating Contest. (Motion) Vice Chairman Trujillo introduced a motion to approve an amount not to exceed $600.00 to be used for the Holiday Decorating Contest awards. The vote favoring approval was unanimous. Chairman Turcaz declared the motion carried. NB-7 HOLIDAY DECORATING CONTEST FOOD EXPENSES PUBLIC WORKS, PARKS AND RECREATION Members will vote on funds for food expenses for the Holiday Decorating Contest judging tour not to exceed $150. There was a consensus to order dinner from Coo-Coos for the Holiday Decorating Contest judging tour. Commemorative Beautification Commission Page 5 of 8 Wednesday, November 9, 2016 – Minutes (Motion) Ms. Jacobson introduced a motion to approve an amount not to exceed $150.00 to be used for food expenses for the Holiday Decorating Contest judging tour. The vote favoring approval was unanimous. Chairman Turcaz declared the motion carried. NB-8 ARBOR DAY THEME PUBLIC WORKS, PARKS AND RECREATION Members will vote on theme for Arbor Day 2017. Commission Members reviewed a list of possible Arbor Day themes for 2017. (Motion) Mr. Casanova introduced a motion to select “What Did the Tree See” as the Arbor Day theme for 2017. The vote favoring approval was unanimous. Chairman Turcaz declared the motion carried. NB-9 CHRISTMAS TREE RECYCLING PROGRAM PUBLIC WORKS, PARKS AND RECREATION Members will vote on funds for the Christmas Tree Recycling Program not to exceed $7,500. Staff presented a summary of this item. (Motion) Ms. Jacobson introduced a motion to approve an amount not to exceed $7,500.00 for the Christmas Tree Recycling Program. The vote favoring approval was unanimous. Chairman Turcaz declared the motion carried. NB-10 WINTERFEST PUBLIC WORKS, PARKS AND RECREATION Members will vote on funds for Winterfest not to exceed $1,500. Staff explained these funds will be used for craft activities for kids at Winterfest. (Motion) Mr. Casanova introduced a motion to approve an amount not to exceed $1,500.00 for Winterfest activities. The vote favoring approval was unanimous. Chairman Turcaz declared the motion carried. Commemorative Beautification Commission Page 6 of 8 Wednesday, November 9, 2016 – Minutes NB-11 REPLACEMENT TOOLS FOR CBC CLEANUP TRAILER PUBLIC WORKS, PARKS AND RECREATION Members will vote on funds up to $300 for replacement tools for CBC Cleanup Trailer. Staff presented a summary of this item. (Motion) Ms. Jacobson introduced a motion to approve an amount not to exceed $300.00 for replacement tools for the CBC Cleanup Trailer. The vote favoring approval was unanimous. Chairman Turcaz declared the motion carried. NB-12 STAFF REPORTS PUBLIC WORKS, PARKS AND RECREATION Staff representative will provide information on the Commission Budget, Municipal Forestry Report Clean-up Trailer Program, Banners and Flags, and Staff Announcements. Staff provided an update on the following items: Make a Difference Day, CBC Cleanup Trailer Schedule, and the CBC FY17 Budget. NB-13 COMMUNITY PRIDE PUBLIC WORKS, PARKS AND RECREATION Members will discuss and approve Community Pride Award nominations. Staff did not receive any nominations for the Community Pride award. A discussion ensued regarding the purpose of the Community Pride Award. It was noted that this award is not limited to beautification efforts, and the members discussed the language in HMC 2.50.350.B relating to one of the purposes of the CBC, specifically “to nominate for commemoration those individuals who, through exceptional effort, have contributed in a substantial manner to the general betterment of the city and its inhabitants.” Suggestions for future Community Pride Award recipients included: Drew Stevens, Ethel M., Friends of Sloan Canyon, and St. Rose Dominican Hospital, which is celebrating a 70th anniversary in May of 2017. Commemorative Beautification Commission Page 7 of 8 Wednesday, November 9, 2016 – Minutes NB-14 VOLUNTEER HOURS PUBLIC WORKS, PARKS AND RECREATION Members will report the number of volunteer hours they completed. Chairman Turcaz reported three volunteer hours; Ms. Walch, four; Ms. Jacobson, two; Ms. Denney and Mr. Casanova, zero; and Vice Chairman Trujillo, 25. Staff will check to determine the purpose of reporting volunteer hours and whether this item is necessary for future meetings. VII. CHAIRMAN\MEMBER COMMENTS Chairman Turcaz made the following suggestions in an effort to utilize social media to promote the CBC:  Start a Facebook page  Group photo of the CBC members  Order CBC logo lapel pens  Add agenda item for the next meeting to discuss funding for a mural contest in the Downtown Water Street District Staff noted that CBC information is included on the City’s Facebook page; however, staff will send Chairman Turcaz contact information for Kim Becker, Public Information Officer. Staff will also send Chairman Turcaz contact information for Kathy Blaha, Public Information Officer, to get permission to use the CBC logo on lapel pens. Ms. Jacobson commented that when she attended the Veteran’s Memorial Ceremony, she could not hear Mayor Andy Hafen when he spoke. Staff will inform the Mayor of the audio issue so it can be corrected for future speaking events. VIII. SET NEXT MEETING The next meeting was set for Monday, December 5, 2016 at 5:00 p.m. IX. PUBLIC COMMENT There were no comments presented by the public. Commemorative Beautification Commission Page 8 of 8 Wednesday, November 9, 2016 – Minutes X. ADJOURNMENT There being no further business to come before the Commission, Chairman Turcaz adjourned the meeting at 7:50 p.m. Respectfully submitted ________________________ Tedie Jackson, CCS Reporter