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BCOL Advisory Council Agenda Packet 07-14-2017BCOL ADVISORY COUNCIL AGENDA: July 14, 2017 BERTRAM CHAIN OF LAKES REGIONAL PARK ADVISORY COUNCIL MEETING AGENDA C H A I N O F C FRIDAY, JULY 14, 2017 H A N D F LAKES 8:00 A.M. REGIONAL PARK BERTRAM LAKES CHALET 9842 Briarwood Ave. NE 1. Call to Order 2. Consideration of Approving Minutes From April 7, 2017 and May 12, 2017 3. Consideration of adding to and approving the agenda 4. Integrated Readiness Application (Angela) 5. Athletic Park Partnership Group Update (Angela) 6. Update on Construction Process (Marc) a. Picnic Shelter b. Beach House 7. Interpretive signage project update (Marc) 8. Outdoor Recreation Program Update (Brad) a. Summer Kickoff Event b. Bertram Triathlon c. Pop up Canoe and Kayak Rentals 9. Friends of Bertram Update (Graham) 10. Discussion of Added Items 11. Schedule Next Meeting 12. Adjourn DRAFT 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 Proiect 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 proiect 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. 2 BCOL Regional Park Advisory Council Meeting Minutes: April 7, 2017 8. Discussion of defining roles, responsibilities, authority, and reporting of Advisory- Council, dvisoryCouncil, 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: Cometh &'reel? Administrative Assistant Approval Date: Attest: Martyn Dibben, BCOLAC Chairman 2 DRAFT MINUTES BERTRAM CHAIN OF LAKES REGIONAL PARK ADVISORY COUNCIL Friday, May 12,2017,8:00 a.m. Bertram Lakes Chalet Members Present: Mark Daleiden, Tom Jahnke, Jim Lindberg, Larry Nolan, Jessica Pederson, Scott Peterson, Sandra Theros, Derek Vetsch Members Absent: Martyn Dibben, Bill Fair, Jim Hayes, Wes Olson, Brian Stumpf Staff Present: Beth Green, Brad Harrington, Marc Mattice, Tom Pawelk, Others Present: Graham Sones 1. Call to Order. Marc Mattice called the meeting to order at 8:02 a.m. and declared a quorum present. Jim Lindberg was appointed as chair for the day to conduct the meeting. 2. Consideration of approving minutes from April 7, 2017. Minutes not available. 3. Consideration of adding to and approving the agenda. A. Preliminary Campground Design. B. Creation of Athletic Field Subcommittee. MARK DALEIDEN MOVED TO APPROVE THE AGENDA WITH THE ADDED ITEMS. MOTION SECONDED BY TOM JAHNKE. MOTION CARRIED UNANIMOUSLY, 8-0. 4. Athletic Field Use and Parking Discussion. Tom Pawelk distributed photos of the new interim fields showing the parking areas. The facility fills up during each event and the City has been working with the associations to be the "parking police" and getting people where they need to be as the tendency is that people want to park right next to the fields. Marc Mattice said that County staff put up fencing and signs to lead park patrons to the parking lots. The fencing was put up to deter visitors from parking in the ditch areas which have been planted with native grasses. Pawelk noted that it is a good thing that there is a lot of activity at the park and that the interim athletic fields are being utilized; however, it's just an education piece to the public to park in the parking lots. There is a lot on the north end at the Athletic Complex which includes overflow parking, as well as parking at the Bertram Beach parking lot on the south side of the fields. BCOL Regional Park Advisory Council Meeting Minutes: May 12, 2017 The soccer and lacrosse practice and games will last through the end of June, including Saturdays until noon, and then will start up again in the fall. Pawelk said that the City is going to look into doing another traffic study of Briarwood Avenue and CSAH 39. It may be necessary to utilize a portion of the planted field for overflow parking next year to alleviate the congestion. 5. Update on Picnic Shelter Discussion. Marc Mattice said at the last meeting the Advisory Council reviewed the shelter plans and discussed adding an additional foot of concrete to the apron so an amendment was added to the bid documents. A contract was ordered with Liman Post & Beam from Annandale to do the shelter construction. The County will do the site work for the construction by mid-June and then the contractor can begin construction prior to fall and will work around the day camp people so potentially it could be completed by the end of July with the potential for rentals by August. 6. Update Design Build Process for Beach House. Marc Mattice said that the subcommittee has sent back comments on the initial design and reviewed those comments with the Advisory Council. Next week should have new plans and new cost control budget. Could potentially go out for bids in the next two months, with construction after Labor Day. 7. Discussion of 2018 Preliminary Budget Priorities. A. Passive Use: Reviewing the strategic plan and master plan for the park. B. Developing scenic overlook on Long Lake. C. Continuation of single track trails. D. Wayfinding signage plan. E. Work on group camp on south end (old horse barn). F. Then onto next phases of master plan of park. G. Active Use: Tom Pawelk said he will be coming up with plans & specs for Phase 1 of the athletic complex development with the plan to start Phase 1 construction in 2019. 8. Outdoor Recreation Program Update. Brad Harrington said programs are going very well at the park and there have been two scout groups out for camping with a third group in contact for a camping outing. The summer kickoff with be held on June 17th with the YMCA and Prairie Woods Environmental Learning Center will have their voyager canoe on site as well. The Earth Day cleanup went very well with the Friends taking the early -bird cleanup around the chalet and along County Road 39 and Briarwood Avenue. In the afternoon, the Rotary had a group that worked on the edible forest and fruit trees were donated from Monticello Parks that were planted. The YMCA group helped to clear buckthorn. Some of the summer programs at the park include: • Boot Camps • Running Club • Biking Club 2 BCOL Regional Park Advisory Council Meeting Minutes: May 12, 2017 • Standup Paddleboard • Prairie Woods Paddle Wright Series • Fungus Among Us May 201h Harrington said the triathlon is coming along with over 60 registered so far. The target is 300 participants; there were 150 participants last year. They are still looking for higher level sponsors for the race. 9. Friends of Bertram Update. Graham said the Friends will participate in Walk & Roll on June 10th launching their new membership program. They will be set up in East Bridge Park. Spring Cleanup went very well and they did get enough help to clean up around the chalet. The Phillip LaVallee Memorial Run is scheduled for September 16th, the second Saturday after Labor Day. This is an exclusive Friends event with about 200-250 runners. The next Friends meeting is May 241h 10. Discussion of added items. A. Preliminary Campground Design: Marc Mattice met with the consulting group SGA, who came up with three initial campground design plans. Mattice reviewed the three different plans with the Advisory Council, explaining that Option 1 provides 50 sites with 33 back in sites and 17 pull-through sites; Option 2 provides 62 sites within the same footprint; and Option 3 provides 55 sites and takes the pull through sites into their own area. Mattice noted that this is just a concept plan, then there will be a planting plan and eventually a grading plan. The consensus of the BCOLAC is to move forward with Concept Campground Design Plan #3. B. Creation of Athletic Field Subcommittee: Tom Pawelk said he would like to put together a new Athletic Field Subcommittee with the mission of putting together a partnership funding program for the Athletic Complex. If anyone is interested, they should let Pawelk know. This will be brought to the Monticello Parks & Recreation Commission to set up the subcommittee and then those ideas will be brought back to the BCOLAC monthly. MARK DALEIDEN MOVED TO COORDINATE THE ATHLETIC FIELD SUBCOMMITTEE WITH A PARTNERSHIP FUNDING PROGRAM FOR THE ATHLETIC COMPLEX DEVELOPMENT. MOTION SECONDED BY LARRY NOLAN. MOTION CARRIED UNANIMOUSLY, 7-0. 11. Schedule Next Meeting. The next regular BCOLAC Meeting will be held on June 2, 2017, at 8 a.m. in the Bertram Lakes Chalet at the park unless there are no topics for discussion at that time, then the meeting may be canceled. 12. Adiourn. BCOL Regional Park Advisory Council Meeting Minutes: May 12, 2017 Meeting adjourned at 9:31 a.m. Recorder: teeth CQ1 xn Administrative Assistant Approval Date: Attest: Marlyn Dibben, BCOLAC Chairman