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BCOL Advisory Council Minutes 11-05-2010BCOL Regional Park Advisory Council Minutes: 11/05/10 BERTRAM CHAIN OF LAKES (BCOL) REGIONAL PARK ADVISORY COUNCIL MEETING MINUTES Friday, November 5, 2010 8:00 a.m. Monticello City Hall Advisory Council Members Present: Wes Olson, Gene Emanuel, Lyle Trunnel, Pat Sawatzke, Clint Herbst, Glen Posusta Advisory Council Members Absent: Rose Thelen, Vice Chair Larry Hance, Martyn Dibben, Jim Lindberg, Janice Bergstrom, Pete Stupar Staff Present: Angela Schumann, Jeff O'Neill, Marc Mattice, Kitty Baltos, Stacy Marquardt, Tom Pawelk Others Present: Graham Sones, Sandra Theros 1) Call to order. Glen Posusta called the meeting to order at 8:00 a.m. 2) Consideration of adding items to and approving agenda. Graham Sones introduced himself as a landscape architect volunteering his time with Wright County to assist with the planning and implementation of the Bertram project. He worked for Hennepin Parks for eight years in design development. 3) Approval of September Meeting Minutes. MOTION WAS MADE BY OLSON TO APPROVE THE SEPTEMBER 3, 2010 MEETING MINUTES. MOTION WAS SECONDED BY HERBST. MOTION CARRIED 6 -0. 4) Funding Report. Mattice stated that the Bertram project obtained a $411,000 grant in September. This included both Federal (Land and Water Conservation) funds and Legacy Amendment funds. He summarized that in 2009 the project was awarded a $266,249 grant and in the spring of 2010 the project was awarded a $400,000 grant. He indicated that the City and the County would each have to match $599,263 for a Phase 3 acquisition of $2,275,500. He pointed out that the grants must be spent by June 1 BCOL Regional Park Advisory Council Minutes: 11/05/10 of 2012. He noted that the next grant cycle begins in January and that he'd like the Advisory Board to recommend a continued emphasis on submitting grant applications to demonstrate support for the project. Mattice clarified that the City and County would provide matching funds in the year in which the land is purchased. He also noted that grant money awarded does not need to be used before applying for additional grants but that it is important to outline project plan and progress. Herbst stated that the City might be able to sell some City property and dedicate those dollars toward its share of the project. Mattice noted that the project has thus far received $2.8 million in grant funding and, after the next acquisition, the City and the County would have each put $2 million into the project. MOTION MADE BY OLSON TO RECOMMEND THAT THE ADVISORY COUNCIL PURSUE ALL POSSIBLE GRANTS FOR FUTURE USE. MOTION WAS SECONDED BY EMANUEL. MOTION CARRIED 6 -0. Baltos asked for clarification about the $500 provided to the Friends of Bertram group from the farming contract. Schumann stated that she had provided the Friends group the relevant Bertram Advisory Board minutes and noted that the official motion was that the funds were to be used as seed money for establishing and fundraising for the group. She pointed out that the Board could at some point ask that the funds be repaid to the City as it had already reimbursed the Friends for t -shirt expenses. Baltos indicated that the t- shirts are displayed for sale at community center front desk. The Board determined that the farming contract had not yet been paid this year and that a new contract would need to be established for next year. Mattice clarified that future related revenue and expenses would be directed to the county. 5) Report from Negotiations Committee Evaluation of remaining land base Posusta reported that he and Herbst, Sawatzke, Mattice, O'Neill, Pawelk and Schumann had met with YMCA representatives Tom LaSall, Greg Korstad, and Brian Kirk to discuss the funding of the Bertram project. He summarized the discussion by stating that the Y seems to be concerned that the City and County won't have the funding to complete the project in its entirety. He also noted that the Y had concerns about how the property would appraise based on the changing economy. Herbst stated that although there had been some consideration of alternate purchasing and funding scenarios, he suggested that Mattice report back to the YMCA that the Advisory Board met and had recommended proceeding with the current plan. Herbst pointed out that purchasing the beachfront would generate excitement within the community for the project. n BCOL Regional Park Advisory Council Minutes: 11105110 There was considerable discussion about access to the park, leverage in negotiating, and the process for reappraising the remaining land values. Mattice noted that there would be another negotiation team meeting and agreed to let the City /County know when to bring the cost of reappraisal before council/board. 2011 Norseman/Motorcycle Race There was much discussion about whether or not to allow the Norseman to conduct their annual motorcycle race next May at Bertram Park. Board members expressed concerns about hosting the event again especially citing damage to the park property. It was suggested that the same trail be used. Mattice noted that the County requires a large assembly permit for the event and recommended that the Board enter into a contract with Norseman for 2011. There was discussion about what charge would be appropriate to recoup costs from the event. Last year the Board received $1,300 from the Y after paying restoration costs for the event. The Board suggested that the total fee be comparable to the percentage of land owned by the City and County (29 %). MOTION MADE BY OLSON TO ALLOW TOM PAWELK TO NEGOTIATE A CONTRACT WITH NORSEMAN FOR THE 2011 MOTORCROSS RACE AT A TOTAL COST OF $2,000 OF WHICH $500 IS THE FEE FOR A LARGE ASSEMBLY PERMIT. MOTION WAS SECONDED BY EMANUEL. MOTION CARRIED 6 -0. 2011 Fun Day The Board determined that June 11, 2011 would be the Family Fun Day event. The Board plans to purchase Parcel 7 which includes the beachfront in the Spring/Summer of 2011. This may allow the Bertram Park to be open to the public on weekends depending on access agreements, maintenance, staffing and operational costs. The Board considered the option of selecting an alternate date for the 2011 Family Fun Day event rather than advertising it as rain or shine. There was some discussion as to how this might be the only weekend available and how it might be difficult to schedule all of the events for two weekends. Baltos agreed to bring a report back to the Board about a possible second date for the event and recommendations for various creative and less expensive options such as a biathalon event instead of the traditional Family Fun Day. Time Line for Phase 3 Purchase Mattice stated that, at this point, it is hard to pin down a time line for Phase 3 purchase. He hoped that Parcel 7 will be acquired in 2011. N BCOL Regional Park Advisory Council Minutes: 11/05/10 6) Park Master Planning Mattice noted that the following portions of the Park Master Plan have been drafted: History and Accessibility, Technical Resources, Park Use, and Athletic Fields. He indicated that Graham Sones would help in putting together concept plans and phase maps and compiling data. Mattice noted that the Master Plan won't be completed by the year -end deadline but more likely sometime in 2011. 7) Consideration of adding items to the agenda. Herbst asked about the possibility of cancelling the December Board meeting. Mattice agreed to provide notice of cancellation one week prior if there were no pressing agenda items. Theros updated the Board about the Friends Snow Sculpture Family event tentatively scheduled for February 12, 2011. Olson noted that it might be useful to coordinate this event with the Fishing Tournament scheduled for the weekend of January 21St. Baltos agreed to look into this option. 8) Adjourn. MOTION MADE BY EMANUEL TO ADJOURN. MOTION WAS SECONDED BY OLSON. MOTION CARRIED 6 -0. The meeting was adjourned at 9:20 a.m. Recorder: Kerry T. Burri _ Approved: January 7, 2011 Angela Schumann Bertram Advisory Council