Approved - Meeting Minutes
May 17, 2007
E. T. Mahoney State Park Riverview Group Lodge
Commissioners in attendance: Ron Hull, John Slader, Richard Williams, Larry Ruth, Judy Johnson and Christian Hornbaker.
Commissioners not in attendance: Judi Gaiashkibos, Mike Smith (e), Jeanene Wehrbein (e), Gary Moulton (e), 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 January 18, 2007 meeting, and the March 15, 2007 meeting. Swenson noted corrections to the January minutes and Hornbaker moved to approve the minutes as amended and Dick Williams seconded. Unanimous voice approval.
Chairman’s Report:
Chairman Hull opened by challenging the group to think about how the Commission should obligate its remaining funds, and those funds held in the Friends account, prior to the end of the Commission’s term, December 31, 2007. Hull noted that ideas have been suggested previously and those are noted, but asked for comments.
Commissioner Williams offered that consideration should be given to supporting the establishment of a group similar to the Nebraska/Iowa Coordinating Council, which served as the collective group for promoting Lewis and Clark programs and matters previous to the Bicentennial. He referenced actions being taken by Kansas and Missouri to form similar non-profit groups. Williams suggested that the Friends of the Lewis and Clark Bicentennial be modified to assume this role and asked if relevant bylaws and officers could be changed to accommodate such an action. Commissioner Ruth stated that this may be possible but that he will need to review the bylaws, and will need to investigate our obligations for informing the IRS if the bylaws or role of the Friends is amended or modified.
Bob Pawloski stated that the Mouth of the Platte organization is interested in playing a larger role in this, and that maintaining the status of the Friends group will greatly assist in efforts to apply for grants, maintenance of assets, monitoring and maintaining the inventory work, etc. Pawloski indicated that similar efforts are being considered at the National level, but much remains in flux, and the future for some groups is unclear.
Hull thanked the group for their suggestions and stated that this topic will be an agenda item during either the July or September Commission meetings.
Executive Director Swenson reminded the group that the July meeting is scheduled for the 19th, 9 o’clock a.m. at Mahoney State Park, but that there was no September date set at this time. Chairman Hull set the September meeting for September 27th, 9 o’clock a.m. at Mahoney State Park.
Hull then asked the group their thoughts about hosting a final meeting at a park location, with food and program, to honor the contributions of key players and volunteers. Consensus of the group favors this and Hull asked Dick Williams to send him some ideas for such an event.
Legacy Report:
Pawloski gave an update of his progress in drafting the final report to the Governor and the legacy report. He shared with the group an outline of his progress to date, which incorporates the input shared by the Executive Committee and the Legacy Report committee. Pawloski is looking to the Montana report as a model, but will not incorporate as much detail in terms of graphs, etc. He intends to stay focused on goals and projects accomplished. General discussion by the group followed. Pawloski will email his updated outline to Commissioners and staff, and invites further comments and additions.
Commissioner Slader suggested that producing the legacy report electronically and copying to a CD format, which could then be attached to the final report for the Governor would be a way to save production costs. He further stated that the CD could be sent to all libraries instead of producing paper copies. This would limit the need for bound copies to just select locations, and save limited funds. Hull indicated that this idea needs further investigation.
Swenson indicated that the design layout and printing formats relevant to the report would need to be decided during the July meeting. Hull stated that the report committee would need to investigate associated costs and consider some formats, sharing information with the Commission in July. Ruth wants the Commission to be certain that the design of the report is similar to typical reports shared with the Governor and Legislature. Hornbaker offered that the Nebraska Tourism office could possibly absorb some of the design costs into their budget, by using Tourism staff to assist with design format, artwork, layout, etc. This may save some money, but he wants to see cost estimates first. The group emphasized the need to move forward as the Commission’s term is winding down, making this work time sensitive.
Williams made motion to give the Executive Committee the authority to decide on design format and layout and funding for the final report, in the event that a quorum is not achieved at the July 19 Commission meeting. Johnson seconded. With no further discussion a vote was called by Hull.
Roll Call Vote: Ayes – Hull,Ruth, Slader, Williams, Hornbaker, and Johnson. Nays – None. - Motion carried.
Pawloski commented that he would need access to various Commission files for his research. Hornbaker indicated that he has more files in the Tourism office that can be made available for review and for relocation as necessary. Swenson and Slader also indicated that they have files available for review. Pawloski further asked for any photos or video footage to review, which may be incorporated into the report. Hull informed him that he has the original videotapes in his office. Pawloski also stated that he has sent an email to former Congressman Doug Bereuter asking for his input and comments, for addition to the report. He shared the correspondence with the group. Pawloski also asked that each Commissioner and staff member write a short paragraph for the report that summarized their role. After much discussion the group feels that perhaps drafting a common statement or resolution on behalf of the Commission would be more appropriate, and then just identify each Commission member and staff person and their associated roles.
Pawloski will join the July 16th Executive Committee meeting in Lincoln, at the ETV building, 8 o’clock a.m. to share a 90% complete draft with the group.
Tourism Grant:
Hornbaker informed the group that he has been investigating status of the grant and needs to visit with Hull and Swenson about obtaining more information relevant to marketing costs, and copies of payments. More detailed information is needed to satisfy the grant. It was decided that a conference call would take place between Hornbaker, Hull, Swenson and a representative from Vic Gutman’s office to obtain this information. Swenson will arrange the call. Hornbaker stated that once this matter is clarified the entire grant award would be forwarded to the Friends account.
Executive Director’s Report:
Swenson provided the group with copies of the updated budget report through May 15th. He also provided separate budget reports for the legacy report project and inventory project. He indicated that he has not yet received an invoice from the University of Nebraska-Omaha but has spoke with them about this. He indicated that the Tourism grant was not yet included in the budget as an income item. He indicated that other than the UNO invoice he believes all payments have been made as received.
Swenson then spoke about a prior assignment, determining the cost to mail copies of the Nebraskaland special issue, “America Looks West”, to all Nebraska public libraries, elementary and secondary school libraries. He indicated that it was determined that there are approximately 1,112 such facilities in the state. A cost estimate of $3,500 was identified as the amount necessary to mail the publication, a cover letter, a bulk order offer, and one additional sheet of paper (content to be determined), to each of the libraries. The $3,500 should be adequate to cover the recent increase in mailing costs. Swenson further stated that this project could be expanded to include mailing of a legacy report CD if the group decides to produce such an item. Swenson asked the group to consider encumbering $3,500 within the budget to allow for this to take place.
Commissioner Johnson suggested that all college libraries be included in the project and estimated that this would require 35 additional mailings.
Johnson then made motion that the Commission direct Swenson to encumber $4,000 of remaining budget funds for the purpose of mailing a copy of the Nebraskaland special issue, “America Looks West”, and accompanying materials to all elementary and secondary school libraries, college and university libraries, and public libraries in Nebraska. Hornbaker seconded. With no further discussion a vote was called by Hull.
Roll Call Vote: Ayes – Hull,Ruth, Slader, Williams, Hornbaker, and Johnson. Nays – None. - Motion carried.
Swenson provided the group with copy of the final vote tally provided by Laurie Larsen, relevant to the naming of the new Yankton area bridge, and gave an update on that project.
Swenson invited Slader, Williams and Pawloski to join him in providing an update on the legacy inventory project. Williams briefed the group on recruiting and training meetings held to date and then Pawloski showed the web site to the group and gave a brief demonstration of how the user can utilize the site. Pawloski also shared a handout of the entries to date. Swenson indicated that the site was very easy to navigate, but offered some thoughts about a couple of entry points that need to be modified or changed to prevent confusion. Williams asked if all volunteers have made entries, some have not, but most have gathered information. Those volunteers will be contacted by the project leaders; Slader, Williams, Pawloski and Swenson. The inventory group will meet on June 15th at Mahoney State Park to review the entries submitted by that date and determine if anything has been missed or needs refinement. Pawloski informed the group that he had visited with representatives from Kansas and Missouri during a recent meeting in Kansas City, and indicated that Karen Seaberg (Kansas) is very impressed with the Nebraska format and reporting procedure and wants to discuss how that model could be utilized by Kansas. Kansas is interested in expanding upon the Nebraska page to produce an inventory that includes Kansas assets among those listed for Nebraska, Iowa and South Dakota and may be willing to offer some funding assistance. Swenson indicated that this made good sense and helped to promote trail continuity, and that it seemed to fit with the concept of prior Midwest Trail States initiatives. Williams asked Swenson to call and discuss this with Seaberg prior to the June 15th meeting.
Hull commended the project committee for their effort and progress.
Commissioner Roundtable:
Hornbaker indicated that he is still pursuing the idea of having the Lewis and Clark Bicentennial Commission recognized as a part of the upcoming Nebraska Travel Conference, October 18th, in Columbus.
Advisor and Guest Comments:
Pawloski updated the group regarding Mouth of the Platte membership efforts and informed the group that Katie Blessner of the Big Muddy Workshop would be receiving an award for her work on the Lewis and Clark icon project. He reminded the group of the June 8 and 9 Lewis and Clark Festival in Onawa, Iowa and that a special memorial video would be shown of longtime volunteer Buffalo Bob Sanders. He also reminded the group of the White Catfish Camp picnic, which will take place on July 19 and 20.
No Otoe-Missouria representative was present.
There being no further business the meeting adjourned at 11:20 am. Next meeting is scheduled for July 19, 2007 at E.T. Mahoney State Park, meeting room yet to be determined.
Minutes recorded, prepared and submitted by Executive Director Swenson.