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MINUTES

LEWIS AND CLARK BICENTENNIAL COMMISSION
Best Western GranTree, Bozeman, Montana
Bozeman, Montana
October 2-3, 2002

I. Call to Order

Chairman Jack Lepley called the meeting to order at 1:00 p.m. and called for introductions.

II. Introductions

Commissioners in attendance were: Jack Lepley chair, Betsy Baumgart, Kathy Doeden, Doug Monger, Arnie Olsen, Homer Staves, Hal Stearns and Betty Stone. Staff included Clint Blackwood, Rita Cortright and Amy Baird. Darrell Martin was absent and Darrell Kipp joined the meeting at 1:55 p.m. Mr. Blackwood announced that Germaine White resigned her commission position due to accepting a new position with the tribe.

Attendees included: Jane Weber, Carol Bronson, Ron Clark, Sgt. Joshua Clement, Ray Heagney, Julie Kleine, Leo Pidgeon, Jay St. Goddard, Matt Palmer, Sara Groves, Dave Walter, Luanne Belcourt, Jim Wilke, David Purviance, Ken Wilk, Linda Juneau, Ltc. Jon Jackson, Carol Crockett, R. J. Young, Margaret Gorski, Cameron Clark and Beth Merrick.

III. Approval of June 18, 2002, Meeting Minutes

Mr. Lepley called for additions or corrections to the June 18, 2002, meeting minutes. Mr. Staves made a motion to approve the minutes as mailed and Ms. Baumgart seconded. Mr. Lepley called for discussion and haring none the motion carried.

IV. Director's Report

National Council Update

Mr. Blackwood referred to the September Director’s Report. He highlighted several items, beginning with the National Council, noting closure of the Portland office. All but two staff working for COTA had been laid off. Bob Archibald is the newly elected president of the Council, and Lanny Jones is serving as vice-president. The Council has relocated to the Missouri Historical Society in St. Louis, and two Society staff are working on behalf of the Council; Karen Goering is serving as executive director, and Vicky Kaffenberger is providing administrative assistance. He said much remains unknown at this time, such as web site maintenance and the merchandising program. The Council has worked out a sponsorship with the National Ad Council valued at $168,000,000. Mr. Blackwood said he would work with Travel Montana to see if a Montana segment could be built specifically within the program. The National Lewis and Clark Trail Heritage Foundation had also stepped in to take up some of the Council’s prior responsibilities. The next Council meeting will take place in October in Pendleton, Oregon, and will coincide with meetings of COSA and COTA. Mr. Blackwood said the papers had reported that a significant reason for restructuring of the Council was financial.

Jane Weber reported that the Council’s bills are basically paid, as the Missouri Historical Society provided a loan to cover those expenses. She said there is an on-going relationship with Metropolitan Group; however they are performing billable work only on an ‘as-needed’ basis at this time. Regarding the Ad Council, she said the ad program was in-kind, and the Council would be responsible for the production of the items valued at $550,000 annually, which the Missouri Historical Society was covering with a loan, backed by income from sale of the bicentennial coin. Numerous state tourism departments are also partnering to help provide funding. She said National Ad Council ads don’t promote events, but instead promote the concept of trail stewardship, cultural sensitivity and heritage. The Council is considering forming a committee that would determine the themes, and COSA would have one representative. She said the Board agreed verbally to the April 2003 convention in Great Falls. Regarding Eddie Bauer, Ms. Weber said there has been a change in corporate leadership; there is a short-term commitment from them and the Council is awaiting a larger, long-term commitment.

PBS Film

Mr. Blackwood referred to a PBS film sponsored by the Corps of Engineers and the National Park Service and called on Ken Wilk to elaborate. Mr. Wilk said the Corps contracted last spring with a production house called BSPI in Seattle who is currently traveling the Trail obtaining scenic shots; interview shots would be obtained this winter. They plan to produce a trail-wide, one-hour video, as well as a 30-minute version for schools. The program would be marketed to one of the educational channels, PBS, A&E, History or Discovery. The theme would address the military aspect of the Expedition and the cooperative efforts of everyone who made it successful. Mr. Blackwood said it would also be shown in visitor centers and the Commission would have access to some of the footage.

St. Charles Re-enactors Group

Mr. Blackwood said there is a re-enactors group in St. Charles that has pirogues and a keelboat and plans to travel the Trail from St. Louis westward on anniversary dates. They have already traveled parts of the route, but have not yet come through Montana. He said a representative from the group had been invited to attend the upcoming COSA meeting. Scott Mandrell is the contact person for the group and their web site is www.lewisclark.net. Jane Weber urged caution on the part of groups that plan to cross states where re-enactors groups are already active, and Mr. Blackwood said he addressed this issue with Mr. Mandrell.

MTRI Focus Team

Mr. Blackwood explained that the interagency group, MTRI, has been working over the past number of years to develop a state gateway sign designed to welcome people to Montana and provide them with an overview of the Trail in Montana. They are also working on corridor gateway signs. Last year the group worked on signs with the Blackfoot River Corridor and in 2003 they plan to work with the Yellowstone River Corridor from Livingston to Sidney. He announced the Bonner sign dedication planned for November 1 and noted additional signs are planned for Clearwater Junction and Lincoln.

MDOT “Historical Marker Ahead” Signs

Mr. Blackwood reported on his efforts with Montana Department of Transportation to develop and install “historical marker ahead” signs. The signs would include the 3-people L&C logo to lend consistency. He said MDT must refer the request to their sign committee who will meet in early October. Hopefully the signs would go up in the next few months.

MTRI Stewardship Brochure

Mr. Blackwood reported on MTRI’s new stewardship brochure that will address a number of topics; leaving no trace, noxious weeds, invasive species, plan before you go, and know and respect property rights. More information would be provided during the “Show and Tell” segment of the conference on Friday. He added that MTRI has considered providing assistance to communities with Corps II logistics.

PR/Publicity Program

Mr. Blackwood reported on his recent meeting with Mary Boyle, Travel Montana, and Tom Cook, Montana Historical Society, regarding the production of a press kit for use in responding to media inquiries. He said funding for the project had been approved previously in the Commission’s budget. Mr. Blackwood explained that Mr. Olsen approached him regarding covering a portion of Tom Cook’s salary and he said they concluded this would be a good use of funds budgeted for the PR/Publicity Program. Currently the Commission is funding 4 hours per week of Tom Cook’s time and he is assisting with radio and TV coverage. Mr. Blackwood said he and Mr. Olsen would visit about extending that arrangement.

Mr. Blackwood referred to the “Show and Tell” PowerPoint presentation that would be viewed during the Conference on Friday morning. The images contained in this presentation would serve as the basis for producing the press kit. He urged people to submit images and information on new projects to the Commission office.

Public Safety

Mr. Blackwood said although public safety is an important topic, funds have not been secured to create a true bicentennial public safety master plan for the state. He noted that 3 western Montana counties and 5 Idaho counties partnered on the development of a Bicentennial Public Safety Plan that not only allowed counties to address emergency responses and mutual aid agreements, but also proved to be a vehicle to secure Congressional funding. Mr. Blackwood said Montana has not been successful in obtaining a Congressional appropriation to create our plan. He noted that the Commission provided $5,000 last year and would provide an additional $5,000 this year to fund another stakeholders’ meeting. He said the Commission has fulfilled its role in raising the issue and now the Montana Sheriffs’ and Peace Officers’ Association (MSPOA) and Disaster and Emergency Services (DES) needed to address the urgency of creating the plan. He said the Commission would continue to support the effort in a variety of ways.

Undaunted Stewardship Program

Mr. Blackwood explained that this is a partnership program between the ranch community, MSU, the Montana Stockgrowers Assoc. and the Bureau of Land Management that provides enhanced access and gives visibility for interpretation, such as the planned interpretive sign on the Mission Ranch. Mr. Blackwood sits on this project’s advisory committee and said the program would be highlighted during the Conference.

Arts in the Bicentennial

Mr. Blackwood reported that he, Mr. Olsen and Ms. Weber participated in a panel discussion a week earlier at Chico, sponsored by the Montana Art Gallery Directors’ Association. He said galleries are interested in exhibiting L&C art and the panel discussion covered performing arts versus the visual arts, noting this topic might have future implications for the commission’s Grants Program. Ms. Weber explained that the National Assembly of States Arts Agencies had organized a group to develop a plan for the bicentennial and had requested time at the April meeting in Great Falls to present a session. Mr. Olsen provided a handout on the Society’s involvement with Lewis & Clark projects, several of which related to art. He said art was one way to leave a bicentennial legacy and reported that nine Northwest Rendezvous artists are preparing art specific to the bicentennial that would be on exhibit at the Society. The artists are also addressing children’s perspectives of the L&C bicentennial through their artwork. Mr. Blackwood cited Whitehall’s involvement through both visual and performing arts.

Mr. Blackwood concluded his report by reviewing his upcoming travel schedule.

V. Committee Reports

A. Conference Planning Committee

Betty Stone reported that registration for this year’s conference was anticipated at 136, with 12 exhibitors registered at $125 each. She reviewed the list of sponsors; BLM - $500, Sierra Club - $500, Undaunted Stewardship - $500, USFS - $1,000, USFWS - $500, and a NPS CCS Grant for $5,000. The Montana Ambassadors contributed $600 for the workshop. Sponsorships totaled $3,100, bringing the projected total conference income to $18,625. Expenses were projected at $15,011, which indicated a potential profit of $3,600. Mr. Blackwood noted a change in this year’s schedule with the publicized Vendor’s Show open to the public from 5-8 p.m. on Wednesday evening. Ms. Stone called for discussion on holding future annual conferences, as well as locations and dates. Several members expressed a desire to continue holding fall conferences. Ms. Stone reviewed the previous conference locations; Lewistown, Great Falls, Billings, and Bozeman. Missoula was suggested as a possible location for the fall of 2003. Mr. Blackwood reviewed the 2003meeting schedule; February 11 in Helena, and May 27 in Missoula. Lewistown was suggested for the Fall Conference, Oct. 1-3, 2003, because of its central location. Ms. Stone agreed to call the Yogo regarding availability and report back during the meeting. The National Council plans to meet in Great Falls in April 2003, and Ms. Weber said it would be a retrospect on the Monticello kickoff. Mr. Blackwood called for discussion on the focus and format of the conference, noting that this year’s agenda was focused on updates. He said the conference evaluations would shed light on the types of topics that attendees would like to have presented at next year’s conference and suggested the Conference Committee could move forward based on those comments. Mr. Lepley suggested presenting sessions that would help communities organize and plan events. Mr. Staves made a motion in support of holding the Fall 2003 conference and allowing the conference committee to determine its location. Ms. Baumgart seconded. Mr. Lepley called for discussion. Following discussion the motion carried.

B. Budget Review

a. 2002 Year-end Report

Mr. Blackwood recapped the FY’02 Budget by saying the projected cash carry-forward balance was $36,831; however when the books were closed the actual cash balance carried forward into the FY’03 budget was $32,254. He reviewed the July 29, 2002 memo confirming the suggested changes to the FY’03 budget that resulted in an amended and approved FY’03 budget.

b. Review Amended and Approved FY’03 Budget & FY’03 Status

The FY’03 budget sheet dated 10/1/2002 was reviewed next which reflected income and expenses through September 2002. Total Income to date was noted as $162,125 and reflected monthly payments from Travel Montana in the amount of $16,666. Revenue projections for license plates were $20,000 for the months of October, November and December; however, actual revenues were less than projected. Under “Program Grants,” $5,000 had been paid to MTTA and $10,000 had been paid to the Symposium. The other program grants remained unpaid as the cash flow had not been sufficient to cover them.

Under “Expenses,” Mr. Blackwood noted that $104,000 had been expended on the Legacy Campaign. He explained that the campaign was costing about $30,000-$35,000 per month and the Commission was the one partner of five providing most of the funds to cover expenses. (The Great Falls Interpretive Center Foundation and Travelers’ Rest Preservation Association have also provided some operation funding.) To date, the Commission had paid $119,000 and the difference of $15,000 was being held until the cash balance was sufficient to pay it. Mr. Blackwood said he anticipated needing an additional $74,000 to $90,000 through December to underwrite the Legacy Campaign, which included the production of the campaign brochure. He explained that $100,000 of the first $200,000 BOI loan had been drawn down last fiscal year and allowed for the start of the fundraising campaign and funded the grants program. The remaining $100,000 had been drawn down and he said the Commission needed to address the next step in the process.

F. Fundraising & Promotion Committee

b. Legacy Campaign Update – Sara Groves & Matt Palmer

Mr. Blackwood invited Ms. Groves, Campaign Coordinator for the Legacy Campaign to address the Commission. She introduced Matt Palmer, Resident Fund Counsel for the Legacy Campaign. Mr. Palmer said their current focus was on securing major gifts in the range of $500,000 and above. He thanked Betsy Baumgart and her staff at Travel Montana for their assistance in providing exposure for sponsors of statewide events. He announced that the Campaign had secured their first $500,000 pledge and had received a verbal commitment for another $ 500,000 that he hoped to secure in the next week. Both are 5-year pledges with $100,000 annual payments.

Ms. Groves reviewed events of the past year, including the hiring of Bentz Associates. Completion of their subsequent leadership planning study identified confusion with regard to the various L&C fundraising projects in Montana. In an effort to eliminate the confusion, Ms. Groves explained that the Great Falls Interpretive Center Foundation approached the Campaign office and inquired about forming a partnership. Ultimately Travelers’ Rest Preservation and Heritage Association, Pompeys Pillar Association, and the Montana Historical Society were invited to join this 5-member partnership.

Ms. Groves provided the audience with copies of the Montana Lewis & Clark Legacy Campaign Agreement that outlines the purpose and campaign goals for each partner, the allocation of funds raised, the Campaign’s governance by a Coordinating Committee, and the payment of expenses and disbursement of campaign funds. She explained that the state Commission agreed to front most of the money for the campaign, and would be reimbursed up front as funds come in. Ms. Groves announced Stephen Ambrose and Ken Burns had agreed to serve as Honorary co-chairs. Tom Scott, CEO of First Interstate Bank agreed to serve as Co-Chair and Ms. Groves listed the ten other prominent Montanans who have agreed to serve on the steering committee. The goal is to have 12-15 members and Ms. Groves said they hoped to round out membership on the committee very soon. She provided handouts showing the Steering Committee Breakdown by Region and Organizational Chart, a Gift Expectation Table, and Campaign Leadership guidelines. The Steering Committee would focus on gifts of $100,000 and up; the Regional Team would focus on $10,000 - $100,000 gifts; Campaign staff, participating organizations’ boards and staff would focus on $1,000 to $9,000 gifts. She displayed a draft copy of the Montana Lewis & Clark Legacy Campaign brochure currently under development, making note of the journal’s image in the logo. The brochure outlines the fundraising projects and naming and sponsorship opportunities and once completed would be utilized by volunteers assisting with the fundraising campaign. Ms. Groves reviewed the remainder of the printed campaign materials being produced. Mr. Blackwood commended Cissy Parham, Vice President-Communications, Bentz Associates, for her role in production of the campaign materials. Ms. Groves said the Campaign has worked closely with Travel Montana to develop a corporate sponsorship package that they feel is worth $500,000. Travel Montana has agreed to feature sponsors’ logos on their website, in print and TV ads, on electronic media, in the Travel Planer, the L&C brochure, and on winter and summer calendars. The Campaign staff has already received a positive response from Pepsi on this package and they plan to present it to other potential sponsors as well. In addition to serving as Honorary Co-chair, Stephen Ambrose has agreed to lead a “Friends of Stephen Ambrose Giving Society.” He and his daughter, Stephanie Ambrose-Tubbs, will be instrumental in developing this part of the campaign. The next item Ms. Groves addressed was the Gift Expectation Table, noting that it will take the participation of many people networking across Montana to accomplish the fundraising goal. She said ultimately everyone present would be asked to make a pledge to the campaign. Ms. Groves said the Campaign staff have been well received by potential corporate donors and attributed this to widespread knowledge of the Bicentennial and the simplicity of a combined L&C campaign.

Mr. Blackwood stressed that this was the “quiet time” of the campaign and all information disseminated today was to be kept confidential until the formal launch of the Campaign. Ms. Groves added that a media plan has been developed that calls for scheduled releases of information related to the Campaign. Mr. Blackwood explained that Mr. Palmer and Ms. Groves would be traveling to communities to provide training for the Steering Committee, Regional Committees, and volunteers. He reviewed the list of possible projects the Commission hopes to fund with its share of the campaign funds: Statewide Interpretive Sign Program - $500,000; American Indian Heritage Program – $1.25 million; Montana’s two signature events at $1 million each; Corps of Discovery II host communities; and the Grants Program - $875,000 annually. Mr. Staves commented that it seems to have taken longer than expected; however, he felt that hiring the Bentz team was a quality decision as they have worked long hours to ensure the groundwork was properly laid. Mr. Staves and Mr. Olsen represent the Commission on the coordinating committee.

Mr. Lepley called for public comment and Ron Clark responded by saying the plan was good, but he cautioned that people don’t always follow through with commitments and questioned why present or formerly elected officials were not involved. Mr. Palmer and Ms. Groves responded to Mr. Clark’s questions.

F. Fundraising & Promotion Committee

a. Board of Investments Loan

Mr. Blackwood said he wanted the Commission to hear first-hand the status of the Campaign and went on to suggest entering into a second Board of Investments loan to cover anticipated campaign expenses. He recapped that the original $200,000 loan had been taken in three draws, March 5, August 30, and the final draw last week to cover September and part of October bills, primarily for campaign expenses. The first loan payment of $17,000 was made August 15, 2002; the second payment of about $37,000 is due February 15, 2003. Legislation allows for repayment over a 6-year period and stipulates that BOI is the only source of borrowed funds available to the Commission; license plate sales are the only allowable collateral. Mr. Blackwood recommended applying for a second $200,000 loan immediately and drawing down funds necessary to cover expenses. He anticipated $75,000 to $90,000 would be needed over the next 3 months to cover campaign expenses and did not expect cash in hand from campaign pledges for a few months yet. Mr. Blackwood reported his preliminary conversations with BOI, saying they would favorably consider a second loan. Plate sales from January – September have totaled almost $200,000. He asked the Commission to keep in mind that a decision on extending the Bentz contract would be required by the end of December, and said the Coordinating Committee would conduct negotiations with Bentz in the next couple of weeks. The three options were to continue the residency arrangement, continue on a contingency basis, or opt to proceed without Bentz. Mr. Blackwood said he assumed the Commission desired to offer a meaningful grants program in 2003, and said some of the proceeds from the second BOI loan might be necessary for that purpose, given the reality of when cash would flow into the Legacy Campaign. He added that the possibility existed that the full draw down of the second loan might not be required. At this time he did not think there were sufficient funds from the other four partners to fund the Legacy Campaign.

D. License Plate Committee

Mr. Staves delivered report on the L&C Bicentennial license plate, noting that sales to date were just under 10,000 plates, generating almost $200,000 in revenue. He expected to exceed these figures by $100,000 next calendar year based on renewals of current plate holders and new purchases. He explained that the legislation only applies to passenger cars and a legislative amendment would be proposed in January to allow for use of the plates on recreational vehicles. Mr. Staves noted the sales competition from other specialty plates, but said the L&C plate was the only official state plate available for direct purchase at county licensing bureaus. Plate sales continue to be promoted in renewal notices from the Dept. of Justice.

a. Board of Investments Loan - cont’d.

Mr. Staves also noted that the Commission is first in line for reimbursement when Campaign funds come in. Based on this information he felt the Commission’s financial arrangements were solid. Mr. Olsen felt there would be a greater impact from other specialty plate sales. He expressed opposition to leaving debt on the table when the Commission sunsets in December 2007. He cautioned that with the upcoming legislative session and the projected shortfall, neither the $200,000 in bed tax, nor the license plate revenues would be secure. He asked how long the Commission would continue to borrow. Mr. Staves said this was the reason he asked to withhold approval of the Grants Program amount until February 2003, and added he was not concerned with the Commission’s P&L, but only with the current cash flow situation. Mr. Blackwood said Campaign expenses are expected to be as high as $80,000 to $90,000 through December. Mr. Monger asked for clarification from Mr. Blackwood regarding his statement that the Commission had not choice but to seek the second BOI loan. Mr. Blackwood clarified that the Montana History Foundation is under contract with Bentz through December. Ms. Groves added that the contract could be cancelled with 30 days’ notice. Mr. Staves clarified that the shortfall in the budget resulted from the cost of printing campaign materials. Mr. Olsen asked for a projected date when the Commission would no longer have to borrow funds. Mr. Blackwood said that depended in large part on when cash was realized from the Campaign. Ms. Groves responded that it was difficult to name a specific date, but confirmed that they have a $500,000 firm commitment and another $500,000 verbal commitment, with about $2 million out in asks at this time. She hoped to see cash in hand very soon and explained that the pledges would be paid in $100,000 annual payments. Mr. Olsen asked Mr. Blackwood if the Commission borrowed a total of $300,000, would the debt be paid first or would the Commission stick to the payment plan? Mr. Blackwood answered that he and Mr. Lepley had discussed this and said that decision rested with the Commission. He added that if a large sum were received from the Campaign, the Commission would need to make a recommendation to either pay back the loan or put additional funds out in the Grants Program. He explained that funds made available to communities at this time would be critical to project development. Mr. Staves referred to the budget projections, and Mr. Blackwood agreed that license plate revenues were less than expected, and campaign expenses were higher than anticipated. He noted that only two of the Program Grants budgeted had been paid to date. Mr. Staves proposed applying for another line of credit for $200,000, but only authorize a draw down of $50,000 until the February meeting. Mr. Kipp said he had no qualms with Mr. Blackwood’s approach; he felt this was a business transaction well within the scope of the Commission. In an effort to boost license plate sales, Mr. Blackwood briefly cited the ads placed in Montana Magazine and the Montana Outfitters & Guides Assn. magazine. Mr. Olsen agreed with Mr. Staves’ recommendation, but was concerned with the pattern of spending. Mr. Staves said he viewed this as an investment in the Legacy Campaign, and said he had full faith that the Campaign would be very successful. Mr. Monger expressed concern with the drop in plate sales and said he was not very optimistic at this time based on potential loss of general fund revenues to State Parks. Mr. Blackwood offered clarification that almost $150,000 of the first BOI loan was invested in underwriting the hiring of campaign staff and development of the case statement. $30,000 was invested in license plate advertising and marketing, and a portion went to the Grants Program. Mr. Lepley expressed frustration with committing to the Legacy Campaign and then not giving it time to produce results. Mr. Staves said the budget did not allow for much discretionary spending in the next three months. Mr. Kipp, Ms. Rasmussen and Mr. Stearns expressed support for Mr. Blackwood’s recommendation. Mr. Staves made a motion that the Commission authorize application for a second BOI loan commitment in the amount of $200,000, grant authority to Mr. Blackwood to draw down $50,000 prior to the February 2003 Commission meeting; and authorize the Executive Committee to give approval to draw down an additional $25,000 if necessary. Mr. Olsen said he supported the concept and said their strength was in fundraising, not in state funding. He would like to see a plan to manage and diminish the debt, and not extend it out to the maximum. Mr. Staves felt this could be handled outside the motion. Mr. Kipp seconded the motion. Mr. Lepley called for discussion. Hearing none, the motion passed. For the record, Mr. Olsen requested Mr. Blackwood to come back with a plan that included a couple of scenarios on how to address repayment of the BOI loan as quickly as possible. Mr. Lepley asked for and received the Commission’s agreement with Mr. Olson’s request.

Mr. Blackwood presented the BOI’s request for a motion that the Commission was willing to enter into a Resolution for the creation of a new loan. Mr. Staves moved for adoption of the Resolution. Mr. Olsen seconded. Mr. Lepley called for the vote and the motion carried.

Mr. Blackwood asked Ms. Baumgart to address continued bed tax funding for the Commission. She said Travel Montana was very supportive of the Legacy Campaign and would do everything possible to assist with securing major sponsors. She said they are also very committed to the Bicentennial, but said with regard to funding, Travel Montana lost $1.9 million in six days from their budgets; therefore she said it was difficult to second-guess what would happen with the $300 million projected shortfall. She did not intend to propose changes to any current funding and the proposed changes she had heard of would not affect the $200,000 in support for the Commission.

B. Budget Review – cont’d.

d. Audit Status

Mr. Blackwood reported that the Commission was presently undergoing an audit as part of a larger audit of the Historical Society. The one area where scrutiny was expected was with regard to the NPS Challenge Cost Share grant funds. The audit report should be available at the February meeting.

F. Fundraising & Promotion Committee – cont’d.

c. Proposal from Lewis & Clark Bicentennial Marketing Group, Inc.

Mr. Blackwood reported that the Commission received a proposal from Ron Clark’s business, the Lewis & Clark Bicentennial Marketing Group that sought an exclusive endorsement from the Commission for a product line of merchandise. The request was presented to the Fundraising & Promotion Committee and after considerable review and discussion, the committee’s consensus was to say thanks, but they wanted to stay with a previous Commission decision to not enter into exclusivity arrangements regarding endorsements. Mr. Blackwood offered more information if individuals wanted to contact him personally.

VIII. Legislative Update & 2003 Session Discussion

Mr. Blackwood explained that this topic was on the agenda to hear from Mr. Olsen, Mr. Monger and Ms. Baumgart regarding their expectations for the upcoming Session, and to address the Commission’s strategy for the Session. Mr. Monger and Mr. Olsen both felt it would be best to not draw attention as state agencies had been requested to prioritize programs in an effort to identify $250 million in budget cuts and said nothing would be off limits. Mr. Olsen suggested spending time developing a handout containing responses to anticipated questions. Ms. Baumgart agreed, saying she expected the accommodations tax would be increased, but not for tourism needs. Mr. Blackwood raised this issue because he had been approached by a couple of legislators inquiring about the Commission’s legislative plans, and he wanted to get a sense of the Commission’s intentions. Mr. Staves supported Mr. Olsen’s suggestions. Mr. Blackwood said Senator DePratto requested a bill draft allowing for the use of the plate on RV’s and Mr. Olsen suggested getting it through as quickly as possible. He said it was effective to have supporters’ testimony from the same areas represented by committee members. Mr. Blackwood noted that the Commission’s Executive Committee serves concurrently as the Legislative Committee.

VII. Army Relay Update

Ltc. Jonathan Jackson delivered an update on the Army National Guard’s relay run. He reported that the National Guard Bureau did not include a funding request in their budget to support L&C activities for 2003-2004. The original plan called for the run to cover 19 states, from coast to coast in 2004, and daily costs were estimated at $4,000. Since then states east of St. Louis have declined to participate, but states from Missouri westward still support the run. Plans call for the run to begin on May 14, 2004 in conjunction with the Signature Event at St. Louis, and continue to Fort Clatsop in Oregon. Ltc. Jackson said the Guard might seek corporate sponsorship to fund the event. Montana’s portion is 860 miles over 27 days in July, with a total estimated budget of $80,000. The budget included the following; a satellite hookup media, two vehicles in front and two in back, security, housing and food for workers, gas, and oil. He said General Pendergast is a strong supporter of L&C, is a runner, and is very much in support of the event. The General has offered Montana to serve as the lead state in planning the run and he was also considering the involvement and participation of outside groups. Sgt. Josh Clement, General Pendergast’s enlisted aide was introduced. Ltc. Jackson said the big Army desires to play more of a role, but given the current world situation, it was not possible to predict what that role would be. He briefly addressed the “discovery boxes” being developed by the Corps of Engineers for use by the Guard in educating on the role of the military in the Expedition. Montana plans to obtain two teaching trunks, including user guides, by next spring that will be housed in the Helena Headquarters. Mr. Blackwood encouraged the Guard to stay in close contact so communities along the route could be kept apprised of their plans.

Ltc. Jackson provided an “Information Paper” on Civil-Military Innovative Readiness Training, a program that offers real-world readiness training opportunities for military units and individual military members, while at the same time enhancing relationships with local civilian communities. The paper contained a list of organizations that could receive support from the military units. Ltc. Jackson asked interested people to contact his office and left his contact information with Mr. Blackwood, who thanked Ltc. Jackson for his participation and support. Chairman Lepley adjourned the meeting at 5:00 p.m., and reminded attendees of the 6:30 p.m. Regional Commissions and Tribal representatives meeting scheduled next door this evening.

Thursday, October 3, 2002

I. Call to Order

Mr. Blackwood called the meeting to order at 8:30 a.m., and announced that a buffet lunch would be served for Commission members following the meeting.

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

Attendees included: Ken Wilk, George Heavy Runner, Sgt. Joshua Clement, Jeff Dietz, Daniel Krum, Anita Varone, Becky Douglass, Marilyn Strange, Sharon Rau, Linda Wolff, Marcy Hamburg, Rose Olseon, Loren Flynn, Matt Palmer, Sara Groves, Cynthia Manning Fleischli, Luanne Belcourt, Carol Bronson, Margaret Gorski and Dave Walter.

V. Committee Reports – cont’d.

E. Education Committee

Hal Stearns was called on to deliver the Education Committee Report. He reported on the L&C Tour Guide Training that was offered at the Lewis and Clark Bicentennial Training Academy this past February, which resulted in 23 guides becoming eligible for listing on the Commission’s web page. To date, nine guides have self-registered their information on the site. Training is being offered again this Oct. 28-Nov. 1 at the Interpretive Center. Mr. Stearns directed people to the website, ‘montanalewisandclark.org/resources/tours.htm’ where individual tour guide information was. Applications for website listing are due to the Commission office by November 30, and the same screening committee is again in place.

Mr. Stearns spoke next on the L&C Educator’s Resource Guide, produced by Bonnie Sachatello-Sawyer, Project WET, Montana State University, Bozeman. The intent of this publication was to provide teachers with information on all forms of teaching materials available on Lewis & Clark. Resource Guides are available for purchase from project WET at http://www.teachlewis-clark.org/order.html.

Mr. Stearns noted that plans are advancing for the “Confluence of Cultures” symposium, under the direction of David Purviance, University of Montana, Missoula. The event is scheduled for May 28-30, 2003, on the University campus. He recognized Linda Juneau, assistant coordinator for the Symposium and liaison for the tribes. The planning team hopes to draw 1,000 attendees, and contact has been made with 30 tribal colleges and 40 other colleges in an attempt to solicit presenters and performers. He reviewed the schedule of events and commended the planners for the tremendous amount of work being done to make this a successful event.

David Purviance addressed the group and thanked the Commission for the $5,000 seed grant to begin planning the symposium. He said this allowed them to move forward and raise $140,000 for the conference. The registration fee was set at $25.00 in an effort to make it accessible to people. The University of Montana and the L&C Bicentennial Commission are sponsoring partners of the Symposium. He acknowledged the following funding partners: Forest Service, National Park Service, Bureau of Land Management, EOS Project, and the University of Montana. It is the planning committee’s desire that people come away having learned something in addition to feeling they have been changed in some way. Mr. Kipp was announced as the emcee, and the keynote speaker will be confirmed shortly. Ms. Juneau briefly addressed the group and described the types of sessions being planned.

Mr. Kipp, co-chair of the Symposium, commended the committee on their hard work, and the fact that they have held to the original spirited concept of the Symposium as envisioned by Jonathan Matthews, Hal Stearns, and himself.

Mr. Blackwood suggested holding the Commission’s June meeting the afternoon of May 27 and morning of the 28th in conjunction with the Symposium. Mr. Purviance confirmed that a room had been reserved for the meeting. Mr. Lepley asked for concurrence, and hearing no objection, the meeting dates were agreed upon. Mr. Blackwood asked if the Commission would have a role in the Symposium. Mr. Purviance agreed to meet with the steering committee and report back to the Commission at the February meeting. Mr. Stearns recognized and thanked Jane Weber, Sharon Alexander, Kate Shanley, Ray Cross, Nancy Maxson, Jonathan Matthews, Chandler Jackson, Carla Wambach and Margaret Gorski for all their hard work. Jane Weber suggested that RBC contacts provide copies of the Invitation to Present and Invitation to Perform to the colleges in their respective areas.

C. Grants Committee

Kathy Doeden delivered the Grants Committee report, noting that the grant pool would not be known until the February 2003 meeting. She called on Ms. Cortright to report on the status of past years’ grants. Ms. Cortright reported that all but 2 of the 17 grants made in 2000 were completed. One Organization & Planning Grant for 2001 remained outstanding. The 6-month reports due December 31, 2001 for the 2001 Project Grants were received and approved. 2002 O&P Grants funds have been disbursed and final reports will be due December 31, 2002. Six-month reports were due August 31, 2002 for the 2002 Project Grants, and three remain outstanding at this time. She noted that Amy Baird is doing an excellent job of managing the Commission’s Grants Program.

Ms. Cortright referred to the 2003 Grant Schedule, noting that the Grants Committee completed their review of the 2003 forms and recommended some slight modifications, which were then provided to the full Commission. Modifications to the forms were highlighted in yellow for quick reference. She requested Commission approval of the forms, noting that they would be made available through the mail and on the Commission’s website following the meeting. The application deadline of December 20, 2002 was noted. She said the scoring committee would complete their work by January 17, and present funding recommendations at the February 11, 2003 meeting in Helena.

Mr. Blackwood called for questions on the Grants Program. He urged people to keep Ms. Baird updated if the contact person for the grant changed. He said the Commission had been fairly lenient with extension requests, and clarified that reports were due whether or not grant monies had been expended. He called for questions on the highlighted changes, and no one had questions. He briefly reviewed the Eligible Applicants section of the O&P grant application urged groups to submit their minutes electronically for posting on the website and also share their activities with local governing bodies. Mr. Blackwood referred to the Sept. 25, 2002, memo that conveyed the revised 2003 Grant Applications and Guidelines to the Commission and asked if Commissioners had suggested changes to the Acceptable Uses of Grant Funds. Ms. Stone suggested adding photocopies to the list on the O&P Grant. He next referred to question 3 on the memo, regarding varying from the L&C Focus on L&C Legacy Projects. There was consensus to leave the focus as stated. Mr. Lepley called for a motion approving the 2003 Grant Applications and Guidelines, leaving the grant amounts open until the February 2003 meeting. Mr. Staves so moved and Ms. Baumgart seconded. The motion carried. Mr. Olsen asked if a summary of funded projects was being compiled that could be used as a show piece for the Legislature. Mr. Blackwood responded that project summaries were prepared for each year’s grants and Ms. Baird was compiling photo files. He also referred to the Grants display that has been prepared for past years’ conferences. Mr. Olsen suggested producing a color, condensed version that maps the statewide distribution and diversity of projects.

G. Events/Calendar Coordination Committee

Mr. Blackwood recapped events planned for the January 18, 2003 kick-off, beginning with the signature event, Jefferson’s West, at Monticello and the University of Virginia, Charlottesville. He announced that the Commission would share a booth with Montana’s two signature events. Peggy Bourne has taken the lead in planning a display that might also be utilized at future signature events. Mr. Blackwood predicted that about 20 people would be representing Montana. Some Monticello events are by invitation and he would be creating both an “A” and “B” invitation list over the next couple of months. The “A” list would include the Governor and congressional delegation; the “B” list would include the Commission, RBC chairs and Tribal representatives. He said details of the Monticello events were on the agenda at the upcoming Pendleton, Oregon meeting, including a possible media event the afternoon of the 18th. All states have been requested to provide 2 cases of wine for the reception in addition to $250 to help offset the cost of the reception. Mr. Blackwood said he planned to seek a sponsor for the wine or beer, as purchase was not allowable under state guidelines.

Carol Bronson addressed the meeting regarding the Trail Heritage Foundation’s increased role in planning the kickoff event. She provided a handout, “Overview of Events and Summary of LCTHF Participation,” and announced that Gail Norton’s office planned to send invitations to members of Congress, and handle the RSVPs.

Mr. Blackwood revisited Mr. Olsen’s question from the June meeting regarding the availability of funds in the budget to send Commissioners to Signature Events. At that time he thought there would be funds available; however at this time he predicted there was not. He estimated the per person cost at $1,000 to attend and asked for comments from the Commission. No one was named as an official representative to the event. Mr. Stearns and Mr. Staves indicated their plans to attend and Mr. Blackwood agreed to cover their registration fees.

Mr. Blackwood reported on the event planned at the Capitol Rotunda on Jan. 18th, through the efforts of a 5-member planning group that included the Commission, the L&C County Regional Commission, the Crimson, Gates, and Reaching the Rockies Chapters of the Trail Heritage Foundation. Ann Tedesco and Dick Albert are serving as the lead contacts. Events will include presentation of the colors by the Honor Guard to the House and Senate, comments by President Jefferson (Bob Doerk), a program in the Rotunda with exhibits. Mr. Blackwood said once the plans were set other RBC’s, Tribes, and Chapters would be contacted regarding displays and materials. A satellite link is being considered, as well as sponsored entertainment on Friday night. Mr. Alberts reported that Ms. Tedesco had secured a sponsor but facilities in Helena were unavailable on that date. Mr. Blackwood encouraged other communities to plan local events on January 18 and seek publicity in local papers regarding the National kick-off and Montana’s role.

Mr. Kipp asked for an update on visitor numbers and Mr. Blackwood responded that he is frequently asked about visitation numbers. He referred to the May 2000 Institute for Tourism Recreation and Research Interest and Awareness Study, noting that Montana and other states have joined together to obtain an update on that study; however, it was not designed to address visitation estimates. He reported on raising this issue with national travel directors at the Idaho meeting where he was informed that a predictive study was not feasible. The State Commission’s role in the Jan. 18 Capitol event was raised and Mr. Blackwood said an emcee would be needed. He asked Commissioners to contact him with ideas.

Mr. Blackwood announced plans for a ‘Montana significant event’ titled, “Lewis & Clark at the Confluence: This Long Wished-for Spot,” planned at Fort Union, in conjunction with North Dakota’s Tourism Department, and possible publicity by Travel Montana. The group has held its first meeting, and the NE Plains Regional Bicentennial Commission has agreed to serve as co-leader along with Fort Union. The event is planned for April 29, 30, and May 1, 2005 to mark the Expedition’s entrance into Montana. Ms. Stone added that a new visitor center is under construction at the confluence, about 2 miles from Ft. Union, almost adjacent to Ft. Buford. Plans include water re-enactments, living history demonstrations, exchanging of gifts, and a meal. Montana Tribal Tourism Alliance has committed to help with an Indian encampment. Jeff Dietz said the return story was an under-told one and suggested planning an event welcoming the Corps back into Montana in 2006. Mr. Blackwood agreed and said a planning group needed to be organized to plan this event as well. Mr. Staves made a motion to authorize two Montana significant events, one each spring in 2005 and 2006. Ms. Doeden seconded and the motion carried.

A. Conference Planning Committee – Cont’d.

Ms. Stone reported that she and Mr. Monger met yesterday evening as members of the Conference Planning Committee and discussed plans for the 2003 Fall Conference. The Committee recommended holding the conference in Lewistown, the week of September 28. Mr. Olsen moved approval. Mr. Staves seconded and the motion carried.

IX. Old Business

A. Committee Membership & Chairs

Mr. Blackwood noted that Kathy Doeden was chair of both the Grants and Events Committees. Tootie Rasmussen assumed the chair of the Events Committee in place of Ms. Doeden.

B. Commissioner’s Terms

Mr. Blackwood noted that Germaine White resigned in September and asked that the names of possible replacements be passed on to him. He note that Darrell Kipp, Homer Staves and Betty Stone received reappointments from the Governor to the Commission for 3-year terms ending December 1, 2005.

C. Policy on Links to Non-Commercial Web Sites

Ms. Cortright explained that this topic was deferred from the June meeting, pending the receipt of a copy of Travel Montana’s draft policy, which was obtained and mailed prior to this meeting. Ms. Baumgart was asked where they were in adopting the policy and she said Travel Montana was awaiting approval by Commerce Director Mark Simonich. Mr. Staves made a motion to again defer the decision pending the adoption of this policy by the Dept. of Commerce. Ms. Stone seconded and the motion carried.

D. Revised Visitation Research

This topic was covered in the Events/Calendar Committee discussion.

E. Commission Sanctioned Legacy Projects

Mr. Blackwood said this topic had been addressed previously at Commission meetings, but he asked again for suggested legacy projects. Mr. Olsen had previously raised the possibility of a painting for the Senate Chambers in the state’s Capitol. He said there seemed to have been a previous consensus that what the Commission was helping regional commissions accomplish would fulfill this legacy role, and that something separate was not necessary. Mr. Staves said given the current budget status and the work of the Legacy Campaign, he felt it was premature to consider a separate project; however the Commission should remain receptive to ideas. Mr. Kipp suggested that the work of the Commission itself could fulfill the legacy role. Mr. Blackwood replied that he had already discussed the possibility of a final report document with Dave Walter, research historian at the Society. Mr. Stearns suggested rededication of the Lewis & Clark bronze statue in Fort Benton that was dedicated in 1976. Steve Kubick recommended placing a time capsule reflecting what was accomplished in addition to a permanent monument. Cindy Maning Fleischli, Illinois L&C Commission spoke about Illinois’ plans. Ron Clark said he felt if the Commission waited much longer they would eliminate the opportunity to pay for the project. He suggested a statewide competition for a sculpture or a painting, with the winner relinquishing the reproduction rights. Dick Alberts, L&C Co. RBC, said their group had discussed the possibility of leaving a legacy by establishing a bank account of seed money to be used in future commemorations.

After further discussion, a Legacy Committee comprised of Jack Lepley, Arnie Olsen and Hal Stearns was formed to address the possibility of a Legacy Project. The committee agreed to report at the February meeting. Mr. Blackwood asked people to e-mail their Legacy project ideas to him and he would pass them on to the Committee.

Jeff Dietz posed an alternative suggestion as an agenda topic, based on the fact that historic sites were being desecrated and were disappearing. He cited Beaverhead Rock, Pompeys Pillar and the campground in the Gallatin Valley as examples. He recommended using impetus from the Bicentennial to encourage the state Legislature, at a minimum, to adopt a Resolution to heighten the awareness of and strengthen the preservation of our historic sites in Montana. Mr. Stearns added that trail stewardship, in particular on Tribal grounds, was a topic of lengthy discussion at the Lewiston, Idaho meeting last April. He suggested obtaining some specific examples of damaged sites and/or of historic preservation efforts and partnering with other organizations to make this a multi-state effort. Carol Bronson, the L&C Trail Heritage Foundation, offered materials to assist in the effort. Mr. Kipp spoke about the filming of the Four Persons site west of Choteau as an example of site preservation and education. Mr. Stearns asked Mr. Kipp to bring a copy of the videotape to the February meeting. Mr. Lepley suggested addressing the topic again in February.

F. National Council Meeting, Great Falls, April 13-16, 2003

Jane Weber announced that plans are moving forward for the upcoming National Council’s Convention, scheduled for April 13-16, 2003 in Great Falls. She said the local community would have more control in the planning effort, and the conference would be fairly pragmatic in format, with a couple of receptions and possibly pre-or post conference workshops. Plans call for the meeting to be a retrospect of the Monticello kick-off and to talk about how to make events successful, not just Signature Events. Several different tracts are being considered, including topics such as security, arts and logistics planning. She explained that the COSA, COTA, and National Council meetings would not overlap. Ms. Weber thanked the Commission for providing $5,000 in support planning efforts, and said a registration fee would be charged in an effort to cover the associated costs.

X. New Business

A. Future Meeting Dates & Locations

The following locations and dates were set for future Commission meetings: February 11, 2003, in Helena, location to be determined; the afternoon of May 27, and the morning of May 28, 2003, Room 206, James Todd Building, University of Montana Campus, Missoula; and the October meeting and Fall Conference would be held at the Yogo Inn in Lewistown, the exact dates to be determined.

B. Lapel Pins

Ms. Cortright reported that last August request letters were sent to 5 potential vendors for production of a license plate logo pin. Three of the five responded with proposals that were reviewed in office, based on the requested criteria. On September 11, 2002, we accepted the proposal from Quality Promotional Products who was in the process of producing a prototype pin for our approval. Once approved a pin order and market distribution would be initiated. It is hoped the license plate image would become well known statewide through pin sales at gift shops and become a Bicentennial collector item. She said the pin would be offered for sale through the Montana Historical Society’s Museum Store. Ms. Cortright explained that an initial rush order was placed to provide pins to this year’s conference registrants.

Last February at the Dillon Commission meeting, a prototype lapel pin that displayed the Commission’s logo was unveiled and comments were solicited from commission members. Ms. Cortright passed an example through the audience noting that this pin was produced with the intention of using it as a select gift to Legacy Campaign donors, commission members, speakers at this year’s conference, and would also be offered for sale through the Museum Store.

C. COTA Guidelines

Mr. Blackwood referred to the Circle of Tribal Advisors (COTA) Guidelines, explaining they were developed for use in conjunction with tribal involvement at Signature Events. He felt the guidelines would also serve well as a prototype for tribal involvement in Montana and among Regional Bicentennial Commissions. Montana’s two signature event planners are being asked to sign off on the guidelines as an amendment to their Memorandum of Understanding with the National Council.

XI. Public Input Time

Margaret Gorski, USFS, shared that the Lolo Pass Visitor Center and Rest Area reconstruction project was nearing completion. The Forest Service and Montana and Idaho Departments of Transportation met recently to begin the planning of a grand opening ceremony scheduled for the last week of June 2003. Invitees would include both Governors and Congressional Delegations, with a second day planned for public events.

Mr. Blackwood stepped out of the meeting for a few minutes to speak to reporters.

Ron Clark addressed the Commission regarding his company’s request for product endorsement. He requested a correction to the public record stating that he did not request exclusive rights for the use of the Commission’s logo. He said however he respected the Commission’s decision to not allow his use of the logo. Secondly, he said it was his personal feeling that the Commission’s web page needed to be updated with regard to product endorsement, as he felt it left the public with the impression that the Commission still had a product endorsement program. He also requested that the encouragement to call Diane Norton be removed from the web page, as he said that program no longer exists, and he felt she was receiving free publicity that the Commission was unwilling to grant to others.

Steve Kubick asked if the Commission had a plan for the coordinated release of information to the media regarding fundraising and events. Tom Cook, MHS, responded that he and Clint Blackwood had been discussing this topic recently and he was assisting Mr. Blackwood with scheduling radio and TV interviews as Mr. Blackwood travels to communities outside of Helena. Mr. Cook was also assisting with press releases on Commission topics and events. Mr. Staves added that the Legacy Campaign has a controlled PR message that will start in the very near future. Mr. Kubick explained that his concern was that the public understood that the sources vary, but that the bicentennial effort was inter-related.

Marilyn Strange addressed the use of the Commission’s logo on products by saying she was under the impression from the Glasgow meeting that people would be allowed the approved use of the license plate design and/or the logo on their products. She questioned whether anyone other than the Commission would be allowed use of the logos. Mr. Kipp responded that, based on information provided to the Commission early on in the discussion of this topic, the Commission backed away from product endorsement and logo use was part and parcel of this decision. Ms. Strange explained that she was not seeking endorsement, but merely the available use of the logos on mugs, tee shirts and tote bags. Mr. Staves reiterated that the Commission was not staffed to administer a product endorsement program or to protect the use of logos. Mr. Blackwood rejoined the meeting and said the Commission had ruled that they did not want to be involved in an exclusive product licensing and endorsement. He said permission had been granted to non-profit groups, and suggested the Fundraising Committee might address her question specifically. He noted that within the Legacy Campaign, a manufacturer’s sponsorship segment was being developed that would allow a product manufacturer to pay a sponsor fee to the Commission, and in turn be granted use of the image, and would be identified as an on the product as an official sponsor, but not receive exclusivity. Mr. Blackwood said there might be other trademarks that people should be aware of, and noted the pending trademark application on the term “Lewis and Clark Bicentennial.” He noted the Commission holds a trademark and copyright on the license plate image. Mr. Olson said it was his understanding that the Commission would not enter into any commercial applications; however, if the issue was not clear they should meet and address the policy. Mr. Clark said “exclusivity” needed to be defined, noting again he did not request exclusive rights. Ms. Strange said she was not requesting exclusivity either. Ms. Stone said she felt that use of the logo expressed endorsement. Mr. Staves said logo protection was very expensive, and must be diligently protected. He suggested the Fundraising Committee should meet to revisit the issue and address the question of logo use on for-profit merchandise. Mr. Clark asked if the meeting would be open to the public and publicized. Mr. Olsen responded by saying meetings were open to public involvement, but said the question was how to accomplish it in a manner that makes everyone aware and able to participate. He suggested providing written comments to the Fundraising Committee and the topic would be placed on the Commission’s meeting agenda and publicized. Mr. Blackwood asked that Mr. Clark and Ms. Strange provide thoughts or comments to him and he would forward them to the Committee. The Committee would meet and discuss topic, and it would be an agenda on the February Commission meeting. Ms. Strange suggested utilizing the Made in Montana contact list.

Mr. Blackwood encouraged everyone to take a box of License Plate inserts with them for distribution in their communities.

XII. Adjourn

Mr. Lepley called for a motion to adjourn. Ms. Stone moved to adjourn. Ms. Doeden seconded and the meeting adjourned at 11:15 a.m.

 

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