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CBC 08-03-1995Minutes August 3, 1995 Call to Order The City Beautiful Commission held its regular monthly meeting on Thursday, August 3, 1995, in the City Manager's Conference Room. The meeting was called to order at 8:05 a.m. by Acting Chairperson, Mark Webre. Roll Call Members Present: Jim Goodhart Frank Riggins Joyce Raynor Steve Cato James LaBorde Joe Robbins Also Present: Director, Linda Joyce Bob Brown, Plans Review Specialist, Neighborhoods and Planning Mark Webre, Project and Design Manager, Parks and Recreation Billie Holsomback, Public Relations Shellie Sawrie, Parks and Recreation Brian Minyard, Landscape Architect Pat McGetrick, Civil Engineer Public Hearing A public hearing was held to hear variance requests and staff recommendations of the Planning Department. The first applicant was John Bailey of Rock Creek Square, with Brian Minyard representing. The owner's request to allow the removal of 5 perimeter trees and allow the substitution of 18 dwarf crape myrtles to replace the 8 interior trees that were removed. The concern of the applicant was visibility of the shopping center and signage, and the intent of the ordinance is to break up the sea of asphalt parking. It was: MOVED BY COMMISSIONER CATO AND SECONDED TO ACCEPT THE RECOMMENDATIONS OF THE PLANNING DEPARTMENT IN COMPLYING WITH THE LANDSCAPE ORDINANCE. MOTION CARRIED. The second applicant was Tommy Hilburn of Corky's Barbeque Restaurant, with Pat McGetrick representing. The request was to allow the vegetation on the adjacent property to count toward fulfilling perimeter landscaping requirements. Staff recommended the approval of this application provided written confirmation of a long term lease agreement is provided. It was: MOVED BY COMMISSIONER GOODHART AND SECONDED TO ACCEPT THE RECOMMENDATIONS OF THE PLANNING DEPARTMENT IN APPROVING THE APPLICATION FOR VARIANCE. MOTION CARRIED. Review and Approval of Minutes It was: MOVED BY COMMISSIONER ROBBINS AND SECONDED BY COMMISSIONER GOODHART TO ACCEPT THE MINUTES AS PRESENTED. MOTION CARRIED. Treasurer's Report Commissioner Robbins reported a balance of $1268.23. Changes to Bylaws The proposed changes to the bylaws are as follows: ARTICLE I. MEMBERSHIP Current By -Law SECTION 3. Any member of the City Beautiful commission who shall absent himself from three (3) consecutive meetings a year shall be deemed to have resigned as a member of the City Beautiful Commission. Proposed Amendment SECTION 3. Any member of the City Beautiful Commission who shall be absent, without prior excuse, from two (2) consecutive regularly scheduled meetings shall be deemed to have resigned as a member of the City Beautiful Commission. A member's absence shall be excused if the member communicates to the Chairman or Vice -Chairman prior to the meeting time the reason why the member is unable to attend the meeting. Any member of the City Beautiful Commission who shall be absent from a total of four (4) regularly scheduled meetings within a one-year period, shall be deemed to have resigned as a member of the City Beautiful Commission. ARTICLE II , MEETINGS Current By -Law SECTION 1. Official meetings of the City Beautiful Commission shall be held on the second Tuesday of every month at 10:00 a.m. Special meetings may be called by the Chairman and written notice thereof shall be mailed to all members at least five (5) days prior to the meeting day. Special meetings may also be called by the Chairman with a 24 hour telephone notice to members and written notice to press. Proposed Amendment SECTION 1. Regularly scheduled meetings of the City Beautiful Commission shall be held on the first Thursday of every month at 8:00 a.m. Special meetings may be called by the Chairman and written notice thereof shall be mailed to all members at least five (5) days prior to the meeting day. Special meetings may also be called by the Chairman with a 24 hour telephone notice to members and written notice to press. It was: MOVED BY COMMISSIONER GOODHART AND SECONDED TO ACCEPT THE RECOMMENDED CHANGES TO THE BYLAWS. MOTION CARRIED. - AGENDA Thursday, August 3, 1995 8:00 am The City Beautiful Commission will hold its regular monthly meeting Thursday, August 3, 1995 in the City Board Conference Room, 2nd Floor of City Hall at 8:00 am. A public hearing will take place at that time. I. Roll Call II. Public Hearing (see attached) III. Approval of Minutes IV. Treasurer's Report V. Vote on Recommended Changes to Bylaws VI. Landscape Award Recommendations VII. NUSA Conference Update VIII. Polishing the Rock Update IX. Logo Discussion X. Wildflower Sowing/State Highway Department Update XI. Miscellaneous XII. Adjournment Landscape Award Recommendations Mr. Brown updated the commission on the recommended nominees for the 1995 landscape awards. The award categories, number of awards to present, and procedure for selecting winners were discussed. A committee of volunteers was assembled to visit the various sites, take photos, and short list the best candidates to present to the Commission at the next meeting. Commissioner Riggins was appointed chairperson of the sub committee. A message announcing the nominees will winners, once selected, will be presented is anticipated. NUSA Conference run on.the Public Access Channel. Award at a Board Meeting. Good media coverage Mr. Webre presented display booth ideas for the Neighborhoods USA State Conference to be held August 11-13, 1995, at the Statehouse Convention Center. Boards depicting CBC programs and award winners were shown as well as a flyer describing the Light Up Little Rock program. In addition, it was suggested to provide a profile describing the CBC and its overall vision. Photos of the CBEYT were also mentioned for display use. Discussion included funding Commissioners to attend the Conference. Commissioner Riggins volunteered to attend, and Commissioners Cato, Robbins, and Goodhart also expressed interest. Commissioners Blair and LaBorde will be attending in another capacity. It was: MOVED BY COMMISSIONER CATO AND SECONDED BY COMMISSIONER ROBBINS TO FUND 3 COMMISSIONERS TO ATTEND THE NUSA CONFERENCE. MOTION CARRIED. Commissioners will be notified of the opportunity to attend near the end of the week. Polishing the Rock Mr. Webre presented model prototypes .for Polishing the Rock awards as well as rock samples. Commissioners expressed their preferences, and a new prototype will be developed for the next meeting. Also, Ms. Holsomback has contacted a promotional company to help with ideas for this award. The intent of this award is to recognize citizens who go above and beyond the call of duty in beautifying the city. This award will not be limited to landscape projects but must be an extraordinary act showing the spirit of good citizenship. Discussion included the amount of money to spend per award, and the number of awards to give (two to twelve). Awards will be given at two levels. A certificate will be given to those eligible for a plaque. Plaques will be given to the outstanding citizens of the year. Logo Design No design contest entries were submitted by the CBEYT that were eligible for the award. Ms. Holsomback submitted several design options that were circulated among the Commission. Suggestions were made to modify the existing logo, hire a professional to design the logo, and develop the original logo presented to the Commission by Mr. Webre. Parks staff will modify the existing logo as well as the one submitted by Mr. Webre. Wildflower Sowing Mr. Webre reported to the Commission on the meeting with State Highway Department representatives, and minutes from that meeting were distributed. A detailed plan of action that shows thought and intent of continuation that is beneficial for both the Highway Department and the Commission will be necessary to implement the project Discussion included maintenance scheduling and sponsorship from large corporations of this project. The possibility of presenting the project before the City Board of Directors for funding was also discussed. Director Joyce noted that a proposal would need to be completed by November to be taken before the Board. A plan of action was discussed for developing a proposal. The following is an outline of this plan: 1. Research other cities' efforts in beautifying their highways. 2. Apply this research to Little Rock with consideration to the Highway Department's needs, wishes, problems, etc. 4. Explore the benefits of this project for Little Rock and AHTD. 5. Develop a project that will have continuity. A sub -committee was assembled to research other cities' efforts in this area. Commissioner Cato was appointed Chair, and Commissioners Goodhart, Riggins, and Robbins volunteered their assistance. A representative from the Highway Department will be invited to the next meeting to answer questions and present -their concerns and ideas. Miscellaneous Jim LaBorde was recognized and welcomed as a new commissioner replacing Liz Williams Frazier. The position of vice -chairperson is vacant, and selection will be discussed at the next meeting. The Light Up Little Rock program will be included on the next agenda. Commissioner Cato noted the lack of accountability of solicitors distributing flyers on windshields of cars. The suggested course of action was to write a letter to the City Attorney's Office asking for a legal opinion on eliminating or minimizing this problem. The vacant seat on the Commission left by Jo Marva Rancifer was discussed, and interested parties were mentioned. This will be on the next meeting's agenda. The Commission was invited to host a display booth at the Community Awareness Day scheduled for 10:00 am - 3:00 pm Saturday, September 30, 1995 at War Memorial Park. The next planning session for the Day will be held at 6:00 pm Monday, August 14 at the University Park Adult Leisure Center. The Commission decided to host a booth displaying the same materials used at the NUSA Conference. The Adopt -A -Park newsletter and a flyer or handout that profiles the Commission will also be distributed. Commissioner Goodhart volunteered to develop the profile of the CBC and its vision. Adjournment MOTION MADE BY COMMISSIONER RIGGINS AND SECONDED FOR ADJOURNMENT AT 10:45 AM. MOTION CARRIED MEMORANDUM August 7, 1995 TO: City Beautiful Commissioners FROM: Shellie Sawrie, Parks Planner I SUBJECT: Enclosed Minutes Enclosed are the minutes for the August 3 meeting and an updated member list. Please review these before the next meeting for timely corrections and/or approval. Please feel free to call me if you find any corrections or additions that could be made before the next meeting which will be held September 7, 8:00 a.m. in the City Manager's Conference Room. Enclosure MEMORANDUM August 7, 1995 TO: Director Linda Joyce FROM: Shellie Sawrie, Parks Planner I SUBJECT: CBC Member List Attached is the updated City Beautiful Commission member list you requested. Please let me know if I may be of further assistance. My phone number is 371-6888. cc: Mark Webre, Project and Design Manager Enclosure