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LEWIS AND CLARK BICENTENNIAL COMMISSION
Billings Hotel & Convention Center, Billings, Montana
October 10-11, 2001
October 10, 2001
Commissioners in attendance were: Darrell Kipp, chair, Kathy Doeden, Pam Gosink, Jack Lepley, Darrell Martin, Doug Monger, Jeanette "Tootie" Rasmusssen, Homer Staves, Hal Stearns, Betty Stone and Germaine White. Staff included Clint Blackwood and Rita Cortright. In the audience were Jim Van Arsdale, Howard Boggess, Ron Clark, Phil Scriver, Dave Walter, Chandler Jackson, Carol Crockett, Sara Groves, Geri Burton, John Bentz, Aaron Strange, Elaina Zempel, Jane Weber, Margaret Gorski, Kim Prill, Ken Richards and David Purviance.
I. Call to Order
Mr. Kipp called the meeting to order at 1:30 p.m. and welcomed everyone.
Mr. Kipp called on members of the audience to introduce themselves (see above). He asked commission members to introduce themselves and welcomed newly appointed members, Pam Gosink, Travel Montana, Tootie Rasmussen from Choteau, and Germaine White from Pablo.
Mr. Kipp complimented the staff and volunteers for their efforts and noted that the hallmark of the Montana Bicentennial Commission is the very high level of coordination, cooperation and mutual support.
III. Approval of June 12, 2001 Meeting Minutes
Mr. Kipp called for additions or corrections to the June 12, 2001, meeting minutes. Ms. Stone made a motion to approve the minutes as mailed. Mr. Stearns seconded and the motion carried.
IV. Director's Report
Mr. Blackwood explained that this meeting would conclude by 5:00 p.m. and resume on Thursday morning at 8:30 a.m., to be followed by the Opening Session of the Third Annual Fall Conference. He invited Commission members to the meeting scheduled for 6:30 p.m. this evening between the Regional Bicentennial Commissions and Montana Tribal Tourism Alliance (MTTA).
Mr. Blackwood referred to the agenda and explained that several of the items to be addressed were tied together and revolved around the budget. He said some proposals would be made to change the budget approved during the June 12 meeting.
Mr. Blackwood then reviewed items noted in his August and September 2001, Director's Reports. He noted the possibility of four additional signature events being added to the 10 already approved by the National Council. The kick-off event is scheduled for Monticello on January 18, 2003, but the concluding event has not yet been decided (Philadelphia in the fall of 2006 is a possibility). He explained that a second Signature Events Committee has been formed and will involve all of the existing Signature Event coordinators. He said trail states have been asked to consider the issue of how to participate with other state's signature events. This item will be discussed at the upcoming Circle of State Advisor's meeting in St. Louis on October 26.
Mr. Blackwood introduced Sara Groves who will begin working on October 22 as the fundraising coordinator for the Montana History Foundation. He explained that a partnership is being created between the Foundation and the Commission for this fundraising effort, and said that discussions would take place later in the meeting regarding the topic of contracting with a fundraising consultant to design the campaign.
Regarding COSA's upcoming meeting, Mr. Blackwood said he would not be attending due to a family commitment, but said Mr. Stearns had agreed to attend in his place. Mr. Blackwood said he would not be seeking a second term as chair of the COSA group. One of the topics to be addressed at the COSA meeting is marketing and Mr. Blackwood explained that currently there is not a marketing strategy at the national level. He said the National Council held a meeting of travel directors in Vail, Colorado, in late August to address the coordination of marketing and determine if additional research was needed. Regarding Congressional strategies, Mr. Blackwood said COSA is wrestling with how to take the 2001 Master Project Inventory, which contained 400+ projects and close to $500 million in need, and determine priorities and possible funding sources through existing federal agencies. He said the funding opportunities are unclear at this time given the change in priorities since September 11, but said work would continue with the Montana delegation.
Mr. Blackwood said the National Council plans to unveil a product-licensing program in which states would be given the opportunity to participate. Plans are to utilize the National Council's logo on selected product categories, but he did not have further details on the program at that time.
Mr. Blackwood reported on attending a meeting of Undaunted Stewardship in late August. He explained that they have received some Congressional funding funneled through the Bureau of Land Management and MSU to work to identify ranchers who would like to receive money for trail restoration/preservation type projects in exchange for opening a portion of their land to the public. A selection process is in place to identify appropriate program participants.
Recent publicity included a segment on "Face the State" and an interview on September 22 during half-time on the Omega Game of the Week program where Mr. Blackwood displayed the new Bicentennial license plate design.
Mr. Blackwood provided an update on Congressional funding, noting that the Commission worked with three appropriations requests in the current session. He said regrettably it appears that none of the three requests would be successful. They were: 1) $100,000 through Senator Burns' Office for planning money to develop a Statewide Public Safety Plan; 2) $500,000 through Senator Baucus' Office for HUD funds for a regrant program; and 3) $500,000 through Rep. Rehberg's Office for a fuller implementation of the Interpretive Sign Strategy. He said the MTRI Focus team plans instead to apply for a NPS Challenge Cost Share grant to continue implementation of the Sign Strategy.
V. Committee Reports
A. Budget Review
Mr. Blackwood referred to the revised budget dated October 5, 2001, provided as a handout at the meeting. He noted that in June he was optimistic that MDOT would again contribute $100,000 to the Commission's Grants program, but has since learned that this won't happen. He noted the difference on the Sept. 24 budget as compared to the October 5 budget, which showed a cash carry-forward from FY01 of $12,000. Mr. Blackwood noted frustrations with trying to get accurate numbers from the state's accounting system, further complicated by a Business Office personnel change at the Montana Historical Society. He explained there was $12,000 coming forward from FY01; however $7,000 of that amount was grant funds awarded in FY01 and accrued into FY02 due to a delay in obtaining a signed contract. The remaining $5,000 is there but current year spending authority must be granted from Travel Montana before it can be spent. If authority is not granted, the funds may be used to pay expenses from FY01. He explained that the $5,000 is not reflected in the October 5 budget, but would be reflected on the budget by the February 2002 meeting if the authority is obtained. Mr. Blackwood reviewed the "Income" section of the budget, noting that the $50,000 from the Tourism Advisory Council has been confirmed. Regarding the Board of Investments (BOI) loan, Mr. Blackwood said a $200,000 loan has been confirmed. He introduced Geri Burton with the BOI who was in attendance to answer questions. He explained that at the June 2001 meeting a motion was made to move forward with a $250,000 loan application; however this would have required going to the Board of the BOI to obtain approval. Following the June meeting, the Executive Committee met and agreed to take the first step and apply for a $200,000 loan which would not require taking the application before the Board of BOI. That loan has been confirmed, but the paperwork has not been formalized. The terms of the loan allow for a 3-year pay back period with semi-annual payments on February 15 and August 15 (according to SB 393 passed in the 2001 Legislature a loan could be paid over a 6-year time span). Mr. Blackwood presented the option to the Commission of pursuing the $250,000 loan, noting that if that request were denied, the $200,000 loan would remain secure. He continued with a review of the "Income" section, noting that Bonneville Power Administration has committed $25,000 to the grants program.
Mr. Blackwood reviewed the "Expenditures" section, and noted that the funds for "Fundraising Coordinator" have been moved from the "Personnel" category to the "Other" category and are now reflected at $33,333 for 8 months, down from $50,000, the amount for a full 12 months of salary. Mr. Blackwood explained that the Operation Expenses are greater than the amount of Income, and the shortfall amount of $47,658 will be covered by a portion of the BOI loan. This shortfall resulted from the commitment to hire the fundraising coordinator. This leaves a net from the BOI loan of $152,342, an amount that is subject to 4 ¾% interest totaling $9,500 annually. The Administrative Overhead due to the Montana Historical Society on the loan is 1½% for a total of $1,125. The Net grant funding amount totals $213,717, which does not reflect the cash carry forward of $12,000 that was reflected on the September budget. He then referred to the "Detailed Budget Comparison for FY2002" as of 9/30/01, which is compiled from the state's SABRS system into this format. Mr. Blackwood called for questions and Mr. Monger inquired regarding the interest amount pf $9,500 on the BOI loan. Ms. Burton explained that only an interest payment would be due on February 15; both principal and interest in the amount of $37,000 would come due on August 15. She explained that no interest would be incurred until the funds were actually drawn, that draw down is done on an "as-needed" basis and the first transaction would take about three weeks. The $9,500 represents the total amount of annual interest if the full $200,000 loan was taken and not repaid for one year. Mr. Monger noted that the principal payment was not reflected in the budget and Mr. Blackwood responded that as the BOI loan funds come in, they would go into a special account, and if the Commission ends up with more money than the required semi-annual payment, the extra funds come back to the Commission's budget. Mr. Monger asked when the first grant funds would be disbursed, and Mr. Blackwood explained that they would be made available immediately following the February, 2003 Commission meeting. Mr. Monger noted that the $47,658 might not be needed until May or June 2002, therefore the interest on the loan would be less than the $9,500 budgeted. Mr. Staves added that if the license plate sales take off in January 2002, the BOI loan might not be required. Mr. Monger asked for and received confirmation that the Proposed October 5, 2001 Budget recognized a contract for the fundraising coordinator for 9 months of the fiscal year, did not reflect a cash carry forward from FY01, did not reflect the additional license plate marketing expenses, and did not reflect the contract for the fundraising consulting firm.
C. License Plate Committee
Mr. Blackwood displayed the design for the Bicentennial license plate that will go on sale January 2, 2002. The numbering schematic is alpha-numeric (AAA-123) which is new to Montana. This plate is considered a "specialty" plate and can be personalized with up to 6 characters. The plate sells for $30.00 with $20.00 of that amount coming back to the Commission. Subsequent renewals will cost $20.00 with the entire amount coming to the Commission. Mr. Blackwood said legislation allows for the sale of these plates through December 2006 and they can remain on vehicles as long as they are legible and the design is available. This represents a potential source of funds coming to the Commission for years into the future. He said there is a need to insure that plate sales will be sufficient to repay the BOI loan, in part because some of the BOI loan proceeds would be used to underwrite a larger fundraising program. He explained that the $5,000 budgeted this past June for marketing would not be sufficient.
Mr. Blackwood referred to the "Marketing Plan for Lewis & Clark License Plates" dated October 11, 2001, prepared by H2O Advertising & Marketing from Billings. He asked Commission members to review the proposed $30,000 plan prior to tomorrow morning's meeting and noted that $25,000 would come from the net grant amount in the budget to cover the additional cost. Mr. Blackwood suggested that part of the plan's cost could be offset with sponsorship funding. Tony Hines and Shawn Crum with H2O Advertising plan to attend the morning meeting to present their plan and answer questions.
Mr. Blackwood provided background on the Request for Qualifications to hire a fundraising consulting firm. He noted the areas in which they would provide assistance which were, taking the projects listed in the master plan, developing a case statement, and identifying the amount of potential fundraising and possible funding sources. Lorraine Roach, in her work on the Master Plan, had targeted $10 to $15 million as a potential fundraising amount. He said the Licensing & Sponsorship Committee took on the task of hiring the fundraising coordinator and also the fundraising consultant. Mr. Blackwood said Ms. Groves was clearly the Foundation's choice for fundraising coordinator and she has accepted the position and will begin full-time employment on October 22. In working with the proposals from potential consulting firms, the sub-committee (Jay Russell, Jim Parker, Homer Staves and Clint Blackwood) found that the amount of funds being offered was not adequate. Mr. Blackwood reported that the committee interviewed three firms and as a result he presented the committee's recommendation to hire Charles Bentz & Associates from Ohio. He recognized John Bentz who was in the audience. Mr. Blackwood explained that the amount of money in the original Bentz proposal was $57,000 and as a result of negotiations suggested by the Executive Committee, that amount was reduced to $42,000, plus up to $8,000 in expenses. He reported the Executive Committee was not comfortable making the decision to contract with a consulting firm and deferred the decision to the full Commission as they were aware that additional funds would be required above the $20,000 budgeted. This leaves a $30,000 shortfall from the amount budgeted and Mr. Blackwood asked the Commission to consider funding this shortfall from the net grant amount of $188,717, which would leave a balance of $158,717 for the grants program for FY02.
Mr. Staves added that 8 proposals were received and of those 3 were interviewed. He explained that they ranged from firms with little experience at a reduced cost to national firms such as Bentz who reflected experience, but required a fee structure greater than what was budgeted. He said his personal feeling was that funds would have to come from the grants program to secure a quality firm to accomplish the higher level of fundraising. Mr. Staves explained that the proposal from Bentz was two-part. Mr. Blackwood said Phase I covers developing the case statement and conducting interviews. This work will get the Commission to the point of knowing the potential amount that could be raised. In Phase II of the plan, the Commission would need to decide whether to retain Bentz on an ongoing, contractual basis for the implementation of the fundraising plan. Another possible approach would be for Bentz to provide a resident director at a $20,000-$22,000/month fee. Or, for a set amount per month Bentz would provide periodic contact with our fundraising coordinator. The option also remains to not utilize Bentz beyond Phase I. Mr. Blackwood explained that he will be very involved in Phase I, working closely with Jay Russell, Sara Groves and Bentz Associates for the first four months.
Mr. Staves said the decision before the Commission was whether to commit $50,000 to quantify how much and by what means money might be raised; at the end of Phase I the Commission would know how to proceed. Mr. Blackwood reviewed the fundraising options presented by Lorraine Roach in the Master Plan, noting that the decision had been made to be pro-active in fundraising. Mr. Blackwood deferred to John Bentz to answer questions and Ms. Stone asked if a plan of action would result from Phase I. He responded that it would. Mr. Blackwood explained that Bentz' proposal allows for four monthly payments of $10,000 each.
Mr. Monger asked Pam Gosink if she felt $30,000 was a realistic figure for a marketing plan for the license plate. She responded that in her short tenure in her current position, she did not have direct knowledge of this kind of project, but felt the figure was high. Mr. Blackwood said H2O was proposing a combination of placed and PSA advertising. Mr. Staves said he read H2O's proposal and felt it was a good product with a very limited budget. He supported the use of PSAs, said it would be important to market the license plate, and felt this was a good starting point, but would require input from more people.
Mr. Kipp called for a 15-minute break.
Mr. Kipp called to meeting to order and explained that Mr. Monger would be presenting a motion. If that motion were to receive a second, discussion would follow and the vote would be delayed until Thursday morning's meeting. This would allow for more careful consideration of the budget amendment proposal on the part of Commission members. Mr. Monger said the Executive Committee that met via telephone conference call 10 days ago, and had reached consensus, but they were uncomfortable moving ahead without full Commission concurrence. Mr. Monger made a motion that the L&C Bicentennial Commission proceed with the $200,000 BOI loan, and modify the budget to increase the license plate marketing budget by $25,000 to bring it to a total of $30,000, and increase the fundraising technical expertise professional fee from $20,000 to $50,000 to cover the Bentz proposal. This would result in a total budget increase of $55,000, and include a commensurate decrease in the grants by the same $55,000. He offered clarification that if the Commission were to secure the $200,000 loan and in the future desired a $250,000 loan, they could go back to the full board of BOI and request the additional $50,000. Mr. Blackwood said Mr. Monger's motion would supersede the motion at the June meeting to apply for a $250,000 loan. Ms. Stone seconded the motion. Mr. Kipp called for discussion. Mr. Stearns asked Sara Groves to comment on her experience relative to the technical expertise that could be provided by a consulting firm. Ms. Groves responded that she had experience in working with a consulting agency much like Bentz Associates who developed a very comprehensive fundraising plan. She said they also had the option to proceed without them after the first phase, but chose to retain their services for the implementation phase. She spoke in support of utilizing the services of Bentz Associates, as they would be able to provide information on a national scope that might prove more difficult for her to access. Regarding the proposal for marketing the license plate, she felt $30,000 was a very reasonable cost, and said marketing would result in a greater return in terms of plate sales. Mr. Lepley spoke in support of Mr. Monger's motion saying he felt this action would result in greatly increased funds that would result in legacy projects. Mr. Bentz said their firm would welcome the opportunity to work with the Commission and said he felt the Master Plan was very comprehensive. Ms. Stone projected that if the Bicentennial license plate sales equal those of the Centennial plate, which were 60,000 x $20/plate profit the gross sales would equal $1.2 million. This results in a $40,000 gain for every $1,000 invested. Ms. White asked for a comparison of the grant funds available this year to last and Mr. Blackwood responded that last year the pool was $200,000; this year's projected amount would be $158,717. Mr. Monger commented on his motion, noting that it did not include an adjustment on the overhead costs for the BOI loan, and felt it was prudent to leave that amount as a cushion in the budget. Mr. Purviance echoed Ms. Grove's comments, and suggested looking for ways to supplement the advertising campaign with free advertising opportunities. Mr. Kipp closed this discussion, noting that the vote would take place on Thursday morning.
B. Grants Committee
Mr. Lepley was called on to report on the 2000 & 2001 Grants Programs and the status of the 2002 Grants Program. He deferred to Rita Cortright to deliver the report. Ms. Cortright referred to the handout, "Lewis & Clark Bicentennial Commission Grants Program Report dated October 10, 2001." She reported that in June of 2000, $200,078 in grants were awarded to 17 of the 41 applicants. The 6-month reports for these projects were due in February 2001, with final reports coming due December 31, 2001. Reminder letters were mailed in early October that also offered the possibility of contract extensions. In November 2000, applications for Organization & Planning Grants were mailed to 14 RBCs and the 7 Montana Tribes, which resulted in 18 grants totaling $43,223. Final reports for these grants will be due on December 31, 2001. In February 2001, applications for Project Grants were made available and 50 applications were received. Of those, 13 grants totaling $155,000 were awarded and 6-month reports will come due December 31, 2001. Ms. Cortright reported that the Grants Committee met in September to review the application, guidelines, and criteria for both the O&P and Project Grants for 2002. The committee revised the project application process from a 250-point scoring process to a 100-point possible score. The sections of the application were rewritten to provide more emphasis on the project's relevance to Lewis & Clark in Montana, and less on administration. Copies of the revised forms were mailed to Commission members prior to the meeting. Both applications will be made available October 15 with an application deadline of December 21, 2001. The Grants Committee will score applications in January and make their funding recommendations to the Commission at the February meeting. The application for the O&P Grants remained virtually unchanged from last year's, but the question of a minimum/maximum grant amount had not yet been determined. Most of the project reports come due December 31, 2001, and Ms. Cortright said Carol Crockett, Travel Montana, has offered to provide assistance with grant administration. Any unexpended funds as of December 31, 2001 are to be returned to the Commission. Mr. Kipp called for a motion to accept the revised guidelines. Mr. Lepley made a motion to approve the revised 2002 Project Grants Guidelines, Application and Criteria. Mr. Staves seconded the motion. Mr. Kipp called for discussion and Mr. Martin asked if the new criteria allowed for per diem for specific projects and Ms. Cortright confirmed that it was included. Mr. Blackwood added that support for actors/performers was also included in the allowable projects list. Mr. Kipp called for the vote and the motion carried. Mr. Stearns asked Ms. Cortright three questions: 1) if most grantees were living up to the terms of their contract and submitting reports; 2) if the minimum/maximum amounts should be adjusted 3) if the grant pool was sufficient to respond to the amount of funds requested. She responded that to date 6-month reports have been requested and received in good order. One area that remains to be addressed is whether site visits would be conducted as a part of the final reporting process, and Ms. Cortright said possibly Carol Crockett could assist with this, as could commissioners in their travels across Montana. Regarding the minimum/ maximum amounts, she responded that she was not in a position to say whether they were at the correct levels, but said the O&P funds were very helpful and that the minimum/maximum on the O&P for 2002 remained to be addressed by the Commission. In terms of having sufficient dollars available in the grant pool, Ms. Cortright responded that the Commission office had been contacted by unsuccessful applicants who expressed disappointment with not being funded. Some sought guidance on how to revise their applications to make them more successful in the process. Mr. Blackwood expressed his appreciation for her management of the grants program and for preparing the "show and tell" display booth for the conference. He displayed one of the completed grant projects, the "Lewis & Clark Educator's Resource Directory," produced by Project WET and The Watercourse at MSU and announced that copies of this directory would be available free of charge to conference attendees. Mr. Blackwood addressed the O&P minimum/maximum amount and said that because the grant pool was reduced this year, possibly the amount could be reduced or eliminated for this year. He requested that the Commission defer this decision until after the Regional Bicentennial Commission/MTTA meeting scheduled for 6:30 p.m.
VIII. Conference Assignments
Gail Brockbank provided conference notebooks and moderator assignments to the Commission. Mr. Blackwood invited everyone to the RBC/MTTA meeting at 6:30 p.m.
Mr. Kipp made a motion to adjourn the meeting. Ms. Gosink seconded and the meeting was adjourned until 8:30 a.m. on Thursday, October 11.
October 11, 2001
Commissioners in attendance were: Darrell Kipp, chair, Kathy Doeden, Pam Gosink, Jack Lepley, Darrell Martin, Jeanette "Tootie" Rasmusssen, Homer Staves, Hal Stearns, Betty Stone and Germaine White. Staff included Clint Blackwood and Rita Cortright. Members of the audience included Shawn Crum, Tony Hines, Gail Stensland, Walt Marten, Cliff Bare, John Jackson, Jim Van Arsdale, Jane Weber, Ray Heagney, Margaret Gorski, David Purviance, Sara Groves, Elaina Zempel, Dave Walter, Mike McGinley, JoAnn Juliano, Grant Bulltail, Sheila Simanton, Holle Williamson, Sandra Cahill, Penny Carpenter, Phil Scriver and Gerard Baker.
I. Call to Order
Mr. Kipp called the meeting to order at 8:30 a.m. and welcomed everyone to the second half of the Commission's October meeting.
Mr. Kipp invited members of the audience to introduce themselves.
Mr. Kipp asked Mr. Blackwood to take up discussion of the pending motion made during yesterday's meeting by Doug Monger which was: "that the L&C Bicentennial Commission proceed with the $200,000 BOI loan, and modify the budget to increase the license plate marketing budget by $25,000 to bring it to a total of $30,000, and increase the fundraising technical expertise professional fee from $20,000 to $50,000 to cover the Bentz proposal. This would result in a total budget increase of $55,000, and include a commensurate decrease in the grants by the same $55,000." Ms. Stone seconded the motion. Mr. Blackwood explained the reason for delaying the vote was to allow Commissioners time to review the license plate Marketing Plan. He invited Tony Hines with H2O Advertising to address the Commission. Mr. Hines explained that their proposal contained both PSA/public service and placed ad campaigns and spoke on the benefits of concentrated media buying. Shawn Crum, H2O, addressed the types of media proposed in H2O's Marketing Plan, noting that TV and radio would be the primary media. He said TV reaches a greater segment of the population and noted the benefits of TV relative to the visual impact of the bicentennial license plate. They plan to work with Montana Broadcasters Association to place ads in over 28 stations statewide. He said radio is less expensive, and more frequency would be possible. Mr. Hines explained that they will negotiate with the Broadcasters Association to pay for a certain number of ads and in addition will receive a certain number of placements for free on both TV and radio. Mr. Hines said January is the month with the greatest number of vehicle registration renewals, and this will also be the target month for TV advertising. Radio advertising is planned to drive hits to the Commission's website. Mr. Crum addressed the direct mail aspect of the campaign and noted that annually 875,000 vehicle registration renewals are processed in Montana. The campaign will target the months with the heaviest renewal numbers, which are January (138,000), May (118,000) and October (88,000). The Montana Dept. of Justice has offered to allow the stuffing of title work with inserts and may allow use of a portion of the registration renewal card to advertise the bicentennial license plate. H2O plans to obtain other direct mail target lists, provide a handout with state employees' paychecks in December, and may pursue a stuffer with Montana Power Company's statements. Posters and sample license plates will be distributed to "point of purchase" locations across Montana. Mr. Hines outlined the proposal's $30,000 budget: $15,000 for production of TV and radio ads and point-of-purchase materials; and $15,000 for the purchase of a 3-month media campaign. Mr. Staves expressed concern that $15,000 would not buy much media time, and suggested spending more on the production of mailing slicks. Mr. Hines said they were considering the production of a postcard mailer in various quantities.
Mr. Blackwood proposed keeping the License Plate Committee in tact for another month to work with H2O Advertising. Ms. Rasmussen urged the use of rural newspapers across the state. Ms. Stone suggested that, because the Commission's budget runs through June 30, the total of $30,000 be budgeted prior to July 1, and that during the budget review next June, possibly more funds could be allocated for the October portion of the campaign. Mr. Kipp asked Ms. Gosink and Ms. Stone to serve on the License Plate Committee with Homer Staves. Mr. Blackwood explained that plates containing "L&C 1" through "L&C 10" have been reserved through the Dept. of Justice for the possibility of an on-line auction. He called attention to the License Plate Display Booth in the north foyer and urged attendees to take the 3x5 cards from the display and circulate them through their communities. Someone raised the question of displaying license plate posters at Montana State Parks. Mr. Blackwood urged RBC, MTTA, and Trail Heritage Chapter representatives to become involved with local promotion of the plate.
Mr. Kipp called for a restatement of Doug Monger's motion, further discussion, and then the vote. The motion carried.
Mr. Staves made a motion to accept the contract with Charles Bentz Associates. Ms. Gosink seconded and the motion carried.
Mr. Blackwood recapped that the Project Grants Application and Guidelines were accepted yesterday by the Commission, and the grant pool for FY02 was agreed upon at $158,717. However, he noted that discussion of the Organization & Planning Grants Program was deferred until today's meeting. He outlined options that were discussed at last evening's RBC/MTTA meeting which were: 1) retaining the minimum/maximum amounts at $1,000 and $2,500; 2) funding the grants at a lower set amount, 3) leaving the funding level to the discretion of the Grants Committee; 4) leaving the funding at last year's level and relying on the discretion of applicants to only apply for necessary funding; or 5) doing away with the O&P Grants. Mr. Blackwood reported that a consensus had not been reached at last evening's meeting. Mr. Lepley spoke in support of retaining the O&P funding at last year's level. Mr. Kipp asked if there was a general feeling that O&P recipients had moved beyond the need for the grants and Ms. Stone replied that there might be one or two groups in that position. Mr. Martin said the funds were essential for Tribal members traveling across the state to attend Commission meetings. Ms. Doeden said members in the eastern part of the state agreed with Mr. Martin's position. Mr. Purviance said there was strong consensus that the grants should continue, but people realized, given the financial situation, that the amount might be reduced. Mr. Blackwood expressed his desire that the committee and staff not be put in the position of considering O&P grants on a competitive basis. After lengthy discussion, Ms. Stone made a motion to cap the O&P Grants at $2,000, and encourage the RBC's & MTTA to apply for the amount of funds they fell necessary, recognizing that any money not used to fund O&P Grants would remain in the Project Grants pool of funds. Ms. Stone added that if all 21 entities were to apply, the total funding would be $42,000, which would leave $116,000 in the Project Grants pool. Ms. White seconded the motion. Mr. Kipp called for discussion and Penny Carpenter and Walt Marten spoke in support of the motion. Mr. Blackwood noted the possibility that some unexpended funds from the 2001 program would return to the grant pool after December 31. Mr. Kipp called for the vote and the motion carried. Mr. Blackwood said 2002 Grant Applications would be available from the Commission's office early next week and encouraged groups to also apply to the National Park Service Challenge Cost Share grant program funded at $5 million for FY'02.
Mr. Kipp recessed the meeting for a 15-minute break.
D. Education Committee
Mr. Stearns was called on to deliver the Education Committee report. He spoke first on the 22-minute video, Lewis & Clark: Montana's Story, produced by Jeri Mae Rowley with SUPERHOST! at Flathead Valley Community College. This project was funded in-part by a grant from the Commission's 2000 Grants Program. He announced that Ms. Rowley had placed an order for 1,000 copies and information and order forms would be available at her booth during the Fall Conference.
Details of the Confluence of Cultures: Native Americans and the Expedition of Lewis and Clark symposium were given next by Mr. Stearns. The symposium, sponsored by the state Bicentennial Commission, is scheduled for May 28-31, 2003, on the University of Montana campus and will focus on the time around 1800-1806. This symposium will provide a forum for serious research that examines and compares the cultural practices of the new United States and those of the Indian nations that the Corps of Discovery encountered during its journey. Mr. Stearns said this would provide a marvelous opportunity for dialogue, and the sharing of music, dance, theatre and other arts. They are seeking the involvement of faculty and students from America's 30 tribal colleges and are also challenging non-Indian scholars to investigate questions relevant to the encounter between the Lewis and Clark legacy and native peoples. Mr. Kipp will speak at the National Indian Education Association meeting in Billings, October 29-31 and will provide a flyer on the Symposium to conference attendees. The symposium committee is in the process of considering candidates for the Symposium Coordinator position and may reach a hiring decision this weekend.
Mr. Stearns displayed a copy of the Lewis & Clark Educator's Resource Guide, a project headed by Bonnie Sachatello-Sawyer with The Watercourse and Project WET, Montana State University, Bozeman. This project was also funded through the Commission's 2000 Grant Program. The publication is a review of Lewis & Clark materials available to educators, i.e., trunks, videos, web sites, travel guides, and elementary and secondary materials. Ms. Sawyer plans for annual updates to the publication and welcomes comments. Mr. Stearns announced that complimentary copies would be available to conference attendees at the registration desk. Ordering information will also be made available on the Commission's website.
Mr. Stearns distributed a handout on the "Lewis and Clark Guide Website Resource List and Training Opportunity" that contained details on a workshop series at the Interpretive Center's Lewis and Clark Training Academy. Five one-day workshops will be offered January 28 through February 1, 2002, that would provide the minimum experience and knowledge to be listed on the Commission's web page as a Lewis and Clark guide. The application deadline for listing on the Commission's resource list for the summer season 2002 is February 8, 2002. Information on this program will also be made available from the Commission's web site. Ms. Doeden asked if the Symposium Committee had considered publishing the proceedings from the Symposium or making the Symposium interactive through video conferencing. Ms. White asked if the Guide Training could be brought to the tribes and Ms. Weber responded that it could not be brought to remote areas of the state, but said she and Ms. White were exploring the possibility of bringing the training to the Conf. Salish and Kootenai Tribes as a test. She stressed the fact that the Training Academy would not make a profit on this training series, but would consider making the training available on a broader basis if additional funding could be secured.
VII. Corps of Discovery II Update
Mr. Kipp called on Gerard Baker, Director of the National Park Service Corps of Discovery II program. Mr. Baker explained that Corps II is a traveling classroom that will address the Bicentennial in four areas; what life was like before Lewis and Clark, during their expedition, over the last 200 years, and into the future. In his planning work with Corps II, Mr. Baker said one area that needs greater attention is that of local landowner relations, working with ranchers and farmers who live and work along the rivers. He said there are many landowners along the Trail that have not yet been contacted. He said there is great concern with the protection of resources, and in particular he noted the recent destruction of a sacred site. He stressed the need for a positive campaign with the tribes to help educate the public with respect to the importance of sacred sites and their protection, and the fact that these sites represent a present-day religion. He sees the Bicentennial commemoration as both an economic and educational opportunity. He stressed that the educational message of Corps II should not stop with the close of the Bicentennial commemoration; visitors should receive enough information to cause them to become repeat visitors interested in continuing their own educations. He closed by urging people to plan for the long-term.
IX. Old Business
Mr. Kipp called on Mr. Blackwood to address the current committee memberships. He proposed combining the Licensing, Endorsement & Promotion Committee and the Funding Committee into a newly formed Fundraising and Promotion Committee. The tasks would include fundraising campaign coordination and special projects review. Mr. Kipp called for volunteers to serve on the committee. Arnie Olsen, chair, Homer Staves, Doug Monger and Darrell Kipp were named to serve on the committee. Mr. Blackwood reviewed membership on the Education Committee. Germaine White and Tootie Rasmussen joined Hal Stearns on this committee and Darrell Martin was moved to the Events/Calendar Coordination Committee made up of Jack Lepley, Homer Staves and Kathy Doeden as chair. The Executive Committee's membership is made up of Darrell Kipp, Jack Lepley, Betty Stone and Doug Monger. Mr. Blackwood explained that the existing Grants Committee had recommended changing membership every two years on this committee. Therefore, Pam Gosink replaced Jack Lepley and Darrell Martin joined Doug Monger, Dave Walter, Kathy Doeden, Kelly Flynn and Clint Blackwood. A representative from Bonneville Power Administration will also be added. Betty Stone joined Clint Blackwood, Doug Monger and Darrell Kipp on the Conference Planning Committee. Pam Gosink and Betty Stone joined Homer Staves on the License Plate Committee. Membership on the Nominating Committee will be addressed at the February meeting. Mr. Kipp explained the Commission's practice of rotating the chairmanship through its membership, based on longevity and promotion of the vice chair to the chair.
Possible Legislative Amendment for 2003 for Honorariums
Mr. Blackwood explained that the past practice of paying commissioners a $50 honorarium ceased with a recommendation from the State Auditor's Office. Reinstating this practice would require the introduction of an amendment to the statute to allow for payment of honorariums. Mr. Kipp asked if there was consensus among Commission members, and following discussion they reached agreement to leave the statute unchanged and not pay the honorarium.
Mr. Blackwood announced that the 2003 National Council's Planning Workshop would be held in Lewiston, Idaho, April 10-14, 2002. The 2003 Workshop is planned for Great Falls.
The final item addressed under Old Business was the relocation of the Commission's Office. Mr. Blackwood said he hoped to accomplish this soon.
X. New Business
Commission Structure & Function Review
Mr. Kipp explained that business continues to pick up for the Commission staff, and more requests are received to visit and address communities. In an effort to reduce the amount of time staff is required to spend away from the office, he encouraged Commissioners to consider attending meetings and functions taking place in their respective areas. He called for a consensus of the Commission on this request. Mr. Blackwood added that as more projects are undertaken the office workload increases commensurately. He cited as an example his recent trip to Glendive where a 30-minute presentation required him to be away from the office for a day and a half. He said with the agreement of the Commission, he could contact the appropriate commissioner to fulfill speaking engagements of this type. He offered to prepare a presentation kit, including maps, the license plate, a video and other appropriate materials. He referred again to plans for outsourcing the Grants Program and suggested keeping Commissioners informed of grant projects in their areas in an effort to better monitor the projects. He also proposed reviewing the Governance Plan prior to the February meeting, and said the option to expanding the roles of individual commissioners was to hire more staff. He proposed establishing a short-term Governance Plan Review Committee. Following discussion it was agreed that Mr. Blackwood should work with the Executive Committee for this review.
Acceptance of the Revised Fiscal-Year 2002 Budget
Mr. Blackwood questioned whether a vote was needed to adopt the Revised FY'02 Budget, based on the changes proposed during this meeting. Ms. White made a motion to approve the FY'02 Budget as amended. Mr. Martin seconded. Mr. Kipp called for discussion and hearing none, the motion carried. Mr. Bare requested a copy of the budget and Mr. Kipp stated that the Commission's business is a matter of public record and that the revised budget would be mailed to him.
Set Meeting Dates & Locations for Future Meetings
On behalf of the Northeastern Plains Regional Bicentennial Commission, the Glasgow Chamber and herself, Betty Stone extended an invitation to the Commission to hold their June 2002 meeting in Glasgow. Ms. Cortright explained that meetings are typically held on the second Tuesdays of February and June, with the October meeting held in junction with the Fall Conference. She said Dillon was being considered for February 2002, and noted this location was discussed with the Education Committee during their meeting. Miles City on June 11 had been considered by staff prior to Ms. Stone's invitation to meet in Glasgow. The Fall Conference and commission meeting dates being considered by staff were September 25-27 or October 2-4 in Bozeman and Ms. Cortright reported that two locations in Bozeman were available on those dates. Following discussion, Mr. Lepley made a motion to set the 2002 meeting dates on February 12 in Dillon, June 18 in Glasgow, and October 2-4 in Bozeman for the Fall Conference and meeting. Ms. Rasmussen seconded and the motion carried.
Mr. Kipp called for a motion to adjourn at 11:20 a.m. Mr. Staves moved to adjourn. Mr. Martin seconded and the motion carried.
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