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MINUTES

LEWIS AND CLARK BICENTENNIAL COMMISSION
The Grand Hotel, Big Timber, Montana
October 11, 2005 - 1:00 - 5:45 p.m.

I. Call to Order

Vice-Chair Hal Stearns called the meeting to order at 1:00 p.m. and thanked those responsible for making arrangements for the Commission’s meeting at The Grand Hotel in Big Timber. He explained that Homer Staves was unable to chair today’s meeting due to a previous commitment.

II. Introductions

Mr. Stearns called for introductions. Commission members present included: Marcy Hamburg, Hal Stearns, Jack Lepley, Doug Monger, Tootie Rasmussen and Arnie Olsen. Commissioners unable to attend were: Mark Sansaver, Betty Stone, Wyman McDonald, Betsy Baumgart and Homer Staves. Staff included Clint Blackwood and Rita Cortright. Members of the audience included: Sandy Blake, Rita Esp, Margaret Gorski, Katie Bump, Molly Kruckenberg, Carla Wambach, Dave Walter, Melody Dobson, Robbie Carpenter, Rose Oleson, Beth Merrick, Marleen Anderson, Penny Carpenter, Gwen Childs, Mike Griffith, Rita Sand, Russ Copeland, Dyani Bingham, Peggy Bourne and Cheryl Patton.

Mr. Olsen announced that Darrell Kipp was recently awarded the Montana Historical Society’s 2005 Trustee’s Educator Award for his extensive work to promote and preserve Blackfeet language and culture. Mr. Kipp is co-founder of the Piegan Institute in Browning.

Sandy Blake welcomed the Commission to Big Timber, and expressed her appreciation to those who took advantage of the 11:00 a.m. tour of the Crazy Mountain Museum. From Memorial Day to Labor day in 2006, the Museum will display an exhibit of original plant specimens collected during the 1805-06 L&C Expedition. Mr. Stearns thanked Rita Exp, curator of the museum, for opening up for this special tour.

III. Approval of June 2-3, 2005 Meeting Minutes

Mr. Stearns called for approval of the June 2-3, 2005 meeting minutes.

Doug Monger moved approval and Tootie Rasmussen seconded; the motion carried.

IV. Director’s Report

Mr. Blackwood was called on to deliver the Director’s Report. He reported that since the June meeting he had been traveling to as many L&C community events as possible. He noted the completion of the “Tasks Completed in FY’05,” report that had been e-mailed to commissioners and posted on the Commission’s website. Regarding Corps II, he announced two meetings, October 17 in Missoula at the BLM office at Ft. Missoula from 2-5 p.m., and October 19 in Billings from 9-12 noon at the GW Building, 2722 N. 3rd Ave N. where NPS Corps II representatives planned to meet with host community representatives. Mr. Blackwood noted a change in the Corps II schedule from Billings Expo Park to Pompeys Pillar, July 22-25. 2006. Melody Dobson said the confirmation letter from Kevin Crisler had not yet arrived. Regarding the Discovery Expedition of St. Charles, Mr. Blackwood reported they had approached him and requested funds in FY2006 to help offset some additional costs that would not be covered by their NPS CCS Grant. Mr. Blackwood said the pool of funds in the 2006 CCS Grant Program was expected to be $2.5 million, half of the previous year’s amount, and would drop to pre-Bicentennial levels of about $100,000 annually for the Trail in 2007. He reported that at this point the Commission did not plan to apply for a 2006 CCS grant. The NPS 2006 CCS Grant Program guidelines and application should be available in early October on the NPS website and he said a notice would be sent once the information was available. He explained that Steve Adams, director of L&C Trail, was in the process of rewriting the Comprehensive Management Plan for the Lewis & Clark Trail, and hoped to have it completed by the end of the Bicentennial. Reappointments were announced for Homer Staves, Betty Stone and Darrell Kipp to the state Commission through 2007. He recapped the grant funding received from Qwest Foundation in the last two years in support of programming in the “Tent of Many Voices” and said he would contact Rick Hays with Qwest in the near future regarding the availability of ’06 funding. He reported on drafting and mailing approximately 35 thank you letters to event organizers and supporters thanking them for their efforts to host Corps II and the Discovery Expedition of St. Charles. Mr. Blackwood noted that progress was being made on the interpretive signs planned for Sula; MDT was in the process of contracting for the site preparation, and Wendy Smith and MDT staff would be developing the sign text. He called on Darrell Kipp to speak on Rob Kapilow’s upcoming concert October 29, at the Helena Civic Center. Mr. Kipp explained that Mr. Kapliow wrote a symphony for the St. Louis Symphony Orchestra and Mr. Kipp collaborated on the work by writing the words to the symphony, “Summer Sun Winter Moon.” Tickets go on sale soon at the Myrna Loy in Helena for $12. Mr. Blackwood reported on the handoff ceremony at the Lolo Visitor Center on Sept. 14 between Idaho and Montana Army Guard Units. A medallion exchange also took place between the state bicentennial directors; Wyman McDonald attended in Mr. Blackwood’s absence and also spoke on the Indian Treaties. Exchanges also took place between the National Forests and the Tribes. He announced plans for the National Council’s meeting at Fort Clatsop on Nov. 10; COSA planned to meet that same morning at 8:00 A.M. to discuss life after the Bicentennial. He did not think the recent fire at Fort Clatsop would affect the meeting plans. The signature event grand opening was planned for Nov. 11, and Mr. Blackwood had not yet decided if he would attend. He reported on nominating Doug Monger to serve as Montana’s legacy contact for the L&C Trail after the Commission’s operations ceased. Mr. Monger clarified that the designation was for State Parks, and not him personally. Mr. Blackwood referenced Mr. Monger’s memorandum of July 15, 2005, regarding Long Term L&C Sign Maintenance, and suggested revisiting this topic and voting on it later in the meeting. Regarding COSA, Mr. Blackwood said they met August 5 in Portland and decided to form two task forces; one to conduct a survey of Trail assets, and the second to identify ways to preserve and protect the CCS Grant Program into the future. Regarding Explore! the Big Sky, Mr. Blackwood passed around a copy of a letter to the editor he wrote on August 8, 2005, supporting Peggy Bourne and staff for their work in planning and hosting the signature event. The City of Great Falls had agreed to cover the $500,000 shortfall, but Ms. Bourne was directed to help find funding to reimburse the City and would join the meeting later today to ask for additional funding support from the Commission. Mr. Stearns asked for comments or questions on the Director’s Report. Margaret Gorski addressed COSA’s plan for a Trail asset inventory and asked if the Commission’s interpretive sign inventory would be incorporated. Mr. Blackwood agreed it would be included, along with surveys from federal agencies and private facilities. He explained that it was merely an inventory, and not intended as a list of sites that would potentially receive funding. She asked if COSA had defined ‘assets,’ and he responded they had not. She presumed it would fold into the updated General Management Plan for the Trail being developed by the NPS. Ms. Gorski said she was currently serving as the chair of MTRI, and at their next meeting she would like to discuss what they could do to help finalize the sign inventory and what that group could do regarding a grant request dealing with the asset inventory to benefit the state. Mr. Blackwood suggested they discuss the topic further at a later time.

V. Committee Reports

A. Budget Review

Mr. Blackwood referenced the FY’05 budget, noting the projected cash ending balance of $66,328.46. On the FY06 budget, the actual cash brought forward was $66,289.89. He referenced line 17 under Income, and explained that the $18,000 expected from PPL would not be realized as PPL notified the Legacy Campaign they would not honor the $60,000 balance of their $100,000 pledge, citing what they found with signs in the Great Falls area as part of the reason for their decision. Annual payments of $20,000, less a $2,000 overhead, had been passed to the Commission to support interpretive sign projects along the Trail. Mr. Blackwood responded to their letter, but to date had not received a reply. He noted the unexpended balance of $2,450 under “Communications” and said the final BOI loan payment of $33,479 would be made in February 2006. Line 91 of the budget represented $34,900 of contingency funds, and line 97 reflected a cash balance of $15,425, for a total of $50,326 that could be carried forward into FY07 or allocated today in the form of grants. Ms. Cortright noted that approximately $9,000 in 2006 O&P Grants might not be requested by RBCs and Tribes, based on her poll of the eligible groups. Mr. Blackwood asked if there were groups represented at the meeting that had not yet responded, but that did intend to apply; one responded yes. Mr. Blackwood explained that the outcome of the budget balance was based on projected license plate revenues. He suggested tabling the 2006 budget discussion until later in the meeting. There was no discussion related to the FY07 budget.

B. Education Committee

Mr. Stearns thanked Carla Wambach for her efforts to develop the lesson plan on trees that was posted on OPI’s website in conjunction with Arbor Day activities. He announced the L&C Trail Heritage Foundation was in the process of loading all of their educational materials onto their website, which would provide direct, easy access to lesson plans. He recognized Katie Bump, USFS, for the many ongoing educational activities at Lemhi Pass. Mr. Stearns encouraged everyone to take students into account when planning 2006 activities. He invited Melody Dobson and Robbie Carpenter to comment on the partnership between “Clark on the Yellowstone” and the College of Technology. Plans call for an educational/public relations event May 7-9, 2006, that will compare technology of today with 200 years ago. Areas to be covered include medicine, map making, surveying, law, etc. Forth grade classes will be invited to attend; eight grade students will serve as hosts. The event will also serve as the final public relations kick-off for the signature event, “Clark on the Yellowstone.”

Gwen Childs spoke about the weekly newspaper articles in the Big Timber community, the birthday party for Pomp, and annual trips for students to the Museum of the Rockies’ L&C Challenge Course. Next year they planned to hold art competitions in the schools. Mr. Stearns urged people to consider utilizing the MCH Speakers Bureau to bring speakers into local school classrooms. Carla Wambach said Helena also held a birthday party for Pomp, and East Helena 4th grader, Ritchie Two Teeth, taught them an Indian dance. She spoke briefly on the “Adopt a Species” program where each school chose an animal discovered by Lewis & Clark, and developed a teaching trunk for each species for use in the school. Mr. Stearns closed by noting that Jan Lombardi, who has served as the Commission’s contact with OPI, was now employed as the Governor’s education advisor.

C. Grants Committee

Rita Cortright delivered the Grants Committee report, beginning with 2002 Project Grants, where she noted that one grant remained open until July 1, 2006, for the Fort Benton Community Improvement Asn. #2002-009. All of the 2003 Project Grants had been closed out. Two extensions were granted for 2004 Project Grants; one for the Bureau of Mines until March 4, 2006, and one for Caras Park Interpretive Signs until July 4, 2006. Two reports were delinquent; MCH L&C Speakers Bureau and Echoes of Discovery - the Myrna Loy. Program Grants were reviewed next, and Ms. Cortright reported that since the February Commission meeting, funds were issued to MTTA for FY2006, and the $20,000 balance of the $100,000 pledge to Explore! the Big Sky was paid in July. In August, $8,000 in grant funds was sent to George Heavy Runner for the July 2006 Blackfeet event. Grant applications were mailed in July to “Clark on the Yellowstone” planners and to Scott Sproull, for “Lewis & Clark in the Rockies;” however, to date neither application had been returned to the Commission.

Mr. Blackwood suggested considering how to provide future funding for MTTA after the Bicentennial. Regarding FY2006 Corps II Host Community Grants, Ms. Cortright noted that reports were in from Great Falls, Helena and Dillon; Bozeman’s report was past due. The reports from Hamilton and Lolo would be due later in October. She said all but $3,000 had been granted to host communities for the FY2006 schedule; Missoula and Lincoln would receive funds next spring for their June events. Six communities were slated to receive funding in FY2007 for a total of $12,000. Because several events were scheduled early in July, she asked the Commission to consider allowing for all or part of the $12,000 to be issued in late FY2006. July 1 was the start of the state’s fiscal year, and typically there have been delays in issuing funds in early July. Marcy Hamburg noted a correction to the number of days for Corps II at Miles City, from 4 to 5 days for a total grant of $2,500. Ms. Cortright said the 2005 O&P Grant reports would be due Dec. 31, 2005. Following the Febr. Commission meeting she polled to determine which groups intended to apply for the 2006 O&P Grants. Including the last minute response from Walt Marten, 4 responded ‘no’; 10 responded ‘yes,’ and 5 had not responded. The 2006 O&P Application and Guidelines were ready to mail following today’s meeting, with a December 16 deadline. Mr. Blackwood said the Crow Tribe indicated a desire to apply for 2006 O&P and Corps II funds, but had been ineligible due to a delinquent report on their 2002 Project Grant. He asked if the Commission would entertain a motion to move past the delinquent report and allow the Crow to apply for 2006 grant funds. Ms. Cortright said a 6-month report had been filed, but the final report was not submitted. She recommended considering them for 2006 grant funds. Tootie Rasmussem moved to allow the Crow to apply for the 2006 O&P and Corps II grant funds. Marcy Hamburg seconded. Mr. Stearns called for further discussion and Mr. Monger asked for clarification on the 2002 Grant report. Ms. Cortright said she would have to research the grant, but thought it was a matter of clarifying some expense categories. Mr. Blackwood said the newspapers had reported fiscal problems and a change in the Crow tribal chairman’s position. Ms. Cortright said she had been in contact with an auditor who was reconciling the Tribe’s finances. The 2002 O&P Grant report was cleared up; however, communication ceased in early 2005 and the final project grant was not received. Dyani Bingham suggested working with Latonna Old Elk, as she was presently working to secure Corps II programming. Mr. Blackwood said she had been the tribal contact since 2002 and he directed Ms. Cortright to contact her once again to see if the matter could be resolved. Mr. Monger asked about the application review process and Ms. Cortright explained that staff reviewed the O&P applications to ensure compliance with the O&P Grant Guidelines. For the Corps II grants, the applicant must commit to use the funds exclusively for Corps II speaker’s expenses and were reviewed by staff for compliance. Mr. Stearns called for the vote and the motion carried.

The final grant category covered was Challenge Cost Share. Ms. Cortright referred to the FY03 CCS Grant schedule, noting that one grant remained open; FY03-169, granted to the state Commission and MTRI for gateway and travel corridor orientation kiosks. She explained that the $20,000 grant was divided among four RBCs and $16,600 remained unspent. Midori Raymore, CCS grant administrator in Omaha, issued a notice that funds must be requested or a project revision report filed by Oct. 20, or the federal government would sweep the funds from the CCS account. Three groups had not yet requested funds from the FY04 CCS Grant program; Rivers Across Driving Tour, Flight Path Historic Signs, and Century of Change for a total of $22,384.61. Ms. Cortright said Midori Raymore had accepted a new position with the Forest Service in Oregon, and would be leaving her position with NPS on October 28. Her replacement had not been hired, and she was anxious to close out as many grants as possible before her departure. She also indicated that consideration was being given to taking back all unused CCS funds that were not used within one year. For FY05, the Commission received a $13,000 grant to fund the production of our “Legacy Report.” This past spring Rob Bauer was contracted to begin work on the report and he planned to return for 5 weeks in June-July 2006. Once his work was completed, a graphics designer would be contracted to prepare the final layout and the report would be printed and distributed by Fall 2006. The other 2005 CCS grant listed was for $75,000 to the Montana Historical Society for their exhibit, “Neither Empty Nor Unknown.” To date the Society had not requested those funds. Mr. Stearns thanked Ms. Cortright for her work to administer the Commission’s Grant Program.

D. License Plate Committee

Ms. Cortright reported on license plate sales and revenue as of October 3, 2005. September plate sales were noted at 597, bringing the 9-month total to 6,754, or 80% of sales for the same period in 2004. Revenues for August totaled $13,240. She said the projected plate revenues were 15% lower than actual 2003 figures. Mr. Blackwood requested authority to explore publicity ideas and implement them in the next few months in an effort to sustain plate sales. He said a new general issue license plate would be released in January 2006, but said the design would probably not compete with the L&C plates. He was concerned however that people might think the Bicentennial was over and not renew their L&C plates. Some suggested promotional ideas included press releases and radio talk shows. Ms. Rasmussen noted this December was the deadline for not allowing the further sale of plates by groups that did not meet a minimum number of plate sales. Ms. Cortright said two personalized collector plates had been sold in the last month and were still available for $30 each from the Commission’s office.

The meeting recessed for a 10-minute break.

E. Events/Calendar Coordination Committee

Mr. Stearns called attention to the tear-off map, “Lewis & Clark in Montana” noting it showed the dates and locations for the upcoming 2006 events. Mr. Blackwood explained that the Great Falls Tribune took on this project and sold ads to help defray the cost of printing 60,000 copies. The Commission invested $1,000 to cover printing costs and last year’s advertising sold out in about a week. He said this same process would be employed next spring to produce a refreshed map for distribution, but the print run would probably be smaller. The reverse side of the map contains information on specific Corps II sites. Several uses were found for the maps; tear-off distribution at local Chambers and businesses, and as place mats in restaurants.

2005 Corps II Reports

Mike Griffith, L&C Trail Bicentennial Commission of L&C County, reported on Corps II in Helena, July 9-17. Their commission formed in 1998 and adhered closely to their mission, with a heavy emphasis on education. This July they planned and hosted a very successful 9-day event with an $80,000 budget. All of the events were free of charge, with the exception of the Mission Mountain Wood Band reunion concert. Mr. Griffith reported that revenues fell $20,000 short of expectations. However, since July they had erased half of that shortfall, and did not want to go public with a fundraising campaign. The group will again host Corps II in Lincoln next June 30-July 2, and Mr. Griffith desired to begin that event with a clean slate. On behalf of the L&C Trail RBC, he requested $5,000 of assistance with paying off the remaining debt, which would allow him as treasurer to go to their creditor and show good faith. Mr. Griffith thanked the Commission for the opportunity to report and make his request. Mr. Blackwood said that so far only Oklahoma City had a higher attendance that Helena in the Corps II Tent. Mr. Monger asked Mr. Griffith if he could attribute the revenue shortfall to one category and Mr. Griffith responded that it was lack of attendance at the Mission Mountain concert, as it was in competition with another musical event in Helena.

Beth Merrick reported on Corps II at the Gallatin Fairgrounds, July 22-31, noting they teamed with the “Summer Fair” event planners. She thanked the Commission for providing funding support for Corps II programming, which ran from 12-8 p.m. daily. She also thanked FWP, MSU and area L&C enthusiasts for their support and participation. Ms. Merrick said there were more local speakers available than NPS could accommodate in the Tent. She also reported on activities at Three Forks, and recognized Julie Kleine, FWP at Headwaters State Park, who was responsible for scheduling the past four years of speaker’s series at Headwaters. She said the DESC attended a Saturday evening program and the park was filled with visitors. Interest in Lewis and Clark remains high in the area and a good committee remained in place. She noted the dedication of the artist Mary Michaels’ Sacajawea statute in Three Forks. The Lewis & Clark Honor Guard participated in “Discovery Days,” a community activity that has taken place for the last 5-6 years. She credited them with establishing a foothold for L&C history in the area.

Russ Copeland, coordinator for the “Lewis & Clark in the Rockies” event spoke on three events in Western Montana; Corps II at Hamilton, Travelers’ Rest & DESC, and the Sula powwow, “Encounter the Bitterroot Salish,” where the Salish re-welcomed the Expedition at Ross’ Hole. He said this was a very significant event, almost history-making itself. The Salish had not held a gathering in that location for many years, and the event was very meaningful as well for the L&C re-enactors who participated. The Salish elders were direct descendents of the chiefs who were there 200 years ago, and two members of the Discovery Expedition of St. Charles were also descendents of William Clark and George Shannon. Mr. Copeland said he worked closely with Loren Flynn and staff at Travelers’ Rest State Park on their 4-day event. He said event attendance exceeded 5,000 people, everything went smoothly and they enjoyed great media coverage. The foot bridge over Lolo Creek was completed just the day before the event kick-off and connected the Corps II location with the historic campsite. He reported that Scott Sproull was able to take the $10,000 grant from the state Commission and match it with $10,000 in funds from the NPS CCS, and $20,000 each from the City of Missoula and Missoula County. He presented a formal request for an additional $10,000 from the Commission in FY’06 to support events planned for the Spring 2006 return trip. He distributed a handout to the Commission outlining their planned 2006 activities and event budget. Mr. Blackwood asked about grant funds provided to the Western MT RBC that were passed on to support the event at Travelers’ Rest. Mr. Copeland explained that about $15,000 total had been expended from the total revenue of $67,000 and they were seeking an additional $38,000 in 2006.

Katie Bump, USFS in Dillon, reported on Corps II and related activities in Dillon, Aug 5-8. She said a local bank supported the purchase of commemorative nickels that were given away during the trade fair to help generate interest in the 2006 return trip events. Judy Siring chaired a committee comprised of community volunteers. The event kicked off on Friday with a parade and the DESC participation made a tremendous impact on the success of the event. Saturday’s events included the Clark Canyon area Camp Fortunate re-enactment attended by 300+ people and the Junior Fiddlers put on a bicentennial ball. The state Commission provided $2,000 in support for Corps II speakers; the total event budget was about $7,800. Twin Bridges’ event was held on Sunday, and included the “Floating Flotilla” a parade on the river. On Tuesday, Darrell Draper portrayed George Drouillard at Lima and the DESC members participated in an event at the city park. Wisdom held events on Wednesday, including music and a dinner, which was very popular. Similar events are being planned for the 2006 return trip. At Clark’s Lookout State Park a special program was held with DESC members. An event at Lemhi Pass, held Friday morning about 90 minutes from Dillon, was attended by 200+ people and included several speakers from the Lemhi Shoshone, the DESC re-enactors and food vendors. With Mr. Blackwood’s approval, they sent a $1,000 from the Corps II host community grant to the DESC to help defray the cost of their participation in the area. Events during the past winter included MCH speakers’ programs, the Vigilante Players “Clark and Lewis Show,” school programs, and one elementary school program included a cafeteria full of L&C projects completed by students. The DESC came through Whitehall on Aug. 1, William Clark’s birthday, and DESC members attended the birthday party.

Rose Oleson, Crimson Bluffs Chapter of the L&C Trail Heritage Foundation, reported on their summer events in the Townsend area. Canoes were launched at York’s Island; the heaviest one weighed 2,700 lbs. and because the Missouri River was running low, a forklift was brought in to rescue them from the river. The participants traveled to Crimson Bluffs and walked overland, where several beautiful photos of DESC members in uniform were taken.

Peggy Bourne reported on Corps II in Great Falls, June 25-July 4, during the Explore! the Big Sky signature event. Corps II spent 10 days each at Fort Benton and Great Falls, with programming from 12 noon to 8 p.m. She complimented FWP for the wonderful job at Giant Springs Sate Park, and in particular she recognized Chris Dantic and Sandra Padilla. They experienced heavy rain during the Fort Benton event, June 3-12, but said the community pitched in to help with sawdust and board walkways. Mr. Stearns complimented Ms. Bourne on the unbelievable job she did in organizing the Signature Event.

Mr. Blackwood asked Ms. Bourne to report on Explore! the Big Sky. She said despite the rainy weather in June and the revenue shortfall reported in the newspapers, they had an incredible event, with 180 activities held. The opening ceremony on June 3 at Fort Benton was well attended and the event ended with record-breaking numbers at the spectacular 4th of July Extravaganza and Parade in Great Falls. Encampments were staged at historic sites, a first-rate Indian Symposium, Traditional Games and Powwow helped build cultural bridges and brought all of Montana’s tribes together thanks to MTTA. June 13 saw record numbers at Ryan Dam, and she said Great Falls has already experienced repeat visits from out-of-state travelers. Cheryl Patton, assistant city manager, addressed the Commission regarding the event’s $500,000 budget shortfall. She said the City felt that Ms. Bourne and her committee hosted an outstanding event. The City had agreed to serve as the fiscal agent for the event, and contributed $100,000+ in support and temporarily loaned Ms. Bourne to the position of event coordinator. She said the City had accepted responsibility for the event’s expenses and had paid all of the outstanding bills from their reserve funds. They were currently fundraising in an attempt to reduce the City’s debt. She requested financial assistance from the Commission and said any contribution would be greatly appreciated. She reported a 14% increase in bed tax numbers, noting that Russell Country would receive a portion of the value. Ms. Bourne attributed the revenue shortfall to lack of ticket sales, saying it was difficult to keep the value of the day pass high and to compete with other state events that were provided free of charge. Mr. Stearns said the cultural bridging might prove to be the most valuable part of the signature event.

Robbie Carpenter and Melody Dobson reported on plans for the “Clark on the Yellowstone” signature event, planned in Billings/Pompeys Pillar, July 22-25, 2006. They distributed business cards and sample postcards to the audience, noting they were headquartered at the Billings Chamber. Ms. Dobson explained that planning for the signature event began Nov. 12, 2003, at a planning retreat of Yellowstone Corridor representatives at the Chamber. From that meeting they developed a planning document and a $1.5 million budget and fundraising plan. She reported the fundraising phase would end on November 1 at which time the event would be executed based on committed funds. Robbie Carpenter addressed plans for the overall 5-day event, beginning on Friday with a VIP reception at the Yellowstone Art Museum featuring artist Charles Fritz, followed by the downtown event, “Taste of the Trail.” The following four days of events were planned at Pompeys Pillar, and included a living history mall; Native American encampment with MTTA and Crow Indian Nation involvement; and a possible keynote by First Lady Laura Bush. Governor Schweitzer has been asked to serve as honorary chair, and had been requested to contact Tom Brokaw regarding his service as keynote for the National Day of Honor on July 25. She said Corps II would locate at Pompeys Pillar, not at the Metra in Billings as previously planned. Plans were underway for an author’s tent for the “Stephen Ambrose Author’s Rendezvous.” Stephenie Ambrose Tubbs agreed to serve as honorary chair, and solicit the participation of 30 national authors. A Clark Symposium was planned for Sunday. On Tuesday the 25th, the event concludes with the “National Day of Honor” commemorating the 200th anniversary of Clark’s signature on the Pillar, and dedication of the new BLM interpretive center at 10 A.M. She asked the audience if anyone knew who delivered the keynote address 100 years ago; it was Theodore Roosevelt. Ms. Dobson thanked the Commission for the $100,000 sponsorship for the signature event and gave a “hats off” salute to Peggy Bourne.

Mr. Blackwood reported on the “Encounter the Bitterroot Salish” event held at Sula, Sept. 9-10. He publicly acknowledged Mary Jane Charlo and Tony Incashola for their efforts in planning the event and said the pipe ceremony was very touching. In spite of the cold, wet weather, the event was well attended.

Mr. Blackwood acknowledged the participation by the Discovery Expedition of St. Charles at events all across Montana. He said they more than lived up to their advanced billing. They teamed with the L&C Honor Guard in the Great Falls area, and made partners and friends wherever they went in Montana. He proposed extending a $5,000 grant from the Commission to help defray their travel costs. Most of their funding came from the NPS CCS Grant Program. He suggested waiting to see if they were successful in the 2006 NPS CCS granting process next spring before offering grant funds. DESC members planed to come back through Montana in 2006, but their itinerary was not yet set.

Mr. Blackwood announced the dates for the Blackfeet event in the Browning area, July 26-28, 2006, about two weeks after Corps II’s stop in Browning. July 27 is the anniversary date of the ‘fight,’ and falls immediately after the “Clark on the Yellowstone” signature event. The Blackfeet Tribe received a grant from COTA, and $8,000 from the state Commission. Tootie Rasmussen added that Joni Stewart, Golden Triangle RBC, offered assistance in whatever way they could with the event and would welcome an invitation to assist with plans. Mr. Blackwood said he would attend one of their upcoming meetings and would pass on the offer.

Linda Wolff with the Miles City Chamber of Commerce spoke on behalf of the Lower Yellowstone RBC. She reported on the new brochure, “Corps of Discovery II” Clark’s Journey on the Lower Yellowstone River in Montana, that contained details on Corps II and other activities planned in the Lower Yellowstone Region. In particular she noted plans for the Clark’s Progressive Golf Journey “A Slice of the Trail” that involves 14 golf courses from Livingston to Sidney. Game cards and information will be available at the designated golf courses and at Chambers of Commerce along the route. Completed cards will be sent to the Sidney Chamber and five beautifully designed Lewis & Clark shirts will be given away in mid-September to those who golfed the most courses from April 1 to August 31, 2006. The brochure also contained information on events planned in Glendive, Miles City and Sidney. The interpretive kiosk located at Glendive next to the Frontier Gateway Museum is pictured on the back of the brochure and Ms. Wolff invited people to take a supply of brochures with them. She also reported on plans for Corps II in Miles City, July 30-Aug. 3, at the fairgrounds. Programming will run from 1:00 P.M. into the evening and will include events such as: horse drawn wagon rides, a muzzle loader shoot at Pirogue Island State Park, black powder shoot, bow and arrow shoot, daily quilt shows by community, and spinning and dutch oven cooking demonstrations. Marcy Hamburg provided a handout on Sidney’s Lewis & Clark Corps II campaign, “The Last Best Stop!” planned for August 8-12, noting that Sidney wanted to make the last Corps II stop in Montana a very special event. She reviewed highlights of the 5-day event that included; participation by BLM, FWP and Army National Guard display tents; Opening and Closing Ceremonies attended by the Governor, Lt. Governor, county commissioners, Sidney’s mayor, state Commission members and other dignitaries; food vendors; “The Trading Post;” a mountain man encampment, Boys/Girls Scout camp; Capt. Clark’s Military Recognition; Pvt. Pierre Cruzatte’s One-Eyed Mishap game, Clark’s school children art display, “Back in Time” musical jamboree and dance, and a native animal presentation. She reviewed the tentative budget that reflected $14,350 in income and $21,825 in expenses; the difference being the cost of desired entertainment. Ms. Hamburg requested financial assistance of $2,500 from the Commission in addition to the $2,500 in Corps II programming support already committed by the Commission. An invitation had been extended to New Town, North Dakota, to set up an informational booth to promote their signature event, “Reunion at the Home of Sakakawea,” Aug. 17-20, 2006.

F. Fundraising & Promotion Committee

Arnie Olsen reported on activities of the Legacy Campaign since the June meeting. Income totaled $2,132.73; expenses were $918.59. Pledges written off included the $60,000 balance of PPL’s $100,000 pledge. MDU redirected the $30,000 balance of their $50,000 pledge to Pomeys Pillar/Clark on the Yellowstone Signature Event. As of August 31, the bank balance was $36,190.42. The Coordinating Committee met on August 26, 2005, to review the financial reports and pledge status reports, and agreed to disburse both designated and undesignated Campaign funds to the partners. Four partners, Pompeys Pillar, Great Falls Interp. Center, Travelers’ Rest, and the MT Historical Society each received $7,425 in undesignated funds, with PPHA also receiving $2,250 in designated funds. The committee agreed to meet via conference call in January 2006 discuss formal closure of the Campaign.

The meeting recessed for a brief break.

H. Transition Committee

Mr. Stearns delivered a report on the Transition Committee, which was formed to review both fiscal and personnel matters and make recommendations to the Commission as its sunset date of Dec. 31, 2007 approached. He noted the future meeting dates of Feb. 16, 2006 in Miles City and a June/July 2006 meeting in the Billings area. Mr. Stearns raised the question of empowering the Executive Committee to act on behalf of the full Commission during calendar 2007, as the office will be closed by Dec. 31, 2006. The issue of website maintenance was also raised, as was formal closure of the Legacy Campaign in early 2006. The extension of final report deadlines for outstanding grants was also mentioned, as was Rob Bauer’s work on the Legacy Document, scheduled for completion in the fall of 2006. Mr. Stearns touched on the need to archive records from regional commissions and other related groups, a topic that would be addressed by Montana Historical Society Staff Archivist, Molly Kruckenberg, later in the meeting. Conducting an interpretive sign inventory and setting aside funding were also noted as topics that needed further discussion.

Beth Merrick announced an event planned for July 15, 2006, at the Museum of the Rockies’ L&C Challenge Course commemorating the Expedition’s crossing the Bridgers into the Yellowstone drainage. On that same date the Sacajawea statue will be dedicated in Livingston.

Mr. Monger returned discussion to the Transition Committee, and said he was concerned that the Commission would cease functioning at the end of 2006, without any capability to conduct business through calendar 2007. He supported empowering the Executive Committee with the authority to act on behalf of the Commission as a whole in the unlikely event that there would be business in 2007. Mr. Olsen suggested addressing this topic at the June 2006 meeting. Margaret Gorski suggested maintaining a strong connection to MTRI into the future for ongoing projects, and suggested it would be worth discussing with the Working Group members. Mr. Blackwood said he attended their meetings and would raise the topic.

G. Senate Art Legacy Project Committee

Mr. Olsen distributed a worksheet and reported that 17 miniature bronze plaques had been sold; 3 more were reserved but not paid for yet. Seven plaques had been delivered and 10 were at the foundry; Mr. Daub was personally approving each wax before casting. Mr. Olsen hoped to have 20-25 wax molds approved by Mr. Daub on his next visit during the last week of October. Approximately 480 bronze medallions were now sold, almost half of the 1,000 inventory. He noted that medallions were available for sale at the following locations; the Montana Ag Center in Fort Benton, Fairmont Hot Springs, the Interpretive Center in Great Falls, and were sold at the Great Falls signature event. He reported that a few expenses had been added since the June report; $281 in ’05 and about $900 in FY’06. He urged the Commission to be creative in coming up with ideas on how to sell the miniature bronze plaques; 20 were sold and 55 remained of the 78 noted on the worksheet. Eleven more sales were needed in order to cover the cost of casting the large piece cast and making the next payment to the artist. Mr. Olsen said Mr. Daub was due to complete the large piece some time in November or early December. At that point, once the mold was approved it would be shipped to the foundry for casting and the finished piece could be installed in June or July 2006. Twenty-five sales were needed in order to satisfy the final payment to the artist once the piece was installed in the Senate. Mr. Olsen displayed the recently produced ‘invitation to purchase’ card that contained a photo of the plaque’s image, sale price, background and purchasing information. He said another 1,000 cards were recently purchased and targeted mailing were being utilized; 100 were mailed to the top businesses in Montana, and Helena businesses would be marketed. He said the Society was doing their best to make sales, however, he requested assistance with marketing the piece in the form of mailing lists or contacts, and said the Society would do the mailing. He offered to send the advertising cards upon request, or suggested people contact the Commission office.

Mr. Blackwood asked about the timing of repaying the $50,000 BOI loan to the Commission. Mr. Olsen responded it would be repaid after all expenses were covered, but right now funds were needed to pay the artist and cover the casting costs. He said if the money kept coming in, repayment would be feasible. Mr. Blackwood asked about the payment schedule to Mr. Daub and Mr. Olsen said the first payment of $41,667 was made in March 2004; the second would be due Nov./Dec. 2006, and the final payment was due once the piece was installed in June/July 2006. The $44,800 in foundry costs for the large piece would be due by Spring 2006. Mr. Olsen closed by saying the project was going okay, but they needed a few more sales. Mr. Monger asked how many plaques would need to be sold to cover all costs, including the BOI loan repayment, and Mr. Olsen responded that all 75 needed to be sold. He was not confident that all of the medallions would be sold, as the Society had exhausted all of the marketing avenues they were aware of at this point. Mr. Stearns thanked Mr. Olsen for his report and work on the Legacy Project.

VI. Old Business

A. Archival Procedures for Bicentennial Records

Molly Kruckenberg, Montana Historical Society state archivist addressed the group regarding her document, “Guidelines for Documenting the Lewis & Clark Bicentennial Commemoration.” These guidelines were developed following the June meeting to assist regional commissions and others with the proper handling and archiving of their records related to Bicentennial activities. The guidelines were subsequently distributed widely to affiliated groups and posted on the state Commission’s website. Ms. Kruckenberg delivered highlights from the document, and touched on the following topics: “Basics of Documentation, Who & What to Document, Who & What Not to Document, Special Formats and Preservation Basics.” She said the decision of where to archive records was a local one and suggested that as groups transitioned out, they should give consideration to where to archive records. Several possible locations were listed, and she provided some key questions to ask when making the decision. Ms. Kruckenberg extended an invitation to visit the Society and tour the Archives and provided contact information in the event someone needed specific assistance or had questions related to their particular records. Someone asked if the NPS had copies available of performances in the “Tent of Many Voices,” and Mr. Blackwood said he did not know if copies were available. Russ Copeland said he thought NPS planned to prepare a highlights video, but NPS only provided video of individual performances to the performer/speaker.

Interpretive Sign Maintenance

Mr. Blackwood began by asking Ms. Cortright to display the spreadsheet she compiled which captured all of the interpretive sign inventory information received to date from RBCs, Chapters, Tribes and State and Federal Agencies through MTRI. To date only 5 of 30 surveys had been returned. The worksheet contained interpretive sign information listed by county, grant number, project name, sponsor, location, etc. Commission staff planned to continue soliciting and adding information to the worksheet. Mr. Blackwood said the question of who would receive maintenance funds first remained to be answered, but most likely it would go first to those entities that had received grant funds from the Commission. He said this inventory would roll into the National Trail inventory discussed earlier in the meeting. Ms. Cortright requested that groups return the completed survey forms as soon as possible and welcomed corrections to the worksheet. Margaret Gorski said the inventory topic would be added to the next MTRI agenda. She said if MTRI desired to apply for another CCS grant, this information could be worked into something more accessible and visible to the public, including GPS coordinates, and could help generate support for long-term maintenance.

Mr. Blackwood referenced the July 15, 2005, proposal from Doug Monger offering FWP’s involvement to serve as the manager of a sign maintenance program until all of the set-aside funds were exhausted. FWP would not charge an administrative fee to manage the program; however, he said the funds could not be invested in an interest-bearing account. In the memo he requested the state Commission develop guidelines for FWP to operate within. Mr. Monger added that if there were other entities who could serve the need more appropriately, that was fine, as FWP was only attempting to fill a need. Mr. Olsen suggested tabling the issue until February’s meeting.

D. Review Awards Nomination Process for Outstanding Volunteers & Commission Members

Mr. Stearns asked Ms. Cortright to review the Draft Proposed Awards & Nomination Process. She reviewed the handout document that listed the proposed individuals who would receive recognition; Montana Tribal Contacts – 9; RBC Contacts – 30, MTRI L&C Focus Team – 9; Addl. Recipients – 9 for a total of 57. For the RBCs she proposed recognizing the main contact person, and in addition, RBC’s could nominate a person of their choice to receive a second award. Groups would be presented with the option of presenting these awards locally. She explained that medallions would be purchased from the Montana Historical Society and displayed on a slightly larger walnut base that would allow for a slightly larger name plate.

Regarding recognition of state commissioners, Ms. Cortright displayed a framed prototype that contained two medallions, one front and one reverse, mounted into a black suede mat. Each piece would contain a name plate personalized with the commissioner’s name and term on the Commission. Ten past and 12 present Commission members were listed. Page three of the handout contained the proposed budget. Ms. Cortright said Mr. Olsen agreed to sell the medallions at $30 ea. with a minimum order of 100. The total cost of framing was listed at $1,650, and with bases, name plates and medallions the grand total was estimated at $5,126. She noted that this item was not included in the 2007 draft budget. Mr. Stearns asked for comments and Mr. Olsen suggested a thorough review of the list of recipients to ensure it was complete. Gov. Martz and Gov. Racicot were added to the list. One RBC contact suggested it would be too difficult to single out one person for recognition. Margaret Gorski suggested producing paper certificate in stead. Mr. Olsen suggested presenting the second medallion to respective County Courthouse offices on behalf of the citizens. Mr. Monger summarized by saying there was a positive reaction to the concept. He suggested reviewing the list of recipients, adding the item to the 2007 preliminary budget and reviewing the proposal again at the Febr. meeting. Ms. Cortright asked if staff should take action to solicit more input from RBCs, and there was consensus to do so prior to February.

A. Budget Review - Continued

Mr. Stearns returned discussion to the 2006 Budget and the allocation of contingency funds. He asked Cheryl Patton to make a specific funding request from the City of Great Falls and she requested $10,000. In addition, she requested the Commission consider providing additional funding to Explore! in the event there were residual funds available at the close of the Commission’s business. Marcy Hamburg, on behalf of the Lower Yellowstone communities of Billings, Miles City and Sidney, explained that those communities wanted to contract with Rob Quist and Jack Gladstone for a series of ‘Odyssey West’ concerts, but felt their budgets would not be sufficient to cover the cost. She requested the Commission consider providing $15,000 to be shared by all three communities. Funding requests made during the course of the meeting were recapped as follows: L&C Co. RBC - $5,000; Western MT RBC - $10,000; DESC - $5,000; Lower Yellowstone RBC - $2,500; Explore! - $10,000; Lower Yellowstone RBC – Odyssey West - $15,000; for a total of $57,500.

Mr. Monger recapped the status of the preliminary 2007 budget, noting the bottom line was projected at a $68,000 positive cash balance and included receipt of the $50,000 loan to the Senate Art Project. Without repayment, the balance would be $15,000. The $5,000 estimate for the awards plaques was not yet included. The 2006 budget projected a $58,325 positive cash balance. He said in fairness he wanted to provide Sidney with the same fund as Miles City, and equal amounts to Great Falls and Billings. Mr. Monger said he had proxies in hand from Homer Staves, Betsy Baumgart and Betty Stone, and he was attempting to factor in their concerns. Mr. Monger made a motion to allocate contingency funds in the 2006 budget as follows: $10,000 to Explore!, $10,000 to Clark, $5,000 to DESC, $5,000 to L&C Co., $10,000 to L&C in the Rockies, $2,500 to Miles City, and $2,500 to Sidney, for a total of $45,000, leaving a $13,325 balance in the 2006 Budget. In the event that revenues did not come in as projected, he proposed issuing funds last to DESC and L&C in the Rockies. Jack Lepley seconded the motion. Mr. Stearns called for discussion and Mr. Olsen said the only risk was if license plate revenues fell off. Mr. Blackwood said he felt the Commission was there to provide funding support to worthy recipients, and therefore he supported allocating the funds. Mr. Olsen called for the question. Mr. Stearns asked Ms. Cortright to restate the motion and called for the vote. Mr. Monger cast proxy votes for Betsy Baumgart, Homer Staves and Betty Stone. Ms. Rasmussen cast a proxy vote for Wyman McDonald. The motion passed unanimously.

VII. New Business

A. Future Meeting Dates & Locations

Mr. Stearns announced the Thursday, February 16, 2006, meeting at Miles City Community College. He asked the Commission to consider the proposed date of July 21, 2006, in Billings, as the Commission’s final meeting, to be held in conjunction with the Clark on the Yellowstone Signature Event. Staff agreed to coordinate with Robbie Carpenter and Melody Dobson regarding a location and meeting time.

VIII. Public Input Time

Mr. Stearns called for public input. Mike Griffith spoke on behalf of the L&C Co. RBC and expressed gratitude to the Commission for the $5,000 in funding support and asked how soon they could expect the funds. Mr. Blackwood said it could happen very quickly. Russ Copeland thanked the Commission for the $10,000 in funding support for the L&C in the Rockies event. Peggy Bourne expressed appreciation for the $10,000 grant to help retire the debt for Explore! Marcy Hamburg thanked the Commission on behalf of the communities of Billings, Miles City and Sidney for funding support. Mr. Blackwood thanked everyone for staying through the end of the meeting. Mr. Stearns recognized Sandi Blake for her efforts in obtaining the plant specimens for display at the Crazy Mountain Museum and for her assistance in planning the Commission’s meeting in Big Timber.

IX. Adjourn

The meeting adjourned at 5:45 p.m.

 

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