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HomeMy Public PortalAbout8-18-10approvedBHTminutes Approved: 10/20/10 Page 1 of 3 Better Hometown Board of Directors Meeting Minutes August 18, 2010 Directors Present: Judy Malins, Monty Parks, Dick Smith, Peggy Stone, Shirley Sessions, Patricia Miller Wann, John Yarbrough Directors Absent: Cullen Chambers, Stephen Palmer Guests Present: None Call to Order: The meeting was called to order at 6:05pm by Vice Chair Monty Parks. Welcome Chantel welcomed everyone. Approval of Minutes John approved the July 21, 2010 Better Hometown Board of Director meeting minutes. Dick seconded the motion. All Directors approved the motion. Committee Work Plans/Updates Design Chantel reported in Cullen’s absence. The Historic Preservation Presentation was held on August 11 with Leigh Burns and Ced Dolder from the HP Division of Georgia Department of Natural Resources. Twenty-four people were present, which is more than the Historic Preservation Presentation in October 2009. Attendees had many questions at the end of the presentation. The Presenters provided thorough answers. They were excited to share how people can participate in tax breaks and provided more information about becoming a Certified Local Government. City Council is working on getting the Historic Preservation Commission formed which will assist with the City becoming a Certified Local Government. Two signs have recently been installed on 1st Street and Cullen was going to discuss a Sign Recognition program with the board. He would like for the Design committee to develop a policy to acknowledge people that are working within the sign ordinance parameters. L & H had returned the trash container. DPW has it and will install it at the corner of Butler and Tybrisa near Bennies. The trash container near Tybee Oaks was hit by a vehicle, but a citation was not issued. Chantel said she did not know where that stands at the moment and is waiting to hear back from Diane and/or Jonathan. A gentleman from Ohio emailed the Mayor in March about wanting a memorial plaque on a bench in his father-in-law’s memory. The City Manager asked Chantel to work on this project. She has been in conversation with him and he is anxious to proceed. The gentleman was originally hoping to put the plaque on a swing on the beach, but the City Manager told Chantel this is not an option. The City Manager has asked Chantel to present this to the Board for a policy about memorial plaques on the benches. We cannot drill holes into the bench because it would void their warranty, but we can use an epoxy to apply the plaque. Shirley suggested this go before the Design Committee. The bench he is interested in is the one near the Roundabout by the 16th Street crossover. The cost of a bench is $2163 and shipping is an additional $630. Laser Light said they could do a plaque for approximately $200. The difference could go into BHT for additional trash cans or similar improvements. Shirley asked about buying a bench. Dick said it would be a donation. Shirley asked how many benches we have because she can think of at least two other people that might want to do this. Chantel said this is one reason a policy needs to be developed. Monty suggested that a flat fee of $1,500 for anyone who wants to make Approved: 10/20/10 Page 2 of 3 a donation be an option. Chantel said she is familiar with bench donations in Thomasville and a few other communities have policies in place. One decision that needs to be made is if we want to offer donors the option of buying a new bench or using and existing bench. Dick said we should look at policies from other communities. The board decided this item should go to the Design Committee. Economic Restructuring Judy talked about the Locals Appreciation letter that was sent out yesterday to the businesses. Monty explained that this program will help businesses not need to guess at who or who is not a local. Chantel said she has gotten a lot of questions about how this program will work with those that are and are not entitled to a parking decal. Chantel reported that Jonathon told her about a Booster Club doing a similar program as a fund raiser for students. The committee will discuss the parameters more at the next Economic Restructuring meeting. Organization We have 5.5 Tybee Island Information Provider volunteers Thursday through Sunday. The .5 volunteer worked two evenings at the beginning of the program. Beth Hodges, Sandy Postle, Jim Glass, Cullen Chambers, Denise Woodard, and Diane Kaufman are the current volunteers. Response has been very positive from visitors. One volunteer, Jim Glass, said it is really hard to measure the impact. Typically, bad word travels faster than good word, but this program is anticipated to provide a positive experience which will encourage people who encounter the T. I. I .P. volunteers to let others know about the positive experience. A few volunteers have been taking copious notes about the questions they are getting. The top two questions so far are about dining options and the use of the pay and display stations. One suggestion was made to include store phone numbers on the business listing so people can call about hours and /or make reservations. The volunteers are happy to be part of this program. Chantel said she would like to do a volunteer appreciation and thought a Council meeting would be suitable. Shirley asked if there is a system in place for tracking the volunteer hours. Chantel confirmed she is tracking the hours and is reporting the information on her monthly DCA reports. The volunteers are reading and following the policies and procedures that have been set in place. Chantel shared a story from Denise. A lady approached Denise to see if she was doing a survey because her husband did not want to cross the street if he was going to be asked a lot of questions. Upon finding out the Denise was an Information Provider, her husband approached and they were glad she was there. Chantel showed everyone the straw hat that the volunteers wear which has the “Info Here” badge on it. Eighteen hats were purchased from Christy’s at a generous discount. John said he would alert his managers and bartenders about the volunteers with the hats. Spanky’s could provide the volunteers with water or a soda when they are on shift. Cullen and Chantel talked about ending the program on Labor Day weekend. The program will be beneficial during busy event weekends as applicable. The Information Hut has not yet been relocated. Chantel reminded the Board that this year’s Downtown Conference is September 29 – October 1 in Augusta. Stephen is planning to attend. Peggy is checking with her program manager. It is an extremely informative conference and everyone is encouraged to attend. Chantel will return the registration forms within the next week and a half and make room reservations as necessary. It is in the budget. Chantel asked for input about the BHT newsletters. Peggy said she uses it so her staff knows what is going on. Shirley said it is one of the few newsletters that she enjoys reading and forwards it to those she thinks will benefit. Chantel will continue to forward other communities’ newsletters to the board as a reference point. Promotions Chantel reported that the volunteer who originally offered to design the Tybee for the Holidays website has not been able to and she regretfully had to let him know we have to move on in a different direction. Approved: 10/20/10 Page 3 of 3 Chantel is looking at website programs with Michael Bodine’s suggestions. Website design is not an easy process, and it is now two months behind schedule. Chantel found a free design that fits with the look of Tybee for the Holidays they wanted last year. Monty said he had faith the site design could be mastered. Chantel said it is going to look really good when it is done and will get people excited. Budget Update Everything is good with the budget. We have a little over $2,000 in our account from last year. John is going to talk with Randy at Coke about sponsoring Third Thursdays on Tybee. We have concerts scheduled for September, October and November. Thomas Oliver is playing in September. He lives on Tybee and is a singer songwriter. Patricia asked how Thomas was picked. Chantel said she received recommendations from residents and he submitted right after the deadline last year and so she had to make the decision. Peggy said he is folk/Americana. He is excited about playing. We are asking Megan back for October and the Savannah Ceili Band will perform in November. Chantel is still waiting to hear back from Michelle at DCA regarding the Grassroots grant for this year. Patricia said the budget for GCA has been slashed. Chantel said we do not have the $125 honorarium for all performers. They have not asked for compensation but we need to do something. Peggy suggested businesses provide gift certificates for dinner or something similar as compensation and a show of appreciation. We need to reach out to the businesses. Shirley said we need to make it clear that if businesses do this, they receive recognition. Chantel said she liked the idea and it could help drive business. Peggy said Doc’s would be willing to do something. Chantel asked if anyone wanted to make a motion or if it should we turn it over to the Promotions Committee. Patricia mentioned an ad for Third Thursdays in Pittsfield and will send Chantel information. New Business Chantel wanted to bring up the meeting time because Shirley has conflicts with other organizational meetings. Shirley commented that she is a member of the Humane Society Board and they meet at the same time. She said she fully supports the program and that there might be another Council Member who would like to sit on this board. Dick said it would be good for others to find out how vital this program is to the community. Shirley said she thought this Council is for the most part supportive of the program, but it would be good for those who have doubts to be here. Patricia said that sounded like a good idea. Shirley said she would talk to the Mayor about it. Adjourn John made a motion to adjourn the meeting at 7:00pm. Judy seconded the motion. All were in favor.