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LEWIS AND CLARK BICENTENNIAL COMMISSION
I. Call to Order
L&C Interpretive Center
Great Falls, Montana
Feb. 10, 2004
Chairman Hal Stearns called the meeting to order at 8:30 a.m.
Chairman Stearns called for introductions. Commissioners included: Hal Stearns, chair, Doug Monger, Betsy Baumgart, Marcy Hamburg, Darrell Kipp, Jack Lepley, Wyman McDonald, Darrel Martin, Arnie Olsen, Tootie Rasmussen, Homer Staves, and Betty Stone. Staff included Clint Blackwood and Rita Cortright.
Guests: Steve Kubick, Jane Weber, Cheryl Hutchinson, Marvin Holtz, Sandra and Jeff Dietz, Stan Hutalla, Dave Walter, Chris Dantic, Scott Bell, Joni Stewart, Lois Roby, Betsy Allen, Walt Marten, Ron Clark, Peggy Bourne, Carol Bronson and Wendy Rainey.
Mr. Stearns thanked Jane Weber for hosting the Commission Meeting at the Interpretive Center and for all her efforts on behalf of the Tribes, the Interpretive Center, and the L&C Trail Heritage Foundation.
III. Approval of October 1-2, 2003 Meeting Minutes
Mr. Stearns called for a motion to approve the October 1-2, 2003 meeting minutes. Mr. Staves made a motion to approve the minutes as mailed. Ms. Rasmussen seconded and the motion carried.
IV. Director’s Report
Mr. Stearns called on Clint Blackwood to deliver the Director’s Report and complimented him on his willingness to travel and represent the Commission at so many bicentennial activities.
Mr. Blackwood noted the January Director’s Report was mailed 2 weeks ago, and directed the audience to handout materials at the back of the room. His highlights began with the new L&C directional sign that MDT created for use in conjunction with L&C interpretive areas on or immediately adjacent to state highways. He said a qualified interpretive area would have two signs; the first would read, “Historical Marker Ahead” and the second would be the “Directional Marker” with the Lewis & Clark logo. MDT has developed an application process and he directed inquiries to Jon Axline, MDT, (406) 444-6258. To date five applications had been received and approved by MDT and signs would be installed as funding allowed. As a partner in the NPS CCS Grant, MDT provided the metal bases for the 13 gateway signs to be placed in rest areas statewide. Mr. Blackwood displayed the gateway sign poster produced by MDT to be placed in rest areas that have enclosed billboards. A couple hundred posters were ordered and people were encouraged to take a supply and distribute them in their communities.
Mr. Blackwood reported that the Montana National Guard was successful in securing $67,000 of a $1 million request for FY04 federal funds for support services in Montana. The funds were allocated to help the National Guard provide services at the request of local authorities. Ltc. Jon Jackson planned to attend a meeting in 30-45 days to determine the exact amount of funds coming to Montana and Mr. Blackwood would be working with him to get funds into communities.
The Louisville Signature Event took place October 23-26, 2003. Mr. Blackwood attended and reported that the event was not cohesive because of rivalry between two communities separated by the river. Corps II was on one side of the river, with the Discovery Expedition of St. Charles encampment on the Indiana side. He said the program was printed too far in advance, and by event time it was out of date, which caused people to not trust the program information. This was the first Signature Event out on the Trail and he said it was a learning experience. Some elements, however, were very successful. Darrell Martin said from the Native American aspect, the event was a flop. As an example, he said the Native American participants were not actually representatives of the tribe who were in the area at the time of the Expedition. This caused dissention and resulted in people leaving the event. Mr. Martin said he did participate in the Tent of Many Voices and that went very well. He cautioned Montana’s signature event planners to have all the tribes on board and knowledgeable on areas of responsibility. Mr. Stearns said a river could be both a bridge and a barrier; in this case it was a barrier. He said most events were dollar driven and costly to attend. He said the Filson did a great job making artifacts available to the public in downtown Louisville. The Corps II location was excellent; however, he felt the last minute decision to not have Corps II on both sides of the river hurt both communities. Mr. Stearns said several monument dedications took place and were well attended by school kids. He said it was almost as though there were two signature events, one each week. Good publications and press resulted from the Signature Event, but the attendance was much lower than predicted. Mr. Stearns said there were times when Corp II attendance was low, and suggested Montana planners needed to consider how to keep Corps II moving along with sufficient activities. He said the time frame for vendors was too long and many left early and felt it would have been better for the vendors if they were only set up on the weekends. A high point was the number of school children that were bussed in to attend events. Mr. Staves asked if the BLM was responsible for bussing the children in, and Ms. Weber said she did know that BLM advance-booked the school groups for the BLM performance. Mr. Blackwood said BLM provided very entertaining and educational programming. He said Montana was well represented, and a debriefing session was held later in Great Falls with Peggy Bourne. As a follow-up on Jan. 15-18, a Signature Event planning meeting was held in St. Louis to coincide with the grand opening of the National Lewis & Clark Exhibit by the Missouri Historical Society. Peggy Bourne and Jeff Dietz attended the meeting where the group discussed what happened and how to make the next event better. Mr. Blackwood noted the connection with former Choteau, Montana residents, Phyllis and Ray Yeager, who relocated to Indiana. Because of their connection he and Hal Stearns were invited to VIP events and Montana enjoyed a very high visibility. Mr. Stearns spoke on the memorial service for Stephen Ambrose, attended my many Montanans, where Rob Quist and Jack Gladstone performed. He said Phyllis Yeager made arrangements to have Helena’s Sleeping Giant Brewery’s L&C lager there. One of the bronze statues was cast in the foundry in Kalispell; the artist for the Jefferson bronze was from Clarksville, and the bronze was cast in Choteau, Montana.
Mr. Blackwood said the Federal Agency MOU Group was addressing how to support Corps II, and in Montana he was working with Montana Tourism & Recreation Initiative’s bicentennial focus team to determine how the agencies could assist communities for the staffing of Corps II. He referred again to the Missouri Exhibit, and said it was a ‘must see’ exhibit with 500 artifacts, or replicas of artifacts, including Lewis’ Masonic apron from the Grand Masonic Lodge in Helena. The L&C Honor Guard from Great Falls appeared in a video re-enactment filmed in the Dillon area. Mr. Blackwood said it was unfortunate that the Missouri exhibit would not travel to Montana; however many people would see and appreciate it.
Mr. Blackwood reported on the COSA meeting in Louisville where he visited with Jeff Olson regarding the Corps II site selections for Montana. The press release was distributed to attendees of last evening’s meeting and some errors were detected. These will be corrected and a press release will be coming soon. The Discovery Expedition of St. Charles was at the COSA meeting, and Mr. Blackwood noted the passing of Peter Geary. He was replaced by a 7-member committee who would be dealing with community contacts. Their web address was given as email@example.com.
The National Council met in Louisville, and the campaign with the Ad Council has launched. Mr. Blackwood said at the last commission meeting there was concern with the images in the PSA, and he did write a letter to the National Council, as did the L&C Trail Heritage Foundation. He said the images remained in the PSA. The National Council’s website has been significantly improved and now focused more on the Bicentennial.
COTA met in Louisville, with Amy Mossett, the new tribal involvement coordinator for the National Council for overall Bicentennial observance involvement with Indian Tribes. Dick Basch is the NPS Indian coordinator for the scheduling of the Corps of Discovery II Tent of Many Voices. Mr. Blackwood announced the April 7 meeting in Billings with Patricia Jones, programming coordinator for Corps II. Mr. Martin said he had been in communication with Corps II planners regarding needed programming changes in the Tent. Mr. Blackwood said Ms. Jones no longer planned to adhere to a set six hours of programming from 10 a.m. to 6 p.m. daily. Those hours could be covered with exhibits during light attendance hours and programming could be scheduled later in the day when attendance was greater. Mr. Blackwood passed around a brochure titled, “Welcome to the Lands of Many Nations – A Guide to Visiting Tribal Homelands,” produced by COTA with grant funds from the Hewlett Foundation. The guide included a map of Indian Nations with contact information. They planned to produce a large quantity for distribution.
Mr. Blackwood reported on the Interpretive Sign Workshops schedule for Febr. 5 and 6; the third workshop was planned for Feb. 19 in Helena.
He read the following description on LC Adventure Films; “a made-for-television event about the adventures of Lewis and Clark and the comparisons of modern day adventures on the Lewis & Clark Trail. Six co-ed teams of 6 members each will attempt to be the first to complete the approximately 2,800 miles in less than 30 days. These adventure enthusiasts will travel the historic route from St. Charles to the Pacific Coast using various hi-tech sports equipment and modes of transportation which may include road cycling, mountain biking, kayaking, rafting and other paddle sports, trail running, trekking, navigation, ropes and zip lines, water skiing, swimming, sailing, kite surfing, wind surfing, snow shoeing, backcountry skiing, horseback riding, skating, marksmanship, fishing, camping, and survival skills.” The event was planned to begin May 21, 2005 in St. Charles, Missouri, and reaching the Coast on June 15. Mr. Blackwood said FWP, FS, BLM and Travel Montana had all been contacted. He asked if others were aware of their plans and gave Paul Emhan as the contact person. He said Margaret Gorski was expecting an application packet from them to apply for permits, and the Interagency Group had met and discussed the film project. He did not want people to panic, as the planners were following the appropriate process and planned to make appropriate community contacts. Mr. Martin urged caution regarding the signing of releases and access to sites, as once the film footage was shot, you would no longer have control of its use.
Mr. Blackwood said the Commission had mailed 600 copies of the new version of the “Lewis & Clark Educator’s Resource Guide” to school and public libraries. He thanked Bonnie Sachatello-Sawyer and The Watercourse for their efforts in producing the revised version, and thanked Qwest for printing the guide at no cost. A cover letter from the Commission and a flyer advertising the L&C video were included in the mailing.
Mr. Blackwood announced the Western Governor’s Association reception in Washington, DC, set for Febr. 22, would have a L&C theme. He worked with Montana’s Signature Event communities, and Western Governor’s office in DC to display the Trail States Banner, signature event banners, lapel pins, and brochures. Gov. Martz was provided with a supply of pins and brochures as well. On April 5-6, the Governor’s Tourism and Recreation Conference will take in Billings and the L&C community was invited to provide a plenary session. Gerard Baker and Dyani Bingham will also participate. A L&C booth will also be provided in the vendor area. Mr. McDonald suggested checking with the Tribal Leaders Council in Billings to schedule a meeting with them and the Commission’s Executive Committee during the Governor’s Conference. Mr. Martin said MTTA had already scheduled a meeting with the Council. Mr. Blackwood agreed to follow up on scheduling a meeting.
A joint resolution from the Upper Missouri Bicentennial Commission and the L&C Trail Commission of L&C County regarding the proper public presentation of Tower Rock and Pine Island Rapids was noted by Mr. Blackwood. He read portions of the resolution and noted it was also sent to Governor Martz. As a follow-up, Mr. Monger announced that this Thursday at 9:00 a.m. it would be on the FWP Commission’s agenda to accept that property from MDT into the State Park ownership. The exchange would be on the State Land Board’s agenda in mid-February. He explained it was simply a title change; no physical activities would result. He thanked Mr. Blackwood for facilitating a tour to the site. Mr. Blackwood said plans were well under way thanks to Cheryl Hutchinson, prior to his becoming involved.
Mr. Blackwood referenced a letter he received from Harry Winland, SE coordinator for Illinois, who planned to seal a time capsule on May 14, 2004, in tribute to the L&C Expedition departure from Camp River Dubois. The capsule would be opened in 50 years. Mr. Winland was soliciting items for inclusion in the capsule. Mr. Olsen directed Mr. Walter to work with Mr. Blackwood to identify Montana items for submission by March 14.
May 14, 2004, was identified by the US Postal Service as the first date of issue for their new L&C stamps at ceremonies in all 11 Trail States. Etta Smith, USPS in Washington, DC contacted Mr. Blackwood to identify a Montana site, which will be the Interpretive Center in Great Falls. A postal service rep. in Great Falls had been identified as the lead contact and all ceremony planning and activities were to be coordinated by him. Gov. Martz has been invited, but had not yet responded. Ms. Weber said the Interpretive Association had been contacted to determine if they wanted to sell first date covers. She agreed to coordinate closely with the Commission office. Mr. Stearns said this would be a great opportunity for communities to get good L&C publicity, and he encouraged RBC reps to pursue local press coverage. Mr. Clark asked if the usual program would be developed, and Ms. Weber said the Postal Service would provide all press releases and orchestrate the entire program. Walt Marten asked who would do the cache and asked if other groups could also provide a cache. Ms. Weber said the Interpretive Association would probably issue the cache and did not know if others would be allowed, however, she agreed to check on it and let Mr. Blackwood know so he could disseminate the information. Mr. Clark cautioned that they must be submitted to the Postal Service well in advance of the first date of issue.
The last item in the Director’s Report was the instate PR/Publicity Campaign. Mr. Blackwood said he and Tom Cook were moving forward with the help of Travel Montana and Wendt-Kochman Advertising Agency to develop a 6-week campaign that included radio and TV spots. This campaign was being planned as Mr. Blackwood said the general public was not aware that the Bicentennial had started, and that Montana’s observance was coming in 2005-2006. A certain number of spots would be purchased and PSAs would be included in the package. Mr. Blackwood said he had been approached by both Coke and Pepsi regarding L&C panels on cans. Coke cans would display a L&C image some time this spring. Ms. Rasmussen said Coke would also put images on their trucks.
V. Committee Reports
A. Conference Planning Committee
Betty Stone reported on plans for this year’s conference, noting that a Talent Showcase was planned for June 17-18 in Livingston, in lieu of a fall Planning Conference. The purpose of the Showcase was to bring performers together with people who will be looking to book L&C talent in the next couple of years. She reviewed the draft agenda, noting the Showcase would run from mid-afternoon on the 17th through lunch on the 18th. Three segments were planned where performers would have 12 minutes each to showcase their presentation. Performers unable to present in person would be offered the opportunity to submit a recorded 12-minute performance. Information on performers will be rolled into an enhanced database on the Commission’s website to provide a central location and compiled into a directory for distribution at the Showcase and later through the Commission’s office. Performers will be offered a booth in the vendor area to display information and make booking contacts with members of the audience. Ms. Cortright said the cost of the Showcase would be offset through grants and sponsorships with a zero cost to the Commission. Mr. Blackwood spoke on the facility in Livingston, a church facility that was well suited for holding the Showcase, complete with 200-seat capacity, sound, lights, stage and kitchen. He suggested it would be cost effective for groups in a particular corridor to meet and plan dates for functions, and then contract with a particular artist to provide a series of performances. Mr. Monger asked if Corps II would be involved and Ms. Cortright explained that one of the main purposes of the ‘showcase’ was to display talent that could be booked specifically for the Tent of Many Voices and added that Corps II community contacts would be included on the mailing list. Mr. Blackwood said the showcase was designed to assist communities with filling their two hours of community participation.
Mr. Blackwood announced that Patricia Jones, program coordinator for NPS Corps II, planned to be in Billings April 7 to meet with signature event planners, Corps II host community contacts, as well as representatives from agencies, Montana Committee for the Humanities, Montana Arts Council, and any others responsible for providing talent for the Tent of Many Voices. She will present a comprehensive program on all aspects of Corps II, including the Native American programming. Mr. McDonald said there were mixed feelings on the part of Native Americans; they desired to play a part, but emphasized that the L&C Expedition was only a small part and that what happened afterward was much more important to Indian people. Mr. Martin said as a presenter in the Tent of Many Voices he provided both the positive and negative side of the story, noting his main focus was on education. Mr. Stearns thanked staff for their efforts in planning the event.
Mr. Kipp said he was aware of three fairly large films that were almost completed that possibly could be shown in the Tent of Many Voices. Composer Rod Kapilow attended the National Conference in Great Falls and wrote a major symphony based on Lewis & Clark. He came to Browning, and worked with the Tribes to tell the story from the Native American perspective based on 200 years of history. It will be premiered as a signature event by the St. Louis Symphony Orchestra on Dec. 13, 2004, and will travel to Kansas City, New Orleans, and Atlanta. Prior to each presentation a series of speakers will present on the past 200 years of history. The symphony will be released simultaneously with a 2-hour national video titled, “Travels with Rob Kapilow which highlights two events; the National Conference in Great Falls, and the Confluence of Cultures Symposium. Over the next several months they will continue to travel the Trail and discuss with tribes the status of Native American communities. Mr. Kipp said this major piece would set a different, more contemporary tone. He provided the following website, www.slso.org for further information. Also Black Dog Films was finishing a major piece on Lewis & Clark that would garner a lot of national attention. He thought all of the interviewees were members of Native communities from Montana, Wyoming and the Dakotas.
Mr. McDonald noted that the 150th anniversary of the Tribal Treaties was approaching and said the Tribes viewed this as a more important event than Lewis & Clark.
Mr. Dietz said he felt the previous comments were very important and suggested a title change for the Showcase to “Talent Enrichment Showcase” or “Talent Education Showcase,” as people wanted to hear the Native American story and experience the culture, and the use of “talent” skewed the intent. Mr. Stearns said the “Tent of Many Voices,” meant exactly that; the bottom line for the Livingston showcase was to ensure that many voices had the opportunity to be heard. Mr. Kipp said there was great interest in the Tribal Honor Guards and drum groups and said different wording might bring them in. Mr. Staves said it was important to remember that the purpose of the showcase was not to entertain, but to provide a place where talent could perform before an audience interested in booking them for later presentations. Mr. Blackwood said plans were still in draft form and asked for suggestions via email.
The meeting recessed at 10:15 a.m. for a short break.
B. Budget Review
Mr. Stearns called for the budget review. Mr. Blackwood stated the budget was a moving target and the copy mailed in the meeting packet was a year-to-date report. He reviewed highlighted changes to the budget since the October meeting and explained that numerous agenda items would impact the budget that would also require motions later in the meeting. A more detailed breakout on the NPS CCS grants was provided in both the Income and Expense sections and Ms. Cortright reviewed these items. Mr. Blackwood noted the ‘Sale of License Plates’ income item, and explained that the projected monthly income had been reduced from $18,000 to $12,500. He also noted the Expense item, ‘Lewis & Clark Training,’ which was projected at $5,000 in October, then reduced to $2,500 and was now projected at $1,500 based on correspondence from Sue Buchel. The item ‘Legacy Project’ was budgeted at $7,500; however, to date travel expenses and honorariums for the finalists for the Senate Art Project totaled $5,700. The bottom line cash balance on line 105 showed a negative balance of ($48,812.13) at June 30 due to the $80,849 projected for Project Grants. A second budget sheet was distributed to the Commission that projected $35,000 for 2004 Project Grants, which resulted in a positive cash balance of $5,036.87. Mr. Blackwood explained that since the inception of the Grants Program, the ‘project grant’ item was used as a balancing feature for the budget, as it was impossible to accurately project revenue from license plate sales. The O&P Grant amount was projected at $44,000; however only $30,398.66 had been applied for, which meant that some entities did not apply or were not qualified to apply this year. The BOI loan payment was made in January in the amount of $38,444.52; two payments remained on the loan, August 2004 and February 2005. Mr. Blackwood said in an overall sense, the Commission was at or below budgeted expenses; however, the same was true for income, mostly due to the reduced license plate sales as a result of increased competition. He anticipated that a few other expense categories would probably end up less than projected, and explained that license plates revenue could be carried into the next fiscal year, but operating funds from Commerce could not.
C. Grants Committee
Betsy Baumgart, committee chair, thanked everyone involved with the grants committee. She thanked those groups who submitted the 39 applications and noted they provided a good overview of what was planned or currently happening statewide. She asked Ms. Cortright to report on the status of past years’ grants. Ms. Cortright referred to the chart prepared by grants administrator Amy Baird that reflected the status of project grants for 2000–2003, as well as the O&P grants for 2001-2003. One project grant from 2000 had been extended to December, 2004; one grant report from 2001 was delinquent; one grant report from 2002 was delinquent; and all 2003 projects has submitted their 6-month reports. Regarding the O&P Grants, she noted the 2001 report from the Northern Cheyenne had not been finalized; the 2002 report from the Crow Tribe was not finalized; and the 2003 reports from Fort Belknap, Fort Peck and the Little Shell were in default. Mr. Martin noted that their tourism director position was part-time, and that Clint Brown was brought on board two months early to deal with the backlog that occurred over the winter. Ms. Cortright referred to the Commission’s policy stating that O&P grants would not be extended to groups who were in default status. She next reviewed the 2004 O&P Grant applications, noting that 17 were submitted, with Fort Peck’s application arriving after the deadline. She explained that on the original December 19 deadline a number of O&P grants were still outstanding; therefore, the Grants Committee was consulted and a second deadline was set for January 16. The following five tribes had not applied, and were considered ineligible under the commission’s policy: Blackfeet, Crow, Fort Belknap, Little Shell, and Northern Cheyenne. Mr. Blackwood asked the Commission to decide if an exception would be made for the Fort Peck application, as they were in default on the Dec. 19, 2003 deadline, but subsequently submitted their 2003 report and 2004 application. He said a motion would be needed to make an exception to the guidelines. He noted that approving the Ft. Peck O&P Grant would increase the total allocated for O&P Grants by $2,000, for a total of $30,398.66. Mr. Staves made a motion that as long as O&P recipients were current by the time checks were issued, the O&P Grants should be made. Mr. Olsen seconded the motion. Mr. Stearns called for discussion. Ms. Baumgart asked for clarification. Mr. Blackwood suggested that it should be tied to the Commission’s action on grants. Mr. Staves said his motion was an attempt to clarify the policy for everyone, and not make a exception for one group. He offered to amend his motion to say, as long as O&P recipients were current by the time the Commission approved the grants, the O&P Grants should be made. Mr. Olsen pulled his original second and re-seconded the motion. Mr. Monger asked if this motion was consistent with the staff’s recommendation on how to handle the situation. Mr. Blackwood supported the idea of having the deadline tied to a specific time, and was comfortable with the February Commission meeting serving as the deadline for submitting reports on the prior year in order to be considered for another O&P grant. Mr. Kipp commented that almost all of the Tribes were ineligible due to their default status. He asked if it were possible for the Commission and staff to improve on the record and asked or staff comment. Ms. Cortright responded that staff had made repeated attempts to receive the requested information that in most cases included expenditure categories, names of attendees to meetings, and the nature of meetings so that expenditures could be justified against the budgeted categories in the O&P grant applications. She explained that staff experienced extreme difficulty obtaining a response, and noted that some Tribes no longer identified a L&C bicentennial tribal contact. Mr. Kipp suggested this was a case of Tribal Governments dealing with State Government. He said the organizations have protocols of dealing with each other and wanted to ensure that the Commission was observing them. He said the Blackfeet Tribe’s finance office was the first stop for incoming funds, and said they were bypassed, which resulted in them having to research where the funds were sent. He suggested that the letters sent by the Commission’s attorney at the Department of Justice did not help the situation in terms of the relationship with the Tribe. He said he was not asking for any special favors and did not think they were expecting any, but felt the Commission could have worked to clarify the logistic mechanisms of dealing with Tribal Governments.
Mr. McDonald added that, based on the current situation with federal and state budgets, the Tribes, with the exception of the Conf. Salish-Kootenai, were experiencing financial difficulty. He noted the ongoing court case over Indian Trust Funds, and said Tribes were experiencing difficulty with keeping Tribal offices staffed. Mr. Blackwood said one of the main reasons for the lack of reporting was the rapid staff turnover and lack of consistency of responsibility. He said grant applications were submitted by one or two people, and they served as the Commission’s contact for receipt of funds and reporting. He noted that the grant funds were issued to the Blackfeet Tribe; however the person managing the program was no longer there and it had become a case of no one wanting to accept responsibility for managing and reporting on past grants. He addressed Mr. Kipp’s comment regarding the threat of legal action, noting it was not entered into lightly. Legal counsel with the Dept. of Justice was consulted and a letter was sent stating that reporting had not been done, and that future action may include legal action, but action was never initiated. He said everything possible was done to resolve the reporting requirement.
Mr. Martin addressed the Commission regarding the delinquent O&P report from Fort Belknap and took full responsibility for not ensuring that their tourism director had followed up on reporting. He suggested contacting MTTA for assistance and Mr. Blackwood responded that in the case of the Blackfeet, the person the Commission was dealing with was the MTTA contact. Mr. Blackwood said Mr. Kipp was engaged and did contact the Blackfeet’s Finance Office, which facilitated the receipt of one grant report; however, a second one remained outstanding. Mr. Blackwood followed up again with the contact in the Finance Office in an attempt to obtain further reporting, but the second grant report has not been forthcoming.
Mr. Kipp said legal action could not be brought against another government, which was a faux pas on the part of the Commission. He said possibly there were other avenues and suggested in lieu of the Commission’s weak record in dealing with Tribes and obtaining responses, the Commission would be remiss if it did not revisit the mechanisms of the granting process. He said the situation could be solved if the Commission added the requirement that funds were issued to Tribal finance officers.
Mr. McDonald asked if contact had been made with Lori Ryan, administrative officer for the Governor’s Office of Indian Affairs. He questioned whether funds had been provided to the Tribes through this office. Mr. Martin said this was a totally separate issue. Mr. McDonald said that office could provide assistance, and strongly recommended to the Governor and to the Tribal Leaders Council getting the Office of Indian Affairs back in operation. He said the situation with the Commission’s grants program was a government to government relationship that was not working well because of the disconnect between the Tribes and the State. He said a sovereign government’s consent to be sued must be obtained, and said Federal Indian law precludes this.
Mr. Staves said the point was that the Commission had a fiduciary responsibility to manage the Grants Program, and said according to the guidelines, additional funds could not be granted to a grantee in default status. Mr. Kipp said this situation required a solution and offered to serve on a committee to clarify the relationship between the Commission and the Tribal Governments. He suggested contacting the Tribal governments, and sitting down and working out a logical avenue of communication with them, and then if anyone breached the contracts it could be said that a sincere effort was made. He felt the Commission needed to correct this situation in an effort to continue to improve the relationship between governments. Mr. Stearns restated the three suggested solutions; involving MTTA, the Office of Indian Affairs, and Tribal finance officers. He appointed Darrell Kipp, Darrell Martin and Wyman McDonald to a committee to work specifically with Commission staff to address the situation and directed Mr. Blackwood to set a committee meeting. He asked Mr. Staves to restate his earlier motion. Mr. Staves restated the motion to amend the policy so that as long as O&P reports were in prior to the February Commission meeting, any applicant for O&P funds would be eligible. Mr. Olsen seconded. Ms. Stone asked that the motion be amended to state that the reports were ‘compliant.” Mr. Staves agreed to the amendment and the motion carried. Mr. Blackwood asked for clarification on the status of the five groups noted as ineligible at the bottom of the report. Mr. Kipp said the committee should meet and resolve the situation ASAP. Mr. Staves said once resolved, they could come back to the Commission for an exception. Mr. Blackwood said the Commission had just gone on record stating Ft. Peck would receive funds based on submittal of their report and that the other five would not receive 2004 funding. Mr. Staves said once resolved, the others could come back to the Commission for an exception. Ms. Cortright asked if funding would be granted to any or all five if they were in compliance by the June meeting. Mr. Staves said it could be brought up as new business as a new expenditure as he desired to see the funds go to the Tribes. Mr. Kipp said the first priority was restoration of the relationships, and added the Tribes may not want to reapply for the O&P funds.
Mr. Blackwood apologized for interrupting Mr. Kipp’s remarks, but noted that Scott Bell, with USFS was leaving the meeting, and Mr. Blackwood had wanted to recognize him as a funding partner for the Commission’s 2004 Grants Program.
Ms. Cortright continued the Grant Committee report, noting the handout that summarized the Grant Committee’s funding recommendations for 2004 Project Grants. The report contained project name, sponsor, location and a brief description of each recommend project, total project cost, grant request and amount of recommended funding. The Committee recommended funding 11 projects for a total of $129,641. She reported that each applicant had been contacted following the Grants Committee’s meeting to obtain their commitment to proceed with their project, based on the recommended funding levels. Mr. Blackwood noted the funding sources for the 2004 Grants Program as Qwest Foundation - $15,000 (about 90% confirmed at this time); USFS - $30,000 (provided directly to projects through the Rural Community Assistance Program); Dept. of Commerce-Travel Montana - $50,000; and the Commission - $35,000 for a total of $130,000. He said in past years the motion read, “motion to concur with the committee’s recommendation, pending available funding” and said funds were disbursed as revenues were received into the Commission’s budget. Mr. Staves asked if the grants were listed in priority order for funding, and Mr. Blackwood said this was debated at length last year, and it was determined to fund the highest ranking grant first. He did not know which grants the Forest Service intended to fund at that time, and said Qwest Foundation intended to add their funding to the grants pool with no selection preference. Mr. Monger asked about partial funding of some grants and full funding of grants that scored lower on the ranking. Mr. Blackwood explained that every grant request had different components that needed funding, and some applications contained components that did not meet the granting criteria. Ms. Baumgart asked which of the recommended grants could be funded with funds currently in hand. Mr. Blackwood said $50,000 was pledged from Travel Montana and $30,000 from the FS. As of today, he did not have the final commitment from Qwest on their $15,000, and did not know if the Commission would commit to $35,000 until the budget discussion was completed. Mr. Staves moved acceptance of the Grants Committee’s funding recommendations, subject to the availability of funds. Mr. Martin seconded the motion. Mr. Stearns called for comments. Ms. Baumgart was not in favor of promising to fund grants when the funds were not in hand. Her preference was to fund grants with currently available funds and retain future license plate revenues for the 2005 grants program. Mr. Blackwood said Scott Bell, FS, would review the list of 11 proposed grantees to determine which projects met their funding criteria for direct funding by the Forest Service. He said he had discussed this issue with Ms. Baumgart at length, as she felt the Commission was granting funds it did not have. He said 2004 grantees had been contacted and notified that they rated in the top 11, and that their project would be recommended to receive funding between now and the June meeting contingent on the availability of funds. He said this same process worked well last year and added that timing was crucial; if funding were delayed until next year, the effectiveness of some of the projects would be impacted. Mr. McDonald had served as a member of the Grants Committee and said he considered the statewide or regional impact of a grant, as well as whether there was Indian involvement. He felt that larger communities had the advantage with regard to grant application preparation, and suggested giving consideration to setting aside an amount of funds for smaller communities. Mr. Monger asked if Mr. Blackwood could work with the FS to ensure that their funding priorities were the same as the Commission’s. Mr. Blackwood said he did not foresee any problems with using FS funds for the top rated projects. Marcy Hamburg asked if the FS would adhere to the Commission’s funding recommendations, or would they possibly fully fund some projects. Mr. Blackwood said last year the FS chose to fund one project at a level higher than the recommendation, and if directed, would contact the FS and ask them to fund only at the level the Commission recommended. Mr. Staves said by giving Mr. Blackwood the leeway to fund grants as revenues became available, the grants could be funded prior to the Commission’s June meeting. Ms. Baumgart said she felt this was creating expectations that the Commission might not be able to follow through on. She said she understood the timeliness issue; however her recommendation would allow for next year’s grant pool to be announced as a set amount, without contingency on receipt of funds by the Commission. Ms. Stone said it was her preference to commit to funding the 11 projects, and if there was a shortfall then figure out how to make it up. Mr. Dietz asked what would happen in the Commission received more revenues than expected, i.e., would the next project on the list receive funding or would a previously ranked project receive additional funding? After discussion, it was determined this would be a decision for the June meeting, as the current motion covered only the first 11 projects on the list. Mr. Stearns called for the question and the motion carried, with Ms. Baumgart voting in opposition.
Steve Kubick informed Mr. Stearns that the Commission would be receiving a letter from the Upper Missouri RBC recommending that for the next two years, the Commission’s grant funds be directed to the two Signature Events to guarantee their success. He said the synergy from them would be far greater than what would happen from many smaller grants. Mr. Monger requested discussion on the philosophy and future of the Grants Program for the June agenda. Mr. Blackwood noted the Grants Scoring Committee had touched on this and agreed it would be a good to have discussion. He did not agree that all of the funding should be redirected to Signature Events, but agreed there should be parameters between Signature Events and Corps II host communities. Ms. Stone said that $30,000 had been allocated in the Commission’s FY04 budget for Signature Events. Mr. Martin suggested the focus should shift to legacy projects and away from one-time events. Ms. Rasmussen said this grants program might be the only source available to smaller communities. Mr. Blackwood noted the timing was really changing, as the 18-month contract period for the 2004 grants ran through August 2005. He said discussion should take place on or before the June meeting, as the June meeting was less than one year from Montana’s kickoff. He suggested that Commissioners communicate with him or Betsy Baumgart regarding their thoughts for the future of the Grants Program, and then the Grants Committee could meet and discuss ideas and bring a recommendation to the June meeting. This would provide additional lead time for everyone and the guidelines could be revised based on actions at the June meeting. Ms. Baumgart agreed to take input from the Commission, RBCs and Tribes regarding the focus of future grants, and then call a meeting of the Grants Committee to formulate a recommendation for the Commission’s June meeting. Joni Stewart spoke in support of providing grants to smaller communities. Mr. Olsen raised the possibility of proposing a legislative funding package for the Signature Events and/or Corps II host communities. Mr. McDonald supported seeking legislative funding outside of the Commission’s grants program for Signature Events. Mr. Stearns thanked everyone who served on the Grants Scoring Committee for their time invested in scoring the 39 applications, and thanked communities for their work in submitting the applications.
Ms. Cortright delivered a report on the NPS Challenge Cost Share Grant funds managed under a cooperative agreement between the NPS and Commission. She referred to the summary sheet handout that recapped the pass-through funds flowing from NPS, through the Commission, and out to grantees. She said as of September, the original cooperative agreement had been satisfied and closed out. A new agreement was signed effective June 12, 2003 - September 30, 2007, for a grand total of $205,500. To date, $80,826.83 had been passed through, leaving a balance of $123,673.17 yet to be requested by grant recipients. She expressed appreciation to the NPS for extending additional grant funds to the Commission that had not been utilized by other Montana projects. Mr. Blackwood thanked the Historical Society business office for their assistance with the program.
D. License Plate Committee
Mr. Staves delivered the license plate sales report. He noted that the amounts on the handout did not match the amounts on the budget, but said this was due to the process of reporting revenues from Montana counties. He noted that in calendar 2003, revenues totaled $203,107 and felt personally comfortable that revenues would remain at the $200,000 annual level. Regarding renewals, Mr. Staves noted that in order to change from a L&C plate, the plate holder must go to the courthouse and purchase another license plate. He felt that 2004 renewals would remain stable due to the convenience of mailing in the renewal. Mr. Blackwood said it was very difficult to reconcile plate sales versus revenue received. The budget sheet showed the total monthly revenue received from each county treasurer, which could reflect revenues from more than one month. The handout, L&C License Plate Sales Recap, showed the actual amount of revenue received for plates sold in a given month. Mr. Staves felt the monthly license plate revenue projections were conservative. Mr. Blackwood noted that the plate sales report from DOJ indicated 1,114 plates sold for the month of January, which would equate to $22,280 in revenue. This was considerably higher than projected revenues of $12,500 for January. Mr. Kipp asked if any promotional efforts were still in effect. Mr. Staves said legislation from last session established a 400-plate minimum sales in a 12 month period and raised the application fee to $2400. He suggested contacting car dealers and asking them to promote the L&C plate on new cars and agreed to follow up with the Automobile Dealers Association. Mr. Blackwood said a large supply of inserts remained on hand and welcomed distribution suggestions.
E. Education Committee
Mr. Stearns thanked Jane Weber for the Interpretive Center’s work with Tour Guide Training. He said they were considering partnering with MTTA and the Crow Tribe to hold Tribal Guide Training in May at the Little Big Horn Battlefield Interpretive Center. Plans were under way for a regular Guide Training session at the Interpretive Center in Great Falls, May 10-14. The Great Falls program might have an overlap with the Tribal Guide Training program for the Crow, with some tribal members attending a portion of the Great Falls training. Mr. Stearns said a balance of $1,287 remained on hand with the L&C Training Academy from the $5,000 granted in 2002. The Academy had planned to request an additional $2,500 for this spring’s training; however, the request was reduced to $1,500. Mr. Blackwood explained that this request was not in the budget approved at the October meeting. He referenced the Revised Budget that included the $1,500 projected program grant. Tootie Rasmussen made a motion to allow a $1,500 program grant from the Commission’s FY’04 budget to the L&C Training Academy for the Spring 2004 Guide Training Program. Mr. Monger suggested tabling the motion until all items affecting the Revised Budget were addressed. Mr. Stearns agreed, noting the motion was not seconded.
Mr. Stearns addressed the second edition of the “Lewis & Clark Educator’s Resource Guide,” produced by Bonnie Sachatello-Sawyer with The Watercourse and Project WET, MSU, Bozeman. The Commission distributed 600 copies to schools and public libraries, with the reprint funded by the Qwest Foundation.
Mr. Stearns noted the video, “Lewis & Clark: Montana’s Story,” produced by Jeri Mae Rowley, Superhost at Flathead Valley Community College. The video was being utilized as an add-on to the 3 hours of statewide Superhost training provided to 3,000 people last year. The Commission’s Education Committee met yesterday and discussed the production of additional videos, as well as Ms. Rowley’s desire to market the video in retail outlets. Because Stephen Ambrose appeared in the video, and had restricted its use to educational purposes, permission was being sought from Hugh Ambrose to remove the restriction and allow retail sales. Mr. Stearns said 2,000 video jackets remained from the original print; 2,000 additional videos would be printed at a cost of $5,000 funded by Flathead Community College. Proceeds would go to the Superhost Program as long as they included a L&C component in their training program. Given his experience with selling a KOA video, Mr. Staves questioned whether they would be able to sell the videos.
Mr. Stearns complimented Bonnie Sachatello-Sawyer on Project WET’s new traveling exhibit that addresses the importance of waterways, in particular from the Native American perspective. The exhibit is much in demand and will travel first to Tribal Colleges, and then be made available upon request to other venues.
The last item covered was a report yesterday by Jan Lombardi, OPI, on their newly released L&C website, www.opi.state.mt.us/Lewis&Clark/index.html. Mr. Stearns distributed a handout on the website and said it would provide a good tool for communicating with schools. He and Clint Blackwood planned to meet with Jan Lombardi in the next couple of weeks regarding other possible projects: promoting a L&C Day in Montana Schools during 2005-2006; a L&C contest in newspapers; and/or a L&C tree or plant planted on Arbor Day. He felt there was a real possibility of teaming up with OPI to accomplish outreach to Montana schools. He noted that Linda Juneau, UM coordinator for the Confluence of Cultures Symposium, met yesterday during the Education Committee’s meeting with Chandler Jackson, UGF, regarding plans for a Confluence of Cultures – Part II in conjunction with the Great Falls Signature Event. He thanked everyone involved with the Education Committee for ideas and participation.
Lunch & Presentation
Archaeologist Daniel Hall presented information from his recently completed report, “Travelers’ Rest National Historic Landmark: Validation and Verification of a Lewis and Clark Campsite,” that provided compelling evidence that the site was within Travelers’ Rest State Park, south of Lolo, Montana. Copies of his report are available for sale from the Travelers’ Rest Interpretive Association by calling (404) 273-4253.
Following lunch, Carol Bronson, L&C Trail Heritage Foundation, provided a handout on monetary grants available through the Foundation. Jill Jackson, Foundation archivist, was also introduced and Mr. Stearns invited people to visit their new location in the Interpretive Center.
F. Fundraising & Promotion Committee
Arnie Olsen announced that the Legacy Campaign Coordinating Committee had not met since the major transition took place. The January 28 meeting had been postponed until February 25 to allow staff more time to prepare necessary reports. He referenced the committee’s Transition Plan, noting the need to take action as the Campaign was not working well and expenses were accruing at a non-stainable rate. He reviewed the various phases of the campaign; the hiring of Charles Bentz & Associates; the Campaign’s management by existing staff; and the recent shift from a comprehensive statewide approach to a locally focused campaign by the five partners. He reported that the office was closed, staff was laid off, furnishing had been liquidated and a skeleton office was in place to receive and manage Campaign pledges. He explained the Campaign was restructured to repay debt, which included loan repayments to two campaign partners, the L&C Interpretive Center Foundation, and Travelers’ Rest Interpretive Assn., totaling $35,000. A priority structure was developed to repay loans to the Campaign and a significantly reduced monthly budget was adopted. He explained the committee was also concerned with honoring the donor’s wishes. Mr. Olsen said the organization was attached to the Society administratively, and he was concerned that people looking for repayment would eventually come to the Society. He said this was a long process of writing the transition plan to keep everything positive and alive, but also face the practical reality of the needed reorganization. Mr. Staves clarified that the Campaign was structured as a separate entity from the Commission, with each of the 5 partners investing funds. He noted the Commission had not been repaid and had taken the last position for repayment. Ms. Stone said she thought the Commission was first in line. Mr. Olsen said they were hopeful the funds would come in, but said there was a high likelihood that the Commission would not be repaid. Mr. Blackwood said Ms. Stone was correct that in the beginning the Commission was first in line for repayment of their $176,000; however, the Coordinating Committee reviewed the loan repayment schedule and Mr. Staves and Mr. Olsen received approval from the Executive Committee to move the Commission to the last position for repayment. Mr. Staves said this did not affect the current budget, and said the other entities were already using funds to complete projects, whereas the Commission’s funds would be used for future grants. Ms. Stone asked if the Commission was responsible for any debt, and Mr. Blackwood explained the $200,000 BOI loan was taken to provide funds for the Campaign, and only two payments remained. Mr. Olsen said a moral debt remained as designated funds were used to fund operations expenses, which were over and above the BOI loan.
Mr. Blackwood explained that the Campaign office was relocated into the Commission’s office and the monthly budget was reduced from $9,000 to about $500, which included a fee to the Montana History Foundation. He said as time allowed staff would follow up on fundraising leads and a couple of outstanding grants. Fortunately Amy Baird was very familiar with the Paradigm software and was working to update the computer records. Hopefully, by the next Coordinating Committee meeting staff would be able to present an accurate picture of the Campaign’s financial status. He said the message from this meeting was that the Campaign Office was relocated and still viable. Mr. Monger asked what amount of funds involved the moral debt, noting he was considering it in context to the Commission’s grants program. Mr. Staves said there would be no additional Campaign cost to the Commission and this would not affect the ongoing operation. Mr. Monger asked if there were other projects that grantors were expecting to have done that were not yet completed. Mr. Blackwood said the question was, should the Commission forego future grants programs until we have satisfied the pledge obligations. Ms. Cortright clarified that every Campaign pledge and payment had been verified against the Campaign’s paper records. She said a report had been prepared for the Febr. 25 meeting that identified each pledge and the amount of funds owed to the partners by the Campaign. Mr. Staves said that future undesignated pledges should partially satisfy the moral obligation. Ms. Stone suggested revisiting this situation prior to releasing information on the Commission’s 2005 Grants Program at the October meeting. Mr. Olsen offered to provide the Commission with periodic updates on the Campaign.
Jane Weber said it was unfortunate that the Campaign did not meet with success. She thanked Homer Staves and Arnie Olsen for the work on the Coordinating Committee, and said Commission staff was owed a great deal of gratitude for expediting the cost-cutting measures as quickly as possible. She said that the Great Falls group was moving ahead on the local level with fundraising efforts. Mr. Kipp said as a fundraiser in Montana, it would be helpful to know why the Campaign was not successful, and asked for a short report at the June meeting. Ms. Baumgart asked for a Campaign update to be sent to the Commission following the February 25 meeting, as she would be working with the Grants Committee on a recommendation to be presented at the June meeting.
G. Events/Calendar Coordination Committee
Tootie Rasmussen announced that 7 signature events were scheduled in 2004, and noted Mr. Blackwood would not be attending them unless items on the COSA meeting agenda warranted his attendance. Mr. Blackwood said Ms. Cortright planned to attend the Nebr. Signature Event at Fort Atkinson in late July as part of a personal vacation and he might attend the May 14 COSA meeting. He felt it was more appropriate and beneficial for signature event planners to attend Signature Events. The Bismarck event was one where he felt a booth and presence would be beneficial, but at this time he did not have any information on the event. He suggested reviewing this at the June meeting to see if the two signature events, the Commission and Travel Montana could partner on a booth. Mr. Blackwood said if a commissioner attended as an official representative of the Commission, they were eligible for full per diem, but were not required to claim the full per diem. Mr. Monger asked if promotion of Montana’s Signature Events was reaching a broad audience. Mr. Blackwood said he was concerned that promotional efforts were only targeting the “L&C family.” Ms. Baumgart said Montana brochures were provided at the Signature Events, and Mr. Blackwood said the Trail States banner would be at all events. He asked Ms. Weber to carry a request to the National Council that they request host communities to make an allowance for a non-staffed booth space for Signature Event promotion.
Peggy Bourne delivered an update on the ‘Explore! the Big Sky’ Signature Event. She passed around a copy of the finalized event calendar, noting it was also available on their website, www.explorethebigsky.org. She recognized Jane Weber for her efforts in assisting with plans for 150 activities and a budget of just under $3 million. Ms. Bourne said local fundraising efforts were under way and felt they would meet the challenge. Over the last 4 months the marketing plan had been finalized and the press kit was available on two CD ROMS. Donated samples of coffee and beef jerky would also be packaged with the CDs in a small barrel for distribution. A marketing firm had been contracted for $500,000 to develop the marketing plan. Ms. Baumgart displayed a copy of Travel Montana’s Travel Planner that included an ad for Explore! the Big Sky and distributed the latest version of the L&C brochure. Ms. Bourne said the Great Falls Tribune met with her and unveiled all of their plans for covering the event. She said local fundraising efforts were under way and reviewed the budget which included $600,000 in grants, $500,000 in sponsorships, $10,000 from the National Council, $25,000 from merchandising, $275,000 in participation fees, $15,000 from admissions, and $3,000 of seed money provided by the Upper Missouri River RBC. She said the City of Great Falls was willing to carry the cash flow until admissions receipts were in. Mr. Stearns asked Ms. Bourne what lessons she learned from attending the two previous Signature Events. She responded that the events were not marketed aggressively and signage was inadequate; however, she came way with ideas for unique set-ups. Mr. Blackwood said the National Council produced only 75,000 copies of their Signature Event brochure, and had been advised to produce a rack card for wider distribution. Ms. Bourne said Great Falls was producing a calendar rack card piece.
Jeff Dietz, coordinator for the “Clark on the Yellowstone” Signature Event, reported they were 29 months away and counting. He thanked Peggy Bourne and Betsy Baumgart for their generous support. He reported on the corridor wide one-day retreat held in October 2003, at the Billings Area Chamber of Commerce, where 60+ events, activities and events were identified for inclusion in the bicentennial event in the Yellowstone Valley. A matrix was created based on those events resulting in a $1,100,000 budget. Volunteer recruitment was currently under way, particularly for individuals with specific talents to serve on key committees for logistics, fundraising, transportation, etc. He projected that a clear picture of the event would be developed in the next 6 months, with the main focus on the “National Day of Honor,” the 200th anniversary of Captain Clark’s signature on Pompeys Pillar. The total event will be 4 days long, Saturday through Tuesday. He thanked the state Commission for its funding support, noting it was leveraged with a NPS CCS grant which allowed for hiring two part-time event co-coordinators. He said Montana had the potential for the two best national Signature Events. Regarding lessons learned, he was concerned that the L&C community did not have the vision and was not getting the message out on a national level. He was confident that Travel Montana would deliver the message for Montana and bring in both first-time and repeat visitors. Mr. Dietz closed by encouraging people to view the kite display at the Billings Airport.
Betty Stone delivered an update on the event, “Lewis & Clark at the Confluence,” planned for April 2005. She said it was great working with people in North Dakota. Diane Brandt was hired as event coordinator, grants have been applied for, sponsorships were being sought, and plans were coming together.
Betsy Baumgart shared mock-ups of Travel Montana’s new warm season ad campaign. She displayed the full-page magazine ad that would appear in March-April 2004 issues of National Geographic, Smithsonian, Adventure, and American Heritage. Major events were listed in a calendar format. She noted the TV ad was not quite completed.
H. Legacy Committee
Mr. Olsen addressed the artist selection process for the Senate Art Project. An RFP was mailed to around 170 artists regionally and nationally; 19 responses were received. An 11-member panel, comprised of six ex-Senators, plus Jack Lepley, Hal Stearns, Arnie Olsen, Sue Near and Helena artist Robert Morgan, unanimously identified six finalists who were given 90 days to prepare a model to be presented to the committee on January 23. The finalist, Eugene Daub, was chosen on that date and five members of the panel negotiated general terms with him. Since then Mr. Olsen had drafted a contract with Mr. Daub that was subsequently reviewed and finalized by the full panel.
Mr. Lepley passed around photos of the selected artist’s work, noting that of the six finalists, two were from Montana, neither of which fared very well in the final analysis. He explained that the panel identified two priorities for the Senate artwork; the expedition and Native Americans. The two Montana artists came back with almost totally with wildlife presentations. Ms. Rasmussen expressed disappointment that a Montana artist did not make the cut but said she respected the Committee’s judgment. Mr. Blackwood said the Committee discussed this topic at length, and was unanimous in their feeling that this was a clear choice, as their main desire was to have a high-quality piece of art for the Senate and one that would sell well.
Mr. Olsen said it was difficult finding an artist experienced in BAS-relief sculpture; however, he said the chosen artist had national experience teaching that technique. Mr. Olsen said Mr. Daub conducted the most research of any of the artists, spending a week in Montana. Images of his concept work were displayed to the Commission and Mr. Olsen said a few members of the panel would meet with Mr. Daub to fine-tune the final image. Installation of the final artwork, 18 feet wide by 8 feet high, was expected for the summer of 2005 in conjunction with the Great Falls signature event. Press had not been issued because the final arrangements were not completed with Mr. Daub. Mr. Olsen said a smaller limited edition version of the Senate artwork would be sold in addition to a medallion. Mr. Lepley explained that the stamped 3 ¼” bronze medallion would be lifted from the bottom center of the BAS-relief artwork. The heads of the two captains would probably be on one side, with a buffalo on the reverse. He said the marketing plan called for production of 1,000 medallions to be sold for $75 each. The small version of the BAS relieve would sell for $3,500.
Mr. Stearns complimented the committee’s selection of Mr. Daub. Mr. Olsen said Mr. Daub agreed to keep the committee informed, and would provide the Society with all of his model work, including a museum copy of the Senate artwork. Ms. Weber suggested utilizing the book, “Tailor Made, Trail Worn,” by Bob Moore, for historical accuracy. Cheryl Hutchinson added her support to Ms. Weber’s suggestion.
Mr. Lepley projected the total project cost at $175,000 to $180,000 and listed the following costs: artist’s fee of $125,000; casting cost of $40,000-$45,000; and misc. expenses estimated at $10,000. The marketing plan included 65 limited editions at $3,500 each, plus the Society’s copy and the artist’s copy. He estimated the casting at $800 each. The dies to stamp the medallion were estimated at $225 each. Mr. Lepley estimated that 1,000 medallions would be stamped at a $4 each and said there would be a profit from the project.
Mr. Staves asked about marketing costs and Mr. Lepley said he budgeted $10,000. Mr. Staves said a nice 4-color piece would be needed to market the artwork. Mr. Lepley said a ready market was available in current and ex-senators, and projected that half of the sales would go to them. Mr. Olsen said the piece would be cast at the Kalispell foundry and the medallion stamping would be done in California. Ron Clark asked if the artist would make the sculpt for the medallion and Mr. Lepley answered that it was included as part of the artist’s fee. Mr. Clark said the cost to produce dies for his medallion were $800 each, and felt the Commission’s die estimates and overall projected costs were low. He offered to show Mr. Lepley the quality of his medallions. Ms. Rasmussen asked if the artist chose the foundry and Mr. Lepley responded that the Committee made the choice.
Mr. Stearns asked if the Commission needed to add their blessing to the Committee’s work. Mr. Olsen responded that it was not necessary. He cautioned again that the contract was not finalized with Mr. Daub and asked people to not release any information to the press; a release would come from the Society in the next couple of weeks.
Mr. Clark said the preliminary design was very nice, extremely salable, and felt this was good project. He asked if the Committee had considered pre-selling the maquettes to allow buyers the ability to reserve the lower numbers, adding he was interested in purchasing two.
Mr. Blackwood asked if the Commission desired a motion of concurrence with the Committee’s work to date. Mr. Staves concurred, Mr. Martin seconded, and the motion carried.
Mr. Olsen noted that Senate Bill 195 directed the Lewis and Clark Bicentennial Commission to secure outside funding for the commissioning of the sculpture. He explained that negotiations with Mr. Daub called for payment of one-third of the artist’s $125,000 commission up front; one-third following approval of the final clay, hopefully in January 2005 just before casting; and one-third upon installation in the Senate, hopefully by the summer of 2005 after the Legislative session. He requested a loan from the Commission that would allow for signing the contract and proceeding with the project. Mr. Olsen said he was confident that by the time the second payment was due, sufficient funds would be raised through sale of maquettes to cover both the first and second payments.
Mr. Blackwood distributed a 3-page handout that addressed options for a second loan from the Board of Investments. Page 1 covered the current Loan #1; page 2 outlined the current Loan #1 with a second loan of $50,000. Page 3 outlined extending Loan #1 by one year and taking out a second loan of $50,000. Page 2 was reviewed first, and he noted the existing Loan #1 was scheduled for payoff in Feb. 2005. The bottom of the page outlined an additional $50,000 loan with two annual payments and a payoff by Febr. 2006. Mr. Blackwood said the paperwork was already in place but was never exercised. It was completed a year ago when a second loan was under consideration to the Legacy Campaign. The combined payments due in August 2004 and Febr. 2005 would be about $50,000 each. Next he reviewed page 3 that called for extending Loan #1 by one year, to Febr. 2006, and exercising a second loan for $50,000 with 2 annual payments and a payoff by Feb. 2006. The combined payments due in August 2004 and Febr. 2005 would be about $33,000 each. The option on page 3 allowed for full payment on both loans by Febr. 2006. Mr. Blackwood said about $42,000 was needed now for the Senate Art project, plus some marketing costs; therefore the loan amount was set at $50,000, with about 3.5% in interest. Funds could be available by March 5, 2004, which would coincide with signing the contract with Mr. Daub. This would facilitate production of the artwork, and allow for an image that could be used to market the maquettes.
Mr. Monger asked for clarification on the artist’s fee and casting costs. Mr. Lepley said the artist’s fee was $125,000, and the casting cost for the large piece was $45,000. Casting of the small version was estimated at $800 each x 65 = $52,000. Mr. Lepley explained that the small versions would be cast as orders were placed. The small version would sell for $3,500, with a down payment of $1,750 at the time of order. Mr. Lepley said the $50,000 loan would be repaid at the point that 20 maquettes were sold. Mr. Olsen said if sales were completed by Sept. 1, the interest would be very low. He said marketing could begin as soon as a photo of the clay was available and felt the overall risk was very low. Mr. Kipp asked if there was any insurance on the artist and Mr. Olsen said he was required through the contract to provide liability insurance on himself. Mr. Kubick asked how they arrived at 65 limited editions, and Mr. Lepley said he worked back from the amount of funds needed for the total project and felt it was best to produce only the number needed to fund the project. Mr. Staves asked for confirmation that there was no commitment to proceed with the large artwork, that it required a second approval. He said the worst-case scenario was that Mr. Daub would be paid $42,000 and nothing further would be owed on the contract. Mr. Olsen agreed, but said he was confident that the project would be completed. Mr. Lepley noted that the small version of the Fort Benton L&C statue sold in 1976 for $3,000 was now on the market for $25,000. The buffalo group originally sold in 1992 for $3,500 was now selling for $9,000. He said it was not unusual for an art dealer to purchase 4-5 pieces as an investment. Mr. Clark said this artist would not have the Montana appeal that Robert Scriver had, but if his own following were strong, sales would not be difficult. He suggested the Committee should be prepared for a backlash because a Montana artist was not chosen to create one of the most visible works of art in the state’s history. He also suggested selling the maquettes at an elevating price, which was standard in the industry today, and would encourage up-front sales. Mr. Olsen said this was a joint project that required Legislative and Senate approval, and added the Advisory Group was active in the process. Mr. Staves made a motion to approve the “Combined Loans – Extended One Year” version outlined on page three of the BOI handout, and that Commission would provide the funds to proceed with the project. Marcy Hamburg seconded. Mr. Monger voiced concern with the Commission going into debt to finance a project that the Senate could have funded with state money and chose not to. He felt that the Commission was dealing with state money through the BOI loan. Mr. Staves said the Commission was instrumental in writing the legislation and testifying in support of it, and should have asked for a loan but did not. Mr. Monger was concerned that a written financial proposal was not provided to the Commission for consideration. He was also concerned about the salability of a BAS-relief sculpture as compared to other types of bronze sculpture as well as the payment schedule to the artist. Mr. Blackwood said the artist was well aware that he may receive the first $42,000 payment, and if funds were not raised, he would not be directed to produce the large piece. Mr. Monger suggested the Commission could also consider canceling this year’s or next year’s Grants Program, if necessary, to fund the Senate Art project, without taking on additional debt.
Betsy Baumgart said she was reluctant to cast a vote as she did not have a clear understanding of the project’s funding. She recapped the process as she understood it, and Mr. Lepley agreed with her understanding that the Commission would be repaid with interest. She asked if the funding structure just outlined was what was envisioned from the beginning. Mr. Olsen said it was proposed and put into statute, knowing the Senate would not consider providing state funding, and added the Society was given the lead and the Commission was named to provide funding from outside, private sources. She questioned whether the Commission understood at that time that its budget would be responsible for providing the funding. Mr. Staves responded that it was not specifically addressed; they had accepted the concept that it would be paid for by the sale of maquettes, which he still felt strongly would be successful. Ms. Baumgart said she was probably feeling the repercussions of the Legacy Campaign, and the knowledge that the Commission was struggling to provide funding for its Grants Program, and was uncomfortable making the decision without seeing the funding proposal in writing. Mr. Monger asked if there was a firm quote for production of the maquettes and Mr. Lepley said he had a quote, but said the foundry would have to look at the clay to provide a firm price. Mr. Kipp said the Commission was under no obligation to give grants, and he would have no problem suspending the program if necessary. He said a Lasting Legacy Project had been a Commission priority from the beginning. Betty Stone said the sale of license plates would not sunset and felt people would be inclined to renew their plates, which would provide an ongoing revenue source. Mr. Blackwood clarified that both the Commission and the sale of the plates would sunset December 31, 2007, but plates could be renewed as long as they were in good condition. Marcy Hamburg pointed out that the Commission’s portion of the Grants Program was only $35,000. Mr. Blackwood said the $50,000 BOI loan would not affect the current fiscal year, as the first payment would not be due until August 2004. Mr. Olsen said again the he felt strongly it was not a big risk and called for the question. Mr. Monger said it was setting a bad president to go into debt without seeing the income side of the equation on paper. Mr. Stearns asked Ms. Cortright to read Mr. Staves’ motion which was to approve the “Combined Loans – Extended One Year” version outlined on page three of the BOI handout, and that Commission would provide the funds to proceed with the project. Mr. Stearns called for a hand vote and the motion carried 9-3 with Mr. Monger, Mr. Martin and Ms. Baumgart voting against the motion.
The meeting recessed for a 10-minute break.
B. Budget Review - continued
Mr. Staves thanked Ms. Weber for providing flip chart notes on the changes to the budget as outlined earlier in the meeting. Mr. Blackwood referred to the version of the budget labeled “2-4-05xls” and listed three changes to the budget approved by the Commission at the October 2003 meeting: 1) the approval of $1,500 on line 77 for Guide Training; 2) line 81 – approval of $35,000 for project grants; and 3) line 83 – addition of $2,000 for O&P Grant to Ft. Peck, for a total of $32,396.66 for 2004 O&P grants. The net effect of the changes resulted in the cash balance of $3,036.87 at fiscal year end. Mr. Blackwood explained that the October budget had $18,000 per month budgeted for license plate sales; this budget projected $12,500 per month, or a net reduction in projected income of $72,087. Mr. Staves made a motion to approve the Revised FY04 Budget, with expenditure of the $35,000 for Project Grants subject to Executive Committee approval, based on available income. Ms. Baumgart seconded and the motion carried.Mr. Blackwood added that the $15,000 from Qwest and the $30,000 from the USFS for the 2004 Grants Program were outside of this budget and offered to notify the Commission when funds were received.
VI. Legislative Strategy for 2005
Mr. Blackwood asked the Commission to consider whether they desired to move anything forward for Legislation and noted needs for Corps II host communities and Signature Events. According to the Bylaws, the Executive Committee also served as the Legislative Committee. As an example, he said Gov. Martz could be approached regarding her willingness to include some general fund monies in her proposed budget, noting this should happen before June. Mr. Staves said, based on the battles from last Session, if the Commission came in with any request that smacked of tourism, the Legislature would be inclined to fund it with Accommodations Tax, and he did not want to go there. Mr. Olsen said he would be meeting with Mr. Swysgood on Friday and expected to receive guidelines for requests from the Society. He expected that no new projects would be considered. He said any request would have to be a separate bill with an identified funding source, which would probably be directed to Accommodations Tax. Mr. Monger said his agency already had their meeting and were advised not to ask for new work or new general fund, as there was no economic relief in sight. Mr. Stearns said the dedication of the Senate Art project could provide for a very positive gathering with legislators and positive press for upcoming Signature and Significant Events. Mr. Olsen said if the large piece was delivered to the Rotunda by April, a reception could be held, with installation taking place after Legislature adjourned. Mr. Blackwood said in previous years the Commission had chosen to take a low profile during the Session. He said Betsy Allen with Senator Burns’ office was interested in working with him to submit an appropriation request for federal funding, and noted Senator Burns was co-chair of the L&C Bicentennial Caucus. He said the point in time had almost arrived when Congressional or state legislative funding was almost after the fact. Mr. Clark felt the Commission was missing an opportunity, as this was an election year. He said there were legislators out there that were on the verge of admitting they made a mistake by not appropriating funds for the Bicentennial. He suggested contacting the gubernatorial candidates to ensure that the incoming Governor was supportive of the Bicentennial. Mr. Olsen said the chances would be greater for an outside bill, and said the incoming Governor had very little latitude in affecting the current budget. Mr. Monger said Mr. Clark made a good point, and said that his agency was contacting candidates to let them know the value of state parks. Mr. Olsen said his agency had been touring the gubernatorial candidates through the Historical Society. Mr. Stearns directed the Executive Committee, plus Mr. Olsen, to take up the discussion and asked Mr. Blackwood to set a conference call in the next few weeks. Ms. Stone said a specific request needed to be developed. Mr. Lepley supported approaching the Legislature for funds for Signature Events as he said they would be the state’s premiere events. Mr. Blackwood suggested including the 18 Corps II host communities.
II. Old Business
A. Allocation of PPL Funds for Interpretive Signs
Mr. Blackwood explained that PPL had pledged $100,000 to the Legacy Campaign for interpretive signs. This pledge was one reason for the recent request for updated information for the interpretive signs inventory. Subsequent to that inventory, Mr. Blackwood had conversations with David Hoffman and he then read the following email from Mr. Hoffman: “Pursuant to our previous discussions it is the preference of PPL Montana to apply its donation to the Lewis & Clark Legacy Campaign to the construction and/or upgrade of interpretive signs in Montana. Initially, it would also be our preference to focus on signage in the Upper Missouri River Corridor and more specifically on projects in the greater Cascade County region. With the 2005 anniversary year upon us and with all the events being planned in this location, construction of signs would be very beneficial if completed if prior to that time.” Mr. Blackwood then recommended that PPL’s first $20,000 installment, minus a percent for campaign expenses, be directed to the Upper Missouri Regional Commission for interpretive signage, with the stipulation that at least $5,000 was allocated for Tower Rock interpretation. He said PPL was not requiring the signs to be located on their property. Darrell Martin made a motion to direct PPL’s first $20,000 installment, minus a percent for campaign expenses, to the Upper Missouri Regional Commission for interpretive signage with a stipulation that at least $5,000 of those funds be allocated for Tower Rock interpretation. Mr. Olsen seconded. Ms. Rasmussen asked if this was in addition to the $5,000 grant from the Commission and Mr. Blackwood said that was correct. Mr. Stearns called for the vote and the motion carried.
B. National Ad Council’s Publicity Campaign
Mr. Blackwood reported that the $168 million National Ad Council Campaign had launched. The PSA was currently airing and contained off-Trail images. As directed he had written a letter to the National Council regarding the use of the off-Trail images, noting it had no effect. He suggested it would be helpful if RBC reps would contact local stations and urge airing of the PSA.
C. White Cliffs Float Trip on Upper Missouri in 2004
Mr. Blackwood said the possibility of a 1 or 2-day float trip was discussed previously and Mr. Lepley had agreed to follow up with the river guide to determine possible dates this fall. Mr. Lepley responded that any time after Sept. 4 would work for the guide. The cost of a 2-day, 1-night trip was $400 per person; a 3-day, 2-night trip would be $600 per person. The cost of a 1-day trip from Coal Banks Landing to the Judith was $200 per person, including the return transportation to Fort Benton. Mr. Blackwood asked how many people the guide could accommodate Mr. Lepley replied from 10 to 24 could go on two pontoon boats. The Commission was polled and 11-12 people indicated interest in the 2-day trip. Once confirmed, it would be opened up to RBCs and other affiliated groups. He said everyone would pay their own way as this was a recreational opportunity, not an official meeting of the Commission.
D. Corps of Discovery II Update
Mr. Stearns referred to the final schedule for the Corps of Discovery II in Montana. Mr. Blackwood offered to work with Tom Cook to issue a press release. He announced the April 7 workshop in Billings with Pat Jones, programming coordinator, for NPS Corps II, where she will discuss the details of Corps II with host community representatives. An 8-minute video on Corps II, produced by the National Council, was shown to the Commission and audience. Mr. Blackwood said copies of the final version of the video would be sent to Commissioners in the near future.
E. Poster Distribution
Copies of the Signature Event poster were made available to the audience; however all of the Gateway Sign posters had been taken. Ms. Cortright offered to fill any requests for the Gateway poster.
VIII. New Business
A. Nominating Committee for June Elections
Mr. Stearns appointed Darrell Kipp and Jack Lepley to serve on the Nominating Committee and charged them with presenting nominations for officers at the June meeting.
B. Future Meeting Dates & Locations
Mr. Stearns said the June 17 Commission meeting was scheduled in Livingston. Mr. Blackwood explained that the meeting would start on Thursday morning, and a joint lunch/meeting was planned with the RBCs and Tribal reps. The Showcase was scheduled to begin in the early afternoon and run through lunch on the 18th. The October 15 meeting was set for Polson, possibly at the Peoples Center or Salish/Kootenai College. Commission staff was directed to secure a location. Because February 2005 was a Legislative year, Helena was identified as the most convenient location.
C. Committee Assignments
Mr. Stearns asked Marcy Hamburg if she would serve on the Education Committee and the Events Calendar Coordination Committee and she accepted the appointments.
IX. Public Input Time
Mr. Stearns invited comments from the audience. Cheryl Hutchinson spoke in support of approaching the Legislature for funding support for the Bicentennial. Steve Kubick agreed with her, and said when he hosted a breakfast for area legislators they were asking what was needed. He cautioned that if legislators were not made aware of needs, that was one thing; however, if they were made aware and did not take action, that was a different story. Jane Weber said the L&C Trail Heritage Foundation’s headquarters were in Montana because Montana had shown the most interest in the L&C story. Their offices were on Central Avenue in Great Falls, but their library was housed at the L&C Interpretive Center. She said if they are not able to relocate to the Interpretive Center by the end of 2006, the Foundation might leave the state because there were other states willing to offer them free space.
Mr. McDonald expressed concern that the Indian story would not be told from the Indian perspective. He said there were various reasons, and felt part of the problem was the government-to-government relationship that was addressed during the Grants Committee report. He felt it was worse because the Office of Indian Affairs was not staffed. He proposed the idea of an Indian Interpretive Center nearby the Great Falls Interpretive Center as a place where Montana Tribes could tell their stories. He cited several authors and educators who have commented that unless the Indian story was told, and told better than it had been, it would be the same old thing. He felt the Center was a worthwhile idea and planned to pursue it.
Mr. Martin announced that Ft. Belknap had purchased a USDA approved slaughter house, the Little Rockies Meat Packing Company in Malta, and provided a price list for buffalo, beef and pork. Ms. Stone said the Cottonwood ordered meat from them and the products were very good.
The meeting adjourned at 4:35 p.m.
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