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MINUTES

LEWIS AND CLARK BICENTENNIAL COMMISSION
Cottonwood Inn
Glasgow, Montana
June 18, 2002

I. Call to Order

Mr. Kipp called the meeting to order at 8:00 a.m., welcomed everyone and thanked Betty Stone and the N.E. Plains Regional Bicentennial Commission for hosting the meeting.

II. Introductions

Mr. Kipp called on commission members and the audience for introductions.

Commissioners in attendance were: Darrell Kipp, chair, Betsy Baumgart, Kathy Doeden, Jack Lepley, Arnie Olsen, Homer Staves, Hal Stearns and Betty Stone. Staff included Clint Blackwood and Rita Cortright.

Attendees included: Steve Kubick, Richard Hopkins, Doug Smith, Jane Weber, Phil Scriver, Bob Moritz, Jeff Dietz, Dave Walter, Rich Arstad, Vicky Silcox, Chuck Bentz, Kneeta Red Star Harris, Henry Anderson, Dick Alberts, Milt Dennis, Sara Groves, Becky Douglas, Linda Wolff, Carol McBryant, Jim Wilke, Mike Oliver, Marilyn Strange, Ron Clark and R. J. Young.

III. Approval of February 12, 2002, Meeting Minutes

Mr. Kipp called for additions or corrections to the February 12, 2002, meeting minutes. Mr. Staves made a motion to approve the minutes as mailed. Mr. Stearns seconded and Mr. Kipp called for discussion. Hearing none the motion carried.

V. Committee Reports

A. Executive Committee

Mr. Kipp reviewed the Executive Committee’s actions as outlined in their memo dated April 26, 2002, regarding approval to commit to the fundraising agreement with Bentz Associates and other partners. Executive Committee members Jack Lepley, Doug Monger, Betty Stone and Darrell Kipp participated in meetings and phone calls, as did Arnie Olsen, Darrell Martin and Clint Blackwood. Mr. Kipp reported that the Committee voted to allow the Fundraising and Promotion Committee the authority to commit the L&C Bicentennial Commission to partner with the L&C Interpretive Center Foundation, Pompeys Pillar Historical Association, and Travelers’ Rest Preservation Association to develop and implement a combined fundraising campaign. Mr. Kipp said the full Commission would take action on the Fundraising Campaign later in the meeting.

B. Fundraising & Promotion Committee

Mr. Olsen reported that while the Bentz Associates team was finishing their work on the Leadership Planning Study Report for the Commission, the possibility of partnering with the L&C Interpretive Center Foundation arose. A meeting was held March 25 to discuss the issue, attended by Chuck Bentz, representatives from the Center and Commission staff. The group determined that joining forces and resources was the right approach. A conference call was held March 27 to discuss expanding the partnership further by adding Pompeys Pillar Historical Association, Travelers’ Rest Preservation Association and the Historical Society for a total of five partners. On April 18 the Executive Committee and the Fundraising Committee met in West Yellowstone and talked about the need to move forward and hire the Bentz team, with the concept of a resident fundraising director. He said this was a significant step financially. Mr. Olsen said subsequently several meetings have been held to negotiate an agreement, a draft copy of which was provided to commission members. They have set a fundraising target of $14 million, to be divided among the partners on a percentage basis, primarily to fulfill major infrastructure and endowment needs, and the design and installation of a L&C exhibit at the Society focusing on Native American issues and culture at the time of L&C. Mr. Olsen said the partners are very close to signing the agreement. They have interviewed and endorsed Milt Dennis who will serve as the resident fundraising director through December.

Mr. Blackwood introduced Sara Groves, who is working as the full-time Bicentennial fundraiser for the Montana History Foundation and coordinator for the “L&C Legacy Campaign.” Ms. Groves explained that she is working to determine the best way to approach the fundraising so that the maximum amount could be raised by best utilizing their contacts in Montana. She explained that the Commission’s share of the $14 million goal was $7.5 million. This distribution of funds was further outlined as follows: Native American programs - $1.25 million; Statewide Interpretive Sign Strategy - $.5 million; Signature Events - $1million each; Community Sites for Corps II - $25,000 each; and Commission’s Regrant Program for Communities - $875,000 per year for a total of $3.5 million. The Steering Committee is now being formed and they will be seeking individual gifts, corporate sponsors, and grants from both private and federal sources. She introduced Chuck Bentz, who thanked the Commission for engaging his firm. He said much time and effort were invested in developing the combination of fundraising projects and thanked everyone for the assistance and cooperation his firm has received. Mr. Bentz introduced Milt Dennis who will serve as the resident fundraising director in the campaign office. Mr. Dennis said he was very excited to have the opportunity to work on the campaign with Ms. Groves. He spoke about progress to date in establishing the office, hiring staff, and putting together a steering committee, noting that several strong people have committed to serving on the committee. He closed by saying they were absolutely committed to the success of this once-in-a-lifetime project. Mr. Bentz addressed formation of the 20-member steering committee, noting that several people have committed to serving on the committee. He said it was a compliment to the Commission and the project that these people willing committed to the campaign. He asked the audience to contact the L&C Legacy Campaign office with the names of other potential steering committee members, (406) 457-9080, P.O. Box 1390, Helena, MT 59624.

Mr. Olsen distributed copies of the Society’s 2000-2001 annual report to the Commission. He referenced Robert Morgan’s artwork on the cover, noting that prints will soon be available through the Museum Store of three works of art in the Society’s Homeland Exhibit by Mr. Morgan.

Mr. Kipp called for a motion to approve the Executive and Fundraising Committees’ action to proceed with the fundraising activities. Mr. Olsen made a motion to proceed with the Charles Bentz Associates fundraising campaign. Mr. Lepley seconded. Hearing no discussion, the motion carried.

Director's Report

Tasks Completed This Year

Mr. Blackwood reviewed the list of Tasks Completed July 2001- June 30, 2002, noting the following items:

Administration and Communication

  • The commission office relocated in January to 515 N. Sanders in Helena.
  • Grant administrative duties have been outsourced through an enhanced contract with the Montana History Foundation.
  • Communication efforts have been enhanced through the newsletter, press releases, radio and TV interviews, the 3rd Annual Conference, meetings with RBCs, the Bicentennial Focus Team and Tribal representatives.

Financial

  • $158,000 was awarded in grants, with support from Travel Montana, Bonneville Power Administration, and the Commission. Of that total, $38,000 was granted in Organizational and Planning Grants, and $122,000 for Project Grants.
  • Sale of the bicentennial license plate began in January.
  • Sara Groves was hired through the Montana History Foundation as a full-time bicentennial fundraiser.
  • Charles Bentz Associates was contracted to implement the “L&C Legacy Campaign.”

Planning

  • Continued coordination with the 19 trail states through the Circle of State Advisors.
  • Coordination with Montana’s two signature events, Discovering the Big Sky and Clark on the Yellowstone.
  • Location of host sites for the NPS Corps of Discovery II.

Education and Research

  • Planning continued with the University of Montana for the “Confluence of Cultures Symposium.”
  • Launched the L&C Guide Training Program in partnership with the L&C Training Academy.

B. Tasks to Complete July 2002 - June 2003

Mr. Blackwood reviewed the Tasks to Complete July 2002 – June 2003.

Administration and Communication

  • Continue outsourcing grant administration, as Amy Baird is currently performing this service.
  • Attend more regional bicentennial commission meetings and conduct three statewide coordination/information-sharing meetings with the RBCs and Tribal representatives.
  • Continue working with the Interagency Bicentennial Focus Team by attending their quarterly meetings.
  • Initiate a statewide public relations/publicity program. The proposed budget reflects $20,000 for the effort this coming year that would be matched with funds from the publicity program at Travel Montana. This PR program is being proposed because requests for updates from radio/TV, newspapers and magazines have increased and are occupying more and more of Mr. Blackwood’s time. Therefore, he would like to develop materials for a coordinated statewide program in an effort to better effort to inform people with regard to L&C programs, events and activities.

Financial

  • Continued work with the Montana Congressional Delegation to solicit federal appropriations.
  • Moving forward with the “L&C Legacy Campaign” that has already been voted on today.
  • Continue to work cooperatively with the National Council.
  • Working with the Executive Committee to see if there is interest in pursuing legislation for enhanced funding or other bicentennial topics for the 2003 Session.

Planning

  • Furthering the in-depth planning with neighboring states on possible joint events in 2005 and 2006. There are no plans for a signature event in the spring of 2005, and Mr. Blackwood has spoken with the NE Regional Bicentennial Commission, people at Fort Union, and the ND Tourism Department about partnering on an event to mark the entrance of the Expedition into Montana. In 2006, he suggested an event could be planned to mark the Expedition’s re-entry into Montana from the west.
  • Determining how Montana would be involved with the January 18, 2003, Monticello kickoff event. Reservations have been made for a display booth in partnership with the two Signature Event groups in Montana, and a media event is planned to include Montana dignitaries. A second component of this is an event in Montana to coincide with the Monticello event, and Mr. Blackwood has reserved the Capitol rotunda for January 18, 2003, and has made tentative plans for the L&C Honor Guard to present the colors to both legislative bodies. He would like the Events Committee to work with him on these plans over the next couple of months.
  • Continue to work with Montana’s two National Signature Events.
  • Continue to work with the NPS to secure host sites for the Corps of Discovery II.

Education and Research

  • Continued financial and logistical support for the Confluence of Cultures Symposium.
  • Partnership with the L&C Training Academy to offer a second round of tour guide training.
  • Coordination with the Institute for Tourism & Recreation Research (ITRR) and other trail states to conduct a second Interest and Awareness Study. Mr. Blackwood said the State of Idaho has volunteered to take the lead on this study. ITRR has $10,000 budgeted that could serve as Montana’s portion of the shared costs.

Mr. Blackwood noted that associated costs for the proposed FY 2003 Tasks would be covered in his review of the proposed FY 2003 budget. He said a motion to accept the budget would reflect the Commission’s concurrence on the proposed projects.

Main Goals for "Next" Year

  • Direct and coordinate the successful implementation of the L&C Legacy Campaign
  • Continue to solicit Congressional funding
  • Work to bring a statewide Bicentennial Public Safety Plan into reality
  • Work cooperatively for the success of key upcoming events at Monticello, the Montana kickoff event, and Confluence of Cultures Symposium
  • Continue to work with Montana’s Indian tribes, regional commissions and agencies
  • Enhance planning partnerships with Montana’s two National Heritage Signature Events
  • Increased and enhanced communication through implementation of a Public Relations Campaign

XI. Corps of Discovery II Update

Mr. Blackwood introduced Carol McBryant, logistics coordinator for the NPS Corps of Discovery II. He noted the presentation she made yesterday to the RBC/Tribal representatives where the footprint for Corps II was viewed. Ms. McBryant explained that Corps II is still moving on track with a vision of providing travelers with an experience that ties together the places, people and events along the Trail. It is their desire that Corps II would supplement planned community events and create unity through history. Ms. McBryant spoke about plans for distance learning so children could be involved, as well as people who come to visit Corps II in local communities.

Ms. McBryant said the schedule has begun for covering the eastern segment of the Trail through Indiana, Kentucky and West Virginia. Questionnaires have been distributed through the western segment of the Trail, including Montana, and Ms. McBryant called for immediate submission of any outstanding questionnaires. Her next step would be to design community meetings with the assistance of the state Commission, RBC and community representatives. She hopes to have a tentative schedule for western states completed by this fall, before Corps II goes on the road in January 2003. She asked that any additional information or changes in proposed locations resulting from yesterday’s meeting be submitted quickly to the state Commission. Ms. McBryant said receipt of questionnaires from Tribal lands was a priority so plans could move forward to select communities in Montana.

Regarding planning efforts for the design of Corps II, Ms. McBryant said plans have split into two different approaches. One is for a modified version of Corps II to be ready for the January 14, 2003 event at Monticello. This modified version would continue to tour until funding has been secured for the larger footprint, which includes three semi-trailers. She could not project when the larger footprint would be funded or ready for tour, possibly for Wood River in 2004. Ms. McBryant said the modified version would serve states like Montana very well as they would be able to access even more communities. She estimated that the large footprint would be located for 2-3 weeks in a given location due to the expense and effort to relocate along the Trail. The smaller version could relocate more readily, as it would require less in terms of people, time, and funding. The route for the Corps of Discovery II in Montana would be determined based on the questionnaires, input from the state Commission, and the anniversary dates from the Journals. Mr. Blackwood said he hoped that by the Fall Conference, Ms. McBryant would be able to announce Montana sites for Corps II, and provide more details on what the displays and units would look like for the smaller footprint. She said this would provide an opportunity for their public information officer to possibly put on a mini-workshop on working with the media for Corps II visits. Ms. McBryant provided the NPS website address http://www.nps.gov/lecl and proposed the creation of links to community pages in the future. She said the Corps II schedule would be posted on this website very soon for the Eastern Legacy and the Western Legacy would also be posted once it was completed.

Mr. Kipp asked Ms. McBryant if she was aware of other groups who planned to travel the route on anniversary dates and she noted several that she was aware of, and said they were encouraging groups to coordinate with local communities. She said the original vision of taking Corps II off Trail during the winter months to larger urban areas such as Phoenix, Minneapolis/St. Paul, Miami, San Francisco, Los Angeles, Las Vegas, was still in place. She estimated that Corps II would be down for 4-6 weeks during the winter months for rehabilitation. She thanked the Commission for inviting here to speak.

IV. Director's Report - Continuation

F. Office Administration Update

Mr. Blackwood said Amy Baird has been contracted half time through the Montana History Foundation to provide grant administration. He said in the future much of his time would be required in launching the Legacy Campaign.

D. Update on Status of Congressional Appropriations Requests

Mr. Blackwood reviewed the Commission’s three appropriation requests: 1) $1 million through Senator Burns from HUD for regrant funds for the Commission’s grants program. He explained that Idaho has been successful in obtaining HUD funds for redistribution through the state under the umbrella of economic development tied to the Bicentennial. 2) $200,000 to further efforts for implementing a Statewide Public Safety Program. Both of these requests are on hold until mid-July and he said funds would come through the regular session. 3) $500,000 through Rep. Rehberg’s office for implementation of the Interpretive Sign Project. This request has moved to subcommittee. He said Senator Baucus is on board for all three requests and if they proved successful, the fundraising campaign goals would be adjusted.

Mike Oliver, congressional liaison headquartered in Helena, addressed the group, noting that the L&C Caucus now consists of 82 members from both the House and Senate. He noted the following staff changes for Montana’s Congressional Delegation: 1) the addition Kim Falcon in Senator Baucus’ Office in Great Falls; 2) Emmy Faulkner has been replaced by Amy Astin on Rep. Rehberg’s DC staff; and Michelle Watson resigned her position with the NPS in Washington, DC. Two liaisons serve the caucus, Mike Oliver, based out of Senator Burns’ Office in Helena, and Rocky Rockwell, based out of Senator Craig’s Office in Idaho.

Regarding appropriations, Mr. Oliver said the Caucus is focusing on two items; retaining a NPS CCS program at the $5 million level; and securing operations and maintenance funding for Corps II in the amount of $4 million annually. He added the Travelers’ Rest appropriation to the list that was covered earlier by Mr. Blackwood. Mr. Oliver said Congressman Rehberg asked his legislative director to personally monitor the appropriations request for Interpretive Signs. He explained that the emergency supplemental request for 2002 might not make it to conference, and added that markup might happen on Military Construction and Interior by the July. He said this provided time for additional lobbying for L&C appropriations and encouraged people to contact Montana’s Congressional Delegation.

Mr. Oliver said there are now 22 states involved in the Bicentennial. He said Montana is leading in the planning efforts trail-wide and expects that the traveling public will have an enjoyable time in the state.

E. Review Proposed Budget Summary for FY'02

Mr. Blackwood reviewed the Proposed Budget Summary for Fiscal 2002. He explained that the original budget column represented the Commission’s approved budget for FY’02. The other 3 columns reflected total income, an ending balance as of 5/3102, and projected expense for June 2002. He said it remained a challenge to convert SABRS accounting information into a presentable budget format. Mr. Blackwood explained that under “Income” the original budget reflected $200,000 of income from the Board of Investments loan; however, to date only $100,000 had been drawn. Under the “Sale of Plates” no income had been projected; however through May $110,178 had been received. Under “Personnel,” the original budget reflected $133,333 to cover the fundraiser’s salary and Bentz’s contract. This category reflects payment of a $5,600 administrative fee to the Montana History Foundation that was not originally budgeted. Mr. Blackwood said under “Program Grants” the $5,000 balance would be transferred to the Montana Tribal Tourism Alliance within the next couple of weeks to further their efforts with regard to bicentennial planning. It was unknown until yesterday whether MTTA intended to request the available funds from this fiscal year. He explained that the $2,000 and $7,500 amounts in the June column reflected the last grants payments for this fiscal year. The $37,191 less the $5,000 should now be $31,191.71, which is the projected balance remaining at fiscal year end, and these funds are transferable from one fiscal year to the next. He suggested this balance could be used by the Commission to underwrite the fundraising campaign, which he would address more fully in the FY’03 budget discussion. Mr. Blackwood said Mr. Stearns would be reporting on the Education Committee and would be requesting some of these funds to support the Confluence of Cultures Symposium in May 2003. Mr. Staves asked why interest owed on the BOI loan was not reflected in this fiscal year and Mr. Blackwood said the payment would not come due until August 2002. Mr. Blackwood explained that there is a one-month delay in the reporting of license plate revenues; therefore, the $110,178 in License Plate Income does not yet reflect May or June sales.

The meeting recessed for a 15-minute break.

E. Review Proposed Budget for FY'03

Mr. Blackwood presented the Proposed Budget for Fiscal Year 2003. He explained that two versions of the spreadsheet were prepared and provided. Version #1 differed from Version #2 in only one area, which was in “Fundraising Efforts.” Version #1 reflected a budget based on the fundraising campaign having a resident fundraising counsel only through December 2002. Version #2 reflected significantly higher fundraising expenses, as the fundraising counsel would be onsite throughout the entire 12 months. Both versions projected $300,000 in fundraising revenues by January 2003. Mr. Blackwood explained that the $217,104 in Fundraising Efforts reflected the Commission’s share of the campaign costs. He said a partnership agreement had been drafted that covers both the division of campaign funds raised and the expenses incurred. Mr. Staves suggested showing the $300,00 of projected fundraising income in two categories; one as repayment of the campaign expenses and the other as the Commission’s share of funds raised over and above expenses. He suggested Version #2 should reflect a higher figure for projected fundraising income.

Mr. Blackwood reviewed Version #1 of the Proposed FY03 budget, starting with the items listed under “Projected Income.” He reviewed each line of the Projected Expenses next. The areas that reflected increases over last year’s budget were noted and the projected budget for FY’03 totaled $995,000, up from $517,000 in FY’02. He explained that prior to December, the Commission and its Legacy Campaign partners would have to decide whether to retain the Bentz team past December 31, 2002. Under “Program Grants,” Mr. Blackwood said the $5,000 for “Public Safety” might not have to be expended, based on the success of the appropriations process. The “National Planning Forum” in the amount of $5,000 would help Great Falls host that meeting next April. The $30,000 for Signature Events is intended to assist both Billings and Great Falls with critical planning prior to their events and will be split between the two communities. Mr. Blackwood explained that $6,300 reflects a 3% overhead on $210,000, to be paid to the Montana Historical Society.

Under “Commission Grants,” Mr. Blackwood said the Operations Budget was determined first. Then the amount of funds needed from the BOI and license plate sales was determined to fund the operations expenses. The $1,873 reflects a 1.5% overhead fee payable to the Society, on the total of $124,896. The two BOI loan payments total $34,747 for fiscal year 2003. A 1.5% overhead fee on the total of $360,000, which totals $5,400, is payable to the Montana Historical Society. He said this results in a net grant pool of $454,876. Mr. Blackwood asked if the Commission had questions on the proposed new programs. Mr. Olsen asked for clarification on the Public Relations campaign, as he did not feel that L&C was getting into the Montana press often enough. Mr. Blackwood explained that he was proposing a partnership between the Commission and Travel Montana to increase press coverage. The other component Mr. Blackwood proposed was the creation of a press kit to serve as a response piece to the many calls he receives from magazines, radio/TV, and newspapers. This would be a high-quality piece, produced both in print and electronic format that could be utilized proactively. Mr. Blackwood said that input from the RBCs and Tribes would be necessary to produce a comprehensive product. Mr. Olsen asked if the uncertainty in fundraising would affect the granting cycle. Mr. Blackwood responded that the program would remain on the same schedule as last year, with an October application release deadline, a mid-December application submittal deadline and a February grant award. He said the exact amount of the grants pool might not be determined until the February meeting.

Mr. Blackwood asked for approval of the Proposed FY’03 budget, noting this would confirm the Commission’s agreement with the proposed Program Grants and the PR Campaign. Mr. Staves said he was comfortable with approving the administrative side of the budget, but not $400,000 in grants or loan repayments. Mr. Blackwood agreed. Ms. Stone suggested including the $10,000 request for Symposium support on the FY’03 budget. She also proposed rolling the cash balance from Fiscal Year 2002 forward from FY’02 into FY’03 and expending the funds through Program Grants. Mr. Blackwood agreed to the revisions. Ms. Doeden asked about budgeting funds for other events in the spring of 2005 and Mr. Blackwood said those expenses would fall in later budgets and thought there would be time to apply for CCS grant funds to cover them. He outlined expenses for the Monticello event to include his airfare, registration booth, etc., and said those costs could be covered by administrative funds this year. Mr. Olsen said he felt it was appropriate and necessary that Commission members attend national-level events and conferences. He asked if there were sufficient funds in the budget to cover additional travel. Mr. Blackwood agreed with Mr. Olsen’s comments noting that there would only be one Signature Event in fiscal year 2003 and said the budget was sufficient to cover additional travel expenses. Mr. Staves made a motion to approve the Proposed FY’03 Budget Version #1, as presented, with the exception of funds for project grants, which he suggested delaying until the October meeting. Mr. Lepley seconded. Mr. Kipp called for discussion. Hearing no discussion the motion carried.

C. National Council Planning Workshop Update

Mr. Blackwood reported on the 7th Annual Planning Workshop held in April in Lewiston, Idaho. He reported that meetings of the COSA, COTA and the state travel directors were held. Hal Stearns, Jack Leley, Clint Blackwood and Rita Cortright attended the various meetings. He called on Jane Weber to report on the National Council’s progress with the Metropolitan Group. She responded that the Group was on board and actively seeking sponsorships and corporate contributions. She added that David Borlaug was working with Gerard Baker to identify funding for Corps II and said it was her understanding that President Bush would be making an announcement on July 3 regarding the Bicentennial, possibly specific to support for Corps II.

Mr. Lepley offered a comment to Great Falls regarding accommodations for the Spring 2003 National Planning Workshop. He requested planning sufficient meeting space to accommodate audiences at the various meetings, noting that space was extremely tight at the Lewiston meetings. Mr. Blackwood said he has been working with Steve Kubick and Ann Goldhahn on plans for the workshop. They plan to hold a conference call with Michelle Bussard to determine the meeting format, as the format would be changed to a series of planning meetings attended by invitation only rather than a workshop as in past years. Mr. Blackwood proposed that Signature Event committees trail wide might want to meet with Kat Imhoff to discuss the Monticello event and said that COSA, COTA, the National Council, would meet in Great Falls.

Mr. Stearns commented on the Lewiston meeting, saying it presented the best opportunity to date for groups and people to network. He expressed concern with the possibility of limiting attendance at the Spring 2003 meeting in Great Falls, as attendance has continued to grow at these events. He said it appeared that local groups were expected to provide even more resources than last year and suggested the Commission might need to consider providing some financial support. Ms. Weber said some National Council board members supported reducing the size of the meeting; however, she was personally opposed to the idea and planned address the topic during the July meeting of the National Council.

V. Committee Reports

C. License Plate Committee Report

Mr. Staves reported the monthly average plate sales at 1,200. He displayed a sample of the renewal notice and explained there was a delay in getting the bicentennial plate information printed on the reverse side of renewal notices mailed from the Dept. of Justice; however this has now been resolved and future notices would contain the information. Mr. Staves felt that $20,000 per month in projected plate sales for the 2003 Projected Budget was conservative, as he expects sales to increase throughout the summer. By January renewals would be reflected which would further increase the plate revenues. Mr. Staves noted that the original legislation did not allow for use of the plates on RV’s and this would be corrected in the upcoming Legislature. He urged everyone to purchase plates and encourage their sale whenever possible. Mr. Staves noted that Highway Patrol cars display the plate and Mr. Blackwood said in the future the words “Lewis & Clark Bicentennial” would be displayed in red on the side of the patrol cars.

D. Grants Committee Report

Ms. Doeden referenced the report prepared by Rita Cortright and called on her to review it for the Commission. Ms. Cortright reviewed the 2000 Project grants, saying that 9 of the 17 grants awarded have requested extensions. She explained that Amy Baird has been contracted to provide grants administration and she is working to obtain final reports on the 2000 projects. Regarding 2001 O&P Grants, Ms. Cortright said a couple of reports were delinquent. She said grant reporting was a topic at yesterday’s RBC/Tribal reps meeting. Regarding 2001 Project Grants, 13 grants were awarded and all but one 6-month report have been received. Final reports will come due December 31, and Ms. Baird will send a notice in November alerting grant recipients of the approaching deadline. Regarding 2002 O&P Grants, Ms. Cortright reported that 18 grants were awarded for $2,000 each. With the exception of one contract received in early June, all of the grant funds have been disbursed to the RBCs and Tribes. Regarding 2001 Project Grants, 13 were awarded for a total of $122,000. Six-month reports will come due Aug. 31, 2002, with final reports due by August 2003. She said Ms. Baird would be monitoring progress on grant projects and encouraged grant recipients to notify the Commission in the event they were experiencing delays or problems with their projects. Mr. Stearns asked if there was a reason why two RBCs had not applied for 2002 O&P Grants and Ms. Doeden said it was because they did not have a need for additional funding.

Mr. Staves referenced the delinquent report situation and asked if procedures were in place to address this issue and asked whether delinquent grantees would be ineligible for further grants. Ms. Cortright explained that it was one of the criteria used by the Grants Committee when determining future awards. Mr. Staves suggested that late reports should constitute ineligibility for future grants. Ms. Doeden agreed to have the Grants Committee address this when the forms are reviewed for the 2003 granting cycle. Mr. Olsen supported Mr. Staves’ suggestion. Mr. Blackwood reviewed membership on the Grants Committee; Kathy Doeden, chair, Doug Monger, Dave Walter, Kelly Flynn (TAC), Betsy Baumgart, Darrell Martin and himself. He explained that in the past funding partners were represented on the scoring committee. Ms. Baumgart offered to contact TAC regarding their representative for the upcoming year.

Ms. Cortright referenced a handout that summarized NPS Challenge Cost Share (CCS) grants awarded in 2002. Montana project awards totaled $597,500 for 27 of the 48 applications submitted. The summary also contained information on NPS CCS awards nationwide.

E. Conference Planning Committee

Betty Stone reported that the 4th Annual Fall Conference would be held at the Best Western GranTree in Bozeman, October 3-4, 2002. The Commission is scheduled to meet on Wednesday, October 2, from 1:30 – 5:00 p.m. The Regional Commissions and Tribal L&C representatives will meet Wednesday evening from 6:30 – 8:30 p.m. The Commission meeting will continue on Thursday morning from 8:30 – 11:00 a.m. and the Conference will begin at 1:00 p.m. A tour and reception are planned Thursday evening at Headwaters State Park sponsored by the Gallatin RBC. The Conference continues Friday morning at 8:00 a.m. and will conclude with a luncheon and entertainment. Ms. Stone said the L&C Interpretive Center has proposed both a workshop and educational program as pre- and post-conference offerings. She said Gail Brockbank has been contracted again this year to serve as conference planner and said a “mark your calendar” card would be arriving in the mail shortly. She concluded by saying the Commission was successful in obtaining a $5,000 NPS CCS grant to help defray the cost of this year’s conference. Mr. Blackwood asked people if they had conference ideas, to submit them as soon as possible.

F. Education Committee Report

Mr. Stearns reported on the Tour Guide Training Program developed in partnership with the Training Academy at the L&C Interpretive Center in Great Falls. Courses were offered over five days to better prepare people interested in serving as L&C guides. Those who desired to be listed on the Commission’s website applied and information on the successful applicants will be listed very soon. A similar Tribal Tour Guide Training Program was also held in conjunction with the Interpretive Center and Salish Kootenai College. Mr. Stearns expressed his desire to see the program expanded next year to cover more areas of the state as he said there is a great need for guides all along the Trail.

Mr. Stearns spoke next on the Confluence of Cultures Symposium planned for May 28-31, 2003. He said the symposium idea came out of the Education Committee and was intended to capture a moment in time around 1800-1806, to look at how two cultures came together and examine the eventual outcomes. The University of Montana has agreed to partner with the Commission, and David Purviance has assumed the role of conference coordinator. He listed many of the tasks necessary to put on a conference of this magnitude and reviewed the list of supporting organizations and their financial pledges: the University of Montana, $77,000; NPS, $30,000; USFS, $10,000; state Bicentennial Commission, $5,000; and NASA’s EOS Program, $5,000 for a total budget of $127,000. He reviewed the proposed agenda that included an opening prayer, presentations, entertainment, encampment, powwow, traditional meal, and a reception honoring the presenters and keynote speakers. He displayed copies of the Invitation to Perform, Invitation to Present, and conference notice that are being distributed nationwide. Mr. Stearns expressed confidence that the conference would be a great success under Mr. Purviance’s direction. He said after fleshing out the conference budget, $40,000 to $60,000 in additional financial assistance was needed. Mr. Kipp noted that the Commission approved $10,000 in assistance for the Conference during their earlier motion to approve the FY 2003 budget. Mr. Kipp said the symposium’s main purpose was to start a new conversation between the cultures and allow for full inclusion of the Native American perspective. Mr. Stearns closed by saying that for the conference to be successful, it would require a positive response from those who receive the invitations to present and perform.

Mr. Lepley announced plans for the Fort Benton Fur Trade Symposium, September 18-20, 2003. This is a national symposium held every three years and next year’s will be the first one held in Montana. He estimated their budget at $80,000 and noted that Darrell Kipp and Hal Stearns will both be presenting. Earl Old Person will re-enact the opening of the fur trade with the Blackfeet at Fort Benton and they hope to make this an annual event. Their plans include a buffalo barbeque, an Indian village at the Fort, and banquet for 350 people. Partners include the Interpretive Center and CM Russell Museum in Great Falls.

The meeting adjourned for lunch and a presentation by students on the 21st Century Community Partnership Program’s after school program on Lewis & Clark held at Glasgow Middle School and the Frazer Public Schools.

G. Events Committee

Ms. Doeden noted that Mr. Blackwood had already mentioned the kickoff event at Monticello, January 18, 2003, and the signature events, Discovering the Big Sky, July 2005, and Clark on the Yellowstone, July 2006. Two other event possibilities he had mentioned were commemorating the Expedition’s entering into what is current day Montana from the east in the Spring 2005 and entering into Montana from the west in Spring 2006. Mr. Blackwood said he envisioned the Events Committee working with him over the next few months to help develop some plans. He spoke on plans to commemorate the January 18, 2003, kickoff with an event in the Capitol Rotunda and said he would like to identify ways to involve schools. Ms. Doeden suggested using the Internet to connect with the event. He also proposed the possibility of a 1800’s Gala Ball. Jack Lepley, Homer Staves, and Darrell Martin serve on the Events Committee, with Kathy Doeden serving as chair. Mr. Blackwood welcomed participation from others not on the Commission.

VI. National Council's Merchandising Program - Ron Clark

Mr. Clark explained that he contacted Clint Blackwood and requested time on today’s agenda. He thanked the Commission for allowing him to express his concerns and commended them for their efforts. He expressed appreciation for adding a Public Comment item on the Commission’s agenda. Mr. Clark said his purpose was to generate thought and expressed concerns with the following: the Commission’s decision to not pursue a product licensing program; issues raised during the National Council’s board meeting in Lewiston; the National Council’s selection of Dianne Norton with LewisAndClarkTrail.com to head the Council’s product merchandising program and its reference on the state Commission’s website; the Commission’s fundraising program; and trademarks applied for and/or held by the National Council and the state Commission. He closed by suggesting some fundraising contacts for the Commission.

Mr. Kipp invited a response from Commission members and Mr. Staves responded to Mr. Clark’s comments by saying that the topics he covered were not new to the Commission, as they had been covered in past Commission meetings. He said the Lewis & Clark Bicentennial was a broad issue, there is a wide array of merchandise available, and said it would be a waste of time and money for the Commission to address product endorsement. Therefore, he explained the Commission had voted to not proceed with product licensing and endorsement. He offered to visit with Mr. Clark at any time in the future. Mr. Kipp thanked Mr. Clark for his comments and said they were duly noted.

VII. NE Plains Regional Bicentennial Commission Report

Betty Stone reported on the activities of the Northeastern Plains Regional Bicentennial Commission, consisting of the five counties from the North Dakota border to the south end of Fort Peck Lake. The group holds monthly meetings and works cooperatively with the Corps of Engineers, FWP, State Highway Patrol, County Commission, and Mike Castler from Fort Union. She reviewed some of their projects, including interpretive signs at the Culbertson Bridge fishing access, the Milk River Observation Point, and L&C Overlook at Fort Peck. Plans call for 6 additional signs at individual recreation access points on the Corps of Engineers project at Fort Peck. She introduced Doug Smith who serves on their Access Committee. He reported on work to establish pubic access on the Missouri River, noting that with the exception of Fort Peck, there are only two public access points between Fort Peck and the North Dakota border. With the expected rise in tourism related to the Bicentennial, he said there is much work to be done.

XIII. Old Business

A. Coast Guard's Role & Water Safety Issues

Don Knesebeck with the Coast Guard in Seattle addressed the meeting regarding the Guard’s role and water safety issues. Their jurisdiction covers all federal waters in the US and they oversee the National Recreational Boating Safety Program. He explained that individual states are responsible for their own recreational boating programs; however the Coast Guard provides federal funds to support those programs. In Montana those funds flow through FWP. He expressed the Guard’s concern with the potential numbers of boaters and tourists expected during the Bicentennial and the types of boater and their levels of experience. He said canoes and kayaks are the number one concern, as statistically they are twice as likely to be involved in a fatal accident. Inexperienced boaters are the second most likely group to experience fatal accidents. Another area of concern for the Coast Guard was the lack of access to effect rescue operations along long stretches of the Missouri River. He said communications through the canyons and remote areas was also of concern. Mr. Knesebeck said the Coast Guard’s personnel and equipment are located mainly on the West Coast and they had no plans to relocate any of those resources into Montana during the L&C Bicentennial. However, he said they do have a resource available to Montana, which is about 100 members the Coast Guard Auxiliary. These are volunteers who have boats, planes, and communications facilities, located mostly in western and northwestern Montana. He explained that reallocating resources could be done, but it would be based on numbers and justification of the need and the request would have to come through FWP. He stressed the need for more accurate visitation projections in order to plan adequately on both the national and local levels. Mr. Knesebeck said the Coast Guard could provide support for Signature Events and other events where a concentration of people is expected. He offered to provide brochures and other printed educational materials on boater safety and said a website is being developed. Mr. Kensebeck closed by asking people to keep the Coast Guard and the Montana Sheriffs’ and Peace Officers’ informed with regard to planned events.

B. Boy Scouts Trek

Mr. Blackwood reported that the Montana Council was invited to report at today’s meeting; however he received an e-mail message stating that the Trek had been presented to the Montana Council and Scouting Units and they are currently evaluating how they wish to participate. Expected numbers of participants would not be known until September 2002. They confirmed that the Trek is planned and will begin on June 23, 2002, and directed people to their website, www.lewisandclarkmtbsa.org.

C. Army National Guard Relay

Mr. Blackwood referred to an e-mail from LTC Jon Jackson that said the latest information on the Relay Run and other National Guard activities would not be known until after the Adjutant General’s meeting in Boise this week.

D. National Council Meeting, Great Falls, 2003

This topic had been covered in earlier discussions of the budget and during the Director’s Report. However, before leaving the meeting, Steve Kubick provided a memo dated June 16, 2002, to the Commission that outlined plans to date and their formal request for financial assistance from the Commission, which was also acted on during the budget approval.

E. Policy on Links to Non-Commercial Web Sites

Ms. Cortright addressed the Commission’s policy on links to non-commercial web sites. She reported that the Commission’s web page contained links to related websites that were mainly educational in nature. This was done based on an unwritten policy and she requested clarification from the Commission to establish a written policy regarding web site links. Ms. Baumgart responded that Travel Montana has also dealt with this situation and offered to share the wording of their policy with the Commission. The topic will be addressed at the October meeting.

F. Commission Structure & Function

Mr. Blackwood said he had not yet had time prepare information on this topic and suggested it be addressed at a later meeting.

XIV. New Business

A. Commission Appointments

Mr. Kipp read the names of Commissioners whose terms are up for renewal in October; Homer Staves, Betty Stone and Darrell Kipp. Those seeking reappointment were encouraged to send their resume and letter to Susan Ames, appointment secretary for Governor Martz. Mr. Kipp also encouraged people to contact the Governor if they wished to propose nominees to the Commission.

B. Public Input Time

Mike Castler, Fort Union, addressed the Commission stating that Fort Union is interested in partnering with the Montana L&C Bicentennial Commission, the NE Plains RBC and area Tribes on an event in the Spring of 2005.

C. Upcoming Meetings

The following meetings were announced: 4th Annual Fall Conference, Best Western GranTree, Bozeman, October 3-4, 2002; Commission meeting, October 2-3 at the same location; RBC/Tribal Reps meeting Oct. 2, 6:30 – 8:30 p.m. also at the same location. The Commission’s February 11, 2003, meeting will be in Helena. The Confluence of Cultures Symposium is planned for May 28-31, 2003 at the UofM, Missoula, and the Commission tentatively planned their meeting for the evening of May 27, with the RBC/Tribal Reps meeting possibly the morning of May 28. The Executive Committee was charged with working out the details of the meeting schedule. Mr. Olsen announced plans for the Society’s History Conference in Havre this October. The theme is the railroad and the relationship with Canada.

D. Nominating Committee Report & Election of Officers

Mr. Olsen delivered a report on behalf of the Nominating Committee nominating Jack Lepley to the position of chair and Hal Stearns to the position of vice-chair. A motion was made to accept the Nominating Committee’s recommendation and it carried.

(NOTE: Per a letter dated July 19, 2002, Chairman Lepley has appointed Arnie Olsen and Darrell Kipp to serve on the Executive Committee with himself as chair and Hal Stearns as vice-chair.)

XV. Adjourn

Mr. Kipp called for a motion to adjourn. Ms. Stone moved to adjourn. Ms. Doeden seconded and the meeting adjourned at 2:30 p.m.

 

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