Beautification Meeting‑ Minutes

January 11, 2000

The following minutes are available on-line as a service and are not the official record due to changes in formatting for the Internet. The minutes may have attachments that are not included here in this format. The official, complete paper copy can be viewed during regular office hours, Monday - Friday: 8 a.m. to 5 p.m. in the Office of the Town Clerk, 260 Commercial St. Provincetown, MA 02657.

Present‑ James Mack, LouAnn Bowen, Joan Barron also: Ghee Patrick and Barbara Rushmore, cx officio

NOTE: IMPORTANT!!!! (This is first minute‑taking by Joan Barron, who didn't take official notes for most of mtg. Hereafter it will be done in a more official style, as was done by B. Rushmore in the past.)

We voted and accepted as corrected the minutes of the Beautification Mtg. Of Dec. 21, 1999.

Re: members, we can have five members and an alternate. John Dowd not present temporarily but may return. We shall advertise for new members.

RE: note‑taking, Joan Barron is note‑taker pro‑tem , Gladys Johnstone who used to take notes is not available now. Maybe a new member will take it over later. The ad is already posted that we need new members. Potential new members named; Robin Evans, Elizabeth Richter....

James, Joan and LouAnn asked Ghee and Barbara about certain procedures re: invoices, bill paying, requests, etc ... all re: running of Beautification Committee, in the past and in the future. There is a Beautification Comm. Box in Town Hall w. info for us, to and from Michelle.

Ghee Patrick has catalogues re; purchases we may recommend in future, whiskey barrels for trash, benches, etc.

All agree we need a "clear paper trail" for our future purchases and purchase recommendations.

VOTING on officers: James Mack is Acting Chairman, Beautification Committee, nominated by L. Bowen, seconded by J. Barron.

Joan Barron named Acting Sec./note‑taker. (Nomin. by LouAnn, seconded by James M.) Joan must bring minutes of this mtg. to next mtg., have minutes approved, then turn over to Town Clerk.

We must call all new officers "Acting" so new members may vote later.

We need treasurer, who must later meet w. Wendy Everett for information.

James Mack now has all budget printout info for Beaut. Comm. We do not have a checking acct.

Our budget money is in Visitor Service Board acct. We have a $3900. Budget, that amt. Is

locked in until year 2002. Question arose of how much is in Beaut. Comm Gift Fund.

We must vote to pay invoices submitted to Town Treasurer.

Discussion re: getting money from Gift Fund and info re: Greening Committee. Wendy Everett quoted by Ghee as feeling that all trees planted must have planned maintenance. There has been a problem in the past of people collecting money on their own and planting trees without committee approval and without proper maintenance arrangements. This caused a real schism on the Beautification Committee in the past.

Joan Barron asked for edification from Ghee and Barbara as to what our mission is? What is in our purview'? Is there a Goal Statement for the Beaut.Committee? Answer: there are some

documents (boxes in Town Hall basement?) but we may need to compose new statements; i.e. new members of the present committee.

All agreed, we need a mtg. W, David Guertin of the DPW, Re: ? Who will weed and do ground care work this year? Ken Williams weeded last year. We need to tell the town to oversee watering and weeding this year. Are the Town Hall grounds all taken care or. The DPW does all hiring.

Joan asked about volunteers, procedures in the past? We need to compile a new list.

LouAnn wants money earmarked every year for planting and maintaining of "islands", i.e. traffic areas in town center.

Barbara reminded us that Dave Guertin has not only money but all of the supplies and person power of the DPW for these purposes. We must just request more from him. The DPW can even deliver materials to Beaut Comm for our use.

Discussion re Visitor's Service Bureau taking $60,000. For a shuttle bus.

Joan Barron volunteered to be Archivist, i.e. to look for old records of this committee and to store them

L. Bowen made motion to close meeting, JM seconded.