BCOL Advisory Council Minutes 04-07-2017DRAFT
MINUTES
BERTRAM CHAIN OF LAKES REGIONAL PARK ADVISORY COUNCIL
Friday, April 7,204718:00 a.m.
Bertram Lakes Chalet, Bertram Chain of Lakes Regional Park
Members Present: Martyn Dibben, Bill Fair, Jim Hayes, Tom Jahnke, Jim Lindberg, Larry
Nolan, Wes Olson, Jessica Pederson, Scott Peterson, Brian Stumpf, Darek
Vetsch
Members Absent: Sandra Theros, Mark Daleiden
Staff Present: Beth Green, Brad Harrington, Stacy Marquardt, Marc Mattice, Ann
Mosack, Tom Pawelk, Angela Schumann
Others Present: Tim Hennagir, Graham Sones
1. Call to Order.
Martyn Dibben called the meeting to order at 8:00 a.m. and declared a quorum present.
2. Consideration of approving minutes from February 3, 2017.
LARRY NOLAN MOVED TO APPROVE THE MINUTES FROM THE REGULAR
MEETING ON FEBRUARY 3, 2017. MOTION SECONDED BY JIM HAYES. MOTION
CARRIED UNANIMOUSLY, 11-0.
3. Consideration of adding to and approving the agenda.
A. Chalet Landscape Plan Review
DAREK VETSCH MOVED TO APPROVE THE AGENDA WITH THE ADDED ITEM.
MOTION SECONDED BY LARRY NOLAN. MOTION CARRIED UNANIMOUSLY,
11-0.
4. 2017 Project Budget Wright County Parks and Recreation.
Marc Mattice reviewed the 2017 budget for improvements at the Bertram Chain of Lakes.
Improvements include:
• Shelter construction and landscape
• Septic construction
• Landscaping around chalet
• Beach house design
• Beach house construction
• Direct hardwood seeding
• Upgrading wells
BCOL Regional Park Advisory Council Meeting Minutes: April 7, 2017
5. Review Picnic Shelter Plans and Bid.
Marc Mattice reviewed the picnic shelter plans for the beach area and noted that the size is 32' x
42' with 10" x 10" rough cut cedar polls with 4' cultured stones wrap on the bases. Shakes on the
gable ends with transition boards, overhangs. Inside there will be electrical outlets and stainless
steel countertops. A total of three bids were received. Tom Pawelk requested that an additional
1' of apron be added to the structure, Mattice will request updated prices from the bidders.
DAREK VETSCH MOVED TO ACCEPT THE SHELTER PLANS AND ENTERG INTO A
CONTRACT WITH THE SECOND BIDDER AS THEY PROVIDED THE DRAWINGS AND
WERE ONLY SLIGHTLY HIGHER. MOTION SECONDED BY SCOTT PETERSON.
MOTION FAILED: IN FAVOR 4; OPPOSED 6; ABSTAINED 1.
Discussion on what the purpose is to go with the second bidder and not the low bidder. The fact
that the second bidder created the drawings was a plus. The low bidder has worked for the county
and they have been pleased with their work. Wes Olson suggested that there was no need to go
with the second bidder. Marc Mattice said that all three bidders are reputable local contractors.
TOM JAHNKE MOVED TO ACCEPT THE SHELTER PLANS AND ENTER INTO A
CONTRACT WITH THE LOW BIDDER. MOTION SECONDED BY JESSICA PEDERSON.
MOTION PASSED: IN FAVOR 10; ABSTAINED 1.
6. Update Design Build Team Selection and Processes.
Marc Mattice said the Review Committee has met to review the design build proposals for the
beach house construction. Three proposals were received and the subcommittee accepted the
proposal/awarded the contract to SEH Design Build Team & Shingobee Builders. The first
design meeting is today. Will move forward and should have the design concept developed in
May and once approved that will move into construction specs, a guaranteed maximum price and
finally into a construction contract. Mattice explained that with this process, there is an architect
in the team and the construction firm all as one, so by the time all the meetings are complete and
before a shovel is put in the ground there will be a guaranteed maximum price settled on with
very little change orders since the architect and contractor are working together. It's a different
process but will end up with a quality project that's easier to manage.
7. Interpretive signage project update.
Marc Mattice said that he and Martyn Dibben met with the grad student from the U of M working
on his Masters Project for the interpretive signage plan at Bertram. They reviewed the esker trail
and other points of interest and talked about different display options. Rather than theming the trail
as one they will theme areas, such as the glacial area, etc. so there will be a number of different
interpretive signs along the trails. Will get some design templates in the next couple months.
Funding for the project has been requested from Cargill by the Friends of Bertram.
N
BCOL Regional Park Advisory Council Meeting Minutes: April 7, 2017
8. Discussion of defining roles, responsibilities, authority, and reporting of Advisory
Council, Parks Commissions, Friends of Bertram, staff and elected boards.
Marc Mattice said he feels it is necessary to define the roles, responsibilities and authority for
boards associated with the Bertram Chain of Lakes now that all of the land has been acquired and
the park is in the development process. The chain of command should be that ideas from
individuals, groups, Friends of Bertram, etc. come to the Advisory Council for review, discussion
and recommendation for the passive use area to the County Parks Board and then to the County
Board final approval; and for the active use area to the Monticello Parks Commission and then to
the City Council for final approval.
9. Review and take action on a draft letter from the Friends of Bertram to the YMCA.
Graham Sones shared a letter that the Friends of Bertram has drafted to the YMCA to show joint
support for the park and future programming, projects and events. Discussion from the group
was against the Friends sending the letter but rather having the Advisory Council as the contact
board for the Friends so as to not cause confusion between the working relationship already
established between the YMCA, Wright County and the City of Monticello.
10. Wright County Parks and Recreation Summer Program Guide.
Brad Harrington shared the summer programming guide with the group which highlights all park
programming in Wright County. Some the highlights at Bertram will include, evening canoe and
kayak classes, a moonlight voyager canoe ride, the "Fungus Among Us" to learn about
mushrooms at Bertram, and more.
11. Friends of Bertram update.
Graham Sones said the Friends will be meeting in April. Their main focus is to build up the
membership and the group is researching ideas on the best way to do that. The joint cleanup
event will be held on earth day, April 22"d, at the park. This will be a joint effort with the
YMCA. The friends will be coordinating the LaVallee run and will be working closely with
Dave Wik who is a Friends board member and the running club coordinator. The Friends will
keep 100% of the proceeds for park use.
12. Discussion of added items.
A. Chalet Landscaping Plan: Marc Mattice reviewed the Chalet Landscaping Plan, noting
that two bids were received, the low bid at $34,590 from JK Landscaping of Monticello
and Spears Landscaping of Otsego in the amount of $39,895. Mattice noted that the
budgeted amount is $33,500 (including donations from Cargill and the Friends of
Bertram).
BCOL Regional Park Advisory Council Meeting Minutes: April 7, 2017
TOM JAHNKE MOVED TO ACCEPT THE CHALET LANDSCAPING DESIGN.
MOTION SECONDED BY JIM HAYES. MOTION CARRIED UNANIMOUSLY,
10-0.
TOM JAHNKE MOVED TO ACCEPT THE USE OF THE BRICK PATIO PAVERS IN
THE DESIGN AS OPPOSED TO ANOTHER MATIERAL. MOTION SECONDED BY
WES OLSON. MOTION CARRIED, 9-1; OPPOSED: BILL FAIR.
TOM JAHNKE MOVED TO ACCEPT THE STEEL EDGING IN THE PLAN.
MOTION SECONDED BY JIM HAYES. MOTION CARRIED UNANIMOUSLY,
10-0.
WES OLSON MOVED TO ACCEPT THE LOW BID FROM JK LANDSCAPING IN
THE AMOUNT OF $34,590. MOTION SECONDED BY JIM HAYES. MOTION
CARRIED UNANIMOUSLY, 10-0.
10. Schedule Next Meeting.
The next regular meeting is scheduled for May 5th at 8 a.m. at the Bertram Lake Chalet. The
meeting may be canceled if there is no business to attend to at that time.
11. Adiourn.
Meeting adjourned at 9:20 a.m.
Recorder: teeth &1 PBY!
Administrative Assistant
Approval Date: 7-14-17
Attest:
M n, BC AC Chairman