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HomeMy WebLinkAbout01/31/2013 KTCB MINUTES CITY OF THE COLONY KEEP THE COLONY BEAUTIFUL BOARD JANUARY 31, 2013 After determining that a quorum was present, the Keep The Colony Beautiful Board of the City of The Colony, Texas convened into a regular session which was held on Thursday, January 31, 2013 at 6:30 p.m. in the City Council Chambers located in City Hall, 6800 Main Street, The Colony, Texas, at which time the following items were addressed: Present from staff. Iris Browder, Joe Perez, Terry Gilman Present from Board: Linda Van Vranken, Joe Zacha, Roger Morehouse, Joel Ortega and Peggy Chenault (arrived at 6:38pm) 1.0 CALL MEETING TO ORDER Meeting was called to order by Chairman Van Vranken at 6:30 pm 2.0 CITIZEN INPUT No citizen input 3.0 MINUTES 3.1 Approve minutes from the May 31, 2012 meeting. Board Member Zacha made a motion to approve the minutes from the May 31St, 2012 meeting. Chairman Van Vranken seconded the motion. Motion carried 2-0. Board Member Morehouse and Ortiz were present, but abstained from voting because they had not been appointed to the board at the time. 4.0 DISCUSSION/CONSIDERATION 4.1 Election of Chairman, Vice Chairman and Secretary. Board Member Zacha made a motion to nominate Board Member Van Vrnaken for Chairman; Board Member Morehouse seconded the motion. Motion carried 4-0 (Board Member Van Vranken abstained from voting) Board Member Zacha nominated Board Member Chenault for Vice Chairman; Board Member Ortiz seconded the motion. Motion carried 4-0 (Board Member Chenault abstained from voting) Board Member Morehouse made a motion to nominate Board Member Zacha for Secretary and Board Member Zacha made a motion to nominate Board Member Morehouse for Secretary. 1St nomination for Board Member Zacha, all those in favor (4-0) 2°a nomination for Board Member Morehouse, all those in favor (1-0) Nomination for Board Member Zacha carried 4-1, so Board Member Zacha was appointed as Secretary. 4.2 Receive a report on the outcome of the 2012 Fall Citywide Cleanup. (Terry Gilman) Mr. Gilman provided the board with an overview of the Fall Citywide Cleanup held October 27, 2012. He provided the board with a list of the services offered and a summary of items that were collected. Mr. Gilman stated that over 300 plus vehicles came through the lines. Items collected were: 45.5 tons of bulky trash, over 9,000 pounds of electronics collected in which the city received a check for $457.35, 30 tons of green waste, 13 appliances, and 85 tires collected. In addition, 8 tons of metal were recycled and 5,000 pounds of documents were shredded. Vice Chairman Chenault complemented Mr. Gilman on how well the cleanup was run. She also commented on the lines and said that even though the lines appeared to be long, they got you through them quickly. Board Member Zacha asked is the city receives money for the metal that was recycled. Mr. Gilman stated no, because there is such a mix and most of the items are freezers. Vice Chairman Chenault asked if the compost was Christmas trees and available to residents. Mr. Gilman said that at this point in time the compost is not available to residents, but he is looking into the idea for the future cleanups. Board Member Morehouse asked if the city receives any of the compost and Mr. Gilman stated no, not at this time. 4.3 Receive a report summarizing the Volunteer Assistance Projects conducted in 2012. (Joe Perez) Mr. Perez provided the board with an overview of projects conducted by the volunteers in 2012. He presented the board with before and after pictures for each of the eleven projects and also outlined the costs associated with each one. Project 1: 4933 N. Colony. The work consisted of repairing a fence. Volunteers from Lakeway Baptist Church were able to remove the old posts and replace them with new ones. Cost of project was $102.26. Project 2: 5412 N. Colony. The work consisted of repairing a hole in a soffit, mowing the grass, cleaning up the yard and trimming the shrubs. Cost of project was $43.49. Project 3: 5741 Baker. The work consisted of cleaning up the overgrowth in the backyard and repairing the fence. Cost of project was $6.92. Project 4: 5001 N. Colony. The work consisted of replacing 50' of the fence. The cost of the project was $346.46. There were 30 volunteers who helped including those from the juvenile system. In addition to replacing the fence, the volunteers also brought the fence into compliance by providing a vision clip, which was not previously done. Project 5: 5036 N. Colony. The work consisted of repairing the fence. Total cost of the project was $47.62. Project 6: 5625 Powers. The work consisted of repairing the rotted wood above the garage and painting it. Total cost of the project was $149.27. Lakeway Baptist Church helped with this project. Project 7: 5420 Larner. The work consisted of cleaning up the overgrown backyard, cleaning up flower beds and removing a large dead tree from the front yard of the property. Total cost of the project was $81.61. There were approximately 20 volunteers who helped with this project which included a crew from Home Depot. Board Member Chenault mentioned that the neighbor cooked hamburgers for the volunteers and there was a true sense of community in working on the project. Project 8: 7005 Knight. The work consisted of trimming a tree that was hanging into the alley. No cost for this project, just labor. Volunteers for this project were from Bent Tree Church. Project 9: 4400 N. Colony. The work consisted of removing a dead tree from parkway. No material cost with tree removal, just labor. Project 10: 5056 Lake Vista. The work consisted of painting the eaves. Cost for the project was $87.93. Project 11: Make A Difference Day, which is held the 4"' Saturday in October. Mr. Perez stated that the 2012 Make A Difference Day was not as big as in 2011, but there was a lot of work done. Volunteers from The Young Men's Service League helped with the graffiti removal by repainting the Blair Oaks Bridge and the S. Colony drainage culvert. Keep The Colony Beautiful provided paint, supplies, donuts and pizza for the volunteers. Mr. Perez summarized the 2011-2012 budget by explaining that out of the $20,000 allocated by City Council, 3% went to filing fee for 5016, 10% went to the 2011 Make A Difference Day Project, and 8% to VAP projects. He said there is 79% left in the fund balance. Board Member Zacha asked if there is someone who handles the graffiti in the parks. Mr. Perez stated that David Swain with Parks and Recreation handles that particular issue. Board Member Morehouse asked if the city works with the high school. Mr. Perez stated that he has reached out to them, but the high school wasn't real receptive. He did state that we have worked with the 5th and 6th grade Family and Consumer Science group at the middle school before. 4.4 Receive an update on Keep The Colony Beautiful 5016 status. (Joe Perez) Mr. Perez stated to the board that KTCB has received their 501c3 status. This was done to increase the ability to solicit funding and take donations. It was a long application process and we heard back from the IRS that our application was approved. Mr. Perez stated that we have a lot more reporting to do regarding the IRS, but it should not be complicated. Why Keep The Colony Beautiful? Mr. Perez explained that Keep Texas Beautiful gives out grants annually to affiliates like, Keep The Colony Beautiful for landscaping, litter abatement and beautification. Mr. Perez explained to the board how the grant process works. Board Member Ortega asked if KTCB is a separate entity from the Community Image Board. Mr. Perez stated that they are a dual board and serve in both capacities and provided further clarification on how each board works. 4.5 Discuss ideas for educational classes and events relating to Keep The Colony Beautiful for 2013. Vice Chairman Chenault asked for an update on the mailbox beautification project. Mrs. Browder stated that the project is being handled by Mr. Gilman and she would check the status and get back with her. Chairman Van Vranken informed the board about possibly doing a project this spring where residents could construct rain barrels. She said she is still looking into it the cost, but is working with Home Depot and Lowes about donations. She would like to have the event in early spring. Vice Chairman Chenault and Board Member Zacha raised questions about regulations and requirements for rain barrels in the city. Mrs. Browder stated that she was unaware as to whether they were regulated, but would check with the Building Official. Chairman Van Vranken said she would check on the cost of the rain barrel project and bring it back to the next meeting. Vice Chairman Chenault stated she wanted to see more dog park/poop stations in more heavily traveled areas and would like to add more receptacles to other areas besides parks. She also asked who handles the trash receptacles around town. Mrs. Browder stated that she would contact the department that handles them and get back with her. Board Member Zacha asked about street repair/replacement, and how resident/homeowners can get an update without having to call in or send an email as to whether a compliant is being handled. He asked if there was any interest in the City to make that information available online. Board Member Morehouse mentioned to staff about having GIS create an overlay on the GIS map to view violations, street repairs or add color coding to show active violations, street and sidewalk repairs. Mrs. Browder said she does know that they do overlays on the maps for restaurant scores, sewers lines and waterlines, etc. Staff said they would talk to upper management and IT to see what could be done if anything. Board Member Zacha asked if Code Officers can focus on high traffic areas. Mrs. Browder said that they do, but would reiterate the importance to the officers. Meeting adjourned at 8:00pm. Linda Van Vranken, Chairmn Iris Browder, Recording Secretary