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Min - Keep Allen Beautiful Board - 1997 - 08/19 - RegularC CITY OF ALLEN KEEP ALLEN BEAUTIFUL COMMITTEE AUGUST 19, 1997 Staff Present Craig Gillis, Fire Marshall Jesse Ingram, Public Works (Streets) Bobby Trevino, Parks and Recreation Tara Fletcher, Police Department Joe Del Ferro, Community Development Audrey Smyth, Community Development Victor Black, Economic Development Edie McMillion, Public Works Keep Allen Beautiful Board Sandra Sanders Beverly Wortham Patricia Buckley WORKSHOP SESSION - 9:00 A.M. (Agenda Item I & II) With the above members present, the seventh monthly meeting of the Keep Allen Beautiful Staff Committee was called to order. Edie McMdlion, had each attendee introduce themselves to the Keep Allen Beautiful Board Members who had been invited to attend this meeting. (Agenda Item III) Edie told the Committee that on Texas Recycles Day the KABB will need staff support from Parks and Recreation and Streets Bobby Trevino then advised the Committee that the Parks Department was going to have an Event at Bethany Lakes Park on the same day Edie said that they could do the Texas Recycles Day event just using Street Department. Edie also asked the Board if they would like to combine the two events, the Board voted and it was determined they do not want to combine the two events. Note—on 9/8/97 Kim Spearman noted me that Parks and Recreation are not going to have this event, although someone may try to have a small scale event. (Aeenda Item IV) Joe Del Ferro gave an update on the garage sale sign issue The Committee agreed that anyone who sees garage sale signs out before Friday am and after Sunday p.m. will pull them from the medians. I had two complaints on August 3 and 4 about signs being removed. I told them the rules and advised them that the City is cracking down to help prevent unsightly medians and that we will be removing signs from now on. (Agenda Item V) Bobby Trevino gave an update on the Church of Jesus Christ of latter Day Saints community work. This group is willing to paint, clean, plant shrubs and pickup trash, almost anything that we could ask, they are willing to do I spoke to Jim Wilson who is the in charge of the organization of this group. Jim will be speaking to the KABB at their next meeting. He has requested that we move our April trash -off back one Saturday, because they have a yearly church function on the first Saturday in April. I will be asking the KABB to move this event back one week. He has assured me that he could have over 250 people to help us on this day They will also be out to help on the November 15, 1997, event. (Agenda Item VI) Compost Facility needs to be completed by October 1, 1997 Edie will have an update at your next meeting. (Agenda Item VID If you have a slogan you need to get it in. The KABB has been given the task of picking a slogan and designing a logo for handouts, flyers, gifts, etc. The three that we have are: 1. YOU Do Make A Difference. Jesse Ingram 2. Allen In Action - Kathy Parkhurst 3. Allen Is Beautiful—Audrey Smyth (Agenda Item IX) Next meeting will be held on Tuesday. September 16. 1997. at 9:00 A.M. in the Conference Room at the Municipal Annex. Meeting adjourned. These minutes were approved on the 16th day of September 1997 ATTEST: yl� , �� tdie McMillion, Custorp r Service Coordinator A (Agenda Item 1) The meeting was opened by Phillip Lakin, at 7:35 p.m. on Tuesday, August 19, 1997, in the Conference Room of the Allen Public Library, Two Allen Civic Plaza, Allen, Texas. A full quorum was present at 8'05 p in. Attorney Bob Dillard to Speak to Board on Incorporation and 501 c. (3) Status(Agenda Item III) Because a quorum was not present Agenda Item HI was moved up. Mr. Bob Dillard an Attorney for the City of Allen spoke to the Board on Incorporation. He stated that a non-profit organization is governed by the Non -Profit Organization Act. A corporation is started in Texas by filing Articles of Incorporation and they can be filled by one person who is known as the Incorporator The Incorporator can be anyone, it can be member of the board, the corporation attorney or someone from the city It really is not important who it is except someone has to put their time, address and signature on the form and send it to the Secretary of State. Bob will be glad to do this for us if we decide to go ahead. Any charitable, benevolent, literary or social association or church may incorporate under this act. Bob feels that we fall under one of these descriptions. The Incorporator is the person who is obligated to sign the articles of incorporation. The most important items in the development of the articles of incorporation are listed below - 1. Name of the corporation that is not used by anyone else. 2. Statement that the corporation is a non-profit corporation. 3. State the period of duration, which may be perpetual. 4 The purpose or purposes for which the corporation is organized. (Mission Statement etc.) MINUTES KEEP ALLEN BEAUTIFUL BOARD REGULAR CALLED MEETING AUGUST 19 - 7:30 P.M. KABB Members Present Sandy Sanders Heidi Smalley Beverly Wortham Patricia Buckley Lonnie Simmons Melissa Owen Phillip Lakin Staff Present Edie McMillian Audrey Smyth George Conner Call to Order (Agenda Item 1) The meeting was opened by Phillip Lakin, at 7:35 p.m. on Tuesday, August 19, 1997, in the Conference Room of the Allen Public Library, Two Allen Civic Plaza, Allen, Texas. A full quorum was present at 8'05 p in. Attorney Bob Dillard to Speak to Board on Incorporation and 501 c. (3) Status(Agenda Item III) Because a quorum was not present Agenda Item HI was moved up. Mr. Bob Dillard an Attorney for the City of Allen spoke to the Board on Incorporation. He stated that a non-profit organization is governed by the Non -Profit Organization Act. A corporation is started in Texas by filing Articles of Incorporation and they can be filled by one person who is known as the Incorporator The Incorporator can be anyone, it can be member of the board, the corporation attorney or someone from the city It really is not important who it is except someone has to put their time, address and signature on the form and send it to the Secretary of State. Bob will be glad to do this for us if we decide to go ahead. Any charitable, benevolent, literary or social association or church may incorporate under this act. Bob feels that we fall under one of these descriptions. The Incorporator is the person who is obligated to sign the articles of incorporation. The most important items in the development of the articles of incorporation are listed below - 1. Name of the corporation that is not used by anyone else. 2. Statement that the corporation is a non-profit corporation. 3. State the period of duration, which may be perpetual. 4 The purpose or purposes for which the corporation is organized. (Mission Statement etc.) Bob left each of the Board a copy of the Non -Profit Corporation Act for their review He offered his assistance when we are ready to proceed with incorporation. Nominate and Elect Chair, Co -Chair and Secretary (Agenda Item H) Nominations were opened to elect a Chair for the Board. Heidi requested that each ' member give a brief introduction and background summary to help with the nominations. George Conner, Director of Public Works introduced himself and said he was available to help the Board and provide any assistance they might require. A nomination was made to elect Phil Lakin for Chair; it was second and the Board voted seven (7) for and (0) none opposed. Phil Lakin is the Keep Allen Beautiful Board Chair. A nomination was made to elect Heidi Smalley for Co -Chair, it was second and the Board voted seven (7) for and (0) none opposed. Heidi Smalley is the Keep Allen Beautiful Board Co -Chair. A nomination was made to elect Patricia Buckley for Secretary; It was second and the Board voted (7) for and (0) none opposed. Patricia Buckley is the Keep Allen Beautiful Board Secretary Request to ApWar from Sign Board Members (Agenda Item M David Leonard from the Sign Board was present to discuss and seek input from the Keep Allen Beautiful Board on hand painted sign and murals at business establishments. David said that there are two signs in the city that fall under this description. One is the Kiddo Castle on FM2170 and Max's Glass business on Main St. Kiddo Castle has a hand painted sign and mural while Max's has a mural on the side of their building. Heidi Smalley is not opposed to Page 2 Keep Allen Beautiful Board Meeting August 19, 1997 5. If the corporation is to have no members, a statement to that effect. 6. If management of the affairs of the corporation is to be vested in its members, a statement to that effect. 7 Any provision, not consistent with law 8. The street address of its initial registered office and the name of its initial registered agent at such street address. 9 The numbers of directors constituting the initial board of directors, and the names and addresses of the persons who are to serve as the initial directors. 10. The name and street or post office address of each incorporator. If the corporation is to be authorized on its dissolution to distribute its assets in a manner other than as provided by 11 Article 6.02(3) of this Act, a statement describing the manner of distribution of the corporation's assets. Bob left each of the Board a copy of the Non -Profit Corporation Act for their review He offered his assistance when we are ready to proceed with incorporation. Nominate and Elect Chair, Co -Chair and Secretary (Agenda Item H) Nominations were opened to elect a Chair for the Board. Heidi requested that each ' member give a brief introduction and background summary to help with the nominations. George Conner, Director of Public Works introduced himself and said he was available to help the Board and provide any assistance they might require. A nomination was made to elect Phil Lakin for Chair; it was second and the Board voted seven (7) for and (0) none opposed. Phil Lakin is the Keep Allen Beautiful Board Chair. A nomination was made to elect Heidi Smalley for Co -Chair, it was second and the Board voted seven (7) for and (0) none opposed. Heidi Smalley is the Keep Allen Beautiful Board Co -Chair. A nomination was made to elect Patricia Buckley for Secretary; It was second and the Board voted (7) for and (0) none opposed. Patricia Buckley is the Keep Allen Beautiful Board Secretary Request to ApWar from Sign Board Members (Agenda Item M David Leonard from the Sign Board was present to discuss and seek input from the Keep Allen Beautiful Board on hand painted sign and murals at business establishments. David said that there are two signs in the city that fall under this description. One is the Kiddo Castle on FM2170 and Max's Glass business on Main St. Kiddo Castle has a hand painted sign and mural while Max's has a mural on the side of their building. Heidi Smalley is not opposed to Page 3 Keep Allen Beautiful Board Meeting August 19, 1997 this type of advertising as long as it is done in good taste. She wanted to know if there are guidelines established or a permit that is required. David said there are no guidelines or permitting required at this time. Phil Lakin suggested some type of standard be approved for signs of this type. David said that this is an area of concern and they are not trying to discern what is art and what is not. Sandra Sanderson feels that there could be problems with these types of signs with the growth we are having in the city. A motion was made and second to suggest that the Sign Board require a permit to businesses when they want to have a hand painted sign or mural on their property The Board voted seven (7) for and (0) opposed. Melissa told David he could tell the Sign Board that this Board could work in a joint effort on sign issues, especially, if it will have a bearing on "Keeping Allen Beautiful". A motion was made and second to support the Sign Board in approving the Monument Signs (signs that are low to the ground) on McDermott and on main thoroughfares. The Board voted seven (7) for and (0) none against. Edie is going to have garage sale sign information put on cable television and has asked the City Secretary to include same date in an upcoming City news letter. City Staff will start pulling garage sales signs on Monday a.m. if they are in the medians. Phil Lakin spoke to Joe Del Ferro on the garage sale signs and he asked the Board members to pull these signs if they see them in the medians on Mondays. We need to get an article in the Allen American and in the Allen hnage on this same subject. Heidi volunteered to work as being the liaison with the Allen American. Sandra had expressed interest in doing this job also. Sandra and Heidi will work together to try and establish some kind of relationship with the Staff at the paper. The Board is also interested in having items put on utility bills and sending flyers out with shopping bags at local grocery stores. Sandra suggest that on the flyer we have a picture of the Board doing an activity, like picking up trash. We will wait until the Standing Committees are selected and then the Board will develop the flyer format. Discuss Standing Committees of the Board (Agenda Item V) Edie read the by-laws to the Board. Each member turned in their choice of Standing Committees. Phillip will make a decision and try to have members appointed by the first of next week. Phillip will appoint the members and he will call and give the Board members their assignments Place, Date and Time of Keep Texas/America Beautiful Training (Agenda Item VI) The training will be on Saturday. September 13. 1997, at the Senior Citizens Center. The meeting will start at 5:00 a.m. until 11:00 a.m. Edie will call and see if Cecile will allow us to video her presentation. The Senior Citizens center is next to Central Fire Department on Allen Dr. Page 4 Keep Allen Beautiful Board Meeting August 19, 1997 Phillip would like the Board to think about some kind of activity to help the east/west side of Allen to meet and become one. It was mentioned that Allen Station Park might help when it is completed and we could have an activity there. Phillip wants to educate people to be true to Allen. A motion was made and second that the Board celebrate "Texas/America Recycles Day" on November 15, 1997, the Board voted seven (7) for and (0) none opposed to celebrate "Texas/America Recycles Day " Action Items from the July 28.1997. Meeting. (Agenda Item VII) Action items were discussed. Phil will let the Board know when E -Mail is up and available. Melissa will talk to the Services Standing Committee to get permission to have an area in the library for environmental items. Select a Park Site for the Saturday. November 15, 1997. Event (Agenda Item VIII) A motion was made and second to have the event at Ford Park and to try to get permission to use Ford Middle School Cafeteria for the Earth Fest. The Board voted seven (7) for and (0) none opposed. Discuss Events and Proiects for November 15. 1997 (Agenda Item IX) Trash bags for the event were discussed. You need to submit your design using the City of Allen logo. The designs need to be sent to Edie by September 1, 1997 Edie and Phil will have them ready for your review at your workshop meeting. Heidi handed out the work items that need to be covered. Please take time to review and select any items you may have a work interest in. Edie told the Board that the City of Allen Parks and Recreation Department is having an event that will last all day on November 15, 1997, and this may conflict with the Trash -Off. She asked if we wanted to combine the events. The Board did not want to combine the two events. Parking would be a problem and it may mean taking away from both events. Miscellaneous (Agenda Item X) Meeting time was miming out and so it was decided to have a workshop/planning meeting for the November 15" event. The workshop will be on Tuesday. September 9 1997 at 7.30 n m and will be at the Lake Side Club House at Bethany Lakes Park. Please mark you calendars. Adjourn (Agenda Item XI Meeting adjourned at 9:32 p.m. 11 1 Page 5 Keep Allen Beautiful Board Meeting August 19, 1997 These minutes were approved on the 16th day of September 1997 Patricia Buckley, Secretary Phillip Lakin, Ch 'r