Commemorative Beautification Commission

CITY OF HENDERSON COMMEMORATIVE BEAUTIFICATION COMMISSION MEETING MINUTES Tuesday, November 12, 2019 I. CALL TO ORDER Rayna Booker, Administrative Assistant III, called the Commemorative Beautification Commission meeting to order at 6:05 p.m. at 105 West Basic Road, Henderson, Nevada 89015, in the Facilities Management Conference Room. II. CONFIRMATION OF POSTING AND ROLL CALL Rayna Booker, Administrative Assistant III, confirmed the Commemorative Beautification Commission meeting 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 mailing and emailing a copy of the Agenda to everyone appearing thereon on the Agenda Master Mailing List and Email List. PRESENT: Vice Chairman Andrew Coates Lisa Novak Dawson Danielle Gallant Debra Jacobson Kathryn Park ABSENT : Zac Smith (excused) STAFF: Rayna Booker, Administrative Assistant III Andre Dixon, Deputy City Clerk Ray Everhart, Parks Operations Manager Nancy Savage, Assistant City Attorney III Commemorative Beautification Commission Page 2 of 8 Tuesday, November 12, 2019 – Minutes III. PUBLIC COMMENT There were no public comments presented. IV. ACCEPTANCE OF AGENDA (Motion) Ms. Park introduced a motion to accept the agenda, as presented. The vote favoring approval was unanimous. Vice Chairman Coates declared the motion carried. V. NEW BUSINESS NB-1 MINUTES COMMEMORATIVE BEAUTIFICATION COMMISSION (CBC) SEPTEMBER 10, 2019 PARKS AND RECREATION Commemorative Beautification Commission meeting minutes of September 10, 2019. (Motion) Ms. Jacobson introduced a motion to adopt the Commemorative Beautification Commission meeting minutes of September 10, 2019, as presented. The vote favoring approval was unanimous. Vice Chairman Coates declared the motion carried. NB-2 ELECTION OF CHAIR PARKS AND RECREATION Commission members will elect a Chair. (Motion) Ms. Park introduced a motion to elect Andrew Coates as Chairman. The vote favoring approval was unanimous. Chairman Coates declared the motion carried. Note: Andrew Coates served as Chairman for the remainder of the meeting. Commemorative Beautification Commission Page 3 of 8 Tuesday, November 12, 2019 – Minutes NB-3 ELECTION OF VICE-CHAIR PARKS AND RECREATION Commission members will elect a Vice Chair. (Motion) Ms. Park introduced a motion to elect Danielle Gallant as Vice Chair. The vote favoring approval was unanimous. Chairman Coates declared the motion carried. NB-4 STAFF REPORTS PARKS AND RECREATION Staff Representative will provide information on the Commission budget, Clean-Up Trailer program, banners, flags, and staff announcements, and respond to questions from Commission members. Ray Everhart, Parks Operations Manager, stated the current Commission budget is $33,818.00, but $2,000.00 has been allocated towards banners. He reported the Holiday, Tree City USA, and Be Kind banners are all up for display around the city. Mr. Everhart said the Commission’s Clean-up trailer is reserved for use on the following upcoming dates:  November 16, 2019  November 23, 2019  December 7, 2019  December 14, 2019 Mr. Everhart informed the Commissioners that they will be receiving an email to RSVP for the City’s Open Meeting Law and ethical standards training being held on November 20, 2019, at 4:30 p.m. in the City Council Chambers. Responding to Ms. Gallant’s request for a copy of last year’s budget to help direct planning the upcoming year, Mr. Everhart said he believes he will be able to provide a report for the Commission at a future meeting. Mr. Everhart stated because the CBC did not have a quorum in October to determine details for the Holiday Lighting Contest, the City will be running the event this year; however, he said the Commission may have a discussion regarding the details for the 2020 Holiday Lighting Contest at a future meeting. Commemorative Beautification Commission Page 4 of 8 Tuesday, November 12, 2019 – Minutes Referring to the document titled City of Henderson Public Works, Parks and Recreation Department Scenic Route for 2014 Holiday Decoration Contest, Mr. Everhart said this year’s event will follow a similar path and a map of the route will be available to download at a later time. Following an inquiry by Ms. Gallant regarding who will be judging this year’s contest, Mr. Everhart stated the event will consist of volunteer participation open to both residents or businesses and will not include judging. NB-5 BANNER BUDGET 2020 PARKS AND RECREATION Commission members will vote on funds for the banners, not to exceed $5,000.00. Ray Everhart, Parks Operations Manager, stated staff is requesting funds, not to exceed $5,000.00 to replace damaged banners and banner hardware. A discussion ensued regarding the install and upkeep of the Commission’s banners over the years and what can be done moving forward. Ms. Gallant inquired whether there is a more expensive banner that can be purchased to keep them from falling or tearing. Mr. Everhart responded the issues regarding the banners may be more related to the weather and the hardware holding the banners rather than the quality; however, he will explore other options that may be available. Mr. Everhart stated Contact Henderson is the best way to inform staff of fallen or hanging banners to ensure the problem is addressed in a timely manner. (Motion) Ms. Jacobson introduced a motion to approve funds for banners, not to exceed $5,000.00. The vote favoring approval was unanimous. Chairman Coates declared the motion carried. Commemorative Beautification Commission Page 5 of 8 Tuesday, November 12, 2019 – Minutes NB-6 CHRISTMAS TREE RECYCLING PROGRAM PARKS AND RECREATION Commission members will vote on funds for the Christmas Tree Recycling Program, in an amount not to exceed $7,500.00. Ray Everhart, Parks Operations Manager, presented an overview of the Christmas Tree Recycling Program. He said the goal is to gather over 5,000 trees this year and staff has requested funds for the program, in an amount not to exceed $7,500.00. Following a question by Ms. Novak Dawson regarding the drop-off locations, Mr. Everhart said he believes the locations will be Morrell Park, Acacia Park, Anthem Hills Park, Multigenerational Recreation Center, Whitney Ranch Recreation Center, and a location within Inspirada will be added this year. Ms. Gallant inquired whether developers such as Inspirada can partner with the program to assist with expenses. Mr. Everhart stated he would have to look into that due to the banners displayed at the drop-off locations having already been created, but Commissioners may reach out to the developers if they wish. (Motion) Ms. Gallant introduced a motion to approve funds for the Christmas Tree Recycling Program, in an amount not to exceed $7,500.00. The vote favoring approval was unanimous. Chairman Coates declared the motion carried. NB-7 WINTERFEST PARKS AND RECREATION Commission members will vote on funds for Winterfest, in an amount not to exceed $1,500.00. Funds to be used for Winterfest festivities and for arts and crafts supplies for children who attend the event. Ray Everhart, Parks Operations Manager, explained in the past the Commemorative Beautification Commission has donated to the Winterfest for games and craft activities for children, and this year staff is requesting funds, in an amount not to exceed $1,500.00, for the same activities. (Motion) Ms. Gallant introduced a motion to approve funds for Winterfest in an amount not to exceed $1,500.00. The vote favoring approval was unanimous. Chairman Coates declared the motion carried Commemorative Beautification Commission Page 6 of 8 Tuesday, November 12, 2019 – Minutes NB-8 ARBOR DAY THEME PARKS AND RECREATION Members will vote on the theme for Arbor Day 2020. Referring to the document titled Arbor Day 2020 Possible Themes, a discussion ensued among the Commissioners regarding potential themes for the 2020 Arbor Day event. Following an inquiry by Ms. Gallant regarding potential options available for designing a logo for the theme, Ray Everhart, Parks Operations Manager, stated the logo design will have to be created by the City’s marketing department; however, he may be able to bring a couple of design options for the Committee to vote on. (Motion) Ms. Gallant introduced a motion to select Tree-rific as the theme for the 2020 Arbor Day event. The vote favoring approval was unanimous. Chairman Coates declared the motion carried. NB-9 ARBOR DAY SPONSORSHIP PARKS AND RECREATION Members will discuss sponsorship options. Following a discussion regarding past sponsors and potential sponsorship opportunities, Ray Everhart, Parks Operations Manager, encouraged Commissioners to continue their sponsorship seeking efforts. Ms. Park requested to have the sponsorship donation process and parameters as a future agenda item for the Commission to review. Ms. Gallant requested to have sponsorship packets with updated donation parameters available for the Commissioners as soon as possible to give out to potential sponsors. NB-10 ARBOR DAY 2020 FUNDS PARKS AND RECREATION Members will vote on funds for Arbor Day 2020, not to exceed $14,000.00. Following a question by Ms. Park regarding how much the Commission spent at last year’s Arbor Day event, Ray Everhart, Parks Operations Manager, stated he does not know the exact amount, but that it was under $14,000.00 Commemorative Beautification Commission Page 7 of 8 Tuesday, November 12, 2019 – Minutes A discussion ensued regarding what makes up the expenditures associated with the Arbor Day event. (Motion) Ms. Park introduced a motion to approve funds for the Arbor Day 2020, in an amount not to exceed $14,000.00. The vote favoring approval was unanimous. Chairman Coates declared the motion carried NB-11 CLEAN-UP TRAILER NEW WRAP DESIGN PARKS AND RECREATION Members will approve proposed redesign for new wrap of the clean-up trailer. (Motion) Ms. Gallant introduced a motion to continue NB-11 to the December 12, 2019, CBC Meeting. The vote favoring the continuance was unanimous. Chairman Coates declared the motion carried NB-12 CLEAN-UP TRAILER NEW WRAP PURCHASE PARKS AND RECREATION Members will approve the purchase of wrap for clean-up trailer, in an amount not to exceed $4,000.00. Ray Everhart, Parks Operations Manager, stated he received a quote to purchase a new wrap for the CBC’s clean-up trailer that will not to exceed $4,000.00. He explained because the vendor will have to remove the old wrap before placing on the new wrap, the trailer will be out of commission during that time. Mr. Everhart said that the Commission can decide that timeframe once they vote on a new wrap design at a future meeting. Responding to Ms. Jacobson’s question regarding when the CBC budget gets replenished, Mr. Everhart replied the new fiscal year occurs in July. Following an inquiry by Ms. Park regarding how long it has been since the trailer was last wrapped, Mr. Everhart said it has been over seven years since the trailer was last rewrapped. (Motion) Ms. Novak Dawson introduced a motion to approve the purchase of a new wrap for the clean-up trailer, in an amount not to exceed $4,000.00. The vote favoring approval was unanimous. Chairman Coates declared the motion carried. Commemorative Beautification Commission Page 8 of 8 Tuesday, November 12, 2019 – Minutes VI. CHAIRMAN\MEMBER COMMENTS Ray Everhart, Parks Operations Manager, stated the Commission will begin discussions on the Community Pride Award nominations at the next CBC meeting. VII. SET NEXT MEETING The next meeting date was set for Tuesday, December 12, 2019, at 6:00 p.m. VIII. PUBLIC COMMENT There were no public comments presented. IX. ADJOURNMENT There being no further business to come before the Commission, Chairman Coates adjourned the meeting at 6:46 p.m. Respectfully submitted, _____________________ Andre Dixon, Deputy City Clerk