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01-13-16 Street Tree Committee MinutesKALISPELL STREET TREE COMMISSION MEETING HELD January 13, 2016 Present: Members: Andrea Davidson, Bette Albright, Terry Richmond, Tony Nelson and Dave Jones Guest: Barb Anderson Staff. Fred Bicha and Lisa Simmer The meeting was officially called to order at 4:05 pm by Dave Jones. Agenda Topics: Public Comment Approval — December minutes Chairperson Change Discussion Arbor Day Planning There was no other public comment. Public Comment Approve Minutes Members approved December 2015 minutes unanimously. Old Business There was no old business. Current Business Chairperson Change Discussion Members discussed changing the chairperson. Dave stated he was happy to continue, however felt he should provide the opportunity to another member. After brief discussion it was decided that members would like to keep the changing and election of this position casual, non -formal and based on desire and need. It was agreed that when new people are appointed to the board the opportunity to change the chairperson position would be presented. Andrea did agree to be chairperson for the next unspecified term. Arbor Day - 2016 Fred provided an overview of the surveys from teachers noting that in the informational booth category popularity ranking was 91 Wild Wings with the raptor birds, #2 bugs, #3 Woodshops products, #4 DNRC tree planting, #5 Plum Creek, #6 recycling, with other booths not getting a great deal of votes. Barb said her favorite booth as a teacher was the Audubon booth back in the wet area, as she had no idea that many birds were in that area, and went back that night with her husband to bird watch. Fred distributed a list of tasks related to Arbor Day and asked for lead people for each task. Fred stressed that one thing everyone needs to be aware of is the fact that last year the Arbor Day Celebration was paid for with funds from a MT. Tree City USA grant Kalispell had received and that this year those funds would not be available. Fred stated based on last year's expenditures, approximately $2,000 in donations from sponsors would be needed in order to host a comparable celebration. Fred explained that the donations last year covered items such as lunch and t-shirts for the volunteers, porta potty rentals, and miscellaneous supplies. Fred said he felt it was a bit bare bones in the area of lunches last year. Fred told members that serious consideration to seek sponsors to make Arbor Day successful is needed and submitted a sponsorship letter he did in Billings as an example for members to review. Other discussion included improving the bus turn around area by placing barricades to prevent the cones being moved and cars parking in that area. It was also noted that a board member or volunteer should be stationed in that location to assist buses. Bette mentioned there is a new transportation person at the school district, so meeting in person to fully explain the situation would be best. Bette offered to handle this task. Bette also suggested she utilize Terry to help direct buses on site the day of the event, to which Terry readily agreed. Terry volunteered to take an active role in getting sponsors and raising $2,000. Terry commented he thinks it's really nice to have t-shirts with the sponsorship logos on them. Barb said from a teacher's perspective the t-shirts were very helpful to both students and teachers in identifying volunteers. Fred read a list of comments from the surveys he sent to teachers. It was decided by all that the suggestions of a better PA system and an identified and labeled spot for each classrooms lunches and lunch area be designed on the map. Members suggested large appliance boxes labeled with classroom and teachers name on them be used. Bette noted that at this time there are 315 Yd graders registered at this time. Members reviewed each task listed, discussing what was included in the task and assigned leaders as follows: Kids- Bette • Does all coordination with schools and Tree Board • Invites teachers Sponsors (new this year)- Terry & Fred • Since we did not receive TCOTY grant we will only receive $750 from DRNC, we will need to fund raise for all the extras that make AD what it is • Raises funds for trees, food, and t-shirts for volunteers Environmental Station- Andrea & Tony • Coordinates all communication between Environmental groups and Tree Board • Finds new groups to participate • Established rotation of kids Food- Dave Solicits donations to feed approximately 100 volunteers Lines up food and all the accessories concerning food for the event Gets food to the event T-shirts- Fred • Either develops logo or works with FHS graphic arts dept to develop • Figures out #'s • Works with KPR to order Ceremony- Chad Develops agenda Lines up speakers Puts together equipment needs Logistics- Dave • Port -a -potties • Signs identifying station locations • Staple guns, etc. • Boxes for lunches labeled Media- Barb • Develops press releases • Develops talking points for media • Invites media • Takes care of media at event • Develops Facebook post leading up to AD Community Outreach (maybe not this year but just something to think about)- Marcus • Brain storms other ways for the community to support Arbor Day • Maybe get the brewery to give away a tree seedling with every pint sold on AD • Connect with local arborist to see if they would like to participate • Maybe work with Media to do a series of tv news articles • Neighborhood tree planting project in conjunction with AD Additional comments included: Bette requested the superintendent of schools be asked to speak at the formal ceremony. It was discussed that the whole ceremony went a little long and should be shortened a bit. It was noted the mayor and the superintendent of schools were popular guests with the students. A rain out day was scheduled for May 6, 2016. Dave will include information on tree planting and will provide more emphasis on container planting, which may be more applicable to the participant's lives. Dave said he has ordered 350 seedling trees for the participants. Barb suggested looking into possible grants and sponsorships through Weyerhauser and volunteered to do some research on the subject. Stoltz was also discussed as a possibility for grants or sponsorships. Fred explained that there are other divisions within KPR that seek sponsors and we try not to ask the same businesses. Fred suggested if anyone has sponsorship contacts please send them along and he and Terry would compile a list. Barb mentioned that the school marker tree signs from Arbor Day 2015 are in very rough shape and didn't last. Fred said he would talk to the high school about getting new replacement signs. Misc Business Finalize Newspaper Article Topics The group discussed topics for newspaper articles and decided on the following: • 50150 Cost Share planting program. Andrea suggested talking to someone who has participated. Terry suggesting running this article earlier than later. Dave suggested combining planting and care of trees with this topic. Fred explained the next round of 50150 cost share plantings would happen in fall 2016, due to budget and planting season. Fred said it would be nice to get this article out in spring, when people are starting to think about planting trees, and allowing for the parks department to acquire a list for fall planting. Members decided this would be the first article submitted to paper in February to provide for adequate time for the newspaper to run in spring. Fred said he would be happy to write the article. Fred said he would write a draft and send to all for their input. Right Tree Right Place Members decided this would be the second article submitted with the thought process it would run in spring, when people are thinking about tree planting. Cares for Trees in Drought Conditions Possibly a June/July article and third article submitted. It was suggested by members that this might be a good article for Marcus to draft. Urban Forest and What It Means Discussion included running this article fourth and in the fall and including language that speaks to the value of the urban forest. Andrea volunteered to write the draft of this article. Program Development Grant Fred and Lisa gave a brief update on the status of the Program Development Grant, noting that Fred is currently drafting the RFP for the OF management plan. Fred explained that the crews will be working on the second component of the grant "Safe Schools" in March during spring break when the schools are closed and it is ideal for pruning and removals in those locations. The meeting adjourned at 5:01 pm. Next meeting scheduled for February 10, 2016 Minutes approved unanimously by the Street Tree Committee February 10, 2016.