Notice Recreational Authority Board of Directors

Special Meeting

7:00 p.m.

Wednesday, September 8, 2021 The Cathedral Barn at Historic Barns Park

1500 Red Drive Traverse City, MI 49684

Posted: 9-2-21

The Authority does not discriminate on the basis of disability in the admission or access to, or treatment or employment in, its programs or activities. Penny Hill, Assistant City Manager, 400 Boardman Avenue, Traverse City, Michigan 49684, 922-4440, TDD: 922-4412, has been designated to coordinate compliance with the non-discrimination requirements contained in Section 35.107 of the Department of Justice regulations. Information concerning the provisions of the Americans with Disabilities Act, and the rights provided thereunder, are available from the ADA Coordinator. If you are planning to attend and you have a disability requiring any special assistance at the meeting and/or if you have any concerns, please immediately notify the ADA Coordinator. Recreational Authority Board of Directors

Matthew Cowall, Executive Director 324 Munson Avenue Traverse City, MI 49686 (231) 929-3696 TDD: (231) 922-4412 http://www.recauthority.org

mcowall@liaa.org

Recreational Authority Agenda 2 September 8, 2021

Agenda Roll Call. 1. Election of a board chair for the remainder of 2021. (Matt Cowall) 2. Consent Calendar

The purpose of the consent calendar is to expedite business by grouping non-controversial items together to be dealt with in one Board motion without discussion. Any member of the Board, staff or the public may ask that any item on the consent calendar be removed and placed elsewhere on the agenda for full discussion. Such requests will be automatically respected. If an item is not removed from the consent calendar, the action noted in parentheses on the agenda is approved by a single Board action adopting the consent calendar. a) Consideration of approving the minutes of the regular meeting of July

7, 2021. (Approval recommended) (Matt Cowall)

b) Report regarding payment of expenditures. (Receive and file) (Matt Cowall)

3. Any items removed from the Consent Calendar. 4. Event management considerations for the Cathedral Barn at Historic

Barns Park. (Matt Cowall, Stephanie Wiitala) 5. Consideration of Hickory Meadows Advisory Committee vacancy. (Matt

Cowall) 6. Hickory Meadows updates on trail routes and dogs off leash. (Matt

Cowall) 7. Reports. (Matt Cowall et al)

• Grand Traverse Conservation District • Event Facility Management (if not already covered above) • September 1 Quarterly Reports and other updates from the

Management Entities at Historic Barns Park (TC Community Garden, Botanic Garden, SEEDS)

• Any reports from Board members • Executive Director’s report and possible verbal updates

Recreational Authority Agenda 3 September 8, 2021

• Approved minutes from the meetings of the Hickory Meadows Advisory Committee, June 21, 2021 and July 20, 2021

8. Public comment. 9. Adjournment. k:\recreationalauthority\agenda20210908

Communication to the Recreational Authority FOR THE MEETING OF SEPTEMBER 8, 2021 DATE: THURSDAY, SEPTEMBER 2, 2021 FROM: MATT COWALL, EXECUTIVE DIRECTOR SUBJECT: ELECTION OF A BOARD CHAIR FOR THE REMAINDER OF

2021 In January, the following officers were elected to serve for 2021: Ross Biederman, Chair Mike Groleau, Secretary Tim Hughes, Treasurer Election of officers typically takes place annually at the first meeting of the calendar year, but the office of Chair is vacant now that Ross Biederman decided not to seek reappointment and the seat has been officially filled by Lindsay Erreca through appointment by the City Commission. There are not enough ways to say thanks to Ross for his many years of service to the Board, and I extend additional thanks to Lindsay for stepping up to serve. The Rec Authority’s bylaws (attached for reference) allow the Board to fill any officer vacancies at any meeting for the unexpired term of the office. In this case, we’ll be looking to elect a Chair for the remainder of the 2021 calendar year. If the Board wants to take action on the vacancy on Wednesday, the following is the procedure to elect officers: 1. The Chair (to open on Wednesday, this will be the Secretary) opens the floor

for nominations for the Office of Chair. 2. Any member may nominate and no second is needed. Sample: I nominate ____________________ as Chair.

(CONTINUED)

3. After all nominations for the office have been made, the Chair calls for a motion to close nominations, or nominations can be closed if there is no objection and sufficient time has elapsed. A Director could make the following sample motion: I move that nominations be closed. Or, the Chair could say: It there are no other nominations and no objection, I will close the floor for nominations.

Or the motion to close nominations can be combined with a unanimous ballot to be cast if only one nomination per office.

Sample: I move that nominations be closed and that a unanimous ballot be cast for _________ as Chair.

4. The vote needs to be called in the order in which nominations were made. Sample wording for calling the vote by the presiding officer: All those in favor of _________ for Chair, please say “aye.” Those opposed say “no.” The ayes have it and _________ is elected Chair. 5. The first candidate receiving a majority vote is then declared elected for the

remainder of 2021. 6. If the election of the Chair results in another officer vacancy, follow the

same procedure for electing other officers as needed. K:\recreationalauthority\packetcommunications\20210908.docx

Communication to the Recreational Authority FROM: MATT COWALL, EXECUTIVE DIRECTOR SUBJECT: PROCESS STEPS FOR THE CONSENT CALENDAR The following steps can be followed by the Chair to process the Consent Calendar agenda item at meetings of the Board of Directors.

1. Chair introduces the Consent Calendar agenda item and asks the Executive Director to read the calendar.

2. Chair asks if any member of the Board wants any items removed from the

Consent Calendar.

3. Chair asks if staff (the Executive Director) wants any items removed from the Consent Calendar.

4. Chair asks if any member of the public wants any items removed from the

Consent Calendar.

5. Executive Director records any removed items and places them in the next agenda item for discussion.

6. Items that remain on the Consent Calendar can be approved with the

following motions:

If no items are removed from the Consent Calendar: That the Consent Calendar be approved. If any items are removed from the Consent Calendar: That the Consent Calendar be approved as amended.

7. Any items that are removed from the Consent Calendar are then discussed

and processed individually as part of the next agenda item.

K:\recreationalauthority\packetcommunications\20210908.docx

Communication to the Recreational Authority FOR THE MEETING OF SEPTEMBER 8, 2021 DATE: THURSDAY, SEPTEMBER 2, 2021 FROM: MATT COWALL, EXECUTIVE DIRECTOR SUBJECT: MINUTES Attached are the minutes of the regular meeting of July 7, 2021. The following motion would be appropriate to approve the minutes: That the minutes of the regular meeting of July 7, 2021, be approved. K:\recreationalauthority\packetcommunications\20210908.docx

Minutes

The City of Traverse City and Charter Township of Garfield Recreational Authority Board of Directors

July 7, 2021

A regular meeting of the Recreational Authority Board of Directors was

called to order in the Cathedral Barn at Historic Barns Park, 1500 Red Drive, Traverse City, Michigan, at 7:00 p.m.

The following Directors were present, constituting a quorum: Ross

Biederman, Chair; Michael Groleau, Secretary; Tim Hughes, Treasurer; Steve Duell; Laura Ness; and Ashlea Walter.

The following Directors were absent (excused): Chris Sullivan. Chair Biederman presided at the meeting.

1.

The first item being the “Consent Calendar,” Chair Biederman introduced this matter. The following individuals addressed the Board:

Matt Cowall, Executive Director

Moved by Groleau, seconded by Walter, that the Consent Calendar be

approved as presented: a) That the minutes of the special meeting of June 2, 2021, be approved.

b) That the report regarding payment of expenditures be received and filed.

CARRIED.

Minutes 2 July 7, 2021

2.

The next item being “Items removed from the Consent Calendar,” Chair Biederman introduced this matter.

None.

3.

The next item being “Updates on driveways and walkways at Historic Barns Park,” Chair Biederman introduced this matter. The following individuals addressed the Board:

Matt Cowall, Executive Director Scott Jozwiak, Jozwiak Consulting Karen Schmidt, BGHBP

Moved by Ness, seconded by Walter, to close out the road project and earmark any remaining funds for sidewalk projects.

CARRIED.

4.

The next item being “Consideration of an updated rate card for the Cathedral Barn at Historic Barns Park,” Chair Biederman introduced this matter. The following individuals addressed the Board:

Matt Cowall, Executive Director Stephanie Wiitala, S2S Events

No action was taken.

5.

The next item being “Presentation from SEEDS AmeriCorps VISTA

Minutes 3 July 7, 2021

members,” Chair Biederman introduced this matter. The following individuals addressed the Board:

Matt Cowall, Executive Director Sarna Salzman, SEEDS Sophia Usow, SEEDS AmeriCorps VISTA Chris Cuevas, SEEDS AmeriCorps VISTA

No action was taken. 6.

The next item being “Hickory Meadows updates on dogs off leash and coordination with Hickory Hills,” Chair Biederman introduced this matter. The following individual addressed the Board:

Matt Cowall, Executive Director

No action was taken.

7.

The next item being “Consideration of a progress invoice from SEEDS for facility action plans under a grant from the Grand Traverse Band of Ottawa and Chippewa Indians,” Chair Biederman introduced this matter. The following individuals addressed the Board:

Matt Cowall, Executive Director Sarna Salzman, SEEDS

Moved by Hughes, seconded by Ness, that the progress billing from SEEDS in the amount of $5,000 be approved, with funds available from the Grand Traverse Band of Ottawa and Chippewa Indians 2% Grant.

CARRIED.

8.

Minutes 4 July 7, 2021

The next item being “Reports,” Chair Biederman introduced this matter. The following individuals addressed the Board:

Matt Cowall, Executive Director Tom Vitale, GTCD Stephanie Wiitala, S2S Events Karen Schmidt, BGHBP Sarna Salzman, SEEDS

No action was taken.

9.

The next item being “Public comment,” Chair Biederman introduced this matter. The following individuals addressed the Board:

Dan Tholen

There being no objection, Chair Biederman declared the meeting adjourned

at 9:03 p.m.

_______________________________

Matt Cowall, Executive Director

Communication to the Recreational Authority FOR THE MEETING OF SEPTEMBER 8, 2021 DATE: THURSDAY, SEPTEMBER 2, 2021 FROM: MATT COWALL, EXECUTIVE DIRECTOR

SUBJECT: EXPENDITURES APPROVED BY EXECUTIVE DIRECTOR General Operating Fund:

City of Traverse City June water/sewer service (auto pay) $ 128.10 Consumers Energy June electric service (auto pay) $ 764.61 DTE June gas service (auto pay) $ 49.14

GT Conservation District May workplan - tools/vehicle/trash/labor/wood chips $ 821.09

GT Conservation District

June workplan - tools/vehicle/trash/labor/invasive species/footbridge replacement/picnic tables/signage $ 4,738.76

GT Conservation District TCLP Grant - Invasive Species work $ 1,000.00 LIAA June management services $ 5,551.25 Sondee, Racine & Doren, PLC June legal services $ 110.00 Lori Loveland Security deposit refund $ 500.00 Hailey Grigereit Security deposit refund $ 500.00 Lori Morrison Security deposit refund $ 500.00 Green Leaf Trust Security deposit refund $ 250.00 Madeline Drumm Rental refund $ 956.25

Byte Production Website and email hosting and secure certificate $ 408.00

GT Conservation District Hickory Meadows quarterly fee $ 6,137.50 TCAPS Meeting name plates $ 10.80

S2S Events July event management $4791.67, Barn cleaning $510 $ 5,301.67

Security Sanitation, Inc Portajohn rental 7/4-8/4 $ 170.00 Consumers Energy July electric service (auto pay) $ 875.07 DTE July gas service (auto pay) $ 46.32 Unifirst Rug cleaning August $ 26.89 LIAA July management services $ 5,145.00

(CONTINUED)

S2S Events August event management $4791.67, Barn cleaning $800 $ 5,591.67

S2S Events Event expenses shuttle services (2020-21 $2247.00 & 2021-22 $2621.00) $ 4,868.00

Brian Whitehead Security deposit refund $500, net of furniture rental $484 $ 16.00

Grand Traverse County MTT/BOR May - July 2021 $ 27.06 O'Hearn Pest Control Hornet nest removal from Cathedral Barn $ 125.00 City of Traverse City July water/sewer service (auto pay) $ 111.10 Elmer's Red Drive grading $ 375.00

Shelby Strohl Security deposit refund $500, net of furniture rental $333 $ 167.00

Brianna Olson-Bogart Security deposit refund $500, net of furniture rental $295 $ 205.00

Sarah Coleman Security deposit refund $500, net of furniture rental $482 $ 18.00

Lindsay Treadway Security deposit refund $500, net of furniture rental $215 $ 285.00

Jessica Horness Security deposit refund $500, net of furniture rental $481 $ 19.00

Zach Graham Security deposit refund $500, net of furniture rental $439 $ 61.00

EPS Security monitoring Oct - Dec 2021 $ 231.75 Security Sanitation, Inc Portajohn rental 8/4-9/4 $ 170.00

Debt Service Fund:

TMI Trust Company Oct. 1 bond and interest payment $ 614,549.50 Grand Traverse County MTT/BOR May - July 2021 $ 59.53

Requested motion: That the report regarding payment of expenditures be received and filed. K:\recreationalauthority\packetcommunications\20210908.docx

City of Traverse City and Charter Twp of Garfield Recreational AuthorityOperating Fund

Statement of Activities

July - Aug 2021 Annual Budget Budget Variance

Revenues

500 ꞏ Tax Revenue - Operating (27.06)$ 305,000.00$ (305,027.06)$

441 ꞏ PPT Reimbursement MCL 123.135 - - -

615.0 ꞏ Trust Fund Grant - 467,600.00

615.2 ꞏ GT Band Grant - 35,040.00 (35,040.00)

615.10 ꞏ TCLP Hickory Meadows Grant 1,000.00 (1,000.00)

615.7 ꞏ Donations 9,060.00 (9,060.00)

615.8 ꞏ Barns Park Rentals 31,518.75 60,000.00 (28,481.25)

615.81 ꞏ Furniture Rentals 3,361.00 - 3,361.00

615.9 ꞏ Misc Income - - -

664 ꞏ Interest Income 17.49 200.00 (182.51)

Total Revenues 34,870.18 877,900.00 (843,029.82)

Expenditures

700 ꞏ Office Expense 10.80 2,000.00 (1,989.20)

805 ꞏ Professional Services

Accounting - 6,000.00 (6,000.00)

GTCD 6,137.50 24,550.00 (18,412.50)

Legal - 5,000.00 (5,000.00)

Management 5,145.00 80,000.00 (74,855.00)

Other - Contingency - 32,045.00 (32,045.00)

SEEDS - Action Plan - 35,040.00 (35,040.00)

Audit - 6,150.00 (6,150.00)

Roads project - 28,615.00 (28,615.00)

Events Manager 9,583.34 57,500.00 (47,916.66)

Total 20,865.84 274,900.00 (254,034.16)

806 ꞏ Event Marketing & Supplies 4,365.89 10,000.00 (5,634.11)

862 ꞏ Transportation - 500.00 (500.00)

912 ꞏ Insurance & Bonds - 4,000.00 (4,000.00)

920 ꞏ Utilities & Maintenance 1,732.49 35,060.00 (33,327.51)

920.3 - Hickory Meadows Work Plan - 25,340.00 (25,340.00)

970 ꞏ Capital Projects (Land Purchase) - 668,200.00 (668,200.00)

Total Expenditures 26,975.02 1,020,000.00 (993,024.98)

Net Change in Fund Balance 7,895.16$ (142,100.00)$ 149,995.16$

Unaudited statement

City of Traverse City and Charter Twp of Garfield Recreational Authority Debt Fund

Statement of Activities

July 21 - Aug 21 Annual Budget Budget VarianceRevenues

Current Property Taxes (59.53)$ 700,000.00$ (700,059.53)$ Interest Income 131.49 650.00 (518.51)

Total Revenues 71.96 700,650.00 (700,578.04)

ExpendituresDebt Service - Fees 26.59 300.00 (273.41) Debt Service - Interest 29,549.50 52,489.00 (22,939.50) Debt Service - Principal 585,000.00 585,000.00 -

Total Expenditures 614,576.09 637,789.00 (23,212.91)

Net Change in Fund Balance (614,504.13)$ 62,861.00$ (677,365.13)$

Unaudited statement Page 1 of 1

Communication to the Recreational Authority FOR THE MEETING OF SEPTEMBER 8, 2021 DATE: THURSDAY, SEPTEMBER 2, 2021 FROM: MATT COWALL, EXECUTIVE DIRECTOR SUBJECT: EVENT MANAGEMENT CONSIDERATIONS FOR THE

CATHEDRAL BARN AT HISTORIC BARNS PARK Following a largely shuttered event season through 2020 and the early months of 2021, event activity has returned to Historic Barns Park in full force with its busiest season ever. In fact, general use of the park beyond events is also at a peak, along with programming offered by the park’s partners. The buzz of activity at the park is great to see, though this has also been a summer of learning and experimentation in the face of all the activity and in utilization of the reinvented road system and parking areas. After last month’s discussion on rental rates for the Cathedral Barn, Venue Manager Stephanie Wiitala and her team put together the attached report for Wednesday, seeking Board input on fees as well as a variety of facets related to events and their management at the park. A working group/subcommittee may be a good approach; we’ll discuss your preferences together on Wednesday. Once piece of related action is to approve reimbursement of shuttle fees (invoice also attached). The new road system and formalized parking areas make shuttling for events even more important, particularly to preserve on-site parking for general visitors and other programming at the park (like the Community Garden, classes, etc.). Most of the rental users this year booked in past years when shuttling was not necessarily a contracted requirement of their event, so this season is the first that is bridging that gap. The costs incurred for shuttling on behalf of the Authority are an example of the new dynamics of the rental operation that can be considered as we prepare for future years. A suggested motion to approve the shuttle reimbursements follows: That the reimbursement for shuttle fees in the amount of $4,868 be approved, with funds available in the Operating Fund, Event Expenses line item. K:\recreationalauthority\packetcommunications\20210908.docx

Recreational Authority Board Report

Wednesday September 1st 2021 Venue manager - Stephanie Lee Wiitala/Sunrise 2 Sunset Events

Current business and updates:

● July and August were the busiest months since I can remember at the park for the barn- with the addition of yoga classes and furniture rentals next door we had something scheduled almost every single day. September and October look to be just as busy. It has been wonderful to see so much activity.

● We recently had to have a giant hornet’s nest taken down from the back staircase area at the barn. The bees were loving their new spot however it was not a good place for our guests and needed to be taken down.

● We have not had luck with finding a cleaning company quite yet; Stephanie will continue to handle all cleanings. ● My assistant Zach has put together a nice spreadsheet to show the rates at other venues in the area from the request we

received for this in July. This has prompted some further questions about the rates for the barn and what should be included and what should be a la carte (shuttles, furniture, support services). Please see my request below for how I suggest we can proceed in this discussion further.

Request for Board participation in review of current contract, rental rates and vendor policies, and management plans for The Cathedral Barn

After the last board meeting it has come to our attention that we need to take a closer look at some of the existing functions of management at the Cathedral Barn with regard most specifically to the contract and services we provide. I am hoping to receive assistance with reviewing and updating management plans with the Recreational Authority board with regards to updating the contract and policies for the rental and use of the space. This includes some of the following:

● parking at the park/shuttle partnerships - what makes sense for us to manage the parking and who is responsible to make sure these functions are managed properly for all users who invite large groups to the park and the costs associated.

● review the contract to make sure it is still relevant to all the recent changes especially this past year and since 2015 opening. I have some ideas of items that should be considered, and some policies that may need to be added to help with the expectations of renters and vendors who come in to use the space.

● rate card review - defining what is included in the rental so that groups easily understand what they are paying for. We found in reaching out to other venues that the rates varied largely based on what is included and we would like to discuss this further with the assistance of the board and our recommendations - this will help determine if the rates need to be changed from what they are currently.

● furniture rental program - rates for use at the barn and also around the park. ● as the days shorten, lighting at the park at night has reemerged as an issue. We have made use of temporary lights

that are battery powered to put out after certain events though this is not a fix that is reliable to move forward. Exploring the reinstallation of the solar lighting that was piloted in areas of the park before the road project, and will need to look at more lighting to add to that.

Scheduled Upcoming Events for 2021:

● Weddings- every weekend and some Thursdays too through November. We also have 2 weddings booked for December. ● Yen yoga classes continue on open weekdays and weekends- the students love the space and feel very grateful for it. ● Mushroom hunting classes, staff parties, meetings, concerts, memorial gatherings and many more various groups and uses

for the barn this fall and early winter.

Here is a great thank you letter and review we received: From 8/7/21 rental Dear Stephanie and Zack, We were so elated at the way everything came together at the barns for Sarah and Joel’s wedding celebration. Thank you so very much for fielding, pleasantly, all of our many questions. So many details to wedding planning. Zack you were so helpful on Friday, we appreciated that so much. I particularly appreciated how you both took over the last minute decisions on furniture and game placement on the wedding day. Things seemed to go well with parking and transportation. Loved my golf cart ride! Only one couple needed help finding their car at the end of the night. The walled garden was a surprise treat. It was so beautiful in there! We did not have any noise issue with the next door wedding, which as you know I was concerned about. Thank you for all the behind the scenes help and tending to the last minute details and loose ends. I know you moved arbors back and forth, and gathered outdoor decorations at the end of the night. I hope we left the barns in good shape with the exception of floor sweeping and washing. I know there were a few spilled drinks. Why do young people take beverages out on the dance floor anyway? You were wonderful to work with these past two years during such a crazy time Stephanie! I’m going to miss your happy smiling face. We enjoyed the event so much because we knew you had our back for come what may. Thank you, thank you! ���Michelle and Mike Coleman From 8/21/21 rental:

The Cathedral Barn Pricing & Other Local Venue Comparison Date: August 26, 2021Created by: Stephanie Wiitala/ Venue Manager Zach Whitaker/ Venue Assistant

The information below is created to show comparison between Cathedral Barns rates and what other similar venue operations cost. The below information also shows what is included with rental rates of all areas.

VENUE RENTAL FEE WHAT'S INCLUDED:The Cathedral Barn $4,500.00 Rental Hours from 8am-11pm

Setup/Teardown times, if availableParking Attendants and 1-2 Event Staff Day Before and Day Of Catering Kitchen and CoolerSchematic Creation Assistance 20% Discount for Non-Profits & Low-Impact Rental Rates Furniture rental available - tables & chairsShuttle Services available

The Botanic Garden $4,000.00 WiFi and Bluetooth access Pavilion & Walled Garden AccessTent Lawn Access - Tent rental not included"Tunnel of Love" and Root Cellar accessShuttle Services availableTractor and Wagon rental availableHalf-Day Rental Rates available

Hagerty Conference Center $4,000.00 Reception/Venue Price. 10AM-10:30PM. Tables & Chairs, with Flatware, china, glasses.Linens (White-Floor Length), Mirror Titles, Votive with tealights, Wedding Cake Cutting,Patio and Chairs for 20 people, Bar with 2 Bartenders, Wireless Mircophones, and Projector & Screen. Dance Floor $500 Additional.

$8,000.00 260 people.$500 Discount- Off Season $1,000 Discount- Reception Only

$6,500.00 160 people. $500 Discount- Off Season $1,000- Reception only

Blue Bridge

VENUE RENTAL FEE WHAT'S INCLUDED:Weekdays: 120 people - $4,675

200 people- $4,975250 people- $5,275*Any weddings over 120 people, need rental of white dinner tent. Barn only seats 120 people.* -additional cost

Includes: Event Coordinator Staff for Event Ceremony Site & BarrelsBride & Groom (Party) Preparation AreasRehearsal Set Up from 12pm-6pmTent Rental for Ceremony- Inclement Weather

Weekends: 120 people- $6,475200 people- $6,975250 people- $7,475*Any weddings over 120 people, need rental of white dinner tent. Barn only seats 120 people.* - additional cost

Includes: Event Coordinator Staff for Event Ceremony Site & BarrelsBride & Groom (Party) Preparation AreasRehearsal Set Up from 12pm-6pmTent Rental for Ceremony- Inclement Weather

Bayview Weddings at Gallagher Pending Up to 300 Guests. End time of 11pm- Full Outdoor Venue Day of Coordinator that helps with decor and logistics Tables & ChairsDance Floor Chandeliers and string lights 2 Golf CartsBar Bon Fire and Fire Pit Tables

French Valley $2,000.00 $2,000 for Reception, and $2,000 for Ceremony- Total of $4,000Bar included with House wines.Limit of 400 guestsWifi

Ciccone Vineyards

VENUE RENTAL FEE WHAT'S INCLUDED:Cobblestone Farms Weekends $5,999- Saturdays

$4,999- Fridays $7,999- All Weekend Access Friday from Noon to Sunday at Noon

Includes: Photobooth with popcorn and candy bar Ceremony & Recpetion Rehearsal Area Available White Dinner Tent Table & ChairsSet Up and Decor Staff Preparation Areas for Bridal/Groom PartyOutdoor Games and Fire PitsEvent Coordinators Paid In Full Discount

Starry Night Barns $7,850.00 Includes 2 nights at the barns. 2023 rates- $8,050Additional nights if available are $200/ night, and 2023-$210

Includes: 2-Bars60x90 tent 299 ChairsBonfire Area5 foot round tablesBanquet tables

Additional Charges:Ceremony- $650AV Items- $240Rehearsal and Brunch- $650

125 or more people - $250 & 2023- $260 175 or more people - $480 & 2023- $490225 or more people- $620 & 2023- $620

Flip Fee- $325

VENUE RENTAL FEE WHAT'S INCLUDED:Gravey Family Wedding Barn $7,500.00 150 Guests Lilmit- Barn

90 Guest Limit- Patio Seating

No Tables or Chairs- $500 Credit for Rental BarrelsCeremony AreaPatio with FirepitLog CabinRustic BarDance Floor Column Lighting

Page 1 of 1

S2S Sunrise 2 Sunset Events3577 South Bay Bluffs Drive

Cedar, MI 49621 US

swiitala8@gmail.com

INVOICEBILL TOCity of TC Recreational Authority

INVOICE 2021-0807DATE 08/22/2021TERMS Net 30DUE DATE 09/08/2021

SERVICE DESCRIPTION QTY RATE AMOUNT

Reimbursement for Shuttle costs

Saturday May 15th, 2021 1 749.00 749.00

Reimbursement for Shuttle costs

Saturday May 29, 2021 1 749.00 749.00

Reimbursement for Shuttle costs

Sunday May 30th 2021 1 749.00 749.00

Reimbursement for Shuttle costs

Saturday July 3rd 2021 1 749.00 749.00

Reimbursement for Shuttle costs

Thursday August 5th 2021 1 374.00 374.00

Reimbursement for Shuttle costs

Saturday August 7th 2021 1 374.50 374.50

Reimbursement for Shuttle costs

Saturday August 14th 2021 1 374.50 374.50

Reimbursement for Shuttle costs

Saturday August 21st 2021 1 374.50 374.50

Reimbursement for Shuttle costs

Saturday August 28th 2021 1 374.50 374.50

I will send the receipts in an email since Quickbooks will let not let me attach these here.

BALANCE DUE $4,868.00

Communication to the Recreational Authority FOR THE MEETING OF SEPTEMBER 8, 2021 DATE: THURSDAY, SEPTEMBER 2, 2021 FROM: MATT COWALL, EXECUTIVE DIRECTOR SUBJECT: CONSIDERATION OF HICKORY MEADOWS ADVISORY

COMMITTEE VACANCY Attached please find a letter of resignation from Nicolle Girard, a longtime and very active participant in the Hickory Meadows Advisory Committee (HMAC) and a wonderful volunteer at the park. She’ll be missed on the committee and deserves a great deal of thanks for her efforts. The Board instituted the HMAC in 2005 to enlist regular public input on Hickory Meadows, first on the creation of a management plan for the property and now on general management of the site. Appointments to the committee are for two years, and members must be residents of either the City or the Township. The committee has no direct authority over the site; it serves in an advisory capacity to the Board, which retains final decision-making authority. The Board just conducted interviews for the HMAC in May and made two new appointments that took effect July 1. Applications remain valid for one year from the date of submittal; at the time of this writing, there are three active applications on file (in alphabetical order): Annelle Kaspor Emily Modrall Frank “Jeremy” Treadwell I have reached out to gauge the current interest of all three of those applicants. Emily Modrall is now unavailable this fall but may be interested again in the spring. Annelle Kaspor previously served on the committee but decided not to interview in May and indicated to me that she has since filled her time with other commitments. Jeremy Treadwell was scheduled to interview in May but missed his interview slot. At the time of this writing, I have not received confirmation of current interest from Mr. Treadwell.

(CONTINUED)

I will come to Wednesday’s meeting equipped with any updates that come in, and we’ll work through the Board’s options and preferences for addressing the vacancy. K:\recreationalauthority\packetcommunications\20210908.docx

July 20, 2021

Recreation Authority Board Members:

With regret I’m contacting you to let you know that I have to step down from the Hickory Meadows Advisory Committee effective immediately. My position at Hagerty involves travel to events and meetings around the US. That travel is ramping back up now and I’m going to be on the road one or two times a month which will impact my ability to attend HMAC meetings now that we’re moving to a set meeting schedule.

I’m very sorry to do this, I will miss being a part of such a wonderful group. I hope that with the recent applications another member could be found quickly from that pool of interest and that, down the road, I could apply to join HMAC again when my schedule slows down.

Kind regards,

Nicolle Girard

Hickory Meadows Advisory Committee Contact List Name Term End Contact Info Bill Brundage 06/30/2022 231-631-7448 wbrundage@charter.net 215 Fulton St Traverse City, MI 49684-2181 (Township) Pam Darling 06/30/2022 231-357-2401 pjzeerip@gmail.com 307 W 9th St Traverse City, MI 49684 (City) Michael Foley 06/30/2023 231-534-4588 mandmfoley.mf@gmail.com 3880 Incochee Rd Traverse City, MI 49684 (Township) Nicolle Girard 06/30/2022 231-342-1457 nsgirard@hotmail.com ngirard@hagerty.com 2973 Concord St Traverse City, MI 49684-4619 (Township) Jody Madion 06/30/2022 231-620-3139 jody.madion@gmail.com 508 Bloomfield Rd Traverse City, MI 49686 (City) Amy Powell 06/30/2023 231-357-1457 pow.welltaping@gmail.com 728 E State St Traverse City, MI 49686 (City) Jim Zeratsky 06/30/2022 603-398-0114 jdzeratsky@gmail.com 5865 Hickory Hill Trl Traverse City, MI 49684 (Township)

Communication to the Recreational Authority FOR THE MEETING OF SEPTEMBER 8, 2021 DATE: THURSDAY, SEPTEMBER 2, 2021 FROM: MATT COWALL, EXECUTIVE DIRECTOR SUBJECT: HICKORY MEADOWS UPDATES ON TRAIL ROUTES AND

DOGS OFF LEASH The attached trail map for Hickory Meadows demonstrates some proposed new trail connections in the park that have been conceptualized by the Conservation District and the Hickory Meadows Advisory Committee along with other input. The new routes aim to formalize access to areas of the park that are otherwise being accessed by informal, user-created routes that are not sustainable or advisable to maintain. The Committee has blessed the concepts and now seeks Board approval to move forward with permitting and construction of the routes, which we’ll talk about together on Wednesday. If it pleases the Board, a suggested motion follows: That the proposed trail connections at Hickory Meadows be approved. The HMAC is also working on ideas to address unleashed dog use at Hickory Meadows, and doing some further brainstorming on that with the Board on Wednesday will be helpful in that effort. K:\recreationalauthority\packetcommunications\20210908.docx

!j

PrivateProperty

F

Reroute

West Meadow

F

Hickory MeadowsConceptual Trail Connections

M-72Trailhead ±

0 0.05 0.1 0.15Miles

LegendBoardwalk

Conopholis americanaEphemeral CreekProposed TrailExisting Trails Hickory Meadows BoundaryHickory Hills Boundary

40'

24'

Communication to the Recreational Authority FOR THE MEETING OF SEPTEMBER 8, 2021 DATE: THURSDAY, SEPTEMBER 2, 2021 FROM: MATT COWALL, EXECUTIVE DIRECTOR SUBJECT: REPORTS Expected reports include:

• Grand Traverse Conservation District • Event Facility Management (if not already covered earlier in the agenda) • September 1 Quarterly Reports and other updates from the Management

Entities at Historic Barns Park (TC Community Garden, Botanic Garden, SEEDS)

• Any reports from Board members • Executive Director's report and possible verbal updates • Approved minutes from the meetings of the Hickory Meadows Advisory

Committee, June 21, 2021 and July 20, 2021 K:\recreationalauthority\packetcommunications\20210908.docx

TC COMMUNITY GARDEN

Quarterly Report

September 1st, 2021

September 1st, 2021

The garden has been enjoying all the rainfall, and we hopeeveryone else has.

Membership

The garden has enjoyed being almost completely full thisseason. As in every year we have people begin the seasonwith us, but do not finish the season. We have about 6unused plots as a result. Those plots will be tilled and covercropped for next year's season.

Our membership has been actively engaged this year, and many have mentioned that thegarden has become very important to them. In the past few years we have tapered back thevolunteer requirements in order to relieve a pressure that people felt to have to “do work.” Thishas given a core group of people a time to lean into the garden, and have begun to ask foropportunities to give back. We will be exploring opportunities in which people can give back tothe garden and be an example for new gardeners.

Every year the garden experiences some attrition, and I am sure we will again this year.However, our returning membership grows as well. This will be the case this year. It is veryencouraging that over the past four years our returning membership has gotten larger everyyear. As a board we look forward to continuing to welcome new gardeners in hopes that a fewwill become vital pieces of the garden.

Sustainable Gardening Education

The garden held an opening you garden class, we also had a visitor from MSU speak onorganic pest control, and we will be having an gardener appreciation gathering on the 18thwhere we plan on speaking on how to shut down your garden for the year and setting up nextyear for success.

Donation

We have continued the donation Garden Program to address food insecurity in the region.

The donation garden will again be tended by the Friendly Garden Club this year. They will helpeducate youth in small groups, and donate food grown from the plot. We hope to expand ourrelationship with them in the coming years.

THis was from 2020-The Friendly garden club has donated over 200 hundred pounds of food toFather Fred this year from their garden plot.

We look forward to hearing this years donation numbers.

We continue to offer reduced rates to members along with scholarships to those in need soeveryone is welcome to garden.

We fulfill reasonable requests to donate food to support other charitable purposes in thecommunity at-large.

TCCG continues to welcome requests from and encourages referrals to other charitableendeavors to donate its excess produce on a case-by-case basis.

Community

Due to the uncertainty that the year began with we were not able to engage with our partners inthe community as we had planned. We look forward to moving forward with those plans in 2022

We continue to increase social media outreach on Facebook (increase to 600 followers) andInstagram (increase to 750 followers), and continue earned-media strategy (no less than twoarticles, TV appearances, etc.)

TCCG now has 905 Facebook followers in Q3, and 1, 213 Instagram followers, up from 1113Q2.

We will continue to forge strong outside partnerships to help bring more users to Historic BarnsPark, particularly with the Child and Family Services YouthWork Corps, Grand Traverse AreaBeekeepers, Oryana Community Co-op, and Materne NA, and other groups as opportunitybecomes available.

QUARTERLY REPORT September 1, 2021

Learning in the Garden

Mission: Public gardens have a powerful and positive impact on the health, environment and economy of a region. They make it a better place to live. The mission of BGHBP is to design build and manage a year-round botanic garden in Northwest Michigan for the purposes of botanical and environmental preservation, education and research, and the enjoyment and renewal of citizens and visitors

Note: We usually present our Quarterly Reports within the format of our Strategic plan, reporting on each goal within the plan. We are postponing our 3-year Strategic Planning retreat, however, until our new Executive Director comes on board this winter, so that he or she can participate in this process.

Quarterly Report September 1, 2021 1. CAPITAL CAMPAIGN - This quarter the Capital Campaign, made up of board members

from the Botanic Garden, the Friendly Garden Club and the Recreational Authority, and campaign consultant, met twice a month:

• Implementing the financial processes for depositing, recording, acknowledging and dispensing donations

• Scheduling and conducting tours of the Garden with potential donors • Writing and submitting grants for the campaign, successfully receiving $85,000 in

grants to date • Continuing design and budget work on the Historic Barn and Children’s Garden • Contracting design and production of materials to illustrate the Campaign’s goals,

including Case for Support booklets, large renderings of completed Historic

Barn’s Education and Conference Center and Children’s Sensory Garden, and a 5-minute video, as well as campaign stationary, notecards, etc.

• Planning the first donor reception, to be held in the Garden September 9 2. CHILDREN’S SENSORY GARDEN – This quarter the Friendly Garden Club and BG board worked with

Jason Hobson of Lightning Turtle on the design of the hillside water feature for the future Children’s Garden, with landscape designer Mark Polinko on the final layout of the Children’s Sensory Garden, and with Jim Clark, project manager. Because the water feature will, at points abut the sensory trail, construction of the trail which is the backbone of that garden, will be delayed until next year when both projects can be completed simultaneously. The design work is now at the stage where we would like to schedule a meeting with Recreational Authority to review the plan.

3. JUDITH GROLEAU HEALING GARDEN – Some work continued this quarter on several facets of the

Healing Garden, although progress was slower than we wished, given the shortage of workers and materials. Work on CAD elevations for the Medicine Wheel Garden and some initial excavation work and staking was completed, so final excavation and construction of the wheel can now be undertaken. The walkway leading down to the labyrinth was completed, connecting the two sections that had been separated by the old gravel road. A new walkway was constructed connecting the Red Drive parking pod entrance to the labyrinth as well. Recycled crushed asphalt was used for both paths. Six large sugar maple trees were added to complete the 450’ long allée.

4. MORE TREES ADDED TO THE GARDENS – This quarter we continued adding new trees to the

Garden. A miniature Gingko was planted in the Secret Garden, five Eastern Red Cedars (Juniperus), eight spruce trees (Picea orientalis), and two pine trees (Pinus flexilis) – all conifers – were planted along the trail leading to the Fairy Trail and across from the Pollinator Garden. These 15 trees will form a year-round screen, blocking views of the compost and mulch piles and adding to the beauty of that walkway.

5. ARBORETUM CERTIFICATION – As the number of species of trees and shrubs continues to grow at

The Botanic Garden at Historic Barns Park, we are beginning the process of applying for Arboretum Accreditation through the national ArbNet, an interactive community of arboreta. We now have over 60 species of trees and 30 species of woody shrubs and will be adding additional species this fall and next spring. Level II Arboretum Certification requires a site to have at least 100 species of trees and woody shrubs, some paid staff, an enhanced public education program and a documented collection policy. We will reach the 100 species point in 2022, and will have a paid executive director in place along with our present part-time horticulturist. We have an excellent public education program and are beginning work on a documented collections policy. Our recent

adoption of Iris BG plant collection software supports these efforts as well. Arboretum Accreditation enhances the status of a public garden, reflecting that garden’s wide range of plants and the environmental and educational opportunities they offer.

6. ADDITIONAL PLANTINGS – In addition to new trees and shrubs, the Garden added a number of

new perennials, bulbs, and grasses this quarter. A new bed was planted at the 4-corner intersection with 12 antique peonies, 27 Allium ‘Millenium’, 38 Prairie Dropseed (Sporobolus heterolepis), and 5 ‘Northwind’ Switch Grass (Panicum virgatum). At the entrance to the park by the water collecting swale, several viburnum (Viburnum dentatum), 2 larch (Larix decidua), and several Winterberry (Ilex verticillata) were installed.

7. EDUCATION – Throughout this quarter both yoga and tai chi were offered in the Garden. Junior

Master Gardener classes were held for children over a six-week period this quarter, while another children’s class featured a hands-on “Bugs For Kids”. Adult classes included a video tour of the Botanic Garden with Dr. Shutzki of MSU, who highlighted plants that are excellent choices for home gardens as well. “Growing Roses Organically” and a video class highlighting Interlochen Academy’s Sustainability Program were also featured. Coming up this fall is a course in “Shrubs the Grow Well in Northern Michigan”, “All About Owls”, and an “Autumnal Equinox Labyrinth Walk – Finding Balance and Negotiating Transitions”. A beautiful fabric collage art exhibit runs through October in the Visitor Center Hall. Free garden tours by BG docents were provided three times a day, six days a week, throughout this quarter, focusing on both the history of the site and the gardens themselves.

The ‘Bug Class’

8. GARDEN MAINTENANCE – • All ten of our volunteer gardener teams have been busy maintaining their assigned

gardens this summer, mulching, weeding, pruning, deadheading and adding new plants. • New flower beds were developed at the entrance to the Stable Garden along with an

antique horse-head hitching post. Landscape lighting fixtures have been purchased to highlight the entrance to the Stable Garden in the evening and are scheduled for fall installation.

• Wiring was brought up to code in the Botanic Garden area of the Blacksmith Garage, and automatic garage door openers installed on the two large doors, as it was extremely difficult for volunteers to open them manually.

• Fifty solar path lights were installed on the Visitor Center outdoor stairs and along the Sugar Maple Allée to provide more light and better safety for evening visitors.

• The Deer Family sculptures were re-installed in the picnic grove. They had been stored in the Wagon House during road construction work.

• Four more picnic tables were purchased and assembled this quarter, so we now have seven new tables in the picnic grove, which are used daily. Installing the deer sculptures

9. CASE STUDY – Work on the Garden’s case study, conducted through the Landscape Architecture

Foundation, continued this month. The team, consisting of members of the LAF, Nelson Byrd Woltz Landscape Associates (who designed the Garden’s master plan), DNR AmeriCorps workers, and Botanic Garden board members are focusing on both the historic and ecological sustainability components of the Garden, using data-driven studies to evaluate the Garden’s benefits.

10. HEALTH AND HEALING - Part of the mission of the Botanic Garden is to promote and support health and healing. Research documents the powerful role that being in nature and spending time in a garden plays on physical and mental health. This quarter the Garden hosted a variety of groups in support of that goal. Children from the Disability Network spent two days harvesting vegetables and tidying up the Fairy Trail. Four different cancer support groups from the Cowell Cancer Center met regularly in the Garden. Traverse Neuro Recovery and a number of Assisted Living Centers brought clients to the Garden for tours, therapy and recreation. The Garden hosted the annual gathering of families and various addiction support services with a program in the walled garden followed by a labyrinth walk.

Walkers ‘parked’ during golf cart tours of the Garden

11. COMING ATTRACTIONS – • The Michigan chapter of the American Society of Landscape Architects (ASLA) will tour the

Garden as part of their annual LA RIDE on Saturday September 18 – a bicycle tour of area gardens in conjunction with the annual ASLA Conference in Traverse City. A representative from our Garden will explain the background and initial start-up of the garden, the Master Site Plan process, and the mission and goals of the Garden, followed by a bicycle tour of the Garden itself.

• Michigan Cares For Tourism (MC4T) will hold a two-day session at the Garden on October 3 and 4. They will attend workshops in the Garden on the 3rd, where members will learn about the role of our FireWise Garden and the importance of tree management for safety and beauty. The group of 38 MC4T members will return the next day to plant over 5,000 daffodil bulbs at the entrance to the park as well as to assist with winterizing tasks in the Garden.

• The Children’s Donor Garden, supported by Friendly Garden Club volunteers, will harvest vegetables and donate them to local food kitchens. Last year they grew and donated over 500 pounds of food and expect an even greater amount this year. The Donor Garden is located in the northernmost section of the Community Garden and adjoins the future Children’s Sensory Garden. Collaboration with the Community Garden has allowed the Children’s Garden team to use this area as part of their Children’s Sensory Garden efforts.

SEEDS Center at Historic Barns Park Q3:2021 Report on Goals

Food Systems and Carbon Rich Soils

1. Farmland

a. More food was harvested from the SEEDS Farm

in just 2 weeks of July than in all of 2020. The

garlic crop has been harvested and is curing.

b. The Father Fred Giving Gardens have been

prolific. This year’s harvest is now over 1000lbs

of fresh, organically raised produce for clients.

2. Providing Education about Food and Soil Health

a. Two new Summer Associate VISTA members joined us for the season and worked closely

with Father Fred volunteers as well as other Food Systems capacity building supportive

services.

b. “Soil Your Underpants” VISTAs and EcoCorps Crews used a NC State University protocol for

testing soil quality: burying cotton underwear for eight weeks. Cotton is a cellulose, which acts

as a carbohydrate (food) for microorganisms. You can test soil quality by determining how

many microorganisms are in your soil; the more microorganisms you have, the healthier your

soil. The healthier the soil, the more of the underpants will be gone. Crews buried and

excavated cotton briefs from four different locations in Historic Barns Park: in front of

Workshop 223, at the TCCG retention pond, in our Perennial Garden, and in the Compost. The

winner was the Compost pile (below right) where only the elastic was left; the worst soil was

found at Workshop 223 (below left) and at the retention pond both of which have been

recently disturbed and compacted due to the road work.

It’s amazing that these piles of organic waste from

Oryana turns into a rich soil amendment at HBP!

c. Thanks to an MDARD grant award, we are working with Crosshatch to plan a six-part

training series on food processing bringing their mobile trailer to HBP.

d. SEEDS will host this week a workshop with Renee Dillard, a member of the Little Traverse

Bay Bands of Odawa Indians, on traditional practices and uses of wetland species.

3. Feeding Soil, Sequestering Carbon

a. In summer maintenance mode at TCCG’s drainage pond plantings, EcoCorps has been

battling the grasses planted by Elmers that seem to have taken to this site particularly well.

b. After several years battling pernicious grasses and bindweed, Poesis has transitioned their

plots finally to no-till farming. No-till farming is beneficial as it does not disturb the complex

mycelial structures that help retain and enhance soil moisture and fertility. Soil that is tilled

tends to dry quickly destroying its microorganisms, and will even blow away.

Showcasing Conservation, Efficiency, and Renewable Energy Technologies

1. Enhancing the Built Environment

a. The Bathroom installation continues. After floor finishes, wall & ceiling insulation, and

electric work we have been waiting (im)patiently for our drywaller to finish before we can

finish the plumbing and install fixtures. Progress has been slow, but continuing forward.

b. EcoCorps collected 7.5 cubic yards of post-road construction mesh from the Park and

transported it to the landfill. Thanks also for some help from Kurt and his tractor!

c. We are working on visitor engagement strategies at the wetland and retention pond and

have engaged over a dozen professionals one-on-one for deep perspectives on wetland

and watershed exhibits for learners of all ages.

d. Summer Associate VISTAs installed a rain barrel on the shed at the Farm used for irrigation.

2. Enhancing Environmental Education and Eco-Tourism a. SEEDS hosted a number of formal and informal groups to the Park including a church camp

and the graduation celebration for MSU Extension’s Master Gardeners.

b. EcoCorps is wrapping up a busy season

having performed weeks of work each

with the Grand Traverse Regional Land

Conservancy, the National Forest Service,

the National Park Service, the North

Country Trail, and others. During June’s

onboarding and orientation, 25

crewmembers from as far as Saginaw

came to HBP for trainings including,

i. Sawyer Level 1 (chainsaw training)

ii. How to Zero Waste

iii. Driving with Trailers

iv. Drone Technologies, with NMC

instructors (pictured)

v. Surveying Technologies, with NMC instructors

c. SEEDS was hired by the National Cherry Festival to serve as a third-party auditor for their

waste handling. As part of this effort, SEEDS hand sorted close to 1000 pounds of Cherry

Festival waste to compare with reports from the waste hauler GFL (formerly American

Waste). GFL used a Waste-to-Energy (WtE) management process to create a laudable and

impressive 91% rate of recovery with minimal recycling and no composting. However, WtE,

which entails the incineration of material to produce steam and generate energy, is just

one step above disposal in the waste management hierarchy. Further, our staff found that

94% of what did go to a landfill was compostable material. Literal food for thought as

SEEDS continues on an 18 month feasibility analysis for region-wide organics recovery.

https://www.record-eagle.com/news/single-trash-bins-produce-waste-recyclables-from-the-

national-cherry-festival/article_13054702-de73-11eb-847b-471e5e326de3.html

d. NMC Extended Education courses offered by SEEDS instructors were included as part of

their Northern Naturalist certification. Four took place at HBP, each exploring Carbon

Drawdown strategies.

i. “Zero Waste – Is that Even Possible?” 7/22/21

ii. “Multi-Layered Benefits of Perennial Food Forests” 8/3/21

iii. “Water and Our Ecosystems: Green Infrastructure for Resilience” 8/5

iv. “Eating to Reverse Global Warming” 8/19/21

3. Generating Useful Energy

a. Now that the 2.5kW solar array is reinstalled to power the Cathedral Barn and farmland

irrigation, we can monitor its generation. During July and August, 564 kWh of electricity

were created. That’s like saving 16 home BBQ propane cylinders or the carbon sequestered

by a half acre of forest in one year!

Ecological Learning & Youth Engagement

1. Cultivating Healthy Collaborations & Partnerships @HBP

a. In addition to HBP partners previously mentioned, we have added Crosshatch, NMC’s

Extended Education Services, MSU-extension, and the Little Traverse Bay Bands of Odawa

Indians to the list.

2. Creating Safe, Inviting Spaces for Learning

a. Human Nature School continues its programming and plans to return for a fall semester.

b. While we did not host an all-school Field Day this year, several SEEDS After School camp

programs made the trek to HBP for field trips – the prize for furthest traveled goes to KND

Elementary from Brethren in Manistee County (pictured). They loved BGS’ Fairy Garden so

much they went home and created their own fairy garden on their school’s grounds!

Active SEEDS Partners at Historic

Barns Park 2021 YTD

HMAC Meeting Minutes – 6/21/21

Hickory Meadows Advisory Committee Minutes - Monday, June 21, 2021

Hickory Hills Lodge

Members Present: Nicolle Girard, John Nelson, Pam Darling, Eric Grebe, Bill Brundage, Annelle

Kaspor, Jim Zeratski Members Absent: Jody Madion Others Present: Matt Cowall – Rec Authority Executive Director, Luke Kreykes – GTCD Parkland

Steward, Tom Vitale - GTCD Parkland Steward I Call meeting to order: Meeting was called to order at approximately 5:35 pm.

A. 1st Public comment: None B. Approval of agenda: Motioned by Grebe; 2nd by Kaspor. Approved unanimously. C. Approval of agenda: Motioned by Nelson; 2nd by Zeratski. Approved unanimously.

Action Item Review May 17, 2021

A.1: Brundage to follow-up with Cowall on next steps for moving the signage initiative forward. Done A.2: Vitale to flag route, share updated map, and invite HMAC for site walk by June. Open – Route was flagged but partially removed multiple times by unknown source; updated map was shared with HMAC; trail walks are yet to be scheduled. A.3: Brundage to reach out to Devin Hill from the NMC Construction Technology Department regarding picnic table construction. Done – Unable at this time but a good resource for future construction projects given enough time to incorporate into curriculum. A.4: GTCD to search for available picnic tables to purchase. Done – On order. A.5: GTCD to create signage for recycling and trash totes w/ RA branding. Done – On order.

II Rec Authority meeting review – June 2

Cowall reported: A. HMAC Structure

a. Elect a Chair and possibly Vice Chair annually. b. Approved agendas and meeting minutes will be passed along to the Rec Authority

Board within meeting packets. c. Public notices will be posted for HMAC meetings. d. Regular meeting schedule with set location is necessary for public attendance.

Action Item 1: Vitale to send out doodle-poll for a regular meeting schedule and location. e. Potential need for by-laws.

Action Item 2: Vitale to send copies of by-laws for GT County’s NER and the City’s Brown Bridge Quiet Area as a couple local examples.

HMAC Meeting Minutes – 6/21/21 B. HMAC Membership

a. Thanks to Kaspor, Grebe, and Nelson for their dedication on the HMAC. b. Returning to 7 members as of July 1 with two new members.

i. Amy Powell ii. Mike Foley

C. Dogs off leash discussions continue with an effort to bring in representatives from other entities/municipalities due to the issue being pervasive across park boundaries. The need for a designated off-leash area to walk dogs was discussed. Brundage inquired about the police report from the late March incident that occurred on Meadows property.

Action Item 3: Cowall to send along police report of dog incident that occurred in late March.

III Signage discussion Brundage reported on the Wayfinding Design Proposal by Gene Ullery-Smith. Discussion followed on cost, desire for continuity across Hickory boundaries, and the need to get both the City and Rec Authority ’s approval to move forward in the process.

IV Trail planning

A. Vitale updated on the status of the conceptual trail plan connecting West Meadow to the northern trail leading towards the M-72 Trailhead. An updated trail map avoiding identified population clusters of Conopholis americana (Aka… bear corn, squaw-root, or cancer-root), with a Coefficient of Conservatism value of 10, was sent to the Committee. The route was flagged but torn down along several segments. Next steps include scheduling site walks with the HMAC, Rec Authority Board, and others interested. Upon approval, submission of an EGLE Joint Permit Application and County Soil and Sedimentation Control Permit will be required.

Action Item 4: Vitale to send a doodle-poll to schedule a site walk of proposed trail plan. B. Girard reported that she reached back out to Mac McClellan, representative of the

Hickory Hills Advisory Committee, to determine a good time for both Committees to gather and discuss trails and other collaborative opportunities. Cowall noted he met with City representatives and Board members to discuss cooperative planning efforts, such as trails and signage, that will benefit users to have a more cohesive and holistic approach across property boundaries.

C. Vitale detailed the need to replace the existing timber boardwalk that spans the ephemeral creek due to rotted timbers.

Motion by Brundage to recommend the purchase of necessary materials to accommodate replacement of the existing aged boardwalk; 2nd by Grebe. All in favor.

V Meeting review/ public comment:

A. Nelson, Grebe, and Kaspor each shared their gratitude and sincere views on how valuable an asset Hickory Meadows is to each of them. Many thanks for their service and dedication on the HMAC!

VI Next Meetings:

Rec Authority Board – Wednesday, July 7, 2021 HMAC – TBD - doodle-poll will be sent out

VII Adjournment: Meeting adjourned at approximately 6:45 pm

Minutes prepared and respectfully submitted by T. Vitale

HMAC Meeting Minutes – 7/20/21

Hickory Meadows Advisory Committee Minutes - Tuesday, July 20, 2021

Boardman River Nature Center – 1450 Cass Road, Traverse City, MI 49685

Members Present: Pam Darling, Bill Brundage, Michael Foley, Jim Zeratsky, Amy Powell, Jody

Madion Members Absent: Nicolle Girard (submitted resignation letter due to schedule conflicts - 7/20/21) Others Present: Matt Cowall – Rec Authority Executive Director (via telecom), Luke Kreykes –

GTCD staff, Tom Vitale - GTCD staff, John Nelson – public participant I Call meeting to order: Meeting was called to order after a majority was present at approximately

5:45 pm. A. Introductions went around welcoming newest members, Foley and Powell B. 1st Public comment: None C. Approval of agenda as amended on order of items: Motioned by Zeratsky; 2nd by Darling.

Approved unanimously. D. Approval of 6/21/21 meeting minutes: Motioned by Zeratsky; 2nd by Darling. Approved

unanimously.

Action Item Review June 21, 2021

A.1: Vitale to send out doodle-poll for a regular meeting schedule and location. Done A.2: Vitale to send copies of by-laws for GT County’s NER and the City’s Brown Bridge Quiet

Area as a couple local examples. Done A.3: Cowall to send along police report of dog incident that occurred in late March. Done A.4: Vitale to send a doodle-poll to schedule a site walk of proposed trail plan. In Progress

II Trail development A. Connector proposal

Vitale updated the Committee and newest members on the status of the Hickory Meadows connector proposal. Expected time frame to process an Environment, Great Lakes and Energy (EGLE) Joint Permit Application and GT County Soil Erosion and Sedimentation Control (SESC) Permit Application was discussed. Zeratsky inquired about use of the current informal crossing to minimize further impact. A site walk was determined for Friday, July 23, at 1 pm. Further site walks in August are yet to be determined. Cowall will extend the invite to Rec Authority Board members upon determination of dates. A recommendation from the HMAC to the Rec Authority Board is appropriate after further consideration and agreement upon trail placement.

HMAC Meeting Minutes – 7/20/21 B. Replacement of existing footbridge/boardwalk span

Vitale noted timber materials have been secured to replace the aged footbridge crossing. The District is awaiting the reply from a Site Determination form submitted to GT County on whether or not a full SESC permit application is necessary to replace the existing crossing. Tentative date set for construction is Tuesday, August 3rd.

III HMAC Structure

Cowall reported upon the desire for increased structure for the HMAC as advised by the Rec Authority Board. With increased use and heightened interest in the Hickory Complex as a whole, incorporating greater structure ought to facilitate effectiveness and enable greater opportunity for public input at regularly scheduled meetings.

A. Election of Chair and Vice Chair: moved to next meeting due to limited time. B. Regular meeting schedule/location:

The third Tuesday of the month at 5:30 pm works well for most. Discussion ensued on the need to meet monthly, bi-monthly, or quarterly. To be determined at the next meeting. Continuing meetings at the Boardman River Nature Center, home of District offices, was the suggested. Members inquired about the possible availability Hickory Hills Lodge during their off-season. A.1: The District to contact the City to determine the availability of meeting at Hickory Hills Lodge when ski season is not in progress.

C. Agenda and meeting minutes: The District will continue preparing draft meeting agendas and minutes at this point in time for Committee review.

D. By-laws: It was discussed that a set of by-laws ought to help keep consistency and continuity over time. Vitale provided examples from the County’s Natural Education Reserve and a link to the City’s website for Brown Bridge Quite Area.

IV Signage discussion

Postponed for next meeting due to time constraints.

V Meeting review/ public comment: A. John Nelson, as a member of the public, commented about the importance of providing

careful consideration of how trails may impact natural features and animal habitat, not just people. Nelson also noted Hickory Meadows was secured in 2004 by Traverse City and Garfield Township voters to preserve open space and scenic views and to protect wildlife and natural areas.

B. Darling requested to add ‘dogs off-leash’ discussion to the next meeting agenda. Discussion ensued.

VI Next Meetings:

Rec Authority Board – Wednesday, August 4, 2021 HMAC – Tuesday, August 17, 2021

VII Adjournment: Meeting adjourned at approximately 6:42 pm

Minutes prepared and respectfully submitted by T. Vitale