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BCOL Advisory Council Minutes 11-06-2015MINUTES BERTRAM CHAIN OF LAKES REGIONAL PARK ADVISORY COUNCIL Friday, November 6,2015,8:00 a.m. Bridge Room, Monticello Community Center Advisory Council Members Present: Mark Daleiden, Martyn Dibben, Jim Hayes, Tom Jahnke, Jim Lindberg, Larry Nolan, Wes Olson, Scott Peterson, Glen Posusta, Pat Sawatzke, Sandra Theros Members Absent: Kim Hewson - Garber, Brian Stumpf Staff Present: Kitty Baltos, Beth Green, Marc Mattice, Jeff O'Neill, Angela Schumann Others Present: Tim Hennagir, Monticello Times 1. Call to Order. Chair Martyn Dibben called the meeting to order at 8:03 a.m. and declared a quorum present. 2. Consideration of approving minutes from August 7, 2015 meeting. Pat Sawatzke suggested that it be noted that there was not a quorum present at the regularly scheduled meeting in October. While the members present discussed the agenda, no formal action could be taken on any items. MARK DALEIDEN MOVED TO APPROVE THE MINUTES FROM THE AUGUST 7, 2015 REGULAR MEETING. MOTION SECONDED BY LARRY NOLAN. MOTION CARRIED UNANIMOUSLY, 11 -0. 3. Consideration of adding to and approving the agenda. A. Delete Item #8 B. Natural Resource Tech Committee C. At -Large Council Member MARK DALEIDEN MOVED TO APPROVE THE CHANGES AND ADDITIONS TO THE AGENDA AS NOTED. MOTION SECONDED BY SANDRA THEROS. MOTION CARRIED UNANIMOUSLY, 11 -0. 4. Athletic Complex — Master Planning Update. The Bertram Chain of Lakes Regional Athletic Park Concept Master Plan was included in the agenda packet for review by the Council. Angela Schumann said that on October 12th the City Council reviewed the concept plan and approved the plan with some minor modifications. Schumann noted the minor changes on the plan, including adjusting the fields on the NE side to include four fields in the pinwheel, which adds two youth baseball fields as there was an identified need for those fields. The City Council's primary modifications were, 1) a slight reshaping of the parking lots due to concern about maintenance. Schumann noted that there won't be any parking BCOL Regional Park Advisory Council Meeting Minutes: November 6, 2015 eliminated, just changing of the shape of the lots, and 2) the pedestrian bridge over the pond area is being removed. Schumann further explained that the committee noted an important feature to have in the plan is an even number of soccer fields, which was a concern for tournament play. WSB & Associates, the consultant, will now go into a greater level of detail in terms of the design itself. They are developing landscaping, signage, operation, maintenance and construction costs. Schumann said that the detailed design will be brought back to the stakeholders at another public meeting which will be scheduled late in November or early in December. The goal is not only to have a master plan but the City and County need to implement a set of interim improvements in coordination with the grant approval. Those would include a trail to the larger regional park, and some type of open play space. Schumann explained that in order for those interim improvements to get in place by 2017 to meet the grant requirements, the City has to work through a land alteration process, which is splitting off a piece of the City owned property, with Wright County; and WSB will be helping with that process. Schumann noted the primary concern from the stakeholders now is, "how fast can the athletic park be built ?" as they want the fields now. Once planning details are in place, the next conversation the Council will need to have is about financing and funding. Schumann said the construction plan will be based on need and not necessarily on building from west to east. Comments are still welcome and can be made online at www .bcolmasteiplan.mysidewalk.com. Schumann said she will email out the invitation for the public open house once the date is determined. Tom Jahnke asked to go on record officially thanking Schumann for her hard work and efforts in working with the subcommittee, and to WSB & Associates and the stakeholders for listening to the wants and needs for the park and respecting the guidelines set forth from the BCOL Advisory Council. 5. Bertram Programs Update. a. September 10, 2016: — Blazin thru Bertram Phillip LaVallee Memorial Run: Kitty Baltos said that the run will be the final in a three -run series as they did this year, which worked very well. Promotion for the race series will begin in January. b. Bertram Triathlon Discussion: Baltos said that Brad Harrington and she met with the man who ran the Buffalo triathlon for the first 10 years. He is interested in getting involved in another triathlon. It would be a 1500 meter swim, mountain biking and a 5K trail run. Baltos and Harrington will meet with him in two weeks and the costs for the race and the City and County involvement will be determined at that time. Mattice said the tentative plan is to host the triathlon in late July 2016. Mattice explained that the triathlon would be set up as a non -profit organization which will take the liability away from the City and County. The triathlon then donates the profits from the event back to the park system; and that's the concept they would like to move forward with. Baltos said she will update and provide more specific information at the next meeting. MARK DALEIDEN MOVED TO AUTHORIZE BALTOS, HARRINGTON AND MATTICE TO CONTINUE LOOKING INTO THE POSSIBILITY OF A 2 BCOL Regional Park Advisory Council Meeting Minutes: November 6, 2015 TRIATHLON EVENT AT BERTRAM, NOTING THE BCOLAC IS SUPPORTIVE OF THE EVENT, WITH MORE DETAILED INFORMATION TO BE BROUGHT BACK TO THE ADVISORY COUNCIL FOR CONSIDERATION, REVIEW AND APPROVAL AT A FUTURE MEETING. MOTION SECONDED BY TOM JAHNKE. MOTION CARRIED UNANIMOUSLY, 12 -0. 6. Grant Applications Updates. Marc Mattice said grant applications were due at the end of October, and he has submitted two applications. The first one is for a Park Legacy Acquisition Grant. Mattice explained that there is a total of $12.1M in grant funds available and they will be awarding the total amount in this grant cycle. It is a new process this year through the Greater MN Parks & Trails Commission, so to be able to apply you have to have a designated facility that's considered regional in Greater Minnesota. At the end of the application cycle there were 29 applications totaling just over $19M. Mattice said the application he submitted includes the final 203 acres of the passive use park with the grant application request totaling $2,839,000. The City and County both passed a resolution in support of that grant application, including the local match from each totaling $345,000 + closing costs. If the grant application is approved, the final passive use area of the park will be completed for acquisition in 2017. The second application was a Development Grant application, with a request of $700,000. Mattice said the County Board has approved CIP funds for development costs if the grant is approved. The breakdown of the request includes $200,000 for improvements to hiking and ski trails, bridge construction on 90t' Street and a bridge by the dam; access road and parking construction with aggregate base for $375,000; restroom, changing room, septic and utilities at the beach for $200,000 (with some cash match from the YMCA as that's a shared facility); picnic shelter and utilities for $75,000; as well as funding to improve the inside of the chalet to make it ADA compliant, adding lighting and bathrooms. The County has budgeted dollars to work on the outside of the old chalet, including re- roofing and materials for siding, windows, etc. Mattice said he is hopeful the acquisition grant will be approved, noting that they may not be awarded both grants. The acquisition grant is the first priority. Next Friday the evaluation team meets, along with the system plan consultant and the executive director to review the applications. Wednesday before Thanksgiving the Commission will meet to make recommendations on the applications and those recommendations will go to the legislature for approval on January 15tH 7. Discussion of Park Boundary Expansions Ownership /Partnerships. Marc Mattice said he wanted to discuss how the Advisory Council would like to go forward if the existing boundaries of the park are ever expanded in the future and whether or not that would be a 50150 City and County shared ownership. For example, if the ballfields go 30 acres to the north is that land ownership a single entity or is that a 50150 ownership? Or after the original acquisition of what we've mapped if the City or County wants to add additional land is that on their own or is that still part of the original partnership as joint land ownership in the original MOU? Pat Sawatzke said it would depend on how they acquire it and relative to the 30 acres that is already City owned property. Schumann said there might be some advantages to having it jointly owned as part of the BCOL Regional Park Advisory Council Meeting Minutes: November 6, 2015 larger regional park but there are things that need to be explored in more detail. Ultimately the Council could make that determination. Mattice said it may be necessary to make an addendum to the MOU about additional lands added to the park being reviewed as individual or joint ownership. Mattice said it should be addressed in all the agreements so that in the future when there may be a different board or different employees that this is clear. Mattice said that he will review the MOU and bring back an addendum to the council for review to detail the statutory boundaries as they existed when the partnership began as a joint ownership and any additional lands purchased thereafter will be considered on a case by case basis for ownership. Schumann said that this is good timing to be discussing this as the City considers the split of the 30 acres, noting that if the land was held in joint ownership her understanding from Wright County Planning & Zoning is that they wouldn't have to go through the MOA board and they could just make that adjustment. Tom Jahnke noted that the City should consider making that 30 -acre parcel part ownership with the County to keep it 50150 throughout the park and to make it easier for members on the Advisory Council today to make determinations. Although the County probably would not consider reimbursing the City for their share of the property, the donation of that property benefits the City more than it does the regional park. Jahnke said that the regional park is made more whole as an entity by making all the land 50150 shared ownership. Schumann said that she will bring this information to the City Council for consideration. 8. Status of 2015 Work Plan. Item removed from agenda as it was discussed at a previous meeting. 9. Friends of Bertram Update. Jim Lindberg provided Friends of Bertram updates as follows: • Capture the Seasons Photo Contest: Deadline is today; however, the contest may be extended due to a low number of entries. Contest details and online entries are accepted at the Friends website at www.friendsofbertramlakes.org. • LaVallee Run: The Friends portion of the proceeds from the run totaled $1,700. • Snow Sculpture Contest: Contest will again be in coordination with the Winter Block Party at the MCC, which is scheduled for February 20, 2016. The Friends are requesting members of the Advisory Council to participate by signing up to create a sculpture. • Bertram Playground, Second Phase: Will be meeting with the Rotary on November 161h, to determine what is involved with Phase 2 of the Natural Playground Project. Mattice has a concept plan and that will be discussed and reviewed at that meeting. • Amphitheater: The Friends will continue to keep this project on the radar and work with the Eagle Scout on restoring the old amphitheater, which will most likely be a project next spring. 2 BCOL Regional Park Advisory Council Meeting Minutes: November 6, 2015 10. Discussion of added items. A. Tech Committee: Marc Mattice said that the Natural Resources Tech Committee needs to be reorganized. Discussions with the group are needed to determine the transitions between the passive use of the park and the ballfields, as well as the grading and planting plan for the campground area. Martyn Dibben is a member of the tech committee and other members expressing interest to serve on the committee are Tom Jahnke, Mark Daleiden, and Jim Lindberg. Mattice said there will also be an ad -hoc member from Wright Soil & Water. Mattice will send out a meeting request with some tentative meeting dates. Members will meet at Marc's office at Wright County. B. Membership, Kim Hewson- Garber: Mattice said that Hewson- Garber contacted him and stated that she cannot attend meetings due to her work schedule changing. She indicated that she would like to continue to be part of the group and could possibly give input on future agendas. The discussion concluded that the member at -large position should be a position where the member is actively involved in meetings. WES OLSON MOVED TO ADVERTISE A CITIZEN AT -LARGE POSITION TO FILL THE REMAINING TERM FROM KIM HEWSON- GARBERER. THE TERM WILL RUN UNTIL 12/2017. MOTION SECONDED BY GLEN POSUSTA. MOTION CARRIED UNANIMOUSLY, 11 -0. 11. Schedule next meeting — December 4, 2015. The next regular meeting is scheduled for December 4, 2015, at 8 am in the Bridge Room at the Monticello Community Center. 12. Adiourn. GLEN POSUSTA MOVED TO ADJOURN THE MEETING AT 9:43 A.M. MOTION SECONDED BY LARRY NOLAN. MOTION CARRIED UNANIMOUSLY, 11 -0. 5 BCOL Regional Park Advisory Council Meeting Minutes: November 6, 2015 Recorder: rl�SzREth &rem Administrative Assistant Approval Date: 12/4/2015 Attest: M n, BC AC Chairman