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04-11-18 Street Tree Committee MinutesKALISPELL STREET TREE COMMISSION MEETING HELD April 11, 2018 Present: Members: Terry Richmond, Judy Rosefeld Cox, Andrea Davidson, Tony Nelson, Rick Moore and Barb Anderson Guest: Bette Albright Staff: Fred Bicha, and Lisa Simmer The meeting was officially called to order at 4:04 pm by Terry Richmond. Public Comment Bette said she was glad to be back for the meeting and looking forward to Arbor Day. Approve Minutes Members unanimously approved the March 2018 minutes. Current Business Arbor Day - review of tasks and planning • School Curriculum & Students and School District 45 communications — Bette & Barb Barb reviewed the tasks she has completed, including the fact that she has not gotten any teacher/classroom volunteers for the poem performance. After discussion of this topic the board decided to forego the poem this year. Bette provided an update on her communications with the school district transportation office. Bette confirmed there are 25 high school students attending to assist teachers. Bette noted that the Arbor Day budget would need to pay for the busing of students this year and the cost is $537.50. Bette confirmed she had talked to Mark Flateau and he will be attending. Members agreed that recognizing the high school student who designed the logo is an important part of the formal ceremony. • Environmental Stations - Tony Tony briefed the group on the environmental stations, noting there are 17 confirmed. Tony read off the list of environmental stations confirmed. • Volunteers — Rick Rick reported that he has 8 volunteers lined up and will contact Parkside. Barb confirmed that Vic will help with the tree planting. Rick said by the time the day arrives, there should be more than enough people to assist. Judy answered no when asked if the garden club would be volunteering. Sponsorships — Terry Terry provided a rundown of the sponsorships and estimated collection of $4500. Fred confirmed that there is money in the budget to pay for the school district busing. • Logistics — Rick Rick and Fred discussed the tools needed and coordinating parks supplies with DRNC supplies. Members discussed other tools, tarps and supplies, and noting members should bring small things such as staple guns, tape, etc. • Lunch — Andrea Andrea asked for the number of volunteers she should order pizza for. After discussion it was determined that the group should plan to feed 120 volunteers including staff and board members. Lisa told members that she would take care of getting the city Costco card and visa to take care of the charges above and beyond the $50 Costco gift card that Terry got donated. Lisa said that she would inventory the existing supplies to determine if plates, napkins, cups, etc., need to be purchased. Members decided not to bottled water and to use the water jugs instead, to avoid the plastic water bottles. Bette offered to handle the coffee. • T-shirts — Fred Fred said he's working on the t-shirt order and will be ordering it before the end of the day. Rick provided the sizes he needs for volunteers. Fred said he will order sizes for the environmental booths based on last year's order, however would like members to get sizes for volunteers if possible so he can organized the shirts and have bundles labeled and ready to be handed out. • Media — Barb Lisa told the group that all sponsors have been scheduled for a KPR FaceBook post and that if the sponsor has their own FaceBook page they have been tagged. Lisa noted that the new logo is the KPR FaceBook page profile picture and also has been put on the new website and that Arbor Day has been added as an event on the city website calendars. Lisa said she believes that Keli has put this on community calendars and that a MailChimp is scheduled to go out on the Monday prior to Arbor Day. Lisa said that media is included in the MailChimp email that is going out. Barb said she would send Brenda Avery an email inviting her to the event. Fred said he will also be sending out a press release. • Community Outreach - Judy Fred reported that he had met with Maggie of the Kalispell Brewing Company. Fred said they are going to throw a highly advertised Arbor Day afterhours party at the brewing company, with the first 50 people receiving seedings. Fred said that the KBC would like the board to have a table for display of forestry information and kid's games and activities. Barb volunteered to gather some kid's stuffs. Fred announced the best part is KBC is going to give all the volunteers a token for a free brew. Fred asked Judy to assist with setting up a booth at the brewery. Fred told members Rick acquired the seedlings for students. Fred said he is in the process of getting the necessary permit to close the park, which will result in the need to have people man the gates to allow participants in. Barb and Andrea volunteered to assist with this. Fred asked Tony to send booth volunteers a mass email reminding them to bring pop up canopies, tarps for kids to sit on and any other additional supplies should the weather require it. Other preparation plans, needs, suggestions, and reminders were discussed and noted. Tree City USA and Arbor Day Proclamation Fred explained to the board that this year instead of presenting the flag, portal signs, etc., at council meeting he would rather hand these items out at the Arbor Day presentation. Tony volunteered to read the speech, which Fred will update and get to him. Program Development Grant. Fred reminded members they have a neighborhood flyer canvas and meet and greet 50150 cost share promotion scheduled for the night of April 19, at 6 pm. Fred said the plan is to meet at the office and he would give each member a map of the area they are assigned. Fred said it would be up to members if they want to do it as individuals or work as teams. Fred told members that staff has already mailed the 50150 cost share brochures to every person who has had a city tree removed and he has already had decent response and interest, largely due to the grant price of $75. Fred said he thinks the flyer distribution will break down to approximately 20 a piece for members and should take less than an hour, unless residents initiate discussions. Farmer's Market Booth Fred informed members that Farmer's Market may not want an informational booth that is not selling anything. Fred said he was told that our request will be reviewed by the Farmer's Market board and he would be called back with the determination. Fred said he will let the board know what the final determination is. Miscellaneous Business Miscellaneous Arborist Position — Fred informed members at this time the position is being advertised for another couple of weeks. Tree Removal Contract — Fred provided a briefing of the current removal contract, noting that the contract calls for the removal of 88 trees, which is almost completed. Fred told members the contract includes the grinding of the stumps which is what the contractor is currently working on. Tree Pruning Contract — Fred explained that there were two pruning contracts bid, both of which were won by Trees For Life and the second contract just started which consists of 500 trees. Stumping Contract — Fred said the stumping contract is for 124 stumps and should start shortly and should only take a couple of weeks to complete. Fred said all contracts should be completed in the next couple of months. Terry asked what these contracts equate to in dollars. Fred said he didn't have the exact figures in front of him but approximates are; removals $70,000, each pruning an average of $65,000 and stumping $20,000. Fred said that the bulk bidding has resulted in lower contracts than originally estimated. Members suggested including these numbers in the council presentation. Lisa mentioned the "Pick Your Park" community clean up notice she had sent out to members, noting that she wanted members to know it was planned and saying she hopes it results in a cleaner park for Arbor Day. There was no other business and the meeting adjourned at 5:00 pm. Approved unanimously at the June 13, 2018 meeting.