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BCOL Advisory Council Minutes 09-03-2010BCOL Regional Park Advisory Council Minutes: 9/3/10 BERTRAM CHAIN OF LAKES (BCOL) REGIONAL PARK ADVISORY COUNCIL MEETING MINUTES Friday, September 3, 2010 8:00 a.m. Monticello City Hall Advisory Council Members Present: Pat Sawatzke, Rose Thelen, Wes Olson, Pete Stupar, Larry Hance, Marlyn Dibben, Jim Lindberg, Glen Posusta, Clint Herbst, Stacy Marquardt Advisory Council Members Absent: Lyle Trunnel, Gene Emanuel, Janice Bergstrom Staff Present: Marc Mattice, Stacy Marquart 1) Call to order. Posusta called the meeting to order at 8:06 a.m. 2) Consideration of adding items to and approving agenda. Hance requested adding a discussion item relating to of how often it is necessary for the Bertram Chain of Lakes Advisory Committee meets. 3) Approval of August Meeting Minutes. MOTION WAS MADE BY STUPAR TO APPROVE THE AUGUST 6TH, 2010 MEETING MINUTES. MOTION WAS SECONDED BY HANCE, MOTION CARRIED. 4) Discuss Officer terms and elections (Chair, Vice Chair, Treasurer ?) Mattice began this discussion explaining the role of the staff is to assist in coordinating meetings, research and providing Advisory Council members with information to make decisions. At this time accounting has been done thru a collaborated effort between city staff and county staff, Mattice questioned if this is a role the Advisory Committee would like to change, by possibly appointing or electing a member as a treasurer. Honorable Mayor Herbst suggested Officers be appointed at the beginning of the year and discuss term at that time, this only included Chair and Vice Chair, and the accounting and treasurer responsibilities be left with staff. 5) Continue discussion on accounting processes and roles of the Coun , or City. BCOL Regional Park Advisory Council Minutes: 9/3/10 Pat Sawatzke expressed concern with the current process; the city and the county each have developed accounts for the project. Many members felt it would be more transparent to have just one jurisdiction responsible for revenue and expenses for the project. MOTION WAS MADE BY THELEN TO APPROVE CONSLOIDATING ALL FUNDS INTO THE COUNTY'S ACCOUNT. MOTION WAS SECONDED BY HERBST. FURTHER DISCUSSION WAS HELD. MOTION CARRIED. 6) Farm lease for 2011, rental rate, restoration program/grants and cost share. Mattice reported the current rate charged is $50 /acre rental. Discussion was held as to whether to keep the established lease rate with Holker. The current rate received on the Bohanen farm (City Property) is $250 /acre. It was suggested by Honorable Mayor Herbst to keep the rate as it currently stands. Mattice mentioned that there is the option to apply for a Restoration Grant; it was his thought that the Technical/Natural Resources Committee is not ready to make a determination on what restoration activities would take place; this was mentioned as an informational item to consider as restoration plans progress. Revenue from the farm lease could be placed into the projects account earmarked to assist with necessary matching funds for any future grant funds that maybe allocated for restoration projects at the park. MOTION WAS MADE BY OLSON TO KEEP THE RENTAL OF PROPERTY AT $50 /ACRE, WITH THE FUNDS TO BE EARMARKED FOR FUTURE RESTORATION PROJECTS AT THE BERTRAM CHAIN OF LAKES SITE. MOTION WAS SECONDED BY HANCE. MOTION CARRIED. 7) Reestablish Negotiation Committee Mattice shared his concerns on how to best evaluate the values of the remaining land base, timelines for a third purchase, reviewing ground lease documents, and establishing local funding requirements. Discussion was held as to whether the motocross should be continued in 2011. It was suggested the public is inquiring if we have permits for motocross. However, the City /County does not control access until we own the land. Once we own the majority of the land, the City /County has the option to discontinue motocross. These items including setting a date for the 2011 Family Fun Day could be sent to the negotiations team that works directly with representatives of the YMCA. Mattice questioned if the negotiations team would remain the same as in the past. Members were Sawatzke, Thelen, Posusta, Herbst and appointed staff. MOTION WAS MADE BY THELEN TO KEEP THE SAME NEGOTIATION COMMITTEE AND TO CONTINUE TO NEGOTIATE AND REVIEW THE ITEMS OF CONCERN MOTION WAS SECONDED BY STUPAR. MOTION CARRIED. 8) June 12, 2010 Event Recap and 2011 Event Planning 2 BCOL Regional Park Advisory Council Minutes: 9/3/10 Marc Mattice reported there were an estimated 400 in attendance. It was felt this was a good turnout considering the weather. The thought was raised to not have as big of an event next year. The Teddy Bear Band pulled out due to weather, however, still required payment. It was suggested there be only one event at the Amphitheater. It was agreed each member would come back next year with ideas. More volunteers would have been an asset along with earlier planning. Stupar noted that he would also work with the Twins to see about a donation from Tony Oliva for the ballfields at the Bertram Park. 9) Master Planning The Athletic Field Committee continues to review and develop concept plans, the most recent set of plans are being drafted by county staff and will be sent back to the Athletic Field Committee to review. Lindberg has completed the history portion, and has submitted his draft to Mattice. Park Use Committee has a draft concept and implementation plan ready to be reviewed once the remaining parts of the plan are in place. Technical Resources have laid the ground work for restoration thoughts; resource areas their plan is coming together. The committee plans to resume their work soon. 10) Funding Report It was reported there has not been a notification on the status of grants. 11) Information Received from Doris Duke Foundation (Martyr) and Cargill Foundations Doris Duke Foundation - Martyn Dibben shared his knowledge of this Foundation. It favors environmental areas and impacts on landscape. However, it does not include the Tri -state area. Perhaps it will be available at a later time. Cargill Foundation — Marc Mattice reported on Jeff O'Neill's behalf. Cargill does not solicit applications as they only accept them through employees. Lyle Trunnel is an employee there and would be a great contact person and is willing to assist the BCOL. It was suggested all members bring forth any foundations they hear of which might assist the BCOL. 12) Consideration of How Often to Meet Discussion was held as to whether it is necessary to meet every month. MOTION WAS MADE BY HANCE TO DECIDE AT THE CURRENT MEETING WHETHER TO MEET THE FOLLOWING MONTH. MOTION WAS SECONDED BY OLSON. MOTION CARRIED. 3 BCOL Regional Park Advisory Council Minutes: 9/3/10 13) Adjourn. MOTION WAS MADE BY STUPAR TO ADJOURN. MOTION WAS SECONDED BY POSUSTA. MOTION CARRIED. The meeting was adjourned at 9:06 a.m. Vicki Leerhoff Recording Secretary 4