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MINUTES

LEWIS AND CLARK BICENTENNIAL COMMISSION
James E. Todd Bldg., University of Montana, Missoula, Montana
June 12, 2001

Commissioners in attendance were: Betty Stone, chair, Darrell Kipp, Darrell Martin, Jack Lepley, Marilyn Ryan, Hal Stearns, Matthew Cohn, Doug Monger, and Arnie Olsen. Staff included Clint Blackwood and Rita Cortright. Others in attendance included: Lorraine Roach, Marilyn Strange, Mike McGinley, Judie Tilman, Elaina Zempel, Kim Lacey, Linda Koncilya, Roscoe Montgomery, Mike Oliver, Teri Dinnell, Mary Ellen Davis, Jack Light, Carla Wambach, Jeff Dietz, Dave Walter, Troy & Shirley Helmick, Mardell Plainfeather, Henri Thompson, Vicki Munson, John Maatta, Bruce Hill, Margaret Gorski, Ron Clark, Kaneeta Red Star Harris, Jane Weber, Joyce Silverthorne, Richard Hopkins, David Purviance, Phil Scriver and Alex Philp.

I. Call to Order

Ms. Stone called the meeting to order at 8:30 a.m.

II. Introductions

Ms. Stone called on commission members and the audience to introduce themselves (please see attached sheet). She thanked the Western Montana L&C Bicentennial Commission for hosting the reception at Travelers’ Rest Monday evening and recognized Doug Skiba and Joe Mussulman for their presentations at the site.

III. Approval of October 4-5, 2000 Meeting Minutes

Ms. Stone called for additions or corrections to the February 13, 2001, meeting minutes. Mr. Olsen made a motion to approve the minutes. Mr. Lepley seconded and the motion carried.

IV. Director’s Report

Mr. Blackwood reviewed the background and membership of the various groups in attendance. The State Bicentennial Commission was created by the Legislature in 1997, and meets 3 times annually. Its membership is comprised of 3 state agency representatives, 3 Native American members, and the remaining 6 members represent educators, historians and business interests. All members are appointed by the Governor and serve 3-year staggered terms, with the exception of state agency representatives. Mr. Blackwood reviewed the list of 3 members whose terms expire this October, and explained that anyone interested in serving on the Commission must apply by writing to the Governor and express interest in an appointment. Commissioners are eligible to apply for reappointment. He explained the Regional Bicentennial Commission (RBC) structure, noting that 14 commissions exist statewide, either at the county or multi-county level, and hold monthly meetings. These groups are recognized by the State Commission as the official link to communities and the private sector. Each group designates an official contact person and those who applied received O&P Grant Funds this year to cover travel expenses to Commission meetings. He explained that the Montana Tribal Tourism Alliance (MTTA) has representatives from 6 of the 7 Montana reservations and Darrell Martin serves as co-president, along with Major Robinson. Mr. Blackwood asked MTTA members in attendance to introduce themselves. Darrell Martin addressed the Commission and explained that MTTA was formed to serve as a conduit for contacting tribal representatives, and also helps small businesses and entrepreneurs. Their main focus is on educating people about Native Peoples. Mr. Blackwood said yesterday’s meeting was the first time that both MTTA and RBC representatives had met jointly and they agreed to a meeting schedule similar to that of the Commission. The Montana Tourism & Recreation Initiative (MTRI) is a coalition of state and federal agency representatives that have been working for the last 2-3 years on projects such as the Interpretive Sign Strategy. The membership of all three groups is listed on the Commission’s website.

Mr. Blackwood reviewed selected items from his May Director’s Report, highlighting his meeting with a representative from QWEST who is interested in printing L&C information in the community pages of Montana phone books. He also spoke briefly on his meeting with Dave Galt, Director of the Montana Dept. of Transportation regarding the rest area planned near the Clark Canyon Dam south of Dillon. MDT pledged their continued support for and involvement in the L&C Interpretive Sign Strategy. They also discussed MDT’s participation in the Commission’s grants program.

Mr. Blackwood said the National Park Service’s Corps of Discovery II is catching momentum and there is increased interest in funding from the federal level. During yesterday’s RBC/MTTA meeting, the groups were asked to begin consideration of possible locations for Corps II as it travels through their areas. A checklist was distributed to assist communities with site considerations. The NPS is in the process of hiring two planners for Corps II and this information will be forwarded to them to assist in their planning efforts.

He reported that the Local Government Assistance Division from the Dept. of Commerce visited yesterday with the RBC/MTTA members about planning and funding opportunities for infrastructure improvements.

Tasks Completed This Year

Mr. Blackwood reviewed the items in the “Tasks Completed This Year” report which will also be posted on the Commission’s website, ‘montanalewisandclark.org.’

Tasks to Be Completed Next Year

This report serves as the Work Plan for the Commission Office and Mr. Blackwood reviewed the main goals for next year, noting that the report would be posted on the website. He called for questions and Mr. Cohn asked if a new office site had been found yet and if the budget reflected an increased amount for rent. Mr. Blackwood answered that the line item for rent was increased and said he is in discussions with the Great Northern Development regarding a possible space.

Mr. Stearns asked about progress with a calendar of events and Mr. Blackwood responded that the Commission works closely with Travel Montana, as they manage a statewide calendar of events that we link to from our website. Travel Montana solicits information twice annually via a form sent to Chambers of Commerce, Tourism Regions, and now to RBC & MTTA contacts. Any event flagged as a L&C event is also included on their L&C calendar. He explained that the National Council also posts two calendars; one is a Calendar of National Signature Events, and the other is a “Calendar of Public Events.” The criteria for inclusion on this public events calendar was distributed during the RBC/MTTA meeting yesterday and is also posted on the Commission’s website. Ms. Ryan asked if education opportunities would be included and Jane Weber suggested that Mr. Blackwood recommend to COSA that the calendar be broken into categories. The National Council’s press release on Signature Events was distributed and will be posted on the website. Each of the Trail States now has a coordinator and Mr. Blackwood is serving as Chair of the Circle of State Advisors (COSA) this year.

Omaha Meetings & National Planning Workshop

Mr. Blackwood reported on the 6th Annual National Planning Workshop held April 21-25 in Omaha. Montana was well represented by Hal Stearns, Jack Lepley, Clint Blackwood, Rita Cortright, and Darrell Martin. He reported on the National Council’s progress: A Strategic Planning session was held and from that discussion five areas were identified that the National Council will support, assuming they are successful with fundraising: 1) Indian Involvement, 2) Corps II, 3) Signature Events, 4) Trail Stewardship, and 5) Corps of Education Partners. No set amount of funding was noted; however, subgroups are working now to set parameters; i.e., what it means to fund signature events. The Circle of Tribal Advisors (COTA) will address the issue of what it means to have Indian involvement and determine a dollar amount of support. The Circle of State Advisors (COSA), comprised of representatives from 17 trail states, also met in Omaha to discuss Congressional strategy, and the possibility of conducting updated research and coordination of national marketing. He explained that expansion of the number of participating states equates to increased Congressional support. Only one state announced plans to enter into an endorsement program. The National Council has agreed to serve as a clearinghouse for reenactments in an effort to weed out false claims of the National’s Council support. Signature Event participation was also a topic and Mr. Blackwood said the first event would be on January 18, 2003, at Monticello. Kat Imhoff, chair of that event, would like to have each state involved in that ‘kickoff” event, and a sub-committee of COSA is reviewing her request to determine the options. Mr. Blackwood said he sees advantages for states to be involved with other state’s signature events.

During the National Council’s Board Meeting the following media partners were announced. The National Geographic Society plans release of an IMAX on Lewis and Clark and will debut the film in Omaha in April, 2002. An agreement has also been signed with Smithsonian Magazine for editorials and promotional pieces. The Council’s agreement with The Carlson Marketing Group, the group who was to serve as the fundraiser for them, has dissolved. The Council is now working to create a plan that includes a public relations strategy, and a sponsorship, grants, product-licensing approach. They are interviewing other firms at this time and hope to have news by next month. The next National Council Board meeting is planned for August 15 in Omaha. This is a change from the planned meeting in Pierre, SD. (**This meeting is now scheduled for Minneapolis, Aug. 15.)

Mr. Blackwood said this was the first National Council meeting where Indian representatives from Montana were in attendance. They included Darrell Martin, George Lane, Germaine White and R. J. Young. To be represented, a Resolution of Support from the Tribal Council Chairman is required and this group serves as an advisory group to the National Council.

Mr. Blackwood said the down side of the National meeting was the Council’s continued struggle with fundraising and the news regarding the Carlson Marketing Group. He called on others who attended the workshops to report and Mr. Lepley said he was not impressed with the workshops as they did not provide tangible, applicable information for attendees to bring back home. Ms. Cortright generally agreed, however, she noted that the segment on Commemorative Events: US Army: Retracing the Route was informative. Mr. Stearns agreed with Mr. Lepley’s comments, and suggested it would be beneficial for members from the various state commissions to meet during the next National meeting in Lewiston. He complimented the planners on the quality of the social events planned for attendees, and said the opportunity to network was the most beneficial for him. Darrell Martin said he did not attend many of the workshop sessions, but agreed that meeting with other Tribal representatives was very beneficial.

Update on Congressional 2002 Appropriations Requests

Mr. Blackwood reported on appropriations requests, noting that there is a $100,000 request through Senator Burns’ Office for planning money for a Public Safety Plan. Senator Baucus has agreed to move forward a $500,000 appropriations request to provide more grant money for the state Commission for a re-grants program. Rep. Rehberg has moved forward a $500,000 request for implementation of the Interpretive Sign Strategy. Work also continues with the National Council through the House and Senate Caucuses.

2001 NPS Challenge Cost Share Program

Mr. Blackwood reported on the 2001 Challenge Cost Share program through the National Park Service, noting that the Commission and MTRI received a $20,000 grant for the first phase of an implementation process for the Interpretive Sign Strategy. A state gateway sign prototype will be developed, as well as a gateway sign for the Blackfoot Corridor, one of Montana’s seven travel corridors. The Commission also partnered with the Montana Sheriffs’ and Peace Officers’ Association on a $10,000 grant to fund the first phase of developing a statewide Public Safety Plan. There are seven other CCS grants, totaling about $86,000, which will pass through the Commission’s Cooperative Agreement with the NPS, and back out to local entities who were the grant recipients.

V. Committee Reports

Budget Review for 2001

Mr. Blackwood explained that a final year-end spreadsheet was not presented because of difficulties in compiling the information through the state’s accounting system. However, he did report there would be little or no year-end money. He is working closely with the accounting staff at the Historical Society as fiscal year-end closing nears, and will provide a detailed spreadsheet on FY 2001 to the Commission once it is available.

Proposed Budget for 2002

Mr. Blackwood began by reviewing the Budget Clarifications notes on page 2 of the budget. He noted three significant modifications to this budget: 1) a proposed fundraising program estimated at $88,000 ($50,000 for salary, $20,000 to develop the strategy, $15,000 for the promotion packet, and $3,000 for travel expenses); 2) a $250,000 loan from the Board of Investments (BOI) to be repaid with revenue received from the sale of L&C license plates that will go on sale in Jan. 2002; and 3) a 3% administrative overhead on $212,000 for “operations” totaling $6,360 and 1.5% overhead fee on $350,675 totaling $5,260 on Commission-sponsored grant funds payable to the Montana Historical Society.

Mr. Blackwood explained that the maximum amount the BOI would loan was $250,000. This amount was based on the sale of Centennial license plates; however, the fiscal note on the license plate bill reflected a revenue projection of $800,000/year for the next two years. Mr. Blackwood said the BOI board meets in July and he asked whether the Commission supported pursuing the loan or preferred waiting until revenue was actually received from the sale of license plates.

He reported that the administrative overhead fee was new this year, and was first discussed at the October 2000 meeting. Mr. Olsen had proposed the overhead fee because the Commission was administratively attached to the Society with no fiscal provisions.

Mr. Blackwood reviewed the Income and Expenditure items in the proposed budget, noting the new items. He said TAC had committed $50,000 for the 2002 Grants Program; however, the MDT has not committed for 2002 yet and he will follow up with them later in the year.

Under the Grants category, Mr. Blackwood explained that the $49,325 budget shortfall would be covered by tapping a portion of the $250,000 BOI loan, leaving a net Grant Pool of $345,415.

Ms. Stone suggested tabling the budget until other reports containing funding recommendations that would affect the budget were presented. Mr. Kipp asked how many centennial license plates were sold and Mr. Blackwood was unable to recall the exact number; however, he reported that the Commission would receive $20 of the initial $30 fee and $20 from each renewal.

Following the Education Committee’s Report and discussion of their funding requests, Ms. Stone returned discussion to the proposed budget. She explained that the budget is contingent on whether the Commission decides to request the BOI loan against the license plate revenue. She called for a motion on the loan and requested that Mr. Blackwood present a revised budget at the October meeting. Mr. Olsen asked how the Commission would function from July 1 until the October 10 meeting if the budget were not approved today. Ms. Stone suggested approving an interim budget based on how it was presented, including the revisions made today in the form of motions. Mr. Blackwood reported on the BOI loan, saying the Board meets in July and with approval from the Commission, he would begin the paperwork process. A loan of $200,000 could be approved in office; a loan of $250,000 would require board approval. Ms. Ryan asked about the cost of the loan and Mr. Blackwood did not know the interest rate, but said as the license fees came in they would be applied to the loan. Mr. Olsen asked for a projection of when the loan would be paid off and Mr. Blackwood said it would depend on the sales of plates, did not know, but had been told by BOI that as soon as the initial loan was paid off, the option existed for a second loan. Mr. Monger asked how much revenue the Centennial plate generated, and Mr. Blackwood could not recall the amount. Mr. Monger expressed concerns with obtaining a loan without knowing the Commission’s ability to repay. To repay a $200,000 loan, 10,000 plates would need to be sold and Mr. Blackwood said there are over 900,000 licensable vehicles in Montana. Ms. Roach stated that if some of the loan proceeds were used to get the fundraising effort underway, the loan could be repaid one way or the other. Mr. Martin made a motion to authorize Mr. Blackwood to negotiate for a $250,000 loan from the Board of Investments. Ms. Ryan seconded. Ms. Stone called for further discussion. Mr. Cohn asked what would happen if the loan was denied. Mr. Monger said the Commission was conceivably making a loan greater than one year’s income, which could negatively affect the grants program. Mr. Martin spoke in favor of the loan, citing the results of the sale of plates from UM, which had resulted in $800,000 in income. Ms. Stone called for the vote that resulted in a 4 to 4 tie. The Chair voted in favor and the motion carried. Ms. Stone called for a motion to approve the tentative budget. Mr. Olsen made a motion to approve the tentative budget, based on the motions made today that affect the budget and requested that a revised budget be presented for approval at the October meeting. Mr. Kipp seconded and the motion carried.

Grants Committee

Jack Lepley was called on to present the Grants Committee report. Mr. Lepley reported on the committee’s work, noting that the 50 applications were scored separately and consensus was reached during a conference call of the committee to fund 13 grants. Mr. Lepley suggested that the Grants Committee meet to evaluate the criteria prior to judging the 2002 grant applications. He also recommended that the committee meet in person to review their scores and reach consensus. Rotating membership on the Grants Committee was also suggested. Ms. Cortright distributed a progress report on the 17 grants awarded in 2000. The report was based on 6-month reports received as of December 2000, with the exception of the Honor Guard, who received their funds late due to a delay in signing their contract. Final reports will be due on these projects in December 2001. She provided a recap of the Organization & Planning Grants Program awarded in January 2001, noting that 4 Tribes and 14 Regional Bicentennial Commissions received grants totaling $43,473. Final reports on these grants would be due in December 2001. The 2001 Grants Program was reviewed next. Ms. Cortright reported that 50 applications totaling $757,982 were received by the April 13 deadline. This year’s funding partners are the Montana Dept. of Transportation, $100,000, the Travel Montana’s Tourism Infrastructure Investment Program, $50,000, and the state Commission, 5,000, the balance remaining following the 2001 O&P Grants awards in January. Scoring by the Grants Committee was completed by the week of May 7, followed by a conference call to review scores and make funding recommendations. She distributed the list of 13 recommended grants totaling $155,000 for the Commission’s review and approval. A map identifying the proposed distribution of grants statewide was distributed. The proposed grant to the Valley County Pioneer Museum was noted as pending on the report, awaiting confirmation of authenticity of the items being considered.

Ms. Stone called on Mr. Blackwood to review the recommendations individually to allow for questions from the Commission. Regarding the request from Valley County Pioneer Museum, Mr. Blackwood explained that this application was not approved at this time is because questions were raised by the Grants Committee as to the authenticity of the teepee they wanted to purchase. The Committee felt that the teepee needed to be an authentic Assiniboine teepee in order to be in harmony with the cultural committee at Fort Peck. He reported that the cultural department plans to meet with the owner of the collection, as well as Sioux and Assiniboine members to discuss the issue and come to a decision on the authenticity of the teepee. When the results of that meeting are received, the Grants Committee would be notified. Mr. Blackwood said any motion today would be minus final action on that application. Ms. Stone called for a motion to approve the Grant Committee’s recommendation, including authorization for executive action on the Valley County Museum application. Mr. Olsen asked Mr. Lepley what would happen if the teepee was determined to not be authentic. Mr. Lepley responded that there are other artifacts in the collection that have been authenticated that could be purchased with the grant funds. Darrell Kipp made a motion to accept the Grants Committee’s recommendation. Darrell Martin seconded and the motion carried. Mr. Blackwood asked for clarification on the process for the Valley County Museum application. Ms. Stone recapped that the Grants Committee must obtain Executive Committee approval following resolution of the authenticity question.

Mr. Martin suggested that in the committee’s review of criteria, they should consider allowing travel expenses for people who participate in reenactments and events that are tied to a specific grant. Ms. Weber addressed the issue of volunteer burnout and spoke in support of compensating people who incur expenses as a result of their participation in reenactments. Mr. Lepley responded that two years ago in discussions regarding criteria, the committee determined that funds should support bricks and mortar projects. Mr. Martin suggested considering the history of groups participating in annual events, noting that without support money, these events might not be continued in the future. Ms. Weber spoke in support of reassessing the criteria to allow for a broader application of grant funds in the future. Mr. Blackwood added that there would be some projects that should be considered for direct funding by the Commission, as opposed to receiving funds through the grants program. Mr. Martin also suggested adding to the grant application the notation that this is a competitive grant.

Mr. Blackwood spoke about the timeline for the 2002 Grants Program. He proposed merging the O&P Grants with the Project Grants into one application that would be due in early December 2000. Applications would be due in early December with scoring done in December-January. The Grants Committee would make their recommendations to the Commission at the February 13, 2002 meeting. The O&P grants would be one segment of that grants program application and the project grants would be a separate segment. Marilyn Ryan made a motion to move the timeframe up for grant application and awarding. Jack Lepley seconded. Mr. Monger asked if we would know by that time of year if funds would be available from granting partners. Mr. Blackwood said it work out better for TAC as they would know by February what projects were funded and would be able to consider participation for the next year during their June meeting. Mr. Blackwood said MDT makes their determination by the end of the fiscal year, June 30. Mr. Lepley said awarding earlier in the year would allow for better utilization of construction time. Mr. Olsen asked about commitments that come in during the mid-cycle and Mr. Blackwood said that happened in 2000 with MDT and the funds were incorporated in that current grant cycle. Ms. Stone called for a vote and the motion carried. Mr. Blackwood said that grant administration will be handled in-house through this year, but as the program grows, administration will become more challenging with the current staff.

License Plate Committee

Mr. Blackwood explained that legislation was passed during the 2001 Legislature to allow for the sale of a bicentennial plate. He displayed the proposed design noting that a few design changes remained to be made. Space for seven digits would be required if the plates were personalized; otherwise the numbering system would be a combination of letters and numbers, and the plates would go on sale in January 2002. Mr. Monger made a motion to accept the proposed plate design. Mr. Blackwood reviewed the membership of the license plate committee (Homer Staves, Curley Youpee, Matthew Cohn, Wendy Chandler, Renee Stoll and Glen Kuehn) and listed three tasks he envisioned they would work on: 1) working with designer to finalize the design; 2) discuss a marketing campaign; and 3) address the distribution of revenue. He noted that the simplest process would be for the Commission to determine today that the license plate revenues would come to the Commission’s grant program to be redistributed. Mr. Cohn did not feel that distribution of revenue was the committee’s area of responsibility. Ms. Ryan expressed her concern that $5,000 for marketing was not sufficient. Mr. Cohn said there would be publicity on several new plates released in January, and that more dollars could be spent, but the question was, should they be. Mr. Hopkins asked about the numbering scheme and Mr. Blackwood said he would address that issue in a meeting with the Dept. of Justice. Mr. Hopkins suggested a lottery for the #1 plate. Mr. Stearns stressed the need for readable, vivid colors on wording. Mr. Purviance said that UM has benefited its scholarship program in the amount of $800,000 from the sale of specialty plates. He suggested producing color posters containing purchase information, and sending one to every county’s vehicle registration location with a letter requesting that they be posted. Mr. Monger restated his motion to give the License Plate Committee authority to finalize the design, and proceed with distribution plans for the plate. Ms. Ryan seconded. Ms. Stone called for further discussion. Hearing none, the motion carried. Ms. Stone raised the question of allocation of the license plate revenue. Mr. Stearns made a motion directing the license plate revenue to the Commission for general support of the Bicentennial. Mr. Olsen seconded and the motion carried. Mr. Monger asked if the motion covered the question of the $5,000 amount for marketing. Ms. Ryan said she raised the question for consideration only. Mr. Blackwood said he has leeway to move up to $5,000 in the budget, and would work with Mr. Cohn on the promotion.

Licensing, Endorsement & Promotion

Mr. Olsen reported that there had been discussion on the level of fundraising required, and the Committee determined the best course would be to hire a staff person whose time could be devoted specifically to dealing with sponsorships and fundraising. He said the committee recommended the development and posting of a job announcement to hire a fundraiser as soon as possible. Hs suggested the person could be hired through the Society’s Foundation and leased to the Commission, with any funds raised going directly to a specific L&C fund in the Foundation. Mr. Olsen said there had been discussions with the Foundation and they were interested in pursuing this arrangement, but the details needed to be worked out. He said one of the benefits of working with the Foundation is an experienced development officer on staff with fund-raising experience in Montana. He said part of the Committee’s recommendation also included contracting with a consulting firm to help design and launch a fundraising campaign. He referred to the $88,000 total amount in the proposed budget and invited Lorraine Roach to address the Commission regarding the proposal she provided to the Committee, noting that the Committee felt her proposal provided a good starting framework. He said the top fundraising goal of $10 to $15 million was recommended in her proposal and noted that fundraising would also be required outside of Montana to meet that goal. Mr. Olsen said logistical questions remained to be answered, such as how this effort would be coordinated with local efforts, and again stressed the urgency of implementing the campaign. He said Montana could wait no longer for the National Council to implement their sponsorship/fundraising program, and that other states were coming to this same realization, that acting quickly would give Montana the edge on fundraising.

Ms. Roach addressed the Commission regarding her proposal, “Montana Lewis & Clark Bicentennial Fundraising Implementation Outline,” stating that this was not a proposal from her firm to do the fundraising, rather it is an outline proposing a process to accomplish the fundraising. Ms. Roach said she contacted several fundraising firms and the outline reflected the best ideas she received in the process. She recapped that there are 51 Tier I projects in the Master Plan with a combined need of over $50 million. She recommended that based on the types of projects and the results of the survey conducted last year of Montana’s top 100 companies, $10 to $15 million is an achievable goal if the campaign was launched quickly and aggressively. She suggested hiring by August 1st as potential sponsors will be making decisions on marketing dollars during the 4th quarter of this calendar year for next year. She said getting funds out to compensate events coordinators and reenactors would help ensure viability of events through 2006. Ms. Roach said her firm was available to assist, but would not be taking the lead.

Mr. Olsen said it was the Committee’s desire to establish a sustainable organization to continue legacy endowments beyond the Bicentennial years through the investment of funds for future non-recurring events. Mr. Blackwood said work would be required on the part of local communities to assist with fundraising efforts, that it was unreasonable to expect the fundraiser to raise all the needed funds. Mr. Stearns asked if any other states had kicked off fundraising campaigns and Mr. Blackwood answered that other states are talking about it, but there was not a model to follow. Mr. Monger asked for clarification on the fundraising position within the Foundation. Mr. Olsen explained that there was a structure within the Foundation, as they have a Development Officer who reports to Mr. Olsen as the Executive Director of the Foundation, but in reality he works for the Foundation Board. The L&C fundraiser would be in the same capacity, but would work for the L&C Commission. He said the use of a fundraising consultant was a widely used practice and they are generally on a monthly retainer, and would provide contact with national corporations that the MHSF does not have. Mr. Blackwood restated the expenses: $50,000 for salary; $20,000 for outside expertise; $15,000 for the promotional kit; and $3,000 for travel. Mr. Olsen said MHSF is launching a $3 million campaign and estimated the first year’s expenses at $140,000. Ms. Roach reviewed the advantages of working through MHSF; their ability as a 501(c)(3) to apply for other private foundation funds, and a track record. She estimated the startup cost at $50,000 to $85,000 for the first 90 to 120 days, and said a consulting firm with an experienced fundraising team was necessary to jump-start the campaign, after which time the fundraising coordinator could carry the plan forward. Mr. Blackwood recapped that the process of hiring the fundraising coordinator would happen concurrently with sending out a Request for Qualifications to locate a fundraising firm. The Licensing and Sponsorship Committee would then review those responses and conduct the interviews. He said possibly the cost would be greater than the $20,000 budgeted, and suggested coming back to the Executive Committee for authorization to move some of the grant funds to cover the cost. Ms. Weber said based on her experience, Phase I costs would run close to $40,000. She suggested delaying the hiring of the fundraising coordinator for 4 months until the initial work of the consulting firm was completed, such as a feasibility study. Ms. Stone said the Committee considered this approach and she cautioned that it would result in a heavier workload on Mr. Blackwood. The question of competition with the Foundation’s fundraising efforts was raised, in particular, the allocation of funds coming into the Foundation. Mr. Olsen said he preferred a coordinated approach, and recognized they may approach the same donors, but felt it was more effective work together. He did not see overlap in approaching corporate America, however. Mr. Kipp asked if the fundraiser would be housed with Mr. Blackwood and he said that had not been decided yet, but the person would be supervised by him and employed by the Foundation. He said the ideal situation would be to house the fundraiser with the Commission’s staff. Mr. Olsen did not agree, and felt it would be more effective to locate them with the Foundation’s staff. Mr. Kipp asked about employee benefits, and Mr. Olsen said there would be no benefits, just a salary, as compared to a state position where benefits are an additional 27% above the salary cost. Mr. Olsen said current Foundation employees use a percentage of their salary to purchase benefits. Ms. Roach suggested a contract arrangement as an option.

Ms. Stone asked if the Committee was prepared to move forward with a recommendation in the form of a motion. Mr. Olsen made a motion to recommend moving forward with the hiring of a fundraiser as soon as possible; adopting the components of the budget that relate to supporting the fundraiser; negotiating the agreement between the Commission and the Montana Historical Society Foundation to work out the logistics relative to hiring a fundraiser; and utilizing The Hingston Roach Group’s document as a guideline, recognizing that it needs to be adapted. Mr. Kipp seconded. Ms. Stone called for further discussion. Hearing none, the motion carried. Ron Clark suggested researching the possibility of utilizing the executive loan program that was based through the Department of Commerce several years ago.

The meeting recessed for lunch that was provided compliments of the President’s Office, University of Montana. David Purviance made a brief presentation on the work of UM’s L&C Bicentennial Committee, charged with becoming one of the Nation’s preeminent educational resources. He closed by saying UM was very supportive of L&C initiatives on the campus and statewide and introduced Bob Frazier, vice-president of UM, who briefly addressed the Commission on their satellite work with NASA. He also noted E. S. Paxson’s artwork, “Sacagawea,” owned by the University, and said the sale of prints of the artwork support the Museum of Fine Arts. They have a new “Discovery” truck in the works that will feature the painting. He also spoke about the University’s project, in conjunction with Stephen Ambrose, Harry Fritz, and artist Charlie Fritz. Charlie Fritz has visited many L&C sites with Mr. Ambrose, and has already produced three paintings that have sold at the C.M. Russell action. Some of the artwork will become part of the University’s permanent art collection. In addition, the University Press plans to publish a book in the spring of 2004, featuring Mr. Fritz’ paintings with comments by Mr. Ambrose and text by Mr. Fritz.

Education Committee

Mr. Stearns, chair of the Education Committee, reported on progress made to date on three projects. 1) He announced that the 22-minute video produced by Jeri Mae Rowley, Flathead Valley Community College, with funds from the Commission 2000 grants program, was aired for the committee yesterday. Ms. Rowley is utilizing the video in Superhost training this spring. Copies were distributed to Commission members. 2) The “Confluence of Cultures” Symposium sub-committee met yesterday morning and Mr. Stearns reported that they have developed a “statement of purpose,” and a flow for the conference. They discussed yesterday the hiring of a coordinator for the Symposium, and will be pursuing grant opportunities. The Symposium will incorporate Native American higher education institutions across the country and in Montana. Darrell Kipp and Jonathan Matthews will co-chair this subcommittee. The framework for funding the program will be developed at a meeting in Great Falls September 26-27, and will be reported on at the October Commission meeting. Mr. Stearns added that on November 14-16, 2002, Penn State University will present their “Council of the People,” a re-examination of the L&C event and the 200-year impact on the lands, peoples, histories and cultures. He expects there might be a sharing of presenters between their symposium and Montana’s planned for Spring 2003. 3) The Lewis and Clark Teacher Resource Guide, sponsored by The Watercourse and Project WET and funded by the Commission’s 2000 grants program, is nearing completion. Bonnie Sachatello-Sawyer presented a sample page from the 100-page Guide to the Education Committee yesterday. She plans an initial printing of 5,000 copies for free distribution. This Guide will contain the 20 best sources for curriculums, traveling trunks, web sites, CD-ROMS, and books on the Expedition.

Mr. Stearns also spoke about the NPS 16-page trail-wide activity book that will be presented in draft by the fall meeting. “Native Waters” an initiative at UM, directed by Patrick Weaselhead and Sally Thompson, and funded by the National Science Foundation, will focus on the Missouri and Columbia river basins from a Native American perspective. Mr. Stearns recapped the presentation yesterday by Mike Cavey, MSU Extension Service on the 21st Century Learning Grant that will provide hands-on learning for at risk kids between Frazer and Glasgow in ten after school programs.

Mr. Stearns addressed the proposal developed for the Commission by Jane Weber, L&C National Historic Trail Interpretive Center, L&C Bicentennial Training Academy titled, “Montana Lewis and Clark Bicentennial Tour Guide Certification.” This proposal outlines a process for training and certifying L&C guides and contains a total budget of $22,875, a portion of that amount requested from the Commission. During yesterday’s Education Committee, Margaret Gorski said that the Forest Service might also be able to contribute funds.

Ms. Weber explained that Mr. Blackwood contacted her regarding the possibility of providing tour guide training through the Training Academy. Her proposal outlines a process for ensuring that when contact is made in an area seeking qualified step-on guides, that people who have who have received certified training could be recommended with confidence. She explained the portfolio submission and review process, noting that applicants who required additional training could obtain the needed training and become certified. The Academy would provide a 5-day ‘crash course’ for people who required training in a number of areas. She explained this workshop would not be a revenue generator for the Academy, as they only charge for materials that are provided to the attendees, in an effort to keep the cost low and ensure better attendance. Ms. Weber said that since yesterday’s meeting, the $6,325 in administrative costs had been reduced to $5,000 and would be the Commission’s portion to cover the certification process. She said the $16,550 was proposed to cover two off-site training courses. She said that during the Education Committee meeting, Mr. Blackwood had suggested a one-year trial course at the Interpretive Center, which would not require any of the $16,550. Ms. Roach suggested the Professional Guides Institute, Bozeman, Montana, as a potential partner. Mr. Stearns said initially it would be a Montana-focused program, but could become national in scope later on. Ms. Gorski said she planned to approach the MTRI Focus Group to determine if there were ways to develop a staffing pool or guide service list in providing field experiences for visitors to the state. Ms. Weber said the Corps of Discovery II would be seeking local guides as its trek begins across the country. Ms. Stone called for a recommendation in the form of a motion from the Education Committee. Mr. Blackwood said that the requested $5,000 was not earmarked in the budget for this proposal, but said this might be one of the projects that the Commission feels is important enough to fund directly, rather than through the grants program. He added that yesterday the Education Committee received a $10,000 offer from Alex Philp, EOS, to help fund a coordinator for the Symposium. The Symposium Committee asked if the Commission would also consider a $5,000 investment toward the coordinator’s fund as the Forest Service might also contribute $5,000. Mr. Blackwood said these two items were not included in his draft budget as he was unaware of them prior to yesterday’s meeting, and said they could be funded out of the Commission’s grant funds. Ms. Ryan spoke in support of providing $5,000 for each of the programs. Mr. Kipp agreed with Ms. Ryan’s recommendation to fund the Symposium position. Ms. Weber clarified that the $5,000 would go toward certification, and not to support the Training Academy. Mr. Cohn asked if the Commission was going to pre-allocate $10,000 of grant funds for next year without going through the process, and said he was uncomfortable voting without having time to consider the ramifications. Ms. Stone said the difference was that these were projects coming from the Commission’s own committee, versus coming from another sponsor. Mr. Kipp said if the projects were included in the grants program, the Commission would then be awarding itself the grant funds, which would also create a controversy. He did not want to confuse the grant issue with support of the Symposium. Mr. Monger questioned how the three education opportunities related to each other; the Fall Conference, Symposium and hosting the National Council’s meeting and suggested discussing the budget and the overall effects to it of approving the requested $10,000. Mr. Olsen said these two projects have statewide and maybe national implications, and suggested setting aside a percentage of the grant program for support of the Commission’s committees. Ms. Roach said there were a few projects identified in the Master Plan that are Commission-sponsored statewide projects that would be funded out of the Commission’s budget. Mr. Kipp suggested considering the additional workload resulting from added programs. He said the Symposium has reached the stage of development where a coordinator was required and there was no alternative. Mr. Olsen made a motion to set aside 10% of the grant program funds for these types of committee driven projects, and that proposals of this nature must be presented at least one meeting prior to approval, which would include those being proposed today. Mr. Martin seconded the motion. Ms. Stone called for discussion. Ms. Ryan spoke against a set-aside percentage. Ms. Stone suggested that any money unused in that category would revert back to the grants program. Mr. Stearns spoke against the motion as he felt the Symposium had reached a critical point in time and a delay now would jeopardize it, as well as the timely advertising of the Tour Guide training in the Academy’s brochure. Mr. Olsen withdrew his motion and proposed a substitute motion that 10% of the grant program that is in the budget now, or whatever develops, would be set aside for projects like this and that any balance remaining at the end of the year be moved into the grant program for the following year, and that the Commission approves the two $5,000 projects that are on the table. Mr. Martin seconded the motion. Ms. Stone called for discussion. Both Mr. Martin and Mr. Lepley spoke in support of the Tour Guide training proposal. Mr. Monger cautioned that the only committed grants funds to date for 2002 are the Commission’s $50,000, noting he would not vote against the concept, but rather the timing. Ms. Stone called for the vote and the motion carried on a vote of 4 to 2. Mr. Blackwood questioned whether remaining funds could be rolled over into the next year. Mr. Olsen said that bed tax and federal money could be rolled forward. Mr. Blackwood did not agree that bed tax could be rolled forward and Mr. Olsen then suggested granting the funds by fiscal year end.

VI. Legislative Wrap-up

Mr. Cohn reported that the Accommodations Tax ended up virtually where it was prior to the Legislature, at 4%, with $400,000 going to the Montana Heritage Commission. Big Sky, an area that collects the third largest amount of bed tax in Montana, would now have a Convention Visitor Center funded by the state. The Department of Commerce is being reorganized effective July 1; however, Travel Montana would remain a part of Commerce, but would be assuming some of the business development and recruitment responsibilities.

Mr. Monger reported on Headwaters State Park, saying that legislation was passed that temporarily removes portions of Headwaters from primitive parks status. Those areas are the orientation entrance area, the confluence of the Jefferson and Madison rivers, and the entire park relating to interpretation and educational signing. There is a 2 ½ year window to address those areas. Parks failed in their attempts to secure $500,000 for statewide parks improvements, but they did receive the equivalent of 6 new full-time employees statewide.

Mr. Olsen reported that the Society received $100,000+ to support its efforts related to Lewis & Clark, which includes 1.5 FTE. They will work on a traveling as well as a permanent L&C exhibit that will focus on the Native American perspective, culture, and the natural environment present when Lewis & Clark came through Montana. Funds will also support reference help, education, interpretation, and community workshops. A grant has been applied for to develop three more traveling trunks on Lewis and Clark. Mr. Olsen reminded attendees that Ellen Baumler is available to provide assistance with the Interpretive Sign Strategy implementation.

Mr. Blackwood reported that House Bill 16, involving a loan from the Coal Trust Fund to create a heritage tourism program, failed. He noted the reaffirmation of $200,000 annually from Travel Montana to fund the Commission’s budget for the next biennium and passage of the License Plate legislation.

VII. “Looking Back at Looking Back” - Presentation by Dave Walters

Immediately following lunch, Dave Walter delivered his 30-minute presentation on how the Nation and Montana viewed the L&C Centennial.

VIII. L&C Bicentennial Marketing Strategy Update

Mr. Cohn reported that filming of their TV commercial would begin next week. Discussions are ongoing with numerous magazines and he expects the completed marketing plan by November.

IX. MT Bicentennial Public Safety Plan Update

Mr. Blackwood said Montana is following the lead of Idaho in developing a Pubic Safety plan. The leaders are the Montana Sheriffs’ and Peace Officers’ Association and the Disaster and Emergency Services Division. He provided a handout from Mike Cooney, dated June 8, 2001, containing an update on efforts to date involving 36 of Montana’s 56 counties. He reported Mr. Cooney would continue to solicit support from the remaining counties. The plan will facilitate communication and cooperation on the county level for emergency services, traffic control, etc. Initial work was funded by a $10,000 NPS Challenge Cost Share Grant and a stakeholders’ meeting, attended by over 100 people, was held in Great Falls. Since that meeting, a $100,000 appropriation has been requested through Senator Burns to continue work on the Public Safety Project. He said bridge financing is needed to continue the planning process until the appropriation comes through this fall. Therefore, Mr. Blackwood presented a $5,000 request to the Commission for bridge funding. He explained that if the planning work could be completed by fall, another Congressional appropriation request could be made in January 2002 for key items for Montana. Ms. Ryan asked which area of the budget the funds would come from and Mr. Blackwood answered that they would come from the 10% set aside from the grant fund as this was also a Commission sponsored statewide project that was identified in the Master Plan. Mike McGinley recapped Beaverhead County’s involvement with the Idaho plan and stressed the need for Montana counties to become involved in this critical planning effort. Mike Oliver added that Congress wants an analysis of what additional workload would be brought to Montana as a result of the Lewis and Clark Bicentennial. He said timing is critical, that the plan must be completed by December 2001 to meet the Appropriations process deadline in January. If this deadline were missed, another full year would pass before the request could be made again. He said that Montana and Idaho have the most critical needs as far as communications, EMS, and Search and Rescue. Mr. Oliver said that other states are beginning to address these issues, and Montana has a unique opportunity to get out in front. Mr. Blackwood said he had not included this item in the budget as he was anticipating there would be a year-end balance, and he intended to propose using those funds for this request. Ms. Ryan made a motion to find the money in the budget to contribute the $5,000 to keep the program going. Mr. Cohn seconded. Ms. Stone called for discussion. Mr. Cohn asked Mr. Blackwood how much year-end money he expected to have and Mr. Blackwood said he estimated the balance to be $1,000 to $1,500. Mr. Cohn proposed, with the sponsor’s concurrence, that whatever positive balance is left at the end of the year goes toward the Public Safety Plan and whatever the difference is, then it goes to next year’s budget. Ms. Ryan agreed with the friendly amendment. Mr. Cohn seconded. Ms. Stone called for further discussion. Mr. Olsen said there would be an economic benefit to counties as a result of the Bicentennial and said there should be a concerted effort made to contact counties to provide support. He questioned what would result if the $100,000 appropriation were not received. Mr. Blackwood responded that he could not answer that question, but hoped that other funders would come forward to help with the effort. Ms. Ryan said the Commission is one of a few entities with the ability to spend money to promote the Bicentennial and felt that the State Legislature failed to provide adequate funding for the planning effort. She said the safety issue was vital to provide for the influx of tourist that would be coming to Montana. She urged the Commission to do the minimum and approve this $5,000 request. Mr. McGinley said the $100,000 would fund the initial planning, but millions would still be required to implement the plan, which is where the counties would become involved. Ms. Stone called for a vote and the motion carried 7 to 1.

X. Signature Event Presentations

Discovering the Big Sky - Jane Weber

Ms. Weber addressed the Commission regarding the Signature Event, “Discovering the Big Sky,” planned for July 3-4, 2005, sponsored by Cascade and Chouteau counties, and the cities of Fort Benton and Great Falls. Thirty-three days of activities, June 2 through July 4, are planned that will parallel the Expedition’s time from the decision at the Marias to completing the portage of the great falls of the Missouri. July 3rd will focus on the native cultures of the land the Expedition passed through. July 4th will focus on the Expedition and their achievements. Ms. Weber provided as a handout the Draft Organization Plan for the Signature Event. Later in the meeting Phil Scriver distributed a handout titled, “Role Definitions for Signature Event Organizational Structure.”

Clark on the Yellowstone - Jeff Dietz

Mr. Dietz addressed the Commission regarding the Signature Event, “Clark on the Yellowstone,” planned for the Billings/Pompeys Pillar area in July 25, 2006, the 200th anniversary of Clark inscribing his name on the pillar he called “Pompeys Tower.” Events are planned that will incorporate the entire length of the Yellowstone River, including the annual “Clark Days” celebration to be held the weekend prior, sponsored by the Pompeys Pillar Historical Association. Plans include educational opportunities, Native American games, family activities, and an awards ceremony.

XI. L&C Education Center Presentation - Alex Philp, U of M

Alex Philp made a presentation on the Lewis and Clark Education Center at the University of Montana. The project is funded by NASA, and is the primary program of the Earth Observing System Education Project that began three years ago on the campus. Almost $9 million have been appropriated through Congress to date to fund the project. Mr. Philp said their primary job was to help teachers and students (K-12) worldwide begin to look at the issues of earth system science. They were also directed to get teachers involved in utilizing advanced technologies such as GPS, GIS, and data digitization and animation software. It’s application with respect to Lewis and Clark is in providing opportunities for interdisciplinary exploration on a variety of subjects. Their primary goal is to focus on the concept of 200 years of change, to look at causal relationships associated with that change, using geography, history, and ecology. He demonstrated software that allows fly throughs of areas along the Trail that can then be delivered over the Internet and talked about the applications of this technology. He welcomed questions and distributed his business card.

XII. Old Business

Audit Report

Mr. Blackwood reported on the legislative audit, noting three minor areas of concern on the part of the auditors. He reviewed each finding and read the new travel policy that resulted from one of the recommendations, which reads, “A commissioner, if traveling on official state business, may request reimbursement of travel expenses as allowed for by current state statute.” Payment of honorariums has been discontinued until the next legislative session, at which time authority could be requested.

Letters Requesting Reappointment

Ms. Stone noted that three commissioners’ terms expire in October; Hal Stearns, Marilyn Ryan and Curley Youpee. She said those interested in reappointment should write letters of request to the Governor. Also, anyone interested in an appointment to the Commission was urged to write to the Governor. Mr. Blackwood explained that commissioners’ terms are in effect until a replacement is named.

Update on Fall Meeting & Annual Conference in Billings

The Fall Conference is planned for October 11 & 12, at the Billings Hotel and Convention Center. The Commission will meet the afternoon of October 10 and the morning of the 11th. The Conference will begin at 1:30 p.m. on the 11th and conclude the afternoon of October 12. A questionnaire was circulated during yesterday’s MTTA/RBC meeting seeking suggested topics for the conference.

Update on Pompeys Pillar & Proposed Grain Elevator - Jack Light

Jack Light, Pompeys Pillar Historical Association, spoke about their success in stopping construction of United Harvest’s the proposed grain elevator. There has been a series of hearings, and now the hearings officer is to make a recommendation to the state Board of Environmental Review in time for their July meeting. Legislative changes, however, may alter this schedule. United Harvest would like to see the new law followed. He explained that the only area they were able to appeal under was the air quality permit that was issued by DEQ to United Harvest. He thanked Mr. Blackwood and the Commission for bringing in a mediator following the February Commission meeting in an effort to avoid going to court, which unfortunately was unsuccessful. Mr. Light reported that the Chairman for the National Trust for Historic Preservation visited the Pillar last week, and they are very supportive of the effort to stop construction of the silos. Ms. Roach asked if United Harvest was willing to sell the site and Mr. Light said it was valued at over $1million for the 100 acres. Mr. Light is working with The Nature Conservancy and other organizations to facilitate a land exchange with BLM. He added that Conagra is constructing a competing grain terminal in downtown Billings at this time. Mr. Light spoke about the National Monument status for the Pillar and said plans are underway for a new Interpretive Center. They still have to go through the E.A. process on the proposed $4 million plan. BLM has $2 million provided by the Montana Congressional Delegation, which must be matched by $2 million from the Pillar Association, half of which is pledged at this time. There is an additional $5.4 million request in the President’s budget request to Congress for improvements to the road, parking lot and flood plain work.

XIII. New Business

2003 National Planning Workshop, Great Falls

Jane Weber reported that local L&C groups would try to effect more control over the agenda for the meeting planned in Great Falls in 2003 so that workshops are more pragmatic for communities. She said their committee plans to work with Monticello as they will have just completed the kickoff Signature Event in January of 2003. The 2002 National Planning Workshop is scheduled for Lewiston, Idaho, and the Upper Missouri RBC will work with Keith Petersen, executive director of Idaho’s Bicentennial Commission, to benefit from his experience in hosting the event in 2002. Ms. Weber explained that when their local community put in a bid to host the 2003 event, they were unaware that the event serves as a fundraiser for the National Council. She said Omaha raised $45,000 to $50,000 to host the receptions during the 2001 Conference, and said that Montanans would prefer that their money be used to support useful workshops. She said none of the conference registration fees actually come back to the community, and Mr. Petersen intends to see if this practice could be changed. Ms. Weber suggested that the conference planners would benefit from implementing a formal evaluation process, and plans to suggest to Mr. Peterson that he requests that the Council send out a blanket survey to attendees from the Omaha Conference. Mr. Lepley said he has attended all of the National Council’s National Planning meetings, and feels that it is time for the Council to begin making clear-cut decisions on issues and programs. Mr. Blackwood reported that after five years, the Council has finally held a Strategic Planning Session and identified funding priorities. He agreed that the workshops were weak, but felt that the meetings surrounding the workshops were very worthwhile.

Election of Officers

Marilyn Ryan delivered the Nominating Committee’s report. Darrell Kipp was nominated to the position of chair and Jack Lepley to the position of vice-chair. Ms. Stone called for nominations from the floor. Hearing none, the nominations were declared closed and she called for a motion. Ms. Ryan thanked Ms. Stone for her excellent service to the Commission as chair. Ms. Ryan made a motion to elect Darrell Kipp and Jack Lepley. Mr. Martin seconded and the motion carried. Mr. Kipp extended his congratulations to Ms. Stone for her wonderful job as Chair. Mr. Kipp appointed Betty Stone and Doug Monger to serve on the Executive Committee along with the chair and vice chair.

Executive Director Evaluation - Closed Session

The meeting was closed to allow for a performance evaluation of the Executive Director.

XIV. Adjourn

Mr. Kipp called for a motion to adjourn at 4:20 p.m. Ms. Ryan moved to adjourn. Mr. Martin seconded and the motion carried.

 

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