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HomeMy WebLinkAboutMinutes 1997 - 19986 i Ladd Arboretum Committee Evanston Environmental Association Board Meeting January 8, 1997 7:00 PM , C DRAFT - not aDoroved BOARD MEMBERS PRESENT: Jennifer Coladarci, President Marti Bjornson Irene Gregory Emerson Nagel John Singleton Charles Smith BOARD MEMBERS ABSENT: Katie Mambo Bally (resigned) EEA BOARD MEMBERS PRESENT: Dan Wegner, Treasurer OTHER ATTENDEES: Bob Nagel STAFF MEMBERS PRESENT: Linda Lutz Paul D'Agostino, Superintendent of Parks/Forestry Michelle Rally, Landscape Architect Parks Division LADD ARBORU_UM COMMITTEE Status and Maintenance of the Ladd Arboretum Superintendent of Parks/Forestry, Paul D'Agostino talked to the Board about the Ladd Arboretum. 1987 was the last year that a paid staff was assigned exclusively to the Ladd Arboretum. Cutbacks in personnel have prevented more attention; currently one crew works in the Arboretum 3 times a year (once in spring and twice in the summer). The goal is to have 1 gardener with 2 to 3 seasonal workers assigned to the Arboretum. Forestry crews trim once week a year with an average of 15 - 20 years between pruning. The 28,000 parkway trees remain the emphasis of the Forestry Division. An informal needs assessment of the Arboretum indicated that one full time gardener working 6 - 7 months would provide appropriate maintenance levels; everything but mowing and including the care of small to medium size trees. The use of seasonals could reduce some of the work by a gardener. Possibilities for the future Could include: * A full time gardener assigned to the Arboretum reporting to Parks/Forestry t Use of summer Youth Employment Program • Development of a volunteer Corps Pesticide Use Mr. D01908tino noted that there has been no large scale use of pesticides since 1989. Spot spraying is done on pathways and for poison. Alternatives like hot water and vinegar are being tested. There is discussion regarding the use of herbicides on dandelions; possibly i - 2 applications. The major problem is the condition of the turf; tot weeds in tolerable, some current areas are 80% weeds. The goal is to improve the turf to a level where grass can be maintained_. Reseeding with different varieties, including more aggressive grasses are being considered. Mr. DfAgostino encouraged the LAC to work out an alternative plant one that could highlight the Ecology Center as a demonstration site of pesticide -free alternatives. Donations to the Arboretum * Replacement of 66 crabapple trees by the Rotary Club of Evanston in 1996 * Fourth of July Association is considering a 5 year plan to revitalise the Independence Knoll Area * Lincolnwood garden Club is funding a map and educational brochure highlighting the educational aspects of the trees of the Arboretum * To be funded: a donor board that will replace the individual memorial tree signs * Pending: $26,000 from the City of Evanstonos capital Improvement Project (CIP) Fund. Goal is five yearn of funding that will purchase perennials, drinking fountains, murdock boxes,etc. Drinking fountains that meet ADA requirements cost $S,000 - $7,000 each. Personnel may be reorganized to split a position between the Merrick Rose Garden (spring, Fall) and the Arboretum. Mr. D'Agostino noted that the education level of gardeners has changed: older employees had experience, newer employees have horticultural degrees. Mr. D'Agostino reaffirmed his commitment to the improvement of the Ladd Arboretum. Movement will away from general park maintenance and towards restoring the unique aspects of the Arboretum. strategic Planning The Hoard discussed their role in rocking with the parks/Forestry Division in setting priorities, allooatinq.money, and re -directing resources that we have. No. Kelley. will develop a questionnaire aimed at determining priorities for the Arboretum as a toot for developing a master plan. Identification of problems that a plan can address need to be listed. Effective landscape plans will deal with time, stages of development, and allow for plant growth. other information that needs to be considered includes: * Record of•changes in the Arboretum * Record of insect infestations * Public relations with visitors * Development of volunteer groups * status of irrigation system * s, 10# and 20 year plans for improvement +� Annual beds can create conditions for future perennial beds +� status -of memorial trees; no more new trees * Differentiation between the Arboretum and other public parks The first stage should determine what is the current status of the Arboretum. Areas used to be identified as shade or sun areas. If CIP funds are designated over the course of 5 years, Mr. ]►Agostino believes that a majority pf the necessary work can be accomplished. All agreed that any plan needs to allow for growth over a 20 year period. Mr. Smith mentioned that Matthew Frasell, an Evanston resident and horticulturist at the Chicago Botanic•oarden, would be willing to help with the planning process. Policies regarding the Arboretum need to be determined prior to drafting a master plan. Such policies might include: * No more new trees * Memorial trees must be trees that already exist * Determine percentage of trees in the Arboretum Prior to specific planning the purpose and mission of the Arboretum should be determined. Once the question of what the Arboretum should be is decided that answer will determine design questions and bed selection. Educational philosophies, planting and maintenance plans should be considered as the purpose of the Arboretum is determined. Ideas to consider include: * Demonstration site for soil, cover crops, gardening * Pleasant place to walk, hike, run * Darden full of trees * Education on the beauty of trees * Focus on tree collection * Labeling of trees * Accurate map to tree location * Now do we want the Arboretum to be used * Aesthetics versus a demonstration site Mr. DIAgostino noted that now the Arboretum is just one of the 96 parks he maintains. He reaffirmed his commitment to put the resources together to make the Ladd Arboretum a showpiece of the park system. Considerations include: * Highlighting different suctions such as the oaks * Look at how to maintain what is there * Determine•if there is enough space to do what needs to be done * Re -landscape the corner of Bridge and McCormick * Educational, attractive landscaping around Ecology Center * Determine what opportunities does'tbe Arboretum currently offer? in conjunction with planning, programs that offer volunteer opportunities could be developed where volunteers learn such things as how to care for urban trees. February s meeting Will involve compiling the Board questionnaires and determining a course of action. Ecology Center Building Addition Hs. Nagel will draft a letter to the City Council discussing the EEA•s donation of a building addition. The latter will net forth the purpose and conditions of the donations. Lighthouse Tour Ms. Lutz will try to arrange a tour of the Evanston Lighthouse for the Board on Saturday, February 1, 1997. EVANSTON ENVIRONXIMAL ASSOC TON Investment Report Ms. Nagel discussed with the Board investment strategies including alternatives to treasury bonds. Ms. Nagel will review the EVA investment guidelines and review alternatives with the Board. Questions to be resolved are the amount of risk and the desired income of the funds. Annual Meeting The Board decided to determine the date of the annual meeting when the building project and plans are ready to be publicized. Earth Day or a fall day were suggested as possible dates. 0 • Joint Meeting with KEB Ms. Coiadarci reviewed her discussions with Nancy Burhop of KED. RED would like to co-sponsor their annual meeting with the RNA. The agenda will be several speakers. No. Lute will contact X2. Burhop to work out the details. Public Relations Bub -committee Ms. Bjornson reported on what she and Mr. singleton developed as a draft mission statement. several goals suggested worst and urban focus, and incorporating a larger spectrum. of people. The Board will review the draft and discuss in February. Draft Mission statement: The Evanston Environmental Association is a community -based organization whose objectives are to promote conservation, to advance prudent/sensible/judicious utilization, and to foster appreciation of our natural resources through education. The EEA demonstrates environmental awareness in an urban contest, and serves people of all ages in Evanston and surrounding communities in cooperation with appropriate individuals, groups, and community agencies. The Evanston Ecology Center is the resource site for the focus of these objectives. r19 U r t Ladd Arboretum Committee Evanston Environmental Association Board Meeting Minutes Wednesday, February 5, 1997 7:00 PM Board Members Present: Marti Bjornson Jenny Coladarci Irene Gregory Emerson Nagel Jeff Singleton Staff Members Present: Linda Lutz, Ecology Center Coordinator Michelle Kelly, Landscape Architect Karen Taira, Ecology Center Educator Others Present: Bob Nagel Robert Grass, Loyola Student Bob Lockwood, Trust Department First Chicago John Zbesko, Portfolio Management, First Chicago Evanston Environmental Association Mr. Lockwood requested that the Board furnish First Chicago with a current Certificate of Incumbency. Ms. Lutz will take care of the details. Mr. Lockwood introduced Mr. Zbesko who explained general investment objectives the Board may want to consider: Determining what percentage of the Fergusson Fund to spend for the building expansion Determining the base level for the Fergusson Fund, i.e. the baseline amount that the Board does not want to go below Investment income needs to provide $15,000 - $25,000 to compensate for budget shortfalls that the Ecology Center may experience r'q It The Board needs to determine prudent investments and balance them with the amount of risk necessary to get a significant return on capital. Mr. Zbesko reviewed the Fergusson Fund portfolio, noting that it Is quite conservative. He listed several options including stock market alternatives noting that too conservative a portfolio will not grow the value of the trust. In the EEA's situation, Mr. Zbesko said that it is worth considering a stock mutual fund. A portion could be put away to grow and the rest used as needed. Mr. Zbesko noted that as an EEA member himself he would like to see the Ecology Center shed some of the out -dated technology in the building development process. Both Mr. Lockwood and Mr. Zbesko noted that First Chicago has some funds available for improvements and projects In Evanston and encouraged the Board to apply for some. The Board thanked Mr. Lockwood and Mr. Zbesko for meeting with them. Ms, Nagel will develop a list of possible options for the Board. Memo to City of Evanston The Board reviewed the memo drafted by Ms. Nagel concerning the donation of an addition to the Ecology Center. The Board agreed on the contents and authorized Ms. Bjornson and Ms. Lutz to finalize and send the memo to the City Manager. Ms. Bjornson will be speaking at the Keep Evanston Beautiful annual meeting, March 13th on the subject of composting. The EEA is participating in a joint battery recycling program with KEB. _L-add Arboretum Commi&Q Michelle Kelly reviewed the questionnaire that Board and staff members had filled out on the Arboretum. Agreement on general principles was consistent: the Arboretum needs to: Be educational Provide an urban tree laboratory Provide information resources Be aesthetically pleasing Establish a sense of place Be a demonstration site for urban landscaping Beautify the North Shore Channel\ The Arboretum and Ecology Center need to be integrated Retain the urban wildlife corridor along the canal banks Ms. Kelly will review Board minutes and questionnaires. The next step will be to determine what is not being done to meet goals. Issues to address include manpower to do maintenance of the Arboretum, differentiation between the Arboretum and other City parks, determine human resources possibilities, look at security issues, develop signage, and establish public relations that help change the current image. Ms. Kelly will develop concise goals as a beginning of the master plan. Lighthouse tour Ms. Lutz was unable to book a tour for the Board of the Evanston Lighthouse. A May tour was suggested by Don Terras, Lighthouse keeper, as the earliest possibility. Change in Meeting Dates The Board agreed to change the dates of the next three meetings from the first Wednesday to the first Monday of the month with the exception of March. New meeting dates are: Monday, March loth Monday, April 7th Monday, May 5th Ladd Arboretum Committee Evanston Environmental Association Hoard Meeting Minutes Monday, March 10, 1997 7:00 PM Board Members Present: Marti Bjornson Emerson Nagel Jeff Singleton Charles Smith Staff Members Present: Linda Lutz, Ecology Center Coordinator others Present: Dan Wegner, EEA Treasurer Bob Nagel Richard Seaman Ladd Arboretum Committee Landscape Architect Ms. Lutz reported that the Department's landscape architect, Michelle Kelly, will be leaving the Department in May. Ms. Kelly will review the basic plans for the Arboretum generated so far. She will highlight the 4th of July Association section as the Association is considering a donation and look at the area around the Ecology Center. The Board expressed concern that the Arboretum plan be finished; it is one section short of being completed. The 4th of July Association is considering donating a flagpole, lights, brick work, and 2 benches. Ms. Kelly has the area designed. Mr. Seaman explained that the 4th of July Association is considering funding a memorial for the Association. The Independence Knoll section is a logical choice as the Association funded the original flagpole in this section. Mr. Seaman noted that in the future the Association may consider additional gifts. The Association preferred benches that would be inscribed over plaques on trees. Mr. Seaman noted that it is important to keep up the general maintenance of the Knoll. M Ms. Nagel moved, seconded by Mr. Singleton to work with the 4th of July Association to maintain Independence Knoll over time. Ecology Center Computer Analysis Mr. Singleton reviewed the computer capabilities of the three Ecology Center computers. He indicated that the 286 model was not useful for the current work of the Center. The remaining two 486's are marginally adequate especially when current use Includes publishing newsletters, maintaining a membership data base, and providing some kind of computerized camp registration. Hard drive space is limited as is memory. Mr. Singleton noted that additional memory could be purchased, but suggested that for a little more money, better computers could be purchased such as 586's. Mr. Singleton will look Into computer liquidation and . exchange sources to get a general idea of what is available and price ranges. Comparisons can be made among new, used, and reconditioned models. Ms. Lutz added that money for computer purchases from the City of Evanston is limited. New purchases are required to•meet City standards. Twlggs Gorden Ms. Lutz reported that a fence, 4 raised garden plots, and 6 regular plots will be added to the community garden as a result of Twiggs Park redevelopment. Ms. Bjornson noted the importance of making new plots available to neighborhood residents. She suggested that the neighborhood receive leaflets describing the gardening program. Improvements will take place in the Fall. Urban Partnership Grant Ms. Lutz reported to the Board that she and Ms. Kelly had written an Urban Partnership Grant that would fund canoes, a floating dock, accessible walkway, canoe orientation and storage area. Additional equipment such as life jackets, paddles, and equipment to outfit the canoes and dock for accessibility'was also included. The Board would like the canoe area to be a part of the larger Ecology Center renovation and be consistent with future architectural guidelines. Ms. Lutz explained that grants are evaluated, and if ours makes it to the second round, we will be able to work with the architect to assure that canoe and dock development is part of the whole plan. Monies for the program will be granted in October 1997. f Evanston Environmental Association investment Review Ms. Nagel reported that she had spoken to Mr. Zbesko regarding some alternative strategies for the EEA's investment portfolio, She reminded Mr. Zbesko that the Board Is anxious to review options, Resolution for Donation of Building Addition Ms. Lutz reported that the EEA's donation of a building addition for the Ecology Center must be done in the form of a resolution. She is working with the Legal Department to develop the proper language. The Resolution will appear before the City Council on Monday, March 24, 1997. Tax Return The Board authorized Ms. Lutz to contact Nakal Accounting Services to do the 1996 review and tax return for the EEA. Liability . insurance The Board authorized Ms. Lutz to complete applications for director's liability Insurance for the Board. Estimated cost is $750 annually for a million dollars worth of coverage. April Meeting. The Board requested that a discussion of the Mission statement as well as a fund raising report be on the April meeting agenda. Change in Meeting Dates The Board originally scheduled their April meeting for Monday, April 7th. Several members will be out of town and the meeting is rescheduled for Monday, April 14th at 7:00 PM at the Ecology Center. Ladd Arboretum Committee DRAFT - not aonroved . Evanston Environmental Association Board Meeting April 14, 1997 7:00 PM BOARD MEMBERS PRESENT: Irene Gregory BOARD MEMBERS ABSENT: Jennifer Coladarci, President Katie Maahs Bally Marti Bjornson Emerson Nagel John Singleton' Charles Smith STAFF MEMBERS PRESENT: Linda Lutz LADD ARBORETUM COMMITTEE A quorum was not present; no meeting of the Ladd Arboretum Committee occurred. t 4 1 Ladd Arboretum Committee Evanston Environmental Association May 5,1997 BOARD MEMBERS PRESENT: Marti Bjornson Jennifer Coladarci Matthew Frazell Irene Gregory Emerson Nagel Jeff Singleton Dan Wegner, EEA Treasurer BOARD MEMBERS PRESENT: Charles Smith STAFF MEMBER PRESENT: Linda Lutz OTHERS PRESENT: Bob Nagel New Board Member The Board welcomed new member Matt Frazell. Matt is a horticultural ist at the Chicago Botanic Garden. Summer Camp Update EcoXplore camp for 8 - 12 year olds is full, Terminal Buds {end of summer camp}, as are half day sessions of EcoQuest. Some spots remain in EcoQuest and Wildflowers. Afternoon sessions for the 2nd and 3rd sessions at Lovelace Park were combined with the Ecology Center Wildflower program. The hiring process for staff continues. Department Director Search Update No confirmed information; the City Manager is still negotiating. Community Garden Update Complaints have started about James Park and garbage collection. Parks crews cleaned up last years yard waste. Parks will empty garbage as wood chips and compost are filled on Fridays. Nina will put signs up and stencil yard waste only on cans. Gardeners work days are set. Better publicity will help the gardener's exchange next year. Spring Plant Sale The Spring Sale at the Carlson Greenhouse will take place three Saturdays in May. Linda will confirm the hours. All plants are "home-grown" in the greenhouse. New windows in the greenhouse look great. North Shore Channel The Board discussed the issues of the North Shore Channel. It appears that Skokie will go forward with a launch facility in the Fall. Motorized boats can be launched from Skokie. The Board expressed concern that motorized vehicle use would change to natural system of the canal in a detrimental way. Suggestions for what could be done included a public hearing that would address conservation issues. Meeting Date Change The Board voted to have its' regular meeting on the first Monday of the month. Miscellaneous Business • Rotary International donated a maple tree to the Friendship Garden area • The Center's Arbor Day family program was well attended • A 2 day wilderness first aid course was offered at the Ecology Center May 3rd and 4th • Leaf Blower ordinance goes into effect May 15th • 2nd phase of Urban Resources Partnership Grant is due May 30th • The Center is considering buying 7 canoes from the American Youth Hostel program • Plant exchange at Emerson's on may 18th EEA Mission The Board agreed that it was problematic to have the EEA, Ladd Arboretum Committee, and Ecology Center in the same sentence. Although it would be good to reflect the differences in each group. The Board believes a combination of what is currently written would make an appropriate mission statement. The larger question of how the EEA wants to be perceived was discussed. We may want to consider a different name than Ecology Center. If a new names develops the appropriate time to introduce it would when the building is redone. Focus on the mission is important as it provides the foundation for organizational fundraising and will determine key projects that the Board will work on. Ms. Nagel moved, seconded by Ms. Coladarci to approve the proposed new mission statement as developed by Ms. Bjornson and Mr. Singleton. Fundraising Mr. Nagel, Ms. Nagel, and Ms. Gregory reported that they were looking for an annual fundraiser that has a fun, elegant tone. The projected time in early in 1998. The idea would be to have the event the same time each year. Events could include a silent auction, interesting speaker, scavenger hunt birding marathon, photo gallery, etc. , Ideas included: • Maple sugar time, pancake breakfast • Tie in to Evanston's natural resources • Focus on one event • Want organization to be taken seriously • Look to access large donation • Family nature day, adventure day • Broad based funding • Buy a brick • Whole Foods, as a sponsor • Something to do at each of our sites, use of Ecology Center, Community Garden, Lighthouse, Greenhouse, Wildflower pilgrimage • June has good weather • Annual Meeting • Hayride • The event needs a financial sponsor Director's Liability Insurance Mr. Singleton moved, Ms. Nagel seconded to approve payment for the Director's liability insurance. The Board approved the motion. Ms. Lutz will take care of the details. Next Meeting The next meeting of the Ladd Arboretum Committee will be Monday, June 2nd at 7:00 PM at the Ecology Center. to Ladd Arboretum Committee DRAFT - not approved Evanston Environmental Association Board Meeting June 2, 1997 7:00 PM BOARD MEMBERS PRESENT: BOARD MEMBERS ABSENT: OTHER ATTENDEES: STAFF MEMBERS PRESENT: LADD ARBORETUM COMMITTEE Tour of Lighthouse Jennifer Coladarci, President Marti Bjornson Matt Frazell Irene Gregory Emerson Nagel John Singleton Charles Smith Bob Nagel Linda Lutz The Board expressed interest in touring the Lighthouse. Ms. Lutz will make arrangements with Don Terras, the lighthouse keeper. The Board suggested Saturday, June 21 between 7:00 and 9:00 AM. The Board discussed the limited accessibility of the Lighthouse and the importance of having the facility open to the public more frequently than just weekend afternoons during the summer months. Ms. Bjornson will investigate the historical use of the site. Summer Camp Update Summer camp staff has been hired and training will start June 9th. The end of summer camp, Terminal Buds is full. The Lovelace Park pre-school camp does not have full enrollment. Other camps vary from 90 -100% full. New Director Doug Gaynor from Modesto, California has been selected as the new director of Parks/Forestry and Recreation. He will begin around July 4th. Spring Plant Sale The Spring plant sale at the greenhouse grossed around $800. Alexis will be planting the plants in the back of the Civic Center. North Shore Channel The Board discussed the situation with the Skokie Park District building a boat launch facility on the property east of the canal between Main and Oakton. Concern was raised regarding gas powered motor use and the impact on the canal and canal banks. The Board will keep track of the issue. The City of Evanston's position on the facility is unclear. The canoe programs offered by the Ecology Center were very well attended. Eight were offered in the Spring. Plans will continue for fall canoeing. Household Hazardous Waste Collection Day: Ms. Lutz and Max Rubin, Director of Facilities Management will meet with the IL EPA on June 6th to discuss holding a one day collection site in Evanston. The IL EPA is finalizing sites for Fall 1997 and Spring 1998. Soil testing The soil testing program researched by Ms. Gregory was used by 25 gardeners. Reduced costs for the service allowed each gardener to pay $14.95 for a complete test. Community Gardens Ms. Gregory initiated a discussion on the Community Gardening Program. Garbage pick-up is still not good. Mr. Rubin is discussing with Fleet Services how garbage can be picked up efficiently. Ms. Bjornson would like to see composting initiated at the garden sites which would complete the "ecological circle". Mr. Smith noted that 3 stages of compost could be in progress at the gardens. Central composting could occur as well as composting with in individual garden plots. There should be a way to maximize the benefit for the greatest number of people. Ms. Bjornson suggested that gardeners may need some education about composting. Perhaps the project could increase a sense of community within the gardens. For James Park quadrant composting may work better than a single spot. Additional suggestions for the community gardens included: • Orientation meeting for all gardeners: make it mandatory Bring all people together and explain the rules • New gardeners should mix with continuing gardeners at a pre -season garden meeting • Promote education days; either at the garden or the Ecology Center • Promote community service days • Do a meeting per garden with all people attending • Garden signage should be in three languages (at James Park?) Evanston Environmental Association Liabtilty Insurance The liability insurance policy for the EEA Board has been activated. The cost was $750 for a year's coverage. The initial contact for the insurance was made through the Illinois Association of Non -Profit organizations reducing cost of the policy by a minimum of $3,000. Fundraising No general direction has been decided upon. Suggestions included: Canoe Marathon Duck "pond", setting numbered ducks afloat in the canal Urban Resources Partnership Grant The grant proposal for the accessible walkway was submitted to the Urban Resources Partnership program. Decisions will be made at the end of June. Tax Preparation for 1996 Ms. Lutz will be sending the information needed to complete the annual tax forms and accounting review to Nakhal Accounting. RFP for Architectural Services The RFP for architectural services for the Ecology Center renovation has been reviewed and will go out later this month. Proposals should be due in by mid -July. 0. Canoe Purchase Ms. Lutz will research getting the City to reimburse the EEA for the $1400 canoe purchase. The canoes were essential for the spring canoeing program. All seem to be In good condition. Mission Statement To be discussed in July Investment Direction The Board reviewed information from Widmann, Siff & Co. And suggested that Ms. Lutz invite a representative to the July meeting. Next Meeting; The Next meeting of the Ladd Arboretum Committee and the Evanston Environmental Association will be Monday, July 7th at 7:00 PM Ladd Arboretum Committee Evanston Environmental Association Board Meeting July 7, 1997 7:00 PM BOARD MEMBERS PRESENT: BOARD MEMBERS ABSENT: DRAFT - not aw3roved Jennifer Coladarci, President Marti Bjornson Matt Frazel Irene Gregory Emerson Nagel John Singleton Charles Smith None OTHER ATTENDEES: Dan Wegner, EEA Treasurer Bob Nagel Harry Vroegh STAFF MEMBERS PRESENT: Linda Lutz LADD ARBORETUM COMMITTEE The Board toured the Lighthouse facility viewing a video on the Gross Pointe Lighthouse (originally produced by the EEA), talking with Lighthouse keeper, Don Terras, and climbing the lighthouse tower. June meeting minutes The Board approved the minutes of the June 1997 meeting. North shore Channel Ms. Lutz noted that Skokie's current plans for a dock appear to be for non -motorized boats, with the exception of MWRD boats. We will be on a list to be notified by the DNR when Skokie applies for a permit for the project. Urban Resources Partnership Grant The accessible dock project did not receive funding. Several other sources will be contacted for funding over the next year. Responses to RFP's Responses are due Thursday, July 10th. The Board decided to meet on Tuesday, July 15th to review the proposals and determine which proposals bear further investigation. New Director Doug Gaynor, the new director of Parks/Forestry and Recreation began work today. He will be meeting the Board over the next several months. Meeting Schedule The Board agreed to continue meeting the first Monday of each Monday. August's meeting will be Monday, August 4th at 7:00 PM. Arboretum Project Ms. Lutz informed the Board that the North (east) end of the Arboretum will be the site of a construction project for the next 2 years. A new connection to the deep tunnel is being proposed as part of the long-range sewer project. The Board requested that Ms. Lutz invite staff from the Water and Sewer division, as well as Parks/Forestry, to the August Board meeting. Evanston Environmental Association Harry Vroegh of Whitman, Siff and Co., Inc. of Bryn Mawr spoke to the Board about the company which is generally considered very traditional money managers. The emphasis of the company is to look for undervalued stocks, buying these investments when the stock is temporarily out of "favor." The company follows several strategies: • Pick stocks that yield dividends; predictability of earnings • You don't have to buy speculative stocks to make money • Clients can impose their own restrictions Clients have a choice between discretionary (give the money and let the company investor non -discretionary where the investor has to be notified before buying or selling. Cost of services are paid quarterly, 1% on funds under 1 million, with no commissions on trades. Investments have to go through a brokerage house where there is generally a brokerage fee. Mutual funds cost is .8% on no-load mutual funds. The Board explained that a substantial part of the Fergusson fund will be used for Ecology Center improvements. This situation makes it important to get a better return on the remaining money. Generally the Board has been conservative. At the end of the Ecology Center's fiscal year the EEA makes a contribution ranging from $15,000 to $28,000 depending on the year. Some of the funding comes from investment income, the rest comes from membership fees and donations. As treasury bill mature the money in the Fergusson Fund is rolled over into a mutual fund. Board goals for investment income would be in the area of $20,000 annually. Mr. Vroegh noted that in an investment of $200,000, four to five mutual funds could comprise the portfolio. Whitman Siff researches funds; an option would be to pay for the research information if the Board was interested in taking on investment decisions. Generally if the Board chose Whitman Siff as professional fund managers, quarterly reports would be provided. Long term investment -strategies would include a 4 - 5 year investment term, The Board thanked Mr. Vroegh for his presentation. Ms. Nagel moved, seconded by Mr. Singleton to debate and make a decision on whether the EEA should continue the current investment policies or secure the services of a professional money manager. The Board approved the motion and agreed to meet at 7:00 PM on Wednesday, July 23rd at the Ecology Center. Tax Preparation Tax preparation for the fiscal year 1996-97 is underway and will be completed in July. ECTV Environmental Program The Board agreed to pay ECTV $150 for an annual sponsorship of an environmental program series that ECTV broadcasts. The EEA will be acknowledged each time the program is broadcast. Next Meeting The next meeting of the Ladd Arboretum Committee 1 Evanston Environmental Association will be Monday, August 4th at 7:00 PM at the Evanston Ecology Center. Ladd Arboretum Committee DMFT - not aaoroved Evanston Environmental Association Board Meeting August 4, 1997 7:00 PM BOARD MEMBERS PRESENT: Marti Bjornson Matt Frazel Irene Gregory Emerson Nagai John Singleton BOARD MEMBERS ABSENT: Jennifer Coladarci Charles Smith OTHER ATTENDEES: Dan Wegner, EEA Treasurer Bob Nagel Harry Vroegh Harwza Engineering: John Chitty, Tom Rowlett STAFF MEMBERS PRESENT: Linda Lutz, Paul D'Agostino, Doug Gaynor, Max Rubin, Dave Stoneback, LADD ARBORETUM COMMITTEE Harwza Engineering gave a presentation to the Board on the proposed part of Phase 6 of the Evanston sewer relief project which will affect the east end of the Ladd Arboretum. Currently the deep tunnel access at the east end of the Arboretum collects run off from NE Evanston, NWU, and parts of the downtown area overburdening the system. Phase 6 proposed a 108 inch sewer pipe with a series of connections that will collect run-off thereby reducing the amount of water that causes basement flooding. The deep tunnel runs 250 - 300 feet below the canal. In researching locations to add the new connection to the deep tunnel, the following considerations were made: proximity to 2 story buildings, 500 feet from nearest structures ( a considerations for blasting), proximity to residential housing, Interruption of traffic patterns, and ease of construction. The area at the east end of the Arboretum provides the best location. The east end of the Arboretum already has one deep tunnel connection. The new construction must be 200 feet away from the existing connection. An 80 foot drop shaft through dirt will be followed 170 feet of blasting through rock. Water delivered through the deep tunnel ends up in McCook on the sanitary ship canal. In surveying the area approximately 24 trees will need to be removed. Harwza had flagged the area in question and the Board toured the east end of the Arboretum. Damage to trees may Include vibration which can cause stress and potential problems if the ground moves with the blasting. Blasting should be 1 - 2 times a day and will be done 80 feet under ground. The Ecology Center should be able to feel the blasts. Six to eight trucks a day will be loaded with tunneling debris. The tunneling operation itself lasts about 6 months. The longest part of the project will be putting the tunnel lining In which will be coming from Orrington Avenue. A temporary gravel road will be installed resulting in significant compaction of the soil. Trees need to be removed from the construction area. A crane will be located on site and the area will be fenced with a 12 -14 foot high chain link fence. At the end of the project Harwza will restore the area as designated by the Superintendent of Parks/Forestry. This matter has not been discussed as yet. Some trees will be relocated; others are too large to relocate. Tree warranty is 2 years in length. Harwza will need to monitor the facility twice a month to check the control gates and operating system. They will come in a small truck. Bronze sluice gates will last 50 - 100years. The project is generally on time. Estimated time of construction is 2 years. The lowest responsible bidder will be the contractor. Contractors have generally done good work. Funding for the project is not verified but is expected to be received by March 1998. This means that the project would start in 1998. However, they would like to remove the trees this Fall as Fall is a better time to remove trees than Spring. Details regarding the Arboretum, tree removal, and tree replacement will be approved by the Superintendent of Parks/Forestry. Trees where trimming will be required will be the responsibility of the Parks/Forestry Division. A problematic area will be an 80 foot clear cut section that provides access to the 20 foot wide control gates and operating system. Possibilities for reducing the clear cut nature of this section include: a canal overlook, a prairie, canoe livery, and/or street screen. The Board thanked City staff and Harwza for their presentation and tour. Board Officers Board elections were deferred until the September meeting. EVANSTON ENVIRONMENTAL ASSOCIATION Incumbency Certificate The current incumbency certificate will be valid until after the Board election when a new certificate will be drawn up. Bank Accounts The Board approved a motion changing the 3 accounts currently at Bank One ( 2 savings and a checking to First Bank and Trust of Evanston. Investment Committee Review Ms. Nagel reviewed a meeting that the Investment Committee had with Harry Vroegh. The committee had asked for three scenarios regarding and investment outlook: most conservation, less conservative, and more aggressive. Mr. Frazel discussed the area of green funds and setting parameters such as no nuclear, no alcohol, etc. stocks. Points in the discussion included: • The small size of the portfolio • Multiple parameters can be limiting in selecting a portfolio with high returns • Supporting the sustainable use of natural resource • Investment strategy should reflect the association's mission. • Green investing doesn't necessarily reflect a sound investment • We need education on socially conscious investing Some green funds have had good retums • Priorities today are financial, tomorrow's maybe more eco-friendly Mr. Singleton noted the additional need to raise visibility of the EEA, bring in more members, and be accountable to the organization. Ms. Nagel added that with depleting half of the funds for the building we will have to do some serious fundralsing. What ever decision Is reached it should be reviewed quarterly for the first year. Mr. Nagel suggested that as a small client one solution might be to invest a small percentage In a green mutual fund for example. The goal should be to grow as fast as we can reasonably. Ms. Bjornson said it was important to know where our Investments are, that we need to be able to justify our actions and remain fiscally responsible. Mr. Frazel suggested that option 2 with 70% mixed equities, and 30°% in social or green funds might be good. After several motions, approvals, and reversals, the Board decided to settle the financial debate at the September meeting. Next MWIng The next meeting of the Ladd Arboretum Committee 1 Evanston Environmental Association will be Monday, September 8th at 7:00 PM at the Evanston Ecology Center. Ladd Arboretum Committee Board Meeting September 8, 1997 7:00 PM BOARD MEMBERS PRESENT: BOARD MEMBERS ABSENT: OTHER ATTENDEES: DRAFT - not approved Jennifer Coladarci, President Matt Frazel Irene Gregory Emerson Nagel John Singleton Charles Smith Marti Bjornson Bob Nagel Mikel Bresee Geralyn Vankerschauer Margaret Hallen Ann and Pete Bretland STAFF MEMBERS PRESENT: Linda Lutz PUBLIC HEARING RE: CAPITAL IMPROVEMENTS PROGRAM Public Hearing The Committee began the public hearing by explaining that the Capital Improvement Program of the City of Evanston designates projects that are not part of normal operating funding. The C1P program covers areas and facilities that are either owned or maintained by the City of Evanston. The Board welcomed comments and concerns from the public. Geralyn Vankerschauer: Has been a James Park community gardener for 5 years. Her plot has had theft and vandalism. Recently the gate to her plot was broken, all her peppers stolen, the fence pushed down, poles sawed through. She likes the gardening program but, can't continue with it if the vandalism continues. CIP changes she would like to see: • A decent fence around the outside of the community gardens preferably chain link • An entrance gate to replace the one that used to be there until the it was removed when the gravel was placed behind the recycling center • Lights on the back of the recycling center; the other 3 sides have lights Additional issues included checking the garden to see if someone is living there, lack of security, and questionable safety of gardening at James Park. The vandalism and theft leave the gardener's feeling helpless and subject to the actions of people who have no regard for gardener's. Lights on the building could help with the security of the garden. With the building of the recycling center, the gardens are blocked from view of the road thereby reducing the garden's security. Crime congregates in areas that people don't care about; this is what is happening at James Park. Ann and Pete Bretland: Inquired about who is in charge of Green Bay Road project and the Arboretum. Several concerns about the Arboretum included: • Bird Sanctuary is overgrown • Nice mulch piles around dead trees • Friendship Garden should be stunning • Arboretum needs more than 1 garbage can • Arboretum is overgrown, it could and should be beautiful • Proper pruning needs to be done throughout the Arboretum • Trees need water; watering is basic • Peoples tree donations need to be properly taken care of • If something isn't done soon, the Arboretum will get worse and then the Arboretum will not be retrievable • It's important for real estate that beautiful areas are maintained • Entrance to Ecology Center needs improvement The Committee noted that the Arboretum has matured to a level beyond the original plan. The Committee has set as one of Its 3 major goals developing a master plan for the Arboretum that will address these issues. An additional problem the City faces is no having the personnel to do the required maintenance. Maintenance items should be addressed in the annual budget. The Committee additionally mentioned the changes that will occur with the deep tunnel project at the east end of the Arboretum. It will be an opportunity, after construction, to improve this entrance to the Ladd Arboretum. Regarding the Green Bay Road situation: So much money was spent on stone walls; need to spend money on plants that look good The look of Green Bay Road is awful; the money spent on plants was wasted Margaret Hallen: Added that the Recreation Board is doing a park inventory which will be geared at identifying issues that need to be addressed in the parks. Lots of areas need work; it's important to insure that there is money to maintain all facilities. The Committee assured people that their ideas would be presented as a part of the CIP planning process. Nothing is guaranteed at this point as projects are evaluated in relation to all City CIP concerns. August LAC minutes The August 4, 1997 minutes were approved with the correction of Harwza to Harza. October Meeting The Committee will be discussing the proposed budget for the Ecology Center operation at the October 6, 1997 meeting. The September 8th meeting of the Ladd Aboretum Committee was adjourned. Ladd Arboretum Committee Board Meeting October 6,1997 7:00 PM BOARD MEMBERS PRESENT: DMFT - not ARorr o Rd Marti Bjornson Irene Gregory Emerson Nagel BOARD MEMBERS ABSENT: Jennifer Coladarci Matt Frazel John Singleton Charles Smith OTHER ATTENDEES: Bob Nagel STAFF MEMBERS PRESENT: Linda Lutz Budget Review The Board discussed the budget for the fiscal year 1998-99. Ms. Nagel commented that the City budget format, while It may be understandable to staff, was difficult to understand. She suggested that It be simplified. Ms. Nagel will send Ms. Lutz a suggested format to use for the Board. Additlonaliy Ms. Lutz will send the justification sheet that more specifically defines what the budget categories cover. Ms. Lutz will additionally develop a list of responsibilities for both the Ladd Arboretum Committee and the Evanston Environmental Association to aid the Board in understanding the separate functions. Human Services Committee Ms. Nagle, Ms. Bjornson, and Ms. Gregory discussed the meeting with the Human Services Committee. The Board agreed that there is work to be done regarding C educating the Council on the functions, activities, and progrargj cT iria tcoM0101 Center and Ladd Arboretum. The Human Services Committee indicated that the Ladd Arboretum Committee'should take a community wide approach to gathering Information and Ideas for the Ecology Center renovation. Architectural Process Mr. Gaynor will be meeting with Paul D'Agostino and Ms. Lutz to discuss the Ecology Center renovation and future plans to the Ladd Arboretum. Facilities Management will participate In discussions prior to the interviews for architectural services. Interviews and selection should take place before the end of the year. Public meeting could take place starting In January. Public meetings should be held around town to gather lots of Ideas. Perhaps meetings should take place with the Lighthouse Park District as well as Ridgeville. Board Elections Ms. Lutz will send out the current by-laws with the November packet. Roles of the positions are described In the by-laws. The Board can then determine what Is C,1 appropriate and proceed with elections. The newly developed mission statement may be Instrumental in determining If the officers and committee chairmen currently in the by-laws are what the organization requires for current functioning. American Community Garden Association Ms. Bjornson asked If the Board would recommend that her registration for the American Community Garden Association conference be covered under the funds allotted to each Board. The Board approved Ms. Bjornson's request and Ms. Lutz will forward the Information to Pat Casey, Director of the Budget Office. The Board adjourned. The next meeting of the Ladd Arboretum Committee will be Monday, November 3, 1997 at 7:00 PM at the Ecology Center. r Ladd Arboretum Committee Board Meeting December 8,1997 7:00 PM BOARD MEMBERS PRESENT: BOARD MEMBERS ABSENT: OTHER ATTENDEES: DRAFT - not approved Marti Bjornson Matt Frazel John Singleton Charles Smith Irene Gregory Emerson Nagel None STAFF MEMBERS PRESENT: Linda Lutz November Meeting Minutes The Board approved the minutes of the November 1997 meeting. 1998 Meeting Schedule The Board discussed the meeting schedule for 1998. Based on discussion during the EEA meeting, the Board agreed to a change in meeting schedule. The LAC and EEA will meet on the first Monday of each month, however, the meeting will be devoted to either LAC or EEA business to clarify the dual responsibilities of the Board. The LAC meeting schedule for 1998 will be: February April June August October December i On the alternate months the Board will meet as the directors of the EEA. Ladd Arboretum Brochure The Committee briefly looked at 2 mock brochures developed through the Lincolnwood Garden Club that will highlight the Ladd Arboretum. As the final educational phase of the tree identification project, the Garden Club would like to produce an educational brochure of the Arboretum. Ms. Lutz will invite members of the Lincolnwood Garden Club to attend the February meeting to discuss the project. February 2, 1998 Agenda The February meeting agenda will include: 1. Board Re -organization 2. Summer camp registration 3. Lincolnwood Garden Club Arboretum Project 4. Status of Deep Tunnel Project 5. Ecology Center Renovation Status Report The February 2, 1998 meeting of the Ladd Arboretum Committee will be held at 7:00 PM, at the Evanston Ecology Center, 2024 McCormick Boulevard, Evanston, IL 60201. Ladd Arboretum Committee Evanston Environmental Association Board Meeting March 11, 1998 8:00 PM BOARD MEMBERS PRESENT: BOARD MEMBERS ABSENT: DRAFT - not anDroved Marti Bjornson Pat Frank Irene Gregory Jeff Singleton, President Matt Frazel Emerson Nagle Charles Smith STAFF MEMBERS PRESENT: Linda Lutz LADD ARBORETUM COMMITTEE Ecology Center Budget Ms, Lutz reported that the Budget had been approved. The only change was a reduction of $2500 which was requested of all community centers in the Parks/Forestry and Recreation Department. The money was deleted from summer camp salaries. LAC Objectives The Board discussed creating a set of objectives for the LAC which would include a statement of purpose, prioritization of responsibilities, and activities that fulfill the directives as written in the ordinance. This document of objectives would be published and made public. The objectives would serve as structure for citizens to understand the working of the Board, as well as elected officials, Human Services Committee, and City staff. Objectives would be need for both the EEA and the LAC. EEA and LAC objectives should be compatible, but not identical. The EEA objectives would reflect back to the EEA by-laws; the LAC back to the defining ordinance. The objectives would define who we are and why we are here. The Board decided that instead of discussing the objectives at this meeting, that each Board members would develop some objectives for both the EEA and the LAC that will be presented at the April 6, 1998 meeting. The purpose of the April 6th meeting will be to draft the objectives. Community Garden Ms. Bjornson reported on the Community Garden meeting that was held Saturday, January 31, 1998 at the Ecology Center. The following changes were made: A list of gardener names and plot numbers will be distributed to all gardeners: e.g. James Park will receive a list of only James Park gardeners that will read Mary Lou JP1, etc. Each garden will have representatives who will be a contact person In the garden that may be able to help with issues on site. Each garden representative will be a liaison to the Garden Coordinator, LAC, and police officers. Representatives are voluntary. James Park will have 4, the rest of the gardens will have 1 representative. The Board discussed the role of the Board with the community garden program. In the past the Board has been a sounding board for gardeners, mediated some issues, and determined the level of administrative support received by the Garden program. Next Meeting The next meeting of the LAC will be Monday, April 6, 1998 at 7:00 PM at the Ecology Center. EVANSTON PARKS ECOLOGYCENIER ll Ladd Arboretum Committee Board Meeting April 6, i998 8:00 PM BOARD MEMBERS PRESENT: BOARD MEMBERS ABSENT: Evanston Ecology Center 647.864.5t81 Telephone 2024 McCormick Boulevard 847.864,9387 Facsimile Evanston, Illinois 60201 DRAFT - not aauroved Marti Bjornson Pat Frank Irene Gregory Emerson Nagel Jeff Singleton, President Matt Frazel Charles Smith STAFF MEMBERS PRESENT: Linda Lutz LADD ARBORETUM COMMITTEE Minutes of March 11, 1998 were approved with the following correction: Delete Evanston Environmental Association from the masthead Additionally the Community Garden section was amended to clarify that there will be one representative for each 25 gardeners and no garden will have fewer that 2 representatives. LAC Objectives The Board discussed the 1980 ordinance and noted that there were sections of the ordinance that dealt with fundraising. As the LAC has not done fundraising for some time the Board should consider changing these sections. Additionally the ordinance states an association with the Lighthouse Park District which r the Board suggested should be focused on, if even just to send memorandums or correspondence. Changes to ordinance as suggested by the Board included: ► 2-6-3 (B) Delete this sections which focuses on fundraising ► Add as (B) Oversee the administration of the Evanston Community Garden Program ► 2-6-3 Section C change to: approve disbursements of moneys contributed to the Ladd Arboretum and the Ecology Center Plan Commission Ms. Frank reported on attending the Plan Commission review of the Comprehensive General Plan for Evanston. She noted that her comments dealt with the environment section of the Plan. One general idea for an environmental emphasis would be to require that any variances given through the Zoning Board have some environmental *concessions" granted, Draft Memo to Human Service Committee Re; Objectives Ms. Bjornson will draft a memorandum to the Human Services Committee noting that the LAC is reviewing the LAC Ordinance. Recommended changes will be highlighted. Memorandum to Department Director The Board reviewed a memorandum to the Parks/Forestry and Recreation Director from the Ecology Center highlighting changes in the procedure for the EEA annual payment which as of February 1998 will be determined as a bill for services rendered. The memorandum outlined the procedure. The Board will consider drafting a similar memorandum. Next Meeting The next meeting of the LAC will be Monday, May 4, 1998 at 7:00 PM at the Ecology Center. Ladd Arboretum Committee Board Meeting May 4, 1998 7:00 PM BOARD MEMBERS PRESENT: BOARD MEMBERS ABSENT: STAFF MEMBERS PRESENT: Others Present: DRAFT - not approved Marti Bjornson Matt Frazel Pat Frank Irene Gregory Emerson Nagel Jeff Singleton, President Charles Smith Linda Lutz Bob Nagel LADD ARBORETUM COMMITTEE Ladd Arboretum Committee The Board discussed proposed changes to the City Ordinance that deals with the Ladd Arboretum Committee and its responsibilities. The Board determined that fundraising is no longer a part of the Committee's responsibilites: the LAC has not functioned in this capacity for over 15 years. The Committee suggested deleting section 2.6.3.E and replacing as section B; oversee the administration of the Evanston Community Garden Program. Section 2-6-3-C, the LAC suggested changing to; approve disbursements of monies contributed to the Ladd Arboretum and the Ecology Center. Ms. Bjornson presented the changes that the Board thinks need to be taken to update the ordinance. Ms. Nagel moved, and Ms. Frank seconded, to accept the proposed changes to the City of Evanston ordinance concerning the LAC and forward the suggested changes to the Human Services Committee. The Board approved the motion. Ms. Bjornson reviewed a memorandum to the Human Services Committee concerning the ordinance. The Board approved the memorandum as written. Ms. Bjornson will complete the memorandum and forward to the Human Services Committee. Northwestern Engineering Students Ms. Lutz reported that a group of Northwestern engineering students are working on a school project to take a look at the Ecology Center and see if we are using the space efficiently. The Board discussed the issue of the Ecology Center staff working with the students. If the NU students have plans that can be sent to the Committee, Ms. Lutz will send out to the LAC for their review. Adjournment Ms. Bjornson moved, seconded by Ms. Frank, to adjourn the LAC meeting. Next Meeting The next meeting of the LAC will be Monday, June 1, 1998 at 7:00 PM at the Ecology Center. Respectfully submitted, U".4� ta.�r Linda Lutz Ecology Center Coordinator Ladd Arboretum Committee DRAFT • not approved Board Meeting June 1, 1998 7:00 PM BOARD MEMBERS PRESENT: Marti Bjornson Matt Frazel Pat Frank Irene Gregory Emerson Nagel Jeff Singleton, President BOARD MEMBERS ABSENT: Charles Smith STAFF MEMBERS .PRESENT: Linda Lutz Others Present: Bob Nagel LADD ARBORETUM COMMITTEE Minutes May 4, 1998 The Board approved the minutes of the May 4, 1998 meeting with the following correction: Under Northwestern Engineering Students; change plans to ideas on building design that would help the LAC in the building renovation. News of the Ecology Center The Board discussed the current layouts of the News of the Ecology Center; which serves as the newsletter for the Ecology Center and the EEA, and the Garden Newsletter which goes out to all gardeners in the Community Garden Program. Modifications will be made so that the logos on the publications reflect their origin; that is whether the publication is an Ecology Center publication (which will use the Evanston Parks logo) or if the publication is an EEA piece it will have the EEA logo. Adjournment There being no further LAC business the LAC Board adjourned. Next Meeting The next meeting of the LAC will be Monday, July 6, 1998 at 7:00 PM at the Ecology Center. Respectfully submitted, L' W Linda Lu z Ecology Center Coordinator .11 LADD ARBORETUM COMMITTEE DRAFT - not aaaroved Board Meeting July 7, 1998 7:00 PM BOARD MEMBERS PRESENT: Marti Bjornson Patricia Frank Matt Frazel Irene Gregory Emerson Nagle Charles Smith BOARD MEMBERS ABSENT: Jeff Singleton STAFF MEMBERS PRESENT: Linda Lutz, Ecology Center Coord. Doug Gaynor, Director Parks/Forestry & Recreation Paul D'Agostino, Superintend't Parks/Forestry LAC Minutes: June 98 Ms. Nagle presided at the meeting in the absence of Mr. Singleton. The Board approved the minutes of the June 1998 meeting. Deep Tunnel Project in the Ladd Arboretum Mr. D'Agostino discussed the proposed deep tunnel project saying that he had been notified by Dave Stonebeck of the Water and Sewer Division that funding had been received, and may be available as early as September, for the project at the end of the Ladd Arboretum. Mr. D'Agostino reviewed with the Board that the restoration at the end of the project must be submitted now, before the project begins. Issues include such things as: 4 Number of trees moved ♦ Number of trees removed Ratio of number of trees replaced (e.g. for every large tree, four small trees will be planted, etc. 4 Trees to be moved will be moved one time; appropriate tree and root pruning will be done prior to the move 4 Guarantee that trees moved will at least last through one growing season or replacement will be necessary Mr. D'Agostino noted that there is space for trees in many -of the parks outside the Arboretum. When possible the trees will be moved to a site in the Arboretum. The Board designated Mr. Smith as the Board's liaison to work with Mr. D'Agostino on the project. Mr. Smith noted that big trees can be moved with a large tree spade. The ideal time would be October or November. Mr. Smith will keep the Board informed of the progress of the project. Mr. Smith proposed that the end product of the project should be an interesting landscape. He suggested that perhaps we should investigate some elevation change by incorporating a serpentine mound. Approximate dimensions 6- 8 feet In height and 15-20 feet in length. As the area will have extra dirt from the excavation, it would be the perfect time to incorporate a mound feature. Benches and groupings of trees could be incorporated in the curved areas. Mr. Gaynor suggested that the Board work with the Police Department to determine if a mound would present any security problems. The Board suggested to Mr. D'Agostino that all memorial tree donors whose trees are being moved be notified in advance of the move as a courtesy. Information could be given on where the tree would be moved and how the tree would be replaced. As the project progresses the Board suggested the following: ♦ Notify neighbors on both sides of the canal of the project ♦ Do media releases regarding the project, tree removal and restoration to Evanston Review, Roundtable, Daily NU, ECTV, etc. ♦ Post signs on the site that tell of the project, what's being done and completion date • Do a sign that tells how the area will be restored Mr. D'Agostino will get Mr. Smith a copy of the Harza plan for which trees are to be removed, the project area, and site elevations. Ecology Center Renovation Staff reported to the Board that architect interviews will be done on Wednesday, July 16th. Two firms will be selected to interview with the EEA Board on Monday, August 3rd. Ms. Lutz will send the Board the responses to the RFP's for the 2 architects that will interview before the Board. After reviewing the proposals the Board can formulate questions to ask the prospective candidates. A presentation by the architect will be given first lasting approximately 15 minutes. Following the architect selection, a contract will be worked out with the firm. Public meetings will be scheduled throughout the City. Staff as well as Board representatives should be at the meetings. The importance of the meetings is to have people who are interested come and give ideas of what they would like to see. Information should be available at the public meetings that covers what is the Ecology Center, current programs, plans for the groundslbuilding & programs, how funded, and brief history. Ms. Frank noted that for fundraising information should be available on the EEA Including membership, future plans, fundraising, investments, how the Board supports the programs, etc.. Mr. Gaynor noted that it's important to avoid confusion by the general public between the LAC and the EEA during the public meeting process. One goal is to turn the process to a public one that is not "elitist." Mr. Gaynor added that current outreach programs by the Ecology Center are helping to increase the Ecology Center's visibility throughout the community. Mr. Gaynor suggested that the Board talk to the aldermen first so they are informed about the program before the public meetings occur. One suggestion was to get on the Human Services Committee agenda and be pro -active about the renovation process. Comments could also be made at the public comment period that occurs before each City Council meeting. Public Comment could include the selection of the architect, where the project is going, etc. Prior to public meetings a check could be made with the aldermen to select times and locations for public meetings. This should be an exciting and fun project. Community Gardens Ms. Gregory commented on James Park community garden as a place where gardeners are at risk of being ripped off. Ms. Gregory's comments reflected her position as a gardener, not a reflection of the Board members. Ms. Gregory related a recent incident of theft involving 5 Hispanics and a truck from Alsip, IL. Mr. Gaynor indicated that in community gardening people have an awareness of risk. Mr. Gaynor noted that $800,000 has been received to complete all phases of the James Park renovation. Four foot fencing for the community gardens is part of the plan. Ms. Gregory indicated that an 8 foot fence was more appropriate. Mr. Gaynor suggested that quick responses from the gardeners to the police when pilfering is seen will be helpful. The Board discussed access to a pay phone; there is one at the James Park field house across the park. Ecology Center Activities The Fish Derby held June 20th at Lovelace Park attracted approximately 400 people. The fish were donated by the DNR, the rods and bait by Ed Shirley's of Morton Grove, and volunteer help from the Evanston Boat Ramp Association, as well as the Ecology Center. The Household Hazardous Waste collection day brought in 1492 cars, representing over 1600 households. An art and nature program for at -risk youth will be held at Lee Street Beach for 4 weeks during the summer. Ms. Frank requested that the Ecology Center staff put together figures on what is profit In the bookstore sales and birdseed. Determining what's profitable will help determine what will be good fundraising Ideas for the Board and Ecology Center. The Board will visit camps on their own this summer. The Board decided to visit two nature centers on Saturday, July 25th at 10:00 AM, Karen Taira from the Ecology Center staff will accompany the Board. Ms. Gregory asked about the annual Fish Boil for the gardeners. Ms. Lutz noted that the Ecology Center staff has "taken over" administration of the Fish Boil. At $10 it's a little expensive. Ms. Bjornson suggested going back to the Community Garden Board and see what kind of event they would suggest as a celebration of the gardening season. James Park Community Gardens The Board discussed the gardens at James Park. They agreed that signage should identify that the produce is for gardeners in the program. The absence of a real gate is viewed by some as an asset, by others as a liability (the current entrance gate is a piece of snow fence). Lighting is a problem after dark. The area is secluded and dark. The Board contact for the community garden program is Ms. Bjornson. She will meet with Mr. D'Agostino and report back to the Board. Respectfully submitted, !, (A►u4k-- Uq Linda Lutz Ecology Center Coordinator LADD ARBORETUM COMMITTEE Board Meeting September 1,1998 8:00 PM BOARD MEMBERS PRESENT: STAFF MEMBERS PRESENT; Marti Bjornson Patricia Frank Matt Frazel Irene Gregory Emerson Nagel John Singleton Charles Smith Linda Lutz, Ecology Center Coordinator Budget Ms. Lutz reported that the annual budget for the Ecology Center Is due to the City on September 29. 199& Ms. Lutz will prepare the budget for the Boards discussion in October. Changes can be made and considerations forwarded to Doug Gaynor, Director of Parks/Forestry and Recreation. Final budget approval is given by City Council in February of each year. Human Services Meeting On September 16. the Board will report to the Human Services Committee on their current activities as well as the renovation project. Mr. Singleton, Ms. Gregory, and Mr. Frazel will attend. Information will highlight public meetings, fundraising schedule and programs. The concept of the Ecology Center renovation is to create a facility that will serve the community. Ms. Lutz will provide an informative memo to the Human Services Committee prior to the meeting that focuses on the activities of the Board and the Ecology Center. Community Garden Ms. Bjornson told the Board about the Community Garden potluck dinner held at Twiggs Park on Sunday, August 22. Twenty eight gardeners attended and enjoyed themselves. September 1 is the deadline for sending back the James Park Community Garden survey. Results will be tallied on September 4 with the help of James Paris gardener, Tom Richardson. Results will be sent out to all gardeners. Written comments will be recorded. The final clean-up day in the garden will be held in October. Garden representatives should be involved in the activity. Ms. Gregory added that she would like to see new gardeners pay a deposit. If the new gardener does not follow through and plant the garden then the deposit could be used to clean up the individual garden. Deposits will be returned if the Individual gardens are cleaned up to garden standards. Ms. Gregory also said that she would like to see the area adjacent to the Recycling Center which is filled with gravel an concrete blocks returned to garden space. She considers the space unsightly and noted that it looked better when there were gardens In the space. Next Meeting The next regular meeting of the LAC will be Monday. October 5, 1998 at 7:Q0 PM at the Evanston Ecology Center. Respectfully submitted, Undo Lutz Ecology Center Coordinator 9130198 DRAFT - not aaaroved LADD ARBORETUM COMMITTEE Board Meeting November 2, 1998 7:00 PM BOARD MEMBERS PRESENT: BOARD MEMBERS ABSENT: STAFF,MEMBERS PRESENT: Marti Bjornson Matt Frazel Irene Gregory Emerson Nagel John Singleton Charles Smith Pat Frank Linda Lutz, Ecology Center Coordinator Human Services Committee Mr. Singleton reported on the Board's meeting with the Human Service Committee which went very well. The Committee was pleased with Ecology Center programming, appreciated the information on the renovation plans for the Ecology Center and liked the community input plan for the Ecology Center renovation. The Human Services Committee requested that the Board come back to the Human Services Committee with the proposed architectural plans prior to bidding and after community input. Alderman Rainey requested that she be made aware of the community input meeting schedule. Community Garden Survey Ms. Bjornson reported that 55 of the 102 surveys sent out to James Park gardeners were returned. Most gardeners were in favor of a fence although the suggested height varied from none to 12 feet. Over half of the gardeners were opposed to lights. The comment section was eclectic. Gardeners enjoyed each other and the program. Responses on vandalism ranged from "have to deal with" to "out of control." Mr. Smith, Ms. Bjornson, and Ms. Gregory will be on Tuesday, November 10th at 3:00 PM at the Ecology Center to assemble the Board's perspective on the James Park Survey. The survey addressed severul issues that the Board will need to determine including; number of garden plots per person, adherence to the rules stipulated In the contract, and role of the garden representatives. The issue of public land for private use was also discussed. On November 16, 1998 at 6:00 PM in room 2403 of the Civic Center, Alderman Rainey and Alderman Feldman will meet with Parks/Forestry Division staff on the Community Gardens In James Park. The focus will be on the redevelopment of the area. A general meeting for all uses in James Park will be held November 18th at 7:00 PM at Dawes School. Staff Changes Ms. Lutz announced that Elaine Ferris will Join the Ecology Center staff as a Secretary II on Monday, November 16, 1998. This is a full time position that will provide clerical and registration support as well as administration of the Community Garden Program. Fall Flower Sale The Fall Flower sale grossed $4,000, which includes the 2 day sale and the Saturday morning at the Farmer's Market. Publicity efforts could be improved for next year. For the past three years the sale has raised $4,000. Sale chairman, Charlotte Omohundro, does a tremendous amount of work growing, harvesting, and bundling sale items. This was her 20th year with the Fall Flower Sale. Suggestions for next year included a discount for EEA members, that would later be reimbursed by the EEA. Miscellaneous Business Ms. Nagel commented that the records for the organization should have a single data base capable of being sorted by groups. Internet connection would be valuable as would a web site. Mr. Smith will contact Neil Noy at the library to inquire regarding adding to the City's website which is administered through the library. An e-mail address will allow questions, responses to programs/services, and comments such as those on the building renovation to be recorded. Board Vacancy Ms. Nagel announced that the December meeting would be her last. She will have completed her 3 year term on the Board. Next Meeting The next regular meeting of the LAC will be Monday, December 7, 1998 at 7:00 PM at the Evanston Ecology Center. Respectfully submitted, Linda Lutz Ecology Center Coordinator 1211198 a DRAFT - not approved LADD ARBORETUM COMMITTEE Board Meeting December 7, 1998 8:15 PM BOARD MEMBERS PRESENT: BOARD MEMBERS ABSENT: STAFF MEMBERS PRESENT: Marti Bjornson Pat Frank Irene Gregory Emerson Nagel John Singleton Charles Smith Matt Frazel Linda Lutz, Ecology Center Coordinator Elaine Ferris, Ecology Center Secretary Budget for 1999-2000 Ms. Lutz reviewed the City's current budget crisis. All departments are being asked to cut expenses and increase their revenues. The Parks/Forestry and Recreation Department has made almost $400,000 in cuts from the original proposed budgets. Community Garden Ms. Bjornson reported that she and Ms. Ferris, the new Community Garden Coordinator will be meeting with the garden representatives from each of the four community garden sites. They will be reviewing the past season and making plans and suggestions for the next gardening season. The meeting will be held on Saturday, December 12, 1998 at the Ecology Center. Conference Reimbursement The Board discussed requesting payment from the City for conference registration of $175 for Ms. Bjornson. Ms. Bjornson attended the National Community Gardening Association's conference earlier in the fall. Ms. Bjornson chairs the LAC sub -committee on Community Gardens. The Board approved recommending to the City that Ms. Bjomson's registration be paid out of the $1000 allotted to each Board and Commission for activities directly related to their service on their Board or Commission. Arboretum Newsletters Mr. Smith requested that the LAC review newsletters of other arboretums such as Morton Arboretum, Sea Crest Arboretum, etc. Ms. Ferris will request some and distribute to members. Miscellaneous Business The Ecology Center has installed the new computer purchased by the EEA. Mr. Singleton offered to donate a modem to provide Internet access for the Center. Next Meeting The next regular meeting of the LAC will be Monday, December 7, 1998 at 7:00 PM at the Evanston Ecology Center. Respectfully submitted, Linda Lutz Ecology Center Coordinator 12/23/98