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02-08-17 Street Tree Committee MinutesKALISPELL STREET TREE COMMISSION MEETING HELD February 8, 2017 Present: Members: Dave Jones, Rick Moore, Terry Richmond, Andrea Davidson Guest: Bette Albright Staff: Lisa Simmer The meeting was officially called to order at 4:00 pm by Dave Jones. Public Comment Bette commented that she is attending and will be participating in the Arbor Day Celebration as the school district liaison. Approve Minutes Members unanimously approved January 2017 minutes. Current Business Arbor Day Planning Lisa mentioned that Fred will be drafting a letter for Bette to send to all the third grade teachers inviting them to the Arbor Day Celebration. Terry asked if a letter could be drafted to send to sponsors based on last year's letter. Lisa reminded members that at the last meeting the members decided to include asking for tree planting volunteers in this letter. Terry suggested the possibility of running a small ad in the newspaper to see if people wanted to sponsor a tree and pay the $115 tree cost. Andrea suggested that people might sponsor the tree as a memorial tree. This prompted discussion of the possibility of plaques being needed for memorial trees and an additional cost. Lisa explained that there is an existing memorial tree program with the city, however the people participating pay the supplier directly for the tree and plaque with the city assisting with the planting. Lisa explained the customer paying for these items directly to the supplier, keeping the money separate from the city budget, as the memorial tree program is few and far between and not a budgeted item. Lisa further explained that generally when someone is wanting a memorial tree they are usually species and site specific and it might be best to keep memorial trees in the separate category program it currently exists in. Lisa suggested that members seek Fred's advice on advertising for sponsors on the trees ordered and slated for planting on Arbor Day at the complex. Bette informed the members that Fred had contacted her and they have collected all the 3rd grade teachers' emails, and will be drafting a letter and getting it out to teachers shortly. Bette will also be contacting the transportation department to discuss busing the students. All members agreed that Bette should ask the superintendent of schools to attend. Bette will line up the student council students. Terry mentioned he had a suggestion from a fellow rotary member who told him there is a youth rotary club at Glacier High School, who are always looking for community projects and who felt for sure they would be interested in participating in Arbor Day. Bette agreed to look into both youth groups as a possibility. Andrea mentioned she had forwarded to Fred an email from an interested party who wanted to have a booth. Terry said as soon as he gets the sponsorship letter from Fred he will begin delivering letters and talking to possible sponsors. Discussion was held regarding utilizing the community interest spot on tv, Facebook, and other free forms of advertising to promote Arbor Day tree sponsorship. It was noted that Barb is in charge of media, however the tree sponsorship is a new thought and above and beyond the media advertising for the event and could be jointly handled by members. It was decided by the group members that this project would be for the twenty trees already ordered and planned to be planted and would not be associated with a memorial tree program. Lisa assured members that Fred would have his crews water the newly planted trees at the KYAC. Rick briefed the group on his volunteer recruitment, saying he doesn't see a problem with coming up with enough people to plant and has a lot of ideas regarding who to ask. Lisa reminded Rick that a headcount number of volunteers will be needed for lunch and possibly t- shirts depending on funding. Andrea discussed the lunch. Andrea said she has gotten permission from her employer to borrow the necessary table and chairs. Andrea also said her company has pop up pavilion tents if needed. Dave volunteered to transport these items. Members discussed what food might be served, sharing a variety of thoughts, fried chicken and sides, pizza, hamburgers. Andrea agreed to price out food costs related to fried chicken and side salads to see how it pencils out as compared to the burgers last year. Lisa stated she would seek business sponsor Lyndon Steinmetz to purchase the cookies and apples again this year. The group decided they should plan to feed 150 people, as there were 120 volunteers last year and it is anticipated that there will be at least 20 possibly 30 additional volunteers planting trees. Members determined that beverages would remain the same as in past years; coffee and hot chocolate in the morning and jugs of water and lemonade for lunch. Terry noted the food budget is $600. It was discussed there might be a porta potty or two on site through sporting organizations, however they might not be available to people attending the event. Dave stated we had three portables last year and the bathroom. As there will not be a bathroom this year, more may be needed. Dave said he would be responsible for ordering the portables, however will do so right before the event based on if there are any already in place, available for use. It was noted they run approximately $50 each for a day. Andrea noted Barb is in charge of media so the group will wait to hear from her when she returns. Dave reviewed the logistics, acknowledging he is responsible for including ordering portables, transporting tables, chairs and pop up tents from Andrea. Dave reminded the group of the stakes with school signs and tarps for lunches. Lisa said the stakes are in storage. Everyone agreed the tarps work very well and are needed. Dave mentioned last year's banner with sponsor logos and Lisa replied that Fred will likely do the same thing this year, once sponsors are committed. Also mentioned were booth signs and stakes that will need to be made and put out early that morning. Logistics also include use of the soccer pavilion for lunch and getting the required permission from the appropriate organization. Terry suggested that Miracle Field may be considered for lunch location because of the hard surface. Dave suggested the dug outs at Miracle Field would also provide protection from the weather. Lisa told members once Fred has completed the map of the layout and a lunch site is determined, Chad will seek permission from the organization governing the amenity. T-shirts were discussed with members stating they were anticipating Fred would handle the design portion through the high school graphics class as in past years. Terry asked if volunteers planting trees will be included in the t-shirt order. Terry noted the budget indicates 120 t-shirts based on what was ordered last year, which included the high school volunteers, the booth volunteers, board members and sponsors. It was determined that additional volunteer shirts would be based on sponsorships received and if donations allowed for it. Members talked about encouraging and promoting the public joining the Arbor Day celebration in all media and publications. Dave suggested inviting representatives and tree board members from Columbia Falls and Whitefish. It was agreed that Dave should invite these people and invite Jamie Kirby, DNRC Urban Forest Coordinator from Missoula. Terry suggested the group schedule the additional meeting they normally have to prepare for Arbor Day. The group agreed to meet the following dates at 4 pm. March 8, 2017 — regular meeting March 22, 2017 — Arbor Day planning April 5, 2017 — regular meeting April 19 — Arbor Day planning April 26 or 27 — Arbor Day site visit meeting Misc. Business Chair and Vice Chair Terry volunteered to be chair for the upcoming year and Rick volunteered to be vice chair. All members voted in favor. This goes into effect at the next meeting. There was no other business and the meeting adjourned at 4:56 pm. Next meeting scheduled for March 8, 2017. Minutes approved unanimously by the Street Tree Committee March 8, 2017.