Nebraska Lewis and Clark Bicentennial Commission

Approved - Meeting Minutes

January 18, 2007

E. T. Mahoney State Park     Cedar Room

Commissioners in attendance: Ron Hull, Jeanene Wehrbein, Gary Moulton, John Slader, Richard Williams and Christian Hornbaker.   Commissioners not in attendance: Judi Gaiashkibos, Mike Smith, Larry Ruth, Judith Johnson and Roy Smith

Staff in attendance: Jim Swenson.

Special Guests/Advisors in attendance:  Bob Pawloski

A quorum was satisfied.

Chairman Ron Hull called the meeting to order at 9:10 a.m. 

Hull asked a motion to approve the minutes from the November 2006 meeting. Swenson noted a correction to the January meeting location and Gary Moulton moved to approve the minutes as amended and Dick Williams seconded. Unanimous voice approval.

Chairman’s Report:

Chairman Hull began his report by informing the group that the Executive Committee has been working with Ernie Ricehill and Reece Summers in support of hosting the Native American Art Show in downtown Lincoln as a part of the community’s First Friday Art Show event on February 2, 2007.  He reminded the group that the art show was Mary Ethel Emanuel’s idea and the continued presentation of the show was a tribute to her and her efforts.  Hull indicated that the Commission was assisting with some minor costs for hosting the show and would be sending out invitations, and inviting Ernie Ricehill to attend as the Commission’s guest.  The group suggested that invitations be extended to all of Mary’s tourism colleagues.  Commissioner Slader asked about the success of the Winnebago Woodlands Gallery Show, but no one had heard any feedback on that event. 

Hull next reported on the January 17th meeting with Governor Heineman.  Those attending that meeting included Hull, Wehrbein, Ruth and Swenson.  Hull reported that he felt the meeting went well and that the Governor had many positive comments regarding the Commissions efforts and accomplishments.  The Governor was informed about the final work on legacy projects, inventory and final report, and that the Commission would terminate on December 31, 2007 but that meetings may cease prior to that if work is complete.  Hull shared that he did inform the Governor that no new budget request was made and that Swenson informed him of the remaining funds and that those funds, raised via grants and donations, were housed with the Friends group to support close-out activities and future needs.

Hornbacker asked Hull about the possibility of having the Commission make a presentation at the October Travel and Tourism Conference in Columbus, Nebraska.  Presentation could be a summary of events and discussion of the future.  The group supports this idea; Hornbacker will provide more details in the future.

Hull then commented about the January 16th Mouth of the Platte meeting that he and Swenson attended.  Dick Williams was the guest speaker and discussed his experiences and observations relevant to his relationship with the bicentennial commemoration.  Hull commended Williams for his informative and insightful presentation.  Swenson suggested that Commission members consider joining the Mouth of the Platte organization in order to assist in continuing the mission of our Commission after it expires. 

Hull asked Hornbacker about status of the $13,000 grant from tourism, which has not yet been forwarded to the Commission.  Hornbacker indicated that he is working on the final details and will call Swenson in order to finalize this.  Hull also asked Hornbacker to help insure that future public meeting announcements and advertisements be made by someone in Tourism now that Kim Bastemeyer has resigned. 

Hull asked for reports on the Legacy projects.  Commissioner Moulton reported on subcommittee efforts on the final report publication.  Moulton indicated that he, Commissioner Dick Williams and Commissioner Mike Smith have reviewed many candidate authors and will look at bids from a select group.  Both have visited with Swenson and Hull about the form, scope and style of the publication and indicated that this needs to have input from the entire Commission.  Moulton reported on Montana’s efforts to draft a similar report and indicated that they used a graduate assistant in order to keep cost down.  Moulton indicated that he had some general information as to expenses needed for writing the report.  He stressed the importance of finding an author who is familiar with the trail and commemoration in order to maintain a short time line for writing and to keep the costs down.  Wehrbein asked about content of the report and indicated that it could be very detailed.  Much discussion by the group followed.  It was suggested that the report discuss accomplishments, the Commission structure and events in one portion of the report.  A second portion could serve as a heritage piece for educational purposes and serve as a reference guide for others to utilize.  Williams indicated that the report should not be a rehash of meeting minutes, and also suggested that the report include accomplishments of partner groups and the legacy inventory.  Swenson suggested adding a DVD to the document that would be a visual means of sharing the color and pageantry of the events, and then creating resource libraries at locations such as Nebraska City, Fort Atkinson and Ponca to serve as regional depositories that could be accessed by the public.  Moulton suggested creating 10 or 12 such locations.  Swenson suggested that the subcommittee meet again and develop and outline based on input received in order to create a format that could be given to potential authors prior to their submission of proposals.  This was they can review common submissions and select the best product.  Commissioners Moulton, M. Smith and Williams will meet soon in order to do this.  Moulton will secure an additional report from Montana.

Motion was made by Hornbacker to give the Executive Committee authority to establish time lines and approve the final form of the report.  Second offered by Williams.  During discussion Slader, referencing a short time line, offered an amendment to allow the Executive Committee to expend beyond the previously established $5,000 spending limit,

for this project, in order to keep efforts going between bimonthly meetings.  Wehrbein offered a second to the amendment.  Moulton further discussed setting an upper limit of $20,000 for development costs (Phase 1), with production costs (Phase 2) being a future consideration.  Wehrbein again seconded the amendment.  Hornbacker accepted the amendments to his motion and restated the motion as; the Executive Committee shall have authority to establish time lines, approve the form of the final report, and expend beyond prior limit and up to $20,000 for development costs associated with Phase 1 of this particular project.  Williams seconded.  No further discussion a vote was called by Hull. 

Roll Call Vote:  Ayes – Hull,Wehrbein, Moulton, Slader, Williams, and Hornbacker.  Nays – None.  -  Motion carried.

Hull asked for a report from the legacy inventory subcommittee.  Williams and Slader reported on their meeting with National Park Service staff Dan Willey and Suzanne Guiccardo to discuss the inventory process.  Bob Pawloski was also in attendance at that meeting.  Consensus of that group was that the report needs to incorporate tangible items and physical assets, ephemeral components, historic resources, etc. and involve the states of Iowa and South Dakota as well.  Ephemeral items were clarified as those items less tangible on the trail such as news clippings, the concerts, IMAX movie, website and Nebraskaland publication.  The National Park Service is willing to provide GPS units to assist in locating and mapping sites along the trail.  The form of the inventory report will closely resemble that which is already being used by states such as Missouri and is the form that Swenson assisted in developing as a member of the COSA group.  Williams reported on a follow-up meeting held December 27,2006 at Game and Parks in Lincoln.  Williams, Slader, Swenson and Pawloski were all present at that meeting.  The group discussed using volunteers such as the Mouth of the Platte to assist in doing this work, and also involve other partners as well as Iowa and South Dakota, in order to get a complete inventory for this reach of the river.  During that meeting it was decided that 3 or 5 regional meetings be held at various locations along the trail in order to identify and recruit volunteers.  These followed by 2 training sessions for interested volunteers.  The subcommittee indicated that a budget needs to be approved for the inventory effort; which will include sorting the archive material, finding volunteers, hosting meetings, training volunteers and producing a final report.

Hull stated that Swenson had previously briefed him as to potential costs, and an estimated budget of $15,000 may be required to fulfill the inventory project.  Related cost include staff time, meetings and travel, training expenses, archiving expenses, paying an IT person to build a web based inventory page and data base, production costs of final documents and DVD, misc.

Hull further indicated that Mark Monson and the Iowa Lewis and Clark Commission will need to be notified of our efforts to guarantee that they are aware and invited to contribute.  Swenson will complete this assignment.

Motion was made by Williams to approve the subcommittee’s concept for building the inventory andability toexpend beyond prior limit and up to $15,000 for meetings, volunteer recruitment and training, development costs and incidental associated with building the inventory.  Wehrbein seconded. With no further discussion a vote was called by Hull. 

Roll Call Vote:  Ayes – Hull,Wehrbein, Moulton, Slader, Williams, and Hornbacker.  Nays – None.  -  Motion carried.

This action concluded the Chairman’s report.

Executive Director’s Report

Swenson began his report by updating the group about the budget status.  He indicated that two of three total grants from the National Park Service have been received.  The two grants received were related to the 2005 and 2006 applications for Journey Home events, the third grant, still pending, is a reimbursement grant for facilitation of payments from NPS to CCS grant recipients within Nebraska.  Swenson stated that he is completing a reimbursement request and project accomplishment report for submission yet this month, those funds will go to the Friends account.  The only other pending grant is the Tourism grant that Hornbacker is following up on.  Swenson reported that he is only aware of one outstanding invoice at this time, which is expense reimbursement for art show expenses.  Swenson estimated that the Commission may spend approximately $7,500 between now and December 31 for meeting expenses and incidentals, which should leave enough money available within the Friends account to complete the legacy projects; (final report and inventory).

Swenson noted that the portion of his report relevant to the inventory project had been discussed during the Chairman’s report, but further emphasized the importance of this work and commended the Commissioners for their support of the effort.

Swenson reported that he had followed up on Commissioner Wehrbein’s question regarding availability of the special issue Nebraskaland magazines.  He reported that there are quite a few copies still available and that the Nebraska Game and Parks Commission would be interested in sending some of these to schools and libraries as Wehrbein had suggested, but would like to gain some reimbursement for postage expenses.  The group challenged Swenson to obtain an estimated cost for this to happen and report back at the next meeting.

Swenson provided the group with copy of emails and web site from Laurie Larsen, relevant to the naming of the new Yankton area bridge.  He stated that the Shannon trail

organizers have submitted “Private Shannon Bridge” as a possible name for the new structure, and have solicited for votes.

Swenson reminded the group that he has been in email conversation with Universal Information Services regarding production of digital copies of 5 media interviews for the 2006 Journey Home events.  Swenson indicated that reproduction cost would be approximately $500 to $800 depending upon the number of copies made.  He asked the Commission for approval to proceed. 

Slader made motion that Swenson work with Universal Information Services to develop the digital copies.  Moulton seconded.  There being no further discussion a vote was called by Hull. 

Roll Call Vote:  Ayes – Hull,Wehrbein, Moulton, Slader, Williams, and Hornbacker.  Nays – None.  -  Motion carried.

Swenson reported that there is a fairly large inventory of hats, shirts and pins remaining in the various Nebraska Game and Parks Commission gift shops.  These items were purchased by the Lewis and Clark Commission and are being sold in Game and Parks gift shops via contract.  Swenson asked for permission to discount these items as necessary in order to sell them.

Moulton made motion that the Game and Parks Commission be allowed to discount any bicentennial items purchased by the Lewis and Clark Commission at their discretion.  Wehrbein seconded.  There being no further discussion a vote was called by Hull.  All ayes, no nays recorded.  Motion carried.

Otoe-Missouria Report

No Otoe-Missouria representative was present.

Advisor and Guest Comments

Bob Pawloski updated the group regarding status and progress with the National Council’s preservation program, which was funded via proceeds from Bicentennial coin sales.

Commissioner Comments

Hull thanked everyone for attending and offered that future discussions should include consideration for giving credit to former Congressman Doug Bereuter for his support and contributions to the Lewis and Clark bicentennial.

Meeting adjourned at 11:00 am.  Next meeting is scheduled for March 15, 2007 in the Red Oak room at Mahoney State Park.

Minutes recorded, prepared and submitted by Executive Director Swenson.