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HomeMy WebLinkAboutMinutes 1985Ladd Arboretum Committee Minutes of the Meeting, 1/2/85 Board Members Present: Martha Pascal, President; John Ball, Vice -President; Eloine Plaut. Consultant Members Present: None Staff Present: Ken Wenzel, Coordinator; Gail Scandrett, Environmental Asst. Others Present: Don Wirth, Director, parks/Recreation/Forestry. As a quorum was not present, there was no meeting of the Ladd Arboretum Com- mittee (LAC). A discussion among those present followed. General Business Staff noted that the terms of Board Members Pascal, Plaut and Cartwright ex- pire in February, 1985. At this time there is also a seat open on the Board. Pascal is finishing her second term. Plaut and Cartwright are finishing their first. Discussion followed on filling the vacant seat. Ball noted that the current priorities of the organization should be considered in filling any vacant positions. He stated priorities of long-term Fergusson Fundraising, and programming which will capitalize on goals and facilities. Regarding fundraising, Pascal suggested that the Board and staff host another fundraiser this year similar to last year's "An Evening By The Lake". Dis- cussion followed. It was determined that it would be a good idea to host another event. It would feature a grand opening of the Maritime Center and be held sometime around the time of the Summer Solstice. It could possibly be held the same weekend as the annual Lighthouse Festival. Wenzel will check on dates for the Lighthouse Festival, the availability of money from the Art's Council for entertainers, and the dates of other fests being held locally this June. Staff Report: Wenzel New gardeners are registering for garden plots. Wenzel did presentations on the Evanston Environmental Association (EEA) and its programs before the Optimists Club and the North Shore Senior Center. Wenzel distributed copies of the INVEST brochure pointing out the portion on the Lighthouse and its programs. Wenzel showed the Board the fossil box prepared for use as a museum loan box for use by the schools. Wenzel distributed a quarterly activity report to the Board. Plaut noted that this would be helpful in analyzing program participation. She requested that Wenzel prepare a report on which schools have been utilizing our tour program. Menzel mentioned that Ball had contributed 16 hours of time at the Maritime Center in December. Ladd Arboretum Committee -2- January 2, 1985 Dune Restoration: Wenzel Wenzel summarized the situation with the dune restoration at Lighthouse Park Beach. Some citizen concern regarding the appearance of the fence surround- ing the dune restoration has been expressed to the Lighthouse Advisory Com- mittee. Some concern has also been registered regarding the inaccessibility of that area to beach users. It was suggested that Pascal contact Dave Williams, the Recreation Board president, regarding the issue of the adequacy of space for actual beach use. As it was the consensus of the Board members present that the appearance of the fence was the crucial issue, it was decided that Wenzel should arrange a meeting between the Lighthouse Advisory Committee, the Ladd Arboretum Committee, and Marge Collens, the 1th Ward Alderman, re- garding the Ladd Arboretum Committee's willingness to have the fencing upgraded and interpretive signs developed. State that the Ladd Arboretum Committee will request that the City of Evanston purchase new fencing and that the EEA would see to the development of interpretive signs. Wirth noted that should this meeting fail to facilitate an agreement between the Committees, it would then be necAssary to approach the Human Services Committee with information on the money and hours spent on the dune restoration program. Pascal felt that an informative dune presentation offered cooperatively by the EEA and the Lighthouse Advisory Committee for the Lighthouse Park neigh- bors could help to difuse the situation. EEA By-laws Review: Wenzel Suggested changes to the EEA By-laws were prepared by the staff and distributed to the Board members. These changes were necessitated primarily by the amendment to the enabling Ordinance, 9-0-83, reducing Board membership to seven members. Other changes had been suggested at previous Board meetings but had not been changed in the By-laws. The Board reviewed the suggested changes and offered suggestions. Staff will prepare another revised copy, incorporating the suggestions, and send it to the Board for review in advance of the March committee meeting. LADD ARBOREMI COMMITTEE Minutes of the Meeting, May 1, 1985 Board Members Present: Gary Schuneman, Treasurer; Abby Cartwright; Elaine Plaut; Neal Laatsch; Lynn Needham Consultant Members Present: None Staff Present: Ken Wenzel, Coordinator; Kimberly Britt, Environmental Asst. Others Present: Martha Pascal, Retiring LAC President A quorum was present, Gary Schuneman presided as Acting President and called the meeting to order at 8:20 p.m. Plaut motioned to approve the minutes of November and January's meetings. Seconded by Needham. Voting Aye: (Unanimous) GENERAL BUSINESS Gary Schuneman read a resolution regarding Martha Pascals departure as LAC Board President and requested that this resolution be made an official part of this meeting's minutes. This request was approved and officially entered. STAFF REPORT: Ken Wenzel Wenzel mentioned that he had received a letter from the MSD regarding the dedication of the Deep Tunnel Project on May 24th. The MSD has requested that the Ecology Center become participants in this dedication by allowing Ralph Freese, of the Chicagoland Canoe Base, to use this site as a departure point for a paddle down the canal on May 22nd. The LAC approves the use of the Ecology Center in this program. Wenzel stated that the Summer Programs are under way, and the plans for the Lighthouse Family Fun Day are firmed up and rolling. Wenzel also mentioned in connection to the Summer Programs, that the Children's Programs (Jr. Naturalist, Wildflower, Astronomy S Explorer) are now taking registrations and the interest is very strong. Wenzel stated that the school group tours for the Lighthouse, Arboretum, Nature Center and Ecology Center are doing good and that the weekend Lighthouse Tours will begin in May. To prepare for these tours, we have Docent training, teacher workshops and participated in a visitation by the District 65 Principals (arranged in connection with INVEST -Museum Alliance) of our various facilities to promote interest in school group tours. Wenzel mentioned the difficulty of scheduling large groups for these tours because of the lack of sufficiently trained tour guides or docents. This is due, mainly, to the fact that these guide positions are temporary and it is hard to find an individual to work on that basis. Wenzel said that he will look into developing some internships with the area colleges. Wenzel stated that the gardeners are now working in their garden plots and that the Canal gardens have been restored and that new water hydrants have been installed at the Canal gardens. Wenzel mentioned that the Ecology Center roof will be fixed this summer, the City is in the process of writing specifications for bids. Wenzel talked about the Canoeing program. Last fall Wenzel asked the volunteers to take a greater interest in this program, to show more committment to the paddling off of Lighthouse Beach and other EEA activities. A steering committee was formed with ex- Ladd Arboretum Committee Minutes -2- May 1, 1985 STAFF REPORT (cont'd) perienced paddlers at the helm to participate in training. Wenzel said that he would watch this program carefully and monitor the committment level for future consideration. Wenzel talked about the ARBOR DAY celebration held on April 26th. Eloine Plaut represented the LAC. Free trees were offered to the public and approximately 130 school children from various area schools participated in the program. We were greatly assisted by the Parks S Forestry departments. ACTIVITY REPORT Wenzel passed out copies to the LAC Board members of the yearly '84-'85 Activity Report, the `larch Activity Report and the Class Activity Report for 1984. He asked that the members retain these copies for future budget consideration. Dis- cussion of the Activity Reports followed, especially regarding the fluctuating figures of activities held at the Lighthouse. Wenzel explained that due to the lack of a full-time staff, improper signage and promotion the public has difficulty knowing what is offered. Martha Pascal then asked about the Dune Restoration. Wenzel updated the Board on a recent meeting that was held with Don Wirth, Marge Collens, and members of the Lighthouse Park District and Ladd Arboretum Committee. The plan for the Dune Restoration is to move the fence in the North portion back to allow more access to beachgoers. Martha Pascal asked if that is any damage - was to the Dune Restoration came about because of this, would the fence be put back to allow for regrowth? Abby Cartwright said she was in on this meeting and remembered a verbal agreement for that provision. Martha Pascal then requested that a reference to that provision be put into writing for future use. Wenzel said that he would look at the memo he sent to Wirth regarding this provision and make sure that it is in- cluded. Wenzel also mentioned that there is a need to place new interpretive signs in and around the Lighthouse Park and Dune Restoration, but due to the lack of funds that has been impossible to implement. The Board directed Wenzel to work up various proposals for new signage so that they could submit them for consideration. At this point Plaut requested that a chart of relationships of the various organizations be worked up so that the Board could have a better understanding of the controls and authorities over the Lighthouse Park. Wenzel said that he would work up such a chart. FINAL REVIEW OF REVISED EEA BY --LAWS Eloine Plaut requested that some changes be made to certain Articles of the By -Laws. She asked that the last sentence in Section I of Article VII be eliminated, and moved down to Section III of that same Article and used as the last sentence there. Also, Article IX was amended to read as follows: "THESE BY-LAWS MAY BE ALTERED, AMENDED OR REPEALED AT A,'Y REGUALR OR SPECIAL MEETING OF THE BOARD OF DIRECTORS BY A TWO-THIRDS VOTE OF THE CURRENT DIRECTORS, PROVIDED THAT NOTICE OF ANY PROPOSED AMEND:IENTS SHALL BE GIVEN TO THE HaIEBERS OF THE BOARD OF DIRECTORS IN THE NOTICE OF SUCH MEETING. ALL CHANGES IN THE BY-LAWS SHALL BE MADE KNOWN TO THE EVANSTON ENVIROIZIENTAL ASSOC." Schuneman motioned to approve changes to the By -Laws as outlined above. Motion was approved. CONSIDERATION OF SCHOOL ME`IBERSHIPS Wenzel put before the Board the idea of a trial membership for schools. A flat $40.00 • Ladd Arboretum Committee Minutes -3- May 1, 1985 CONSIDERATION OF SCHOOL MEMBERSHIPS (cont'd) fee would provide for 80 school children from that particular school. Along with that $40.00 membership, the school would receive copies of the EEA Calendar & EEA Futures Newsletter. If a school wished to enroll more than 80 students, then a second membership would have to be bought. Wenzel feels that this would encourage the use of the Ecology Center by both teachers and students. Plaut motioned to establish new school membership. Motion was approved. BUDGET DEVELOPMENT Wenzel reviewed with the Board members the upcoming July Budget Development for FY- '86--'87. Wenzel would like to review next year's objectives and to have the Board's imput on those objectives. Wenzel also expressed a need for the Board to work on a long-range plan for the EEA. He feels that the organization could use a Five-year plan and this then would help in the budget preparation. Lynn Needham suggested that we should contact the Planning Department of the City of Evanston for some constructive ideas and techniques in long range planning. Neal Laatsch also suggested that we talk to the membership and general public to determine what the community would like to see in the future. Gary Schuneman suggested that an Executive Committee be formed to discuss this subject before further steps are taken. FINANCIAL STATEMENT Gary Schuneman presented the Board memebers with the year-end financial statment for FY '84-'85. The figures are not the final ones, but they give a very good idea of the financial picture of the EEA. The statement show that the organization is approx. $10,000.00 in the black. This amount is due to the monies that were raised for the Fergusson Fund and the interest that was accrued which turned out to be higher than anticipated. The 3oard then discussed various uses for this money; mainly into the Fergusson Fund and Greenhouse Restoration Project. Schuneman suggested that the Board discuss this matter at a future meeting when the final figures are in. At this point a general discussion developed regarding the appointment of a new President for the LAC. Schuneman suggested that this subject be put on the Agenda for the July meeting. There being no further businees, Schuneman motioned to adjourn. Plaut seconded. The meeting was adjourned at 10:25 p.m. The next meeting of the Ladd Arboretum Committee is scheduled for July 10, 1985. RESOLUTION WHEREAS, Martha Pascal was appointed by Mayor James Lytle and confirmed by City Council in 1979 to be a member of the Ladd -Arboretum Committee and has functioned continuously as a dedicated active member of the Committee ever since, and; WHEREAS, Martha Pascal served as Secretary of the Evanston Environ- mental Association, and; WHEREAS, Martha Pascal became President of the Evanston Environmental Association in 1982 and served in this leadership role for a period of three years, and; WHEREAS, Martha Pascal has been especially valuable in providing for the future of the Evanston Environmental Association by coordinating fund raising activities for the Fergusson Educational Fund, NOW THEREFORE BE IT RESOLVED BY THE LADD ARBORETUM COMMITTEE OF THE CITY OF EVANSTON, ILLINOIS, that it hereby records its sincere appreciation for the loyal and valuable assistance that Martha Pascal devoted to insure that the Evanston Environmental Association is a viable community resource; BE IT FURTHER RESOLVED THAT this resolution be presented with gratitude ' to Martha Pascal and that copies be forwarded to members of the City Council and that additional copies be made available to whomever else may be concerned. LADD ARBORETUM COMMITTEE Minutes of the Meeting, July 11, 1985 Board Members Present: John Ball -Vice President, Gary Schuneman-Treasurer, Neal Laatsch, Abby Cartwright, Dorothy King, Lynn Needham. Consultant Members Present: Oscar Chute, Ralph Melin, John Wagner, Jane Drueck. Staff Members Present: Ken Wenzel --Ecology Center Coordinator, Kimberly Britt -- Environmental Assistant. Others Present: Don Wirth, Director of Parks, Recreation and Forestry. A quorem was present and John Ball presided as Acting President and called the meeting to order at 8:20 p.m. STAFF REPORT Wenzel asked to be allowed to present the Staff Report in written form and sent out to the Board Members at a later date. The Board okay'd this proposal. Wenzel dial take some time to mention a few pertinent points of interest. One being the death of Margery C. Carlson and her many contributions to the Ladd Arboretum and the EEA. Abby Cartwright suggested making a donation to the "Nature Conservacy" in her honor since that organization was very important to Ms. Carlson during her lifetime. The motion was unanimously approved. Wenzel then went over the Lighthouse Landing Advisory Complex organizational chart with the Board. Doti Wirth mention two corrections, one that Northeast Park is owned by the Lighthouse Park District; and two, that Lighthouse Park'is leased to the Lighthouse Park District and owned by the City. In going over this chart, it was discovered that there was no LAC Board Member on the Lighthouse Advisory Committee. Abby Cartwright clarified that her position on that committee was as a representative of the Evanston Barden Club. Wenzel felt that there was a definite need to have a voting member from this Board on that committee so that the FLii would have some imput. Batts Ball .and Needham volunteered to sit on that co m-mittee. In t1le end, a motion was made to have John Ball sit on that committee. Neal Laatsch seconded the motion. ,lotion was unanimously approved. BOARD PRESIDENT APPOINTMENT John Ball introduced the subject of the vacant positions of Board President and Secretary. It was put to the Board to nominate. The role of President was generally defined as being responsible for broadening the representation of the different groups involved in the EEA, indentifying people in the community that want to get involved in the EEA, indentifying people in the community that want to get involved, starting up small committees as satellites to the Board, net- working with community organizations that represent lie community at large, and also being able to network effectively with the CiL, Department Heads and elected City officials in order to help maintain and promo-e the EEA's platform. Ladd Arboretum Committee Minutes -2- July 11, 1985 Oscar Chute asked about an Interim President and John Ball stated that he would fill that post until a President had been appointed. A discussion developed over the fact that the LAC is comprised of only 7 members. Different reasons were discussed and along those lines Gary Schuneman reminded the Board that some terms of office were coming to a close soon, and that it might be time for the Board and the EEA to start thinking of ways to recruit new people. Wenzel suggested that there should be special strategy meetings devoted to the subject of recruitment. Abby Cartwright suggested that one problem with new members is their lack of knowledge of the EEA's history and the EE.A's future course. John Ball then stated that that was an excellent argument- for a long range 5--year plan. That way prospective newcomers could look over this plan in order to get a clearer understanding and to see where they would fit as new members. Neal Laatsch asked that an additional, special be held in the near future that would deal with appointing a Board President, any preliminary budget material and the pro- jected 5-year plan. A special meeting of the LAC was then suggested for Wednesday, July 31, 1985 at 8:00 p.m. at the Maritime Center. The suggested agenda would be: Election of Board President, budget preparation review and 5-year plan finalizing. Abby Cartwright asked about a proxy vote. According to the EEA By -Laws, there is no provision for a proxy vote; Article V, Section 1. OUALIFICATIONS explains election proceedings thusly: "The Officers of this organization shall be chosed from the duly appointed Ladd Arboretum Committee and elected at a meeting of the Board of Directors." A quorem must be present at this time in order to proceed with the election. A motion was entered to approve this special Board Meeting, it wa. seconded by Laatsch, and approved unanimously. LIGHTHOUSE GREENHOUSE RENOVATION Ken Wenzel reviewed the history of the relationship between the EE.A and the Lighthouse Greenhouse. Wenzel then directed everyone's attention to the three bids that were opened earlier that morning. After the Board members looked over the bids, a dis- cussion ensued regarding the price breakdown. Some Hoard members felt that the lowest bid could be lowered by having the "removal" work done by either EEA members or volunteers. The discussion continued about Frays in which to lower the lowest bid. Two option emerged: one was to reject the lowest bid and re -bid the job at a later data (preferably later in the year when the work was slower) or, analyze the specs with a focus: on renovating just the shell of the greenhouse with no extras and going with the lowest bidder for just that. The discussion continued and Don Wirth suggested that Eden Wenzel look into these option:; and present his findings at the next Board neeting of July 31st. Wenzel stated that he would also look into the three major points that surfaced during; the discussion of the bids on the wort: to be done: 1. Single glazing vs. dotible s,lazing, 2. Removal options and 3. Refocusing; the projected work that was bid on by the lowest bidder. At this point, Neal Laatsch suggested that we take up the remainder of the agenda at the Julv 31st meeting. Abby Cartwright motioned to adjourn the meeting. Lynn Needham seconded. sleeting was adjourned at 10:25 p.m. The next meeting of the Ladd Arboretum Committee will be Wednesday, July 31, 1985 at 8:00 p.m. at the Maritime Center. LADD ARBORETUM COMMITTEE Minutes of the Special Board Meeting July 31, 1985 Board Members Present: John Ball -Vice President, Gary Schuneman-Treasurer, Elaine Plaut, Neal Laatsch, Lynn Needham. Consultant Members Present: Eleanor Boyton, Ralph Melin, John Wagner Staff Members Present: Ken Wenzel ---Ecology Center Coordinator, Kimberly Britt -- Environmental Assistant. Others Present: Don Wirth, Director of Parks, Recreation b Forestry Beth Schroeder, President of Evanston Garden Club Dune Slide show was presented for the first half hour of meeting. A quorem was present and John Ball presided as Acting President and called the meeting to order at 8:30 p.m. BOARD PRESIDENT 5 BOARD SECRETARY APPOINTMENTS The Board immediately turned its attention to the business of nominating and electing a Board President and a Board Secretary. Elaine Plaut volunteered as Board President and Lynn Needham volunteered as Board Secretary. Cary Schuneman formally nominated them for those vacant positions. Neal Laatsch seconded the nominations. The nominations were approved unanimously by the Board. A question was then raised as to the status of the consultant members to the Board. It was determined that the Board will look into the "Robert's Rules of Order" for clarification. Before the subject of the new President was brought to a close, John Ball pointed out to the Board that Elaine's term of office would last one year, at which time Neal Laatsch has promised to then volunteer for the position of Board President. At that point in time, the Board will then vote on his bid for nomination. DR. MARGERY CARLSON'S BEOUEST Gary Schuneman updated the Board on the S10,000.00 that Dr. Margery Carlson had left the EFA in her will. A formal acknowledgment of the bequest will be made when we receive the funds. DUNE FENCE A discussion on the subject of a permanent fence for the protection of the Dune Restoration began. The pros and cons of various types of fencing were discussed and Elaine Plaut motioned for the creation of a sub -committee to meet separately and discuss this matter in order to present a plan to those people who are involved and interested. The motion for a Dune Fence Sub -Committee was seconded by Neal Laatsch and the motion was carried unanimously. Ball, Wagner, Wenzel and Lantych will make up this committee and the first meeting; will take place during the second week of Atigu;;t. Ladd Arboretum Committee Minutes -2- July 31, 1985 LIGHTHOUSE GREENHOUSE RENOVATION The Board then turned its attention to the matter of the Greenhouse renovation bids that were discussed at the last Board meeting. Wenzel informed the Board that the single -pane glass was no longer being manufactured and so the lowest bid (with the suggested deletions) would stick at approx. $20,645.00; or else these bids would have to be rejected in 60 days time and re -bid at a later date. A reiteration of last meeting's decisions were discussed regarding the use of EEA funds being put towards this project. Eloine Plaut then suggested that the additional funds could be raised by naming the refurbished greenhouse after Dr. Margery Carlson. Eloine then motioned that the Bleitz bid be accepted, and that the $15,000.00 in the Greenhouse fund be put to that end, with the additional monies coming from the Lighthouse Restoration Fund with the proviso that the funds be replenished at a later datr_. Gary Schuneman seconded the motion and it was approved unanimously. Eloine then entered a second motion that the $5,645.00 from the Lighthouse Restoration Fund be replenished in combination with the Evanston Garden Club through joint efforts in fund raising. Neal Laatsch seconded the motion and it was approved unanimously. Beth Schroeder felt that that the Evanston Garden Club would be very interested in contributing and she made a committment to put this motion before her Board for approval. Eloine Plaut said she would work closely with the EEA staff on this matter and help to organize the "Margery Carlson Memorial Fund" for the collection of the donated monies. LONG RANGE PLAN The Board then turned to the subject of the development of a Long Range Plan. They went over the packet of info that they received at the beginning of the meeting, especially the priority listing of issues to be incorporated into the budget. It was determined that the Executive Committee would get together with Wenzel to discuss the budget for FY '86-'87. A timetable will be developed so that the Executive Committee can meet on a regular basis to get the budget ready by the submission date of September 15, 1985 Lynn Needham motioned that the meeting adjourn. Neal Laatsch seconded the motion. The meeting adjourned at 10:45 p.m. The next meeting of the Ladd arboretum Committee will be Wednesday, September 4, 1985 at 8:00 p.m. at the Ecology Center. LADD ARBORETUM COMMITTEE Minutes of the Board Meeting September G, 1985 BOARD MEMBERS PRESENT: Eloine Plaut-PRESIDENT, Gary Schuneman-TREASURER, Lynn Needham - SECRETARY, Neal Laatsch. CONSULTANT MEMBERS PRESENT: Ralph Melin, John Wagner. OTHERS PRESENT: Libby Hill STAFF PRESENT: Ken Wenzel -ECOLOGY CENTER COORDINATOR, Kimberly Britt -ENVIRONMENTAL ASST. A quorem was present and Eloine Plaut called the meeting to order at 8:05 p.m. At this time, Plaut asked that the minutes of the'&/31/85 meeting be amended by changing the second sentence, in the second paragraph on the second page to read: "Eloine Plaut suggested that the additional monies needed to supplement the existing monies for the Lighthouse Greenhouse renovation should be raised by establishing a fund specifically for that purpose." She also noted that the fourth paragraph on that same page be amended to read as follows: "Eloine Plaut said she would work closely with the EEA staff on this matter and help to organize a fund for the collection of donations for the re- furbishing of the Lighthouse Greenhouse." Lynn Needham then entered a motion to approve the previous meeting's minutes as amended. Neal Laatsch seconded the motion. The motion was approved unanimously. LIBBY HILL PRESENTATION Eloine Plaut then introduced Libby Hill to the Board and explained that Ms. Hill was visiting the Board on this occasion to solicit our sponsorship of a group expedition to Alaska. Plaut then turned over the floor to Libby Hill. Ms. Hill presented a proposal that would enlist the EEA to help promote a three-week group tour of Alaska that would take place in July of 1986. She went on to explain what was entailed inLthis trip and how it could tie-in to the EEA ecological and environmental focus. The EEA would participate only in the sending out of information packets to our members with our next "Futures" mailing or maybe just a special mailing of its own with the EEA named as sponsor. A discussion ensued regarding the prospect of the E F-1 being held responsible for any problems that may deveiope for anybody taking part in this venture. Libby Hill then passed out a 5-page brochure that held a "RESPONSIBLITY" clause that would absolve the EEA from being held responsible for anything in connection with this trip. Gary Schuneman then suggested that the phrase "sponsored by" be changed to "in cooperation with". Libby felt that was a reasonable request and agreed that that would put our relationship with this project in a clearer light. The Board then discussed various ways the EEA could benefit from this venture. Ms. Hill suggested that she could give a couple of slide shows at the Ecology Center that would focus on Alaska and her past trips there; the EEA staff would promote these events through the press, special flyers, etc... The Board then suggested that Libby Hill and the EEA staff get together to discuss these possibilities and pin down dates and times. Gary Schuneman then motioned the Board approve our partici- pation in this project and that the "responsiblity clause" be amended to read "in co- operation with". Lynn Needham seconded the motion. The motion was approved unanimously. GEEE PROGRAM Wenzel then presented the Board with the new 85/86 contract of the City sponsored, CDBG funded GEEE PROGRAM. Wenzel explained the program to the Board, which is essentially the same as last year's program which the EEA participated in. The EEA will receive $700.00 a month for 7 months for acting as the distributor of the products that this project provides. Wenzel summarized the letter of agreement for the Board and stressed that in no way will the EEA be responsible for any problems or any follow-up with the area homeowners that participate in this program. Gary Schuneman motioned that the Board approve renewing the contract with the GEEE Program for another year. Neal Lziatsch seconded the motion. Ladd Arboretum Committee Minutes -2- September 4, 1985 GEEE PROGRAM (continued) The motion was approved unanimously. LIGHTHOUSE GREENHOUSE RENOVATION UPDATE Elaine Plaut took a moment to update the Board on the bid graces for the LH/GH renovation. The Administration & Public Works Committee passed on the accepted low bid by Blietz. That bid will go before the City Council at their next meeting for a vote. Demolition on the old greenhouse should proceed within the next two weeks. 86/87 BUDGET REVIEW Gary Schuneman then took the floor and reviewed the previous Finance Committee meetings with the Board regarding the 86/87 Budget preparation. Corrections on the Budget materials that were mailed earlier were explained to the Board. Schuneman then went on to review the various aspects of this new budget; such as, the increases and decreases shown in the projections of next year's revenues and expenditures over last year's Budget. Wenzel then reviewed some of the EEA's high priority items that had to be eliminated from the Budget in order to obtain a 00'. increase in City Support for 86/87. Many of these priorities have good potential for grant funding and that maybe the Board should set its sites in that direction as an alternative for those items. Wenzel then briefed the Board on the "Budget Teamwork" meetings he has gone to and how he came to decide upon these items for elimination from the budget. Wenzel stated that, mavbe, somewhere down the line the funds for these may be made available from the City when the Budget process is finalized, but that is an entirely wait and see proposition. At this point Lynn Needham suggested that the Board prioritize these options in the event that one or all of these items may be put back into our Budget if additional monies are forthcoming. A discussion ensued and priorities were developed as follows: 1-HORTICULTURAL INTERN 2-DUNE RESTORATION 3-CHILDREN'S PROGRAMS The review of the Budget being completed, Gary Schuneman motioned the Board to adjourn any further discussion and approve the Budget as amended. Lynn Needham seconded. The motion was carried unanimously. FINAL BUSINESS Wenzel asked the Board if it would permit the sale of the old wind -charger to a not -for - profit group that has shown acute interest in purchasing it. Plaut asked that staff look into the ownership status of said wind -charger by checking with the City and reporting back when all the pertinent information is gathered. Plaut then asked that a meeting be set-up for some time in October for the Board to get together and form two committees. One to develope a Long -Range Plan, and one to develope a Fund -Raising Event next summer. Wednesdav, October 16, 1985 at y:30 p.m. at the Ecology Center was decided upon as the date for this special Board meeting. There being no further business, Eloine Plaut motioned for that the meeting adjourn. Lynn Needham seconded the motion. The meeting adjourned at 10:00 p.m. The next regularly scheduled meeting of the Ladd Arboretum Committee will be Wednesday, November 6, 1985 at 8:00 p.m. at the Ecology Center. LADD ARBORETUM COMMITTEE Minutes of the Board Meeting November 6, 19B5 BOARD MEMBERS PRESENT: John Ball, VICE-PRESIDENT; Gary Schuneman, TREASURER; Lynn Needham, SECRETARY; Abby Cartwright, Dorothy King, Neal Laatsch CONSULTANT MEMBERS PRESENT: None STAFF PRESENT: Ken Wenzel, ECOLOGY CENTER COORDINATOR, Kimberly Britt,ENVIRONMENTAL ASST. OTHERS PRESENT: Don Wirth, DIRECTOR OF PARKS, RECREATION & FORESTRY A quorem was present and John Ball, as Vice -President, presided over the meeting. The meeting was called to order at 8:07 p.m. STAFF REPORT Ken Wenzel then updated the Board -on recent EEA events, such as the ending of the group tours and the Annual Dried Weed Sale. Wenzel said he would send along to the Board Members a 6 month analysis of the EEA's monthly activity reports. Wenzel the introduced the subject of the various EEA landscaping projects at the Lighthouse Landing Park and the problems that have come up regarding maintenance. Wenzel suggested setting out priorities at that location. The Board discussed the various garden/planting sites and developed a set of priorities that would be presented to the Lighthouse Advisory Committee meeting that was called by Ald. Collens for November 16th. Don Wirth assisted the Board in developing these priorities and outlined a proposal that he was going to put before the Lighthouse Advisory Committee at that same meeting. Discussion on this subject continued as to the effects of these proposals on the EEA/LAC long-range plans for classes, tours and demon- stration sues at the Lighthouse Park. John Ball summed up the Board's stand on the subject thusly; that we should work to concentrate staff's efforts on those sites at the Lighthouse Park District that directly affect EEA classes and programs; and, out of necessity, turn over control and maintenance of the remaining sites to the Lighthouse Park District. Needham motioned that the Board approve the priorities and recommendations set forth in this meeting and that these recommendations be presented at the upcoming Lighthouse Advisory Committee meeting on November 16th. Ball seconded the motion. The motion was carried unanimously. SUBCOMMITTEE REPORTS FUND RAISING - NEAL LAATSCH Laatsch announced that a date has been finalized for a Spring Fundraiser at the Arts Center - Saturday, April 26th. Laatsch went on to discuss the components of this event and what he is working on and what is needed to pull this event together. At this point, the Board talked about defining a focus for this event and it was decided to showcase the new greenhouse at the Lighthouse Park and to dedicate it in honor of Dr. Margery Carlson. Laatsch motioned that the new Greenhouse be known as the "Dr. Margery Carlson Greenhouse". Needham seconded the motion. Motion was carried unanimously. Ladd Arboretum Committee -2- November 4, 1985 LONG-RANGE PLAN JOHN BALL John Ball outlined what this committee will look at and review. The committee will then set a course and focus in on what has to be done to achieve its goals. Bail stated that the sub --committee has met one time so far and will schedule regular meetings along with reviewing its progress at the regular Board meetings. When the plan has been completed, it will be presented to the Board for discussion, review and final approval. Schuneman suggested that staff be included in this planning process and Ball concurred that that would be imperative. because this will be a group process. FINANCIAL UPDATE - GARY SCHUNEMAN Gary Schuneman delivered a presentation to the Board regarding EEA funds and he outlined what funds were restricted as grant monies. Schuneman then suggested that the LAC Board Members address its future development with an eye to these funds. I.M.S. GRANT Wenzel informed the Board of his attempt to go after the IMS Grant for 1986. The intent of this grant is for general operating expenses and will fund up to 10% of the designated organization's operating expenses. If this grant comes through, it could go towards funding seasonal part-time salaries, and Environ- mental Education Coordinator or Museum Boxes. CHILDREN'S PROGRAMS Wenzel went over the results of a survey that was sent out to the parents of the children who participated in last summer's camps. Wenzel stated that these results will help him in developing next year's children's programs. Wenzel also discussed with the Board the creation of next year's brochures in con- junction with the Recreation Department. The last order of business was to approve next year's Board meeting dates. They are as followed: January 8th, March 5th, May 7th, July 2nd, September 3rd, November Sth. Neal Laatsch motioned to approve these dates. Needham seconded the motion. The motion was carried unanimously. There being no further business, John Ball motioned that the meeting be adjourned. Needham seconded the motion. Meeting was adjourned at 10:30 p.m. The next scheduled meeting of the LAC will be Wednesday, January 8th,.1986_at 8:00 p.m. at the Ecology Center. .. . 85/86 6th Month Activity Report March, April, May, June, July and August ACTIVITY 1st 2nd 6th Budget % 6th % Qtr Qtr Mth 85/86 Budget 84/B5 85/86 85186 85/86 8Mthh GENERAL CLASSES 183 6 189 630 30% 123 53% CANOE CLASSES 8 138 146 250 58% 223 -34% ENERGY CLASSES 12 0 12 75 16% 23 -48% L.H. FESTIVAL 0 200 299 150 133% 150 99% NATURE CLASSES 53 5 58 60 97% 182 -67% NATURE CAMPS 0 136 136 160 85% 126 8% PROGRAM TOTALS 256 485 840 1,325 56% 827 1.5% SCHOOL GROUP TOURS 955 568 1,523 1,600 95% 1,530 -.5% L.H. WEEKEND TOURS 333 1,163 1,496 1,575 95% 1,561 - 4% TOTAL TOURS 1,288 1,731 3,019 3,175 95% 3,091 - 2% G.E.E.E. 14 0 14 130 11% 0 --- G.H. VISITORS 470 192 662 400 165% 576 15% ENERGY INFO USERS 187 67 254 400 63% 251 2% TOTAL ENERGY 671 259 930 930 100% 827 11% DROP -IN VISITORS 1,164 586 1,750 3,500 50% 1,613 $:5% PHONE CALLS 1,430 956 2,386 51000 48% 2,576 -7% TOTAL VISITORS 2,594 1,542 4,136 8,500 48% 4,189 -1% TOTAL PROGRAM USERS 4,809 4,017 8,925 13,930 64% 8,934 -1%