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BCOL Advisory Council Minutes 08-26-2016DRAFT I►llIVL 1 BERTRAM CHAIN OF LAKES REGIONAL PARK ADVISORY COUNCIL Friday, August 26,2016,8:00 a.m. Bridge Room, Monticello Community Center Members Present: Jim Hayes, Tom Jahnke, Jim Lindberg, Larry Nolan, Wes Olson, Scott Peterson, Glen Posusta, Pat Sawatzke Members Absent: Mark Daleiden, Martyn Dibben, Jessica Pederson, Brian Stumpf, Sandra Theros Staff Present: Beth Green, Brad Harrington, Marc Mattice, Ann Mosack Others Present: Tim Hennagir, Monticello Times 1. Call to Order. Vice -Chair Wes Olson called the meeting to order at 8:03 a.m. and declared a quorum present. 2. Consideration of approving minutes from July 8, 2016 meeting. LARRY NOLAN MOVED TO APPROVE THE MINUTES FROM THE JULY 8, 2016 REGULAR MEETING. MOTION SECONDED BY JIM LINDBERG. MOTION CARRIED UNANIMOUSLY, 13 -0. 3. Consideration of adding to and approving the agenda. A. Public Private Venture. SCOTT PETERSON MOVED TO APPROVE THE AGENDA WITH THE ADDITIONAL ITEM AS NOTED. MOTION SECONDED BY LARRY NOLAN. MOTION CARRIED UNANIMOUSLY, 8 -0. 4. Project Updates. Marc Mattice provided updates on the following projects: a. Trail Bridges: Trail bridges are complete. Mattice distributed pictures. Came in under budget by about $2,000. Funding was through the Development Grant. b. Four Season Rental Chalet: Mattice said at the last meeting the BCOLAC went over the architectural plans for the chalet. The bid proposals were sent out and opened last week. Only one bid was received out of a total of eight sent out. The bid was from Larson out of Buffalo. The bid came in higher than budget estimate so the committee met to discuss reducing costs. It was determined to eliminate the existing chimney /fireplace as that would be too costly to save. Another recommendation from the committee was to go with a maintenance free deck system which is an extra $7,000. The bid does not include septic. BCOL Regional Park Advisory Council Meeting Minutes: August 26, 2016 The County Board will have power to deny or accept the bid. Mattice noted that when they wrote up the bid estimate for the grant application, they anticipated a remodel and not a complete reconstruction so that could be the reasoning for the higher cost than originally estimated. The total bid with the adds and deducts comes to $397,775, and includes demolition of the old structure. The project will start two weeks after County approval, with completion by the end of December. LARRY NOLAN MOVED TO PROCEED WITH THE RECOMMENDATION OF THE COMMITTEE. MOTION SECONDED BY TOM JAHNKE. MOTION CARRIED; ABSTAINED: WES OLSON. Athletic Field Construction: Staff is seeding the fields this week. The parking lot is complete and the trail work is remaining and will be completed later in the fall. d. Amphitheater Improvements: Harrington worked with an Eagle Scout and work crews to complete the amphitheater improvements. The first wedding was held there last Saturday. e. Trailhead Kiosk Signage: Mattice said there are new signs and park maps in the kiosks in both the north and south parking lots. f. Beach House RFP: Mattice said that he is trying to do a design build RFP for the beach house but is running into a few roadblocks in complying with the state statutes of being a competitive bid process. He will continue to work to figure out how to complete this process. g. Remaining Purchases — Status: Mattice received the legal description and certificate of survey for the Bob Lamb property which is the 3 -acre corner piece along Briarwood connecting to Bertram Lake, so the County can move forward with that purchase. For the last 40.89 acres of the athletic field the County Board will be addressing that and moving it up from a 2017 to a 2016 purchase. This will ensure that all the parkland is purchased prior to a new board coming in 2017. 2 BCOL Regional Park Advisory Council Meeting Minutes: August 26, 2016 5. Request to remove green shed — volunteer project. Marc Mattice said that the demolition has been completed on the old office building, the beach house and the bomb shelter. The green shed (the old art barn) still needs to be removed and Mattice said that he was approached by a resident who would like to take down the shed and salvage it for himself. The concrete slab would be the only thing left for the County to remove. Mattice said that in his opinion there is not a future for that building as it's in too remote of an area and inconvenient to get to, besides being over 35 years old. The value is the cost savings to the County by having the resident remove it. Discussed the hold harmless waiver in the permit that the resident would need to sign prior to removing the building. TOM JAHNKE MOVED TO AUTHORIZE THE PRIVATE PARTY TO REMOVE THE OLD GREEN SHED DOWN TO THE CONCRETE SLAB WHICH WILL THEN BE REMOVED BY THE COUNTY. MOTION SECONDED BY SCOTT PETERSON. PAT SAWATZKE ASKED TO MODIFY THE MOTION TO INCLUDE MATTICE HAVING THE AUTHORITY TO ALLOW THE PRIVATE PARTY TO TAKE DOWN THE BUILDING AFTER MEETING WITH THE COUNTY TO ENSURE THE COUNTY ISN'T LIABLE DUE TO INJURY, AND FURTHERMORE, TO ENSURE THE BUILDING IS PERMITTED TO GO UP IN THE NEW LOCATION ACCORDING TO COUNTY ORDINANCE. MOTION SECONDED BY TOM JANKE. MOTION CARRIED UNANIMOUSLY, 8 -0. 6. Expanding agreement with MORC to include trail patrol activities. Marc Mattice said the MORC agreement is being revised to expand their scope of duties, including trail patrol activities. Basically they would be out their riding, observing and looking at safety issues. They will not have the authority to give tickets. Mattice said there have been issues on the north section with trespassing, and the MORC volunteers could also help with possible search and rescue, etc. They have no legal authority, they are more of like educators and they would be wearing identifiable t- shirts. Mattice said there are MORC patrols at Elm Creek and other areas as well. Mattice is asking for a recommendation from the Advisory Council to approve the revised agreement. PAT SAWATZKE MOVED TO APPROVE DEVELOPING A REVISED AGREEMENT WITH MORC TO INCLUDE TRAIL PATROL ACTIVITIES AND TO BRING BACK THE AGREEMENT TO THE ADVISORY COUNCIL FOR REVIEW. MOTION SECONDED BY LARRY NOLAN. MOTION CARRIED UNANIMOUSLY, 8 -0. 7. Discuss possible contract with YMCA for seasonal grounds maintenance. Marc Mattice explained that the YMCA is struggling with maintaining their grounds around their facility as their equipment is old and their seasonal staff doesn't start early enough. They have approached the County about taking over the mowing. Mattice said that he had a Greenview employee mow the area this week and it took him 4 1/2 hours. Also, the YMCA staff doesn't start until June and leaves at the end of August which leaves a lot of non - maintained ground in the spring and the fall. It is important for the grounds to look nice as it is part of the regional park so BCOL Regional Park Advisory Council Meeting Minutes: August 26, 2016 Mattice would like to propose a mowing contract to the YMCA. The consensus of the Advisory Council is to provide the YMCA with a quote for mowing at a lump -sum cost of $200 /time. 8. Bertram Chain of Lakes Activity Update. a. Bertram Blast: Harrington said there were 150 participants and the race went well. The race drew a large circle of people from all over, including Canada, Michigan, Illinois, Wisconsin, and South Dakota. The rain held off until 5 minutes after last runner crossed the line. Post -race reviews were sent out and the feedback is all good so hoping to double the numbers next year. The 2nd Annual Triathlon is being planned for the same weekend next year, July 22nd, and online registration will open December 1St. Harrington said they took in $500 that will be going back into the park. b. Monticello High School Cross Country Invite: The cross country meet is scheduled for September 8th. The runners will use the same course as the LaVallee run. They are expecting around 900 people. c. Annual Phillip LaVallee Memorial Run: The run is on September 10th. Race begins at 9am and will be the same course as the cross country meet. 9. Friends of Bertram Update. Jim Lindberg said that Graham is the new chair for the Friends. Working out how to help with the LaVallee run and be more supportive of that. Lindberg said that crisis nursery has had a 5K at the state park and they are looking at moving it to Bertram. It's usually the 1St Saturday in October. It's still in the works but they would like to move from the state park because a lot of people are concerned about the roughness of the terrain and trails at the state park. It's also a 5K run and a walk and the people that do the walking say that it's easy to trip out there. Would like to move to Bertram for that primary reason. Dave Wik on the Friends Committee is aware of it and he said it would be easy to pick up the third race too. They try to do it when the leaves are changing. This brought up discussion on if we should limit the number of races in the parks as it takes staff time and then the park isn't open to the public. Mattice said that the County Board is looking at changing the ordinance for such events in public parks. Mattice asked Lindberg to have the race committee contact him at the County. 10. Discussion of added items. B. Public Private Venture: Mattice asked for opinions on setting up a partnership with a company that funds projects and then the County would pay it back. The company designs it, builds it, funds it, and the county would operate it and pay them back their costs. Mattice said that the City of Woodbury is looking into something like this for their downtown revitalization. Mattice said this may be useful in planning and building the campground. Tom Jahnke said that he is opposed to this type of venture as the County and City have staff and with the BCOLAC meeting once /month they can determine what is needed collectively rather than paying someone else to do so. Plus, it eliminates the competitive bidding process so may not be in the best interest of Bertram. C. Chalet Lease: Mattice asked about having a company operate a weekend rental out of the basement of the Chalet so the County wouldn't need to have staff there to handle rentals, etc. 2 BCOL Regional Park Advisory Council Meeting Minutes: August 26, 2016 So basically it would be a concession type lease. Have a competitive process where companies can bid out for the lease and then the County would choose the company. Mattice said that staff will continue these discussions with the YMCA to see if they are interested, and also with Clearwaters Outfitting, as they have worked with the City on programming for the standup paddle board classes at Bertram, which have been very successful. 11. Schedule Next Meeting. PAT SAWATZKE MOVED TO CANCEL THE SEPTEMBER 2"D MEETING WITH THE NEXT REGULAR MEETING TO BE HELD ON OCTOBER 7TH AT 8AM IN THE BRIDGE ROOM AT THE MONTICELLO COMMUNITY CENTER. MOTION SECONDED BY TOM JAHNKE. MOTION CARRIED UNANIMOUSLY, 8 -0. 16. Adiourn. MEETING ADJOURNED AT 9:45 A.M. Recorder: c5 Blh �reen Administrative Assistant Approval Date: October 7, 2016 Attest: M n, BC AC Chairman 5