The meeting was called to order by Chairman Greg Julian at 3:34 p.m.

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1 Regular Session Wednesday, October 19, 2016, 3:30 p.m. Commissioner Meeting Room 8527 E. Government Center Dr., Suttons Bay, MI The meeting was called to order by Chairman Greg Julian at 3:34 p.m. The Pledge of Allegiance was led by Chairman Julian. Chairman Julian requested that phones be turned off or to vibrate for the duration of the meeting. Roll Call: Guests present. Clayton Ball Dave Barrons (absent/excused) Steve Christensen, Vice-Chairman Bob Johnson Greg Julian, Chairman Melinda Lautner John Popa Kyle Trevas Ty Wessell Public Comment: None. Agenda Approval: Discussion Chairman Julian requested the following additions to the agenda: Potential Special Meeting for November 4, 2016, at 9:00 a.m., as Action Item E; add Committee Assignments as Action Item B; add Meeting Times as Action Item F. Motion by Trevas to accept the agenda as amended. Seconded by Wessell. Ayes 8 (Trevas, Wessell, Ball, Christensen, Johnson, Julian, Lautner, Popa) Financial Reports: Chairman Julian noted Parks & Recreation is at 57% for expenditures and asked if there were any concerns with the financial report that was put together by Maintenance Worker Scott Bradley. Christensen referred to the handout on the County s new bidding process (MITN) and said bids are going out for a batwing mower, trailer and groomer for Myles Kimmerly Park. The groomer is projected to cost $7,000.00, the mower, $10,000.00, and the trailer, $9,000.00, which adds up to $26, The Batwing is available, the trailer is also available and groomer is custom made. Any funds remaining in budget would go towards picnic tables, trash bins, benches, etc., for the parks. Those items are all readily available.

2 Trevas asked about the transaction history and if they were caught up with the electric company snafu where we weren t being billed and Bradley responded there were no back-charges. Motion by Christensen to put Financials on file. Seconded by Lautner. Action Items Approval of Minutes from September 21, 2016: Motion by Wessell to approve minutes of September 21, 2016, as presented. Seconded by Trevas. Ayes 8 (Wessell, Ball, Christensen, Johnson, Julian, Lautner, Popa, Trevas) Committee Reports and Recommendations: The 2015/2016 Leelanau County Parks and Recreation Commission Committee Appointments was presented (on file). Chairman Julian noted he would like to have four members on each committee and would like to assign additional members to other committees. Barn eliminated. Budget Greg Julian, Chairman, Steve Christensen, Clayton Ball, and Ty Wessell. Building/Grounds Dave Barrons, Steve Christensen, Greg Julian, and Melinda Lautner; Maintenance Worker Scott Bradley attends in a non-voting capacity. Executive eliminated. Finance Coordinator Scott Bradley. Grant Steve Christensen, Greg Julian, and Kyle Trevas. Myles Kimmerly & 4H Ty Wessell, Chairman, Clayton Ball, Vice Chairman, Kyle Trevas, Secretary, and Steve Christensen. Old Settlers Park Melinda Lautner, Chairman, Steve Christensen, and Kyle Trevas. Trevas is a temporary appointee until vacancies on the Parks & Rec are filled. Playground eliminated. Risk Management eliminated. Rules & Signage Steve Christensen, Greg Julian, and Melinda Lautner. Tree Planting eliminated. Veronica Valley Dave Barrons, Chairman, Robert Johnson, and John Popa. Chairman Julian assigned Christensen to the Veronica Valley Committee. Chairman Julian asked that this list be updated and brought to the next meeting, knowing that this is for year-end of 2016 and will likely change January

3 Myles Kimmerly Park Committee Report and Recommendations: Wessell reported that the Board of Commissioners approved the recommendation to waive the Board Policy on bids and awarded a contract to Dan Schillinger to do the forestry work at Veronica Valley Park. Chairman Julian said he wants to keep the (Myles Kimmerly) parking lot on agenda. It was voted on during the last meeting for Bradley to take care of the parking lot. Bradley commented that it would be wiser to upgrade the lot in spring, when the park is busier; gas lines and trees are a concern with defining the parking lot. Lautner remarked she had visited the park and agreed with Bradley s assessment. Wessell to meet with Bradley next week. Wessell suggested the Myles Kimmerly Park Committee meet at the park next Wednesday, October 26, 2016, at 3:30 p.m. to resolve the parking issue, with the meeting to be posted. Wessell will verify with County Clerk Michelle Crocker if the meeting has to start here at the Government Center and then venture out to the park. Wessell will also confer with Crocker on proper rules. Ball asked if they had to hold a special meeting because it does not have to be done until next June. Ball asked if they just could drive by. Wessell commented that he wants all to meet at the park and discuss the parking lot. Old Settlers Park Committee Report and Recommendations: Lautner reported County resident Roger Noonan will donate 20- to 25-yards of unscreened topsoil and he had assured her it did not have any rocks. Bradley voiced concern about it not being screened; he doesn t want to accept the topsoil until there is a specific plan for it. Christensen asked Bradley to check into the Harley rake and see if that may work. Motion by Ball to accept the donation of 25 yards of topsoil from Roger Noonan. Seconded by Lautner. Discussion Lautner specified the donation is specifically for Old Settlers Park and topsoil can be laid right away in the low spots. Johnson voiced concern about how the park looks and asked what Bradley s plan is to get the park back into decent condition; what are we waiting for? Discussion followed. Christensen commented that right now Old Settlers Park is completely green and germination is everywhere and the grounds are stable. From his standpoint as the County s soil erosion control officer, he recommends we don t dump the topsoil due to stability and we don't want to plant rye or wheat, because it is grassy right now. He asked if we could accept the topsoil and stockpile it for later use or accept it and say we will need it at Old Settlers Park in one to two years. Ayes 6 (Ball, Johnson, Julian, Lautner, Popa, Trevas) No 2 (Christensen, Wessell) Absent 1 (Barrons) Lautner to contact Noonan on the topsoil and ask Bradley where he wants it dumped at Old Settlers Park. 3

4 Chairman Julian asked if Noonan would be put off by waiting until spring. Lautner will ask if that will work. She will keep Julian up to date. Lautner asked about the lead and asbestos assessment test done on the grub shack at Old Settlers Park and Bradley responded there are no results as of yet. Lautner will follow up on the test results. Veronica Valley Park Steering Committee Report and Recommendations: Christensen updated Commission members, saying Barrons is working on a seeding arrangement with Russ Kirt, a prairie restoration specialist, and there is some potential that we can buy seed from him at half price and he will help us plant. Bern Stevens, US Fish & Wildlife, is in on this process to make sure the whole thing fits with the plan and would be funded. Christensen noted spraying is being done this week; the Prairie restoration piece is in motion. He then talked about the potential purchase of a fishing platform for Veronica Valley and presented a model with documentation detailing what the dock would look like and how it would work. He said a dock will increase the safety factor in an area where a situation occurred. It s only 10 feet and they could go side-by-side. A dock would be safer and easier for all kids to fish from. Chairman Julian asked how it would be anchored down. Christensen said on the land-side, there will be two anchors screwed into the soil. Christensen noted he had spoken with County Building Official Steve Haugen about code who told him code will not be involved, as the dock will have to be put installed in the spring and taken out in fall. Trevas mentioned you can t screw in the dock due to not knowing if there is a liner in pond. Christensen noted Barrons will be talking to Jeremy Grant about whether the ponds are lined. Johnson asked size of unit (10x4) and he suggested going to Herman Park and seeing what they have for their dock and doesn t think what is presented is the right answer. Popa voiced concern about taking the dock in and out and that the deep side will need a good anchor. Consensus of Commission this is a conceptual plan and work is still being done. Ball noted the grounds around the kids fishing pond is starting to look like Frankenstein and voiced concern about the looks of the park. Building and Grounds Committee Report and Recommendations: Chairman Julian said they did not meet and there is no need to meet; Lautner confirmed. Mower/Trailer/Groomer Purchase and Bids: Christensen said all bids are going through MITN (Michigan Intergovernmental Trade Network). Executive Assistant Laurel Evans explained the County s new bidding process. Everything has to be done through this site. Hard copy only, no ; bids will be mailed directly to Administration. 4

5 Dock Section for Veronica Valley: Previously discussed during Veronica Valley update; it is still in the planning, gathering information stage. Special Meeting: Chairman Julian noted a Special Session has been suggested for Friday, November 4, 2016, at 9:00 a.m. This meeting is needed to review the bids received for the groomer, trailer, and batwing mower. Discussion followed. Christensen said during the Special Session, they will discuss the bids one at a time, and potentially vote on a recommendation on each to the County Board of Commissioners to accept the preferred bid. Christensen stressed the importance of a quorum. Motion by Christensen to schedule a Special Session for November 4, 2016, at 9:00 a.m. Seconded by Ball. Meeting Times: Chairman Julian asked if the monthly Parks and Recreation Commission meeting times could be changed to 3:00 p.m., as Wessell has a conflict on the third Thursday of each month and needs to leave by 4:45. Discussion followed. Ball said makes it no difference Lautner agreeable to the change. Motion by Christensen to adjust meeting times to 3:00 p.m. for the remainder of the year. Seconded by Popa. Discussion Lautner remarked, so the November and December meeting times will change. Concurrence. A lengthy discussion followed on the November meeting date potentially move the November 16, 2016, meeting to November 9, 2016 at 3:00 p.m. Motion by Christensen to move the November 16, 2016, meeting to November 9, 2016, at 3:00 p.m. Seconded by Popa. Public Comment: None. Commissioner Comments: Trevas asked Wessell and Lautner about District Court Administrator Carol Stocking s salary 5

6 and Lautner responded the Board approved hiring Stocking as an 11-month County employee. Discussion ensued. Popa asked about the distribution procedure for Committee minutes and how to access them. Christensen noted all Committee meetings have been held at the Government Center and minutes have been taken for each meeting. Discussion. Johnson asked what committees are supposed to be doing, game plan, etc. Chairman Julian said the committees are supposed to address issues that are going on in the park that you are assigned to and bring to board for recommendations. Johnson commented that some parks need more work done than others and therefore more help is needed on some committees. Christensen commented that the committees need to meet enough to take care of issues at their specific park and bring recommendations to Parks and Recreation Committee. Wessell left the meeting at 5:00 p.m. Chairman s Comments: Chairman Julian noted the committee system we have is good and we need to move forward and communicate on a regular basis. Next Regular Session Meeting Date: Chairman Julian stated the next Commission meeting will be November 9, 2016, at 3:00 p.m. Adjournment: Motion by Popa to adjourn. Meeting adjourned at 5:06 p.m. Respectfully, Mary Holmes 6