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Notice
Recreational Authority Board of Directors
Special Meeting
7:00 p.m.
Wednesday, September 8, 2021
The Cathedral Barn at Historic Barns Park
1500 Red Drive
Traverse City, MI 49684
Posted: 9-2-21
The Authority does not discriminate on the basis of disability in the admission
or access to, or treatment or employment in, its programs or activities. Penny
Hill, Assistant City Manager, 400 Boardman Avenue, Traverse City, Michigan
49684, 922-4440, TDD: 922-4412, has been designated to coordinate
compliance with the non-discrimination requirements contained in Section
35.107 of the Department of Justice regulations. Information concerning the
provisions of the Americans with Disabilities Act, and the rights provided
thereunder, are available from the ADA Coordinator.
If you are planning to attend and you have a disability requiring any special
assistance at the meeting and/or if you have any concerns, please immediately
notify the ADA Coordinator.
Recreational Authority Board of Directors
Matthew Cowall, Executive Director
324 Munson Avenue
Traverse City, MI 49686
(231) 929-3696 TDD: (231) 922-4412
http://www.recauthority.org
mcowall@liaa.org
Agenda
Roll Call.
1. Election of a board chair for the remainder of 2021. (Matt Cowall)
2. Consent Calendar
The purpose of the consent calendar is to expedite business by grouping
non-controversial items together to be dealt with in one Board motion
without discussion. Any member of the Board, staff or the public may ask
that any item on the consent calendar be removed and placed elsewhere
on the agenda for full discussion. Such requests will be automatically
respected. If an item is not removed from the consent calendar, the action
noted in parentheses on the agenda is approved by a single Board action
adopting the consent calendar.
a) Consideration of approving the minutes of the regular meeting of July
7, 2021. (Approval recommended) (Matt Cowall)
b) Report regarding payment of expenditures. (Receive and file) (Matt
Cowall)
3. Any items removed from the Consent Calendar.
4. Event management considerations for the Cathedral Barn at Historic
Barns Park. (Matt Cowall, Stephanie Wiitala)
5. Consideration of Hickory Meadows Advisory Committee vacancy. (Matt
Cowall)
6. Hickory Meadows updates on trail routes and dogs off leash. (Matt
Cowall)
7. Reports. (Matt Cowall et al)
• Grand Traverse Conservation District
• Event Facility Management (if not already covered above)
• September 1 Quarterly Reports and other updates from the
Management Entities at Historic Barns Park (TC Community
Garden, Botanic Garden, SEEDS)
• Any reports from Board members
• Executive Director’s report and possible verbal updates
Recreational Authority Agenda 2 September 8, 2021
• Approved minutes from the meetings of the Hickory Meadows
Advisory Committee, June 21, 2021 and July 20, 2021
8. Public comment.
9. Adjournment.
k:\recreationalauthority\agenda20210908
Recreational Authority Agenda 3 September 8, 2021
Communication to the Recreational Authority
FOR THE MEETING OF SEPTEMBER 8, 2021
DATE: THURSDAY, SEPTEMBER 2, 2021
FROM: MATT COWALL, EXECUTIVE DIRECTOR
SUBJECT: ELECTION OF A BOARD CHAIR FOR THE REMAINDER OF
2021
In January, the following officers were elected to serve for 2021:
Ross Biederman, Chair
Mike Groleau, Secretary
Tim Hughes, Treasurer
Election of officers typically takes place annually at the first meeting of the
calendar year, but the office of Chair is vacant now that Ross Biederman decided
not to seek reappointment and the seat has been officially filled by Lindsay Erreca
through appointment by the City Commission. There are not enough ways to say
thanks to Ross for his many years of service to the Board, and I extend additional
thanks to Lindsay for stepping up to serve.
The Rec Authority’s bylaws (attached for reference) allow the Board to fill any
officer vacancies at any meeting for the unexpired term of the office. In this case,
we’ll be looking to elect a Chair for the remainder of the 2021 calendar year.
If the Board wants to take action on the vacancy on Wednesday, the following is
the procedure to elect officers:
1. The Chair (to open on Wednesday, this will be the Secretary) opens the floor
for nominations for the Office of Chair.
2. Any member may nominate and no second is needed.
Sample: I nominate ____________________ as Chair.
(CONTINUED)
3. After all nominations for the office have been made, the Chair calls for a
motion to close nominations, or nominations can be closed if there is no
objection and sufficient time has elapsed.
A Director could make the following sample motion:
I move that nominations be closed.
Or, the Chair could say:
It there are no other nominations and no objection, I will close the
floor for nominations.
Or the motion to close nominations can be combined with a unanimous
ballot to be cast if only one nomination per office.
Sample: I move that nominations be closed and that a unanimous
ballot be cast for _________ as Chair.
4. The vote needs to be called in the order in which nominations were made.
Sample wording for calling the vote by the presiding officer:
All those in favor of _________ for Chair, please say “aye.”
Those opposed say “no.”
The ayes have it and _________ is elected Chair.
5. The first candidate receiving a majority vote is then declared elected for the
remainder of 2021.
6. If the election of the Chair results in another officer vacancy, follow the
same procedure for electing other officers as needed.
K:\recreationalauthority\packetcommunications\20210908.docx
Communication to the Recreational Authority
FROM: MATT COWALL, EXECUTIVE DIRECTOR
SUBJECT: PROCESS STEPS FOR THE CONSENT CALENDAR
The following steps can be followed by the Chair to process the Consent Calendar
agenda item at meetings of the Board of Directors.
1. Chair introduces the Consent Calendar agenda item and asks the Executive
Director to read the calendar.
2. Chair asks if any member of the Board wants any items removed from the
Consent Calendar.
3. Chair asks if staff (the Executive Director) wants any items removed from
the Consent Calendar.
4. Chair asks if any member of the public wants any items removed from the
Consent Calendar.
5. Executive Director records any removed items and places them in the next
agenda item for discussion.
6. Items that remain on the Consent Calendar can be approved with the
following motions:
If no items are removed from the Consent Calendar:
That the Consent Calendar be approved.
If any items are removed from the Consent Calendar:
That the Consent Calendar be approved as amended.
7. Any items that are removed from the Consent Calendar are then discussed
and processed individually as part of the next agenda item.
K:\recreationalauthority\packetcommunications\20210908.docxCommunication to the Recreational Authority FOR THE MEETING OF SEPTEMBER 8, 2021 DATE: THURSDAY, SEPTEMBER 2, 2021 FROM: MATT COWALL, EXECUTIVE DIRECTOR SUBJECT: MINUTES Attached are the minutes of the regular meeting of July 7, 2021. The following motion would be appropriate to approve the minutes: That the minutes of the regular meeting of July 7, 2021, be approved. K:\recreationalauthority\packetcommunications\20210908.docx
Minutes
The City of Traverse City and Charter Township of Garfield
Recreational Authority Board of Directors
July 7, 2021
A regular meeting of the Recreational Authority Board of Directors was
called to order in the Cathedral Barn at Historic Barns Park, 1500 Red Drive,
Traverse City, Michigan, at 7:00 p.m.
The following Directors were present, constituting a quorum: Ross
Biederman, Chair; Michael Groleau, Secretary; Tim Hughes, Treasurer; Steve
Duell; Laura Ness; and Ashlea Walter.
The following Directors were absent (excused): Chris Sullivan.
Chair Biederman presided at the meeting.
1.
The first item being the “Consent Calendar,” Chair Biederman introduced
this matter. The following individuals addressed the Board:
Matt Cowall, Executive Director
Moved by Groleau, seconded by Walter, that the Consent Calendar be
approved as presented:
a) That the minutes of the special meeting of June 2, 2021, be approved.
b) That the report regarding payment of expenditures be received and filed.
CARRIED.Minutes
2 July 7, 2021
2.
The next item being “Items removed from the Consent Calendar,” Chair
Biederman introduced this matter.
None.
3.
The next item being “Updates on driveways and walkways at Historic Barns
Park,” Chair Biederman introduced this matter. The following individuals
addressed the Board:
Matt Cowall, Executive Director
Scott Jozwiak, Jozwiak Consulting
Karen Schmidt, BGHBP
Moved by Ness, seconded by Walter, to close out the road project and
earmark any remaining funds for sidewalk projects.
CARRIED.
4.
The next item being “Consideration of an updated rate card for the Cathedral
Barn at Historic Barns Park,” Chair Biederman introduced this matter. The
following individuals addressed the Board:
Matt Cowall, Executive Director
Stephanie Wiitala, S2S Events
No action was taken.
5.
The next item being “Presentation from SEEDS AmeriCorps VISTAMinutes
3 July 7, 2021
members,” Chair Biederman introduced this matter. The following individuals
addressed the Board:
Matt Cowall, Executive Director
Sarna Salzman, SEEDS
Sophia Usow, SEEDS AmeriCorps VISTA
Chris Cuevas, SEEDS AmeriCorps VISTA
No action was taken.
6.
The next item being “Hickory Meadows updates on dogs off leash and
coordination with Hickory Hills,” Chair Biederman introduced this matter. The
following individual addressed the Board:
Matt Cowall, Executive Director
No action was taken.
7.
The next item being “Consideration of a progress invoice from SEEDS for
facility action plans under a grant from the Grand Traverse Band of Ottawa and
Chippewa Indians,” Chair Biederman introduced this matter. The following
individuals addressed the Board:
Matt Cowall, Executive Director
Sarna Salzman, SEEDS
Moved by Hughes, seconded by Ness, that the progress billing from SEEDS
in the amount of $5,000 be approved, with funds available from the Grand
Traverse Band of Ottawa and Chippewa Indians 2% Grant.
CARRIED.
8.Minutes
4 July 7, 2021
The next item being “Reports,” Chair Biederman introduced this matter. The
following individuals addressed the Board:
Matt Cowall, Executive Director
Tom Vitale, GTCD
Stephanie Wiitala, S2S Events
Karen Schmidt, BGHBP
Sarna Salzman, SEEDS
No action was taken.
9.
The next item being “Public comment,” Chair Biederman introduced this
matter. The following individuals addressed the Board:
Dan Tholen
There being no objection, Chair Biederman declared the meeting adjourned
at 9:03 p.m.
_______________________________
Matt Cowall, Executive DirectorCommunication to the Recreational Authority
FOR THE MEETING OF SEPTEMBER 8, 2021
DATE: THURSDAY, SEPTEMBER 2, 2021
FROM: MATT COWALL, EXECUTIVE DIRECTOR
SUBJECT: EXPENDITURES APPROVED BY EXECUTIVE DIRECTOR
General Operating Fund:
City of Traverse City June water/sewer service (auto pay) $ 128.10
Consumers Energy June electric service (auto pay) $ 764.61
DTE June gas service (auto pay) $ 49.14
May workplan -
GT Conservation District tools/vehicle/trash/labor/wood chips $ 821.09
June workplan -
tools/vehicle/trash/labor/invasive
species/footbridge replacement/picnic
GT Conservation District tables/signage $ 4,738.76
GT Conservation District TCLP Grant - Invasive Species work $ 1,000.00
LIAA June management services $ 5,551.25
Sondee, Racine & Doren, PLC June legal services $ 110.00
Lori Loveland Security deposit refund $ 500.00
Hailey Grigereit Security deposit refund $ 500.00
Lori Morrison Security deposit refund $ 500.00
Green Leaf Trust Security deposit refund $ 250.00
Madeline Drumm Rental refund $ 956.25
Website and email hosting and secure
Byte Production certificate $ 408.00
GT Conservation District Hickory Meadows quarterly fee $ 6,137.50
TCAPS Meeting name plates $ 10.80
July event management $4791.67, Barn
S2S Events cleaning $510 $ 5,301.67
Security Sanitation, Inc Portajohn rental 7/4-8/4 $ 170.00
Consumers Energy July electric service (auto pay) $ 875.07
DTE July gas service (auto pay) $ 46.32
Unifirst Rug cleaning August $ 26.89
LIAA July management services $ 5,145.00
(CONTINUED)August event management $4791.67,
S2S Events Barn cleaning $800 $ 5,591.67
Event expenses shuttle services (2020-21
S2S Events $2247.00 & 2021-22 $2621.00) $ 4,868.00
Security deposit refund $500, net of
Brian Whitehead furniture rental $484 $ 16.00
Grand Traverse County MTT/BOR May - July 2021 $ 27.06
O'Hearn Pest Control Hornet nest removal from Cathedral Barn $ 125.00
City of Traverse City July water/sewer service (auto pay) $ 111.10
Elmer's Red Drive grading $ 375.00
Security deposit refund $500, net of
Shelby Strohl furniture rental $333 $ 167.00
Security deposit refund $500, net of
Brianna Olson-Bogart furniture rental $295 $ 205.00
Security deposit refund $500, net of
Sarah Coleman furniture rental $482 $ 18.00
Security deposit refund $500, net of
Lindsay Treadway furniture rental $215 $ 285.00
Security deposit refund $500, net of
Jessica Horness furniture rental $481 $ 19.00
Security deposit refund $500, net of
Zach Graham furniture rental $439 $ 61.00
EPS Security monitoring Oct - Dec 2021 $ 231.75
Security Sanitation, Inc Portajohn rental 8/4-9/4 $ 170.00
Debt Service Fund:
TMI Trust Company Oct. 1 bond and interest payment $ 614,549.50
Grand Traverse County MTT/BOR May - July 2021 $ 59.53
Requested motion:
That the report regarding payment of expenditures be received and filed.
K:\recreationalauthority\packetcommunications\20210908.docxCity of Traverse City and Charter Twp of Garfield Recreational Authority
Operating Fund
Statement of Activities
July - Aug 2021 Annual Budget Budget Variance
Revenues
500 ꞏ Tax Revenue - Operating $ (27.06) $ 305,000.00 $ (305,027.06)
441 ꞏ PPT Reimbursement MCL 123.135 - - -
615.0 ꞏ Trust Fund Grant - 467,600.00
615.2 ꞏ GT Band Grant - 35,040.00 (35,040.00)
615.10 ꞏ TCLP Hickory Meadows Grant 1,000.00 (1,000.00)
615.7 ꞏ Donations 9,060.00 (9,060.00)
615.8 ꞏ Barns Park Rentals 31,518.75 60,000.00 (28,481.25)
615.81 ꞏ Furniture Rentals 3,361.00 - 3,361.00
615.9 ꞏ Misc Income - - -
664 ꞏ Interest Income 17.49 200.00 (182.51)
Total Revenues 34,870.18 877,900.00 (843,029.82)
Expenditures
700 ꞏ Office Expense 10.80 2,000.00 (1,989.20)
805 ꞏ Professional Services
Accounting - 6,000.00 (6,000.00)
GTCD 6,137.50 24,550.00 (18,412.50)
Legal - 5,000.00 (5,000.00)
Management 5,145.00 80,000.00 (74,855.00)
Other - Contingency - 32,045.00 (32,045.00)
SEEDS - Action Plan - 35,040.00 (35,040.00)
Audit - 6,150.00 (6,150.00)
Roads project - 28,615.00 (28,615.00)
Events Manager 9,583.34 57,500.00 (47,916.66)
Total 20,865.84 274,900.00 (254,034.16)
806 ꞏ Event Marketing & Supplies 4,365.89 10,000.00 (5,634.11)
862 ꞏ Transportation - 500.00 (500.00)
912 ꞏ Insurance & Bonds - 4,000.00 (4,000.00)
920 ꞏ Utilities & Maintenance 1,732.49 35,060.00 (33,327.51)
920.3 - Hickory Meadows Work Plan - 25,340.00 (25,340.00)
970 ꞏ Capital Projects (Land Purchase) - 668,200.00 (668,200.00)
Total Expenditures 26,975.02 1,020,000.00 (993,024.98)
Net Change in Fund Balance $ 7,895.16 $ (142,100.00) $ 149,995.16
Unaudited statementCity of Traverse City and Charter Twp of Garfield Recreational Authority
Debt Fund
Statement of Activities
July 21 - Aug 21 Annual Budget Budget Variance
Revenues
Current Property Taxes $ (59.53) $ 700,000.00 $ (700,059.53)
Interest Income 131.49 650.00 (518.51)
Total Revenues 71.96 700,650.00 (700,578.04)
Expenditures
Debt Service - Fees 26.59 300.00 (273.41)
Debt Service - Interest 29,549.50 52,489.00 (22,939.50)
Debt Service - Principal 585,000.00 585,000.00 -
Total Expenditures 614,576.09 637,789.00 (23,212.91)
Net Change in Fund Balance $ (614,504.13) $ 62,861.00 $ (677,365.13)
Unaudited statement Page 1 of 1Communication to the Recreational Authority
FOR THE MEETING OF SEPTEMBER 8, 2021
DATE: THURSDAY, SEPTEMBER 2, 2021
FROM: MATT COWALL, EXECUTIVE DIRECTOR
SUBJECT: EVENT MANAGEMENT CONSIDERATIONS FOR THE
CATHEDRAL BARN AT HISTORIC BARNS PARK
Following a largely shuttered event season through 2020 and the early months of
2021, event activity has returned to Historic Barns Park in full force with its
busiest season ever. In fact, general use of the park beyond events is also at a peak,
along with programming offered by the park’s partners. The buzz of activity at the
park is great to see, though this has also been a summer of learning and
experimentation in the face of all the activity and in utilization of the reinvented
road system and parking areas.
After last month’s discussion on rental rates for the Cathedral Barn, Venue
Manager Stephanie Wiitala and her team put together the attached report for
Wednesday, seeking Board input on fees as well as a variety of facets related to
events and their management at the park. A working group/subcommittee may be a
good approach; we’ll discuss your preferences together on Wednesday.
Once piece of related action is to approve reimbursement of shuttle fees (invoice
also attached). The new road system and formalized parking areas make shuttling
for events even more important, particularly to preserve on-site parking for general
visitors and other programming at the park (like the Community Garden, classes,
etc.). Most of the rental users this year booked in past years when shuttling was not
necessarily a contracted requirement of their event, so this season is the first that is
bridging that gap. The costs incurred for shuttling on behalf of the Authority are an
example of the new dynamics of the rental operation that can be considered as we
prepare for future years. A suggested motion to approve the shuttle
reimbursements follows:
That the reimbursement for shuttle fees in the amount of $4,868 be approved,
with funds available in the Operating Fund, Event Expenses line item.
K:\recreationalauthority\packetcommunications\20210908.docxRecreational Authority Board Report
Wednesday September 1st 2021
Venue manager - Stephanie Lee Wiitala/Sunrise 2 Sunset Events
Current business and updates:
● July and August were the busiest months since I can remember at the park for the barn- with the addition of yoga classes
and furniture rentals next door we had something scheduled almost every single day. September and October look to be
just as busy. It has been wonderful to see so much activity.
● We recently had to have a giant hornet’s nest taken down from the back staircase area at the barn. The bees were loving
their new spot however it was not a good place for our guests and needed to be taken down.
● We have not had luck with finding a cleaning company quite yet; Stephanie will continue to handle all cleanings.
● My assistant Zach has put together a nice spreadsheet to show the rates at other venues in the area from the request we
received for this in July. This has prompted some further questions about the rates for the barn and what should be
included and what should be a la carte (shuttles, furniture, support services). Please see my request below for how I suggest
we can proceed in this discussion further.
Request for Board participation in review of current contract, rental rates and vendor policies, and management plans for The
Cathedral Barn
After the last board meeting it has come to our attention that we need to take a closer look at some of the existing
functions of management at the Cathedral Barn with regard most specifically to the contract and services we provide. I am
hoping to receive assistance with reviewing and updating management plans with the Recreational Authority board with
regards to updating the contract and policies for the rental and use of the space. This includes some of the following:
● parking at the park/shuttle partnerships - what makes sense for us to manage the parking and who is responsible
to make sure these functions are managed properly for all users who invite large groups to the park and the costs
associated.
● review the contract to make sure it is still relevant to all the recent changes especially this past year and since
2015 opening. I have some ideas of items that should be considered, and some policies that may need to be added
to help with the expectations of renters and vendors who come in to use the space.
● rate card review - defining what is included in the rental so that groups easily understand what they are paying for.
We found in reaching out to other venues that the rates varied largely based on what is included and we would like
to discuss this further with the assistance of the board and our recommendations - this will help determine if the
rates need to be changed from what they are currently.
● furniture rental program - rates for use at the barn and also around the park.
● as the days shorten, lighting at the park at night has reemerged as an issue. We have made use of temporary lights
that are battery powered to put out after certain events though this is not a fix that is reliable to move forward.
Exploring the reinstallation of the solar lighting that was piloted in areas of the park before the road project, and
will need to look at more lighting to add to that.
Scheduled Upcoming Events for 2021:
● Weddings- every weekend and some Thursdays too through November. We also have 2 weddings booked for December.
● Yen yoga classes continue on open weekdays and weekends- the students love the space and feel very grateful for it.
● Mushroom hunting classes, staff parties, meetings, concerts, memorial gatherings and many more various groups and uses
for the barn this fall and early winter.Here is a great thank you letter and review we received: From 8/7/21 rental Dear Stephanie and Zack, We were so elated at the way everything came together at the barns for Sarah and Joel’s wedding celebration. Thank you so very much for fielding, pleasantly, all of our many questions. So many details to wedding planning. Zack you were so helpful on Friday, we appreciated that so much. I particularly appreciated how you both took over the last minute decisions on furniture and game placement on the wedding day. Things seemed to go well with parking and transportation. Loved my golf cart ride! Only one couple needed help finding their car at the end of the night. The walled garden was a surprise treat. It was so beautiful in there! We did not have any noise issue with the next door wedding, which as you know I was concerned about. Thank you for all the behind the scenes help and tending to the last minute details and loose ends. I know you moved arbors back and forth, and gathered outdoor decorations at the end of the night. I hope we left the barns in good shape with the exception of floor sweeping and washing. I know there were a few spilled drinks. Why do young people take beverages out on the dance floor anyway? You were wonderful to work with these past two years during such a crazy time Stephanie! I’m going to miss your happy smiling face. We enjoyed the event so much because we knew you had our back for come what may. Thank you, thank you! �Michelle and Mike Coleman From 8/21/21 rental:
The Cathedral Barn Pricing & Other Local Venue Comparison
Date: August 26, 2021
Created by: Stephanie Wiitala/ Venue Manager Zach Whitaker/ Venue Assistant
The information below is created to show comparison between Cathedral Barns rates and what other similar
venue operations cost. The below information also shows what is included with rental rates of all areas.
VENUE RENTAL FEE WHAT'S INCLUDED:
The Cathedral Barn $4,500.00 Rental Hours from 8am-11pm
Setup/Teardown times, if available
Parking Attendants and 1-2 Event Staff Day Before and Day Of
Catering Kitchen and Cooler
Schematic Creation Assistance
20% Discount for Non-Profits & Low-Impact Rental Rates
Furniture rental available - tables & chairs
Shuttle Services available
The Botanic Garden $4,000.00 WiFi and Bluetooth access
Pavilion & Walled Garden Access
Tent Lawn Access - Tent rental not included
"Tunnel of Love" and Root Cellar access
Shuttle Services available
Tractor and Wagon rental available
Half-Day Rental Rates available
Hagerty Conference Center $4,000.00 Reception/Venue Price. 10AM-10:30PM.
Tables & Chairs, with Flatware, china, glasses.
Linens (White-Floor Length), Mirror Titles, Votive with tealights,
Wedding Cake Cutting,
Patio and Chairs for 20 people,
Bar with 2 Bartenders,
Wireless Mircophones, and Projector & Screen.
Dance Floor $500 Additional.
Blue Bridge $8,000.00 260 people.
$500 Discount- Off Season
$1,000 Discount- Reception Only
$6,500.00 160 people.
$500 Discount- Off Season
$1,000- Reception onlyVENUE RENTAL FEE WHAT'S INCLUDED:
Ciccone Vineyards Weekdays: 120 people - $4,675
200 people- $4,975
250 people- $5,275
*Any weddings over 120 people, need rental of white dinner tent.
Barn only seats 120 people.* -additional cost
Includes:
Event Coordinator
Staff for Event
Ceremony Site & Barrels
Bride & Groom (Party) Preparation Areas
Rehearsal
Set Up from 12pm-6pm
Tent Rental for Ceremony- Inclement Weather
Weekends: 120 people- $6,475
200 people- $6,975
250 people- $7,475
*Any weddings over 120 people, need rental of white dinner tent.
Barn only seats 120 people.* - additional cost
Includes:
Event Coordinator
Staff for Event
Ceremony Site & Barrels
Bride & Groom (Party) Preparation Areas
Rehearsal
Set Up from 12pm-6pm
Tent Rental for Ceremony- Inclement Weather
Bayview Weddings at Gallagher Pending Up to 300 Guests. End time of 11pm- Full Outdoor Venue
Day of Coordinator that helps with decor and logistics
Tables & Chairs
Dance Floor
Chandeliers and string lights
2 Golf Carts
Bar
Bon Fire and Fire Pit Tables
French Valley $2,000.00 $2,000 for Reception, and $2,000 for Ceremony- Total of $4,000
Bar included with House wines.
Limit of 400 guests
WifiVENUE RENTAL FEE WHAT'S INCLUDED:
Cobblestone Farms Weekends $5,999- Saturdays
$4,999- Fridays
$7,999- All Weekend
Access Friday from Noon to Sunday at Noon
Includes:
Photobooth with popcorn and candy bar
Ceremony & Recpetion
Rehearsal Area Available
White Dinner Tent
Table & Chairs
Set Up and Decor Staff
Preparation Areas for Bridal/Groom Party
Outdoor Games and Fire Pits
Event Coordinators
Paid In Full Discount
Starry Night Barns $7,850.00 Includes 2 nights at the barns. 2023 rates- $8,050
Additional nights if available are $200/ night, and 2023-$210
Includes:
2-Bars
60x90 tent
299 Chairs
Bonfire Area
5 foot round tables
Banquet tables
Additional Charges:
Ceremony- $650
AV Items- $240
Rehearsal and Brunch- $650
125 or more people - $250 & 2023- $260
175 or more people - $480 & 2023- $490
225 or more people- $620 & 2023- $620
Flip Fee- $325VENUE RENTAL FEE WHAT'S INCLUDED:
Gravey Family Wedding Barn $7,500.00 150 Guests Lilmit- Barn
90 Guest Limit- Patio Seating
No Tables or Chairs- $500 Credit for Rental
Barrels
Ceremony Area
Patio with Firepit
Log Cabin
Rustic Bar
Dance Floor
Column LightingS2S Sunrise 2 Sunset Events
3577 South Bay Bluffs Drive
Cedar, MI 49621 US
swiitala8@gmail.com
INVOICE
BILL TO INVOICE 2021-0807
City of TC Recreational Authority DATE 08/22/2021
TERMS Net 30
DUE DATE 09/08/2021
SERVICE DESCRIPTION QTY RATE AMOUNT
Reimbursement for Saturday May 15th, 2021 1 749.00 749.00
Shuttle costs
Reimbursement for Saturday May 29, 2021 1 749.00 749.00
Shuttle costs
Reimbursement for Sunday May 30th 2021 1 749.00 749.00
Shuttle costs
Reimbursement for Saturday July 3rd 2021 1 749.00 749.00
Shuttle costs
Reimbursement for Thursday August 5th 2021 1 374.00 374.00
Shuttle costs
Reimbursement for Saturday August 7th 2021 1 374.50 374.50
Shuttle costs
Reimbursement for Saturday August 14th 2021 1 374.50 374.50
Shuttle costs
Reimbursement for Saturday August 21st 2021 1 374.50 374.50
Shuttle costs
Reimbursement for Saturday August 28th 2021 1 374.50 374.50
Shuttle costs
I will send the receipts in an email since Quickbooks will let not let me attach
BALANCE DUE $4,868.00
these here.
Page 1 of 1Communication to the Recreational Authority
FOR THE MEETING OF SEPTEMBER 8, 2021
DATE: THURSDAY, SEPTEMBER 2, 2021
FROM: MATT COWALL, EXECUTIVE DIRECTOR
SUBJECT: CONSIDERATION OF HICKORY MEADOWS ADVISORY
COMMITTEE VACANCY
Attached please find a letter of resignation from Nicolle Girard, a longtime and
very active participant in the Hickory Meadows Advisory Committee (HMAC) and
a wonderful volunteer at the park. She’ll be missed on the committee and deserves
a great deal of thanks for her efforts.
The Board instituted the HMAC in 2005 to enlist regular public input on Hickory
Meadows, first on the creation of a management plan for the property and now on
general management of the site. Appointments to the committee are for two years,
and members must be residents of either the City or the Township. The committee
has no direct authority over the site; it serves in an advisory capacity to the Board,
which retains final decision-making authority.
The Board just conducted interviews for the HMAC in May and made two new
appointments that took effect July 1. Applications remain valid for one year from
the date of submittal; at the time of this writing, there are three active applications
on file (in alphabetical order):
Annelle Kaspor
Emily Modrall
Frank “Jeremy” Treadwell
I have reached out to gauge the current interest of all three of those applicants.
Emily Modrall is now unavailable this fall but may be interested again in the
spring. Annelle Kaspor previously served on the committee but decided not to
interview in May and indicated to me that she has since filled her time with other
commitments. Jeremy Treadwell was scheduled to interview in May but missed his
interview slot. At the time of this writing, I have not received confirmation of
current interest from Mr. Treadwell.
(CONTINUED)I will come to Wednesday’s meeting equipped with any updates that come in, and we’ll work through the Board’s options and preferences for addressing the vacancy. K:\recreationalauthority\packetcommunications\20210908.docx
July 20, 2021 Recreation Authority Board Members: With regret I’m contacting you to let you know that I have to step down from the Hickory Meadows Advisory Committee effective immediately. My position at Hagerty involves travel to events and meetings around the US. That travel is ramping back up now and I’m going to be on the road one or two times a month which will impact my ability to attend HMAC meetings now that we’re moving to a set meeting schedule. I’m very sorry to do this, I will miss being a part of such a wonderful group. I hope that with the recent applications another member could be found quickly from that pool of interest and that, down the road, I could apply to join HMAC again when my schedule slows down. Kind regards, Nicolle Girard
Hickory Meadows Advisory Committee Contact List Name Term End Contact Info Bill Brundage 06/30/2022 231-631-7448 wbrundage@charter.net 215 Fulton St Traverse City, MI 49684-2181 (Township) Pam Darling 06/30/2022 231-357-2401 pjzeerip@gmail.com 307 W 9th St Traverse City, MI 49684 (City) Michael Foley 06/30/2023 231-534-4588 mandmfoley.mf@gmail.com 3880 Incochee Rd Traverse City, MI 49684 (Township) Nicolle Girard 06/30/2022 231-342-1457 nsgirard@hotmail.com ngirard@hagerty.com 2973 Concord St Traverse City, MI 49684-4619 (Township) Jody Madion 06/30/2022 231-620-3139 jody.madion@gmail.com 508 Bloomfield Rd Traverse City, MI 49686 (City) Amy Powell 06/30/2023 231-357-1457 pow.welltaping@gmail.com 728 E State St Traverse City, MI 49686 (City) Jim Zeratsky 06/30/2022 603-398-0114 jdzeratsky@gmail.com 5865 Hickory Hill Trl Traverse City, MI 49684 (Township)
Communication to the Recreational Authority
FOR THE MEETING OF SEPTEMBER 8, 2021
DATE: THURSDAY, SEPTEMBER 2, 2021
FROM: MATT COWALL, EXECUTIVE DIRECTOR
SUBJECT: HICKORY MEADOWS UPDATES ON TRAIL ROUTES AND
DOGS OFF LEASH
The attached trail map for Hickory Meadows demonstrates some proposed new
trail connections in the park that have been conceptualized by the Conservation
District and the Hickory Meadows Advisory Committee along with other input.
The new routes aim to formalize access to areas of the park that are otherwise
being accessed by informal, user-created routes that are not sustainable or
advisable to maintain. The Committee has blessed the concepts and now seeks
Board approval to move forward with permitting and construction of the routes,
which we’ll talk about together on Wednesday. If it pleases the Board, a suggested
motion follows:
That the proposed trail connections at Hickory Meadows be approved.
The HMAC is also working on ideas to address unleashed dog use at Hickory
Meadows, and doing some further brainstorming on that with the Board on
Wednesday will be helpful in that effort.
K:\recreationalauthority\packetcommunications\20210908.docxHickory Meadows
Conceptual Trail Connections
±
Legend
Boardwalk
M-72
F
Conopholis americana Trailhead
Ephemeral Creek
Proposed Trail
Existing Trails
Hickory Meadows Boundary
Hickory Hills Boundary
40'
Reroute
F
24'
Private
Property
West Meadow
Miles
0 0.05 0.1 0.15Communication to the Recreational Authority
FOR THE MEETING OF SEPTEMBER 8, 2021
DATE: THURSDAY, SEPTEMBER 2, 2021
FROM: MATT COWALL, EXECUTIVE DIRECTOR
SUBJECT: REPORTS
Expected reports include:
• Grand Traverse Conservation District
• Event Facility Management (if not already covered earlier in the agenda)
• September 1 Quarterly Reports and other updates from the Management
Entities at Historic Barns Park (TC Community Garden, Botanic Garden,
SEEDS)
• Any reports from Board members
• Executive Director's report and possible verbal updates
• Approved minutes from the meetings of the Hickory Meadows Advisory
Committee, June 21, 2021 and July 20, 2021
K:\recreationalauthority\packetcommunications\20210908.docxTC COMMUNITY GARDEN
Quarterly Report
September 1st, 2021
September 1st, 2021
The garden has been enjoying all the rainfall, and we hope
everyone else has.
Membership
The garden has enjoyed being almost completely full this
season. As in every year we have people begin the season
with us, but do not finish the season. We have about 6
unused plots as a result. Those plots will be tilled and cover
cropped for next year's season.
Our membership has been actively engaged this year, and many have mentioned that the
garden has become very important to them. In the past few years we have tapered back the
volunteer requirements in order to relieve a pressure that people felt to have to “do work.” This
has given a core group of people a time to lean into the garden, and have begun to ask for
opportunities to give back. We will be exploring opportunities in which people can give back to
the garden and be an example for new gardeners.
Every year the garden experiences some attrition, and I am sure we will again this year.
However, our returning membership grows as well. This will be the case this year. It is very
encouraging that over the past four years our returning membership has gotten larger every
year. As a board we look forward to continuing to welcome new gardeners in hopes that a few
will become vital pieces of the garden.
Sustainable Gardening Education
The garden held an opening you garden class, we also had a visitor from MSU speak on
organic pest control, and we will be having an gardener appreciation gathering on the 18th
where we plan on speaking on how to shut down your garden for the year and setting up next
year for success.
Donation
We have continued the donation Garden Program to address food insecurity in the region.The donation garden will again be tended by the Friendly Garden Club this year. They will help educate youth in small groups, and donate food grown from the plot. We hope to expand our relationship with them in the coming years. THis was from 2020-The Friendly garden club has donated over 200 hundred pounds of food to Father Fred this year from their garden plot. We look forward to hearing this years donation numbers. We continue to offer reduced rates to members along with scholarships to those in need so everyone is welcome to garden. We fulfill reasonable requests to donate food to support other charitable purposes in the community at-large. TCCG continues to welcome requests from and encourages referrals to other charitable endeavors to donate its excess produce on a case-by-case basis. Community Due to the uncertainty that the year began with we were not able to engage with our partners in the community as we had planned. We look forward to moving forward with those plans in 2022 We continue to increase social media outreach on Facebook (increase to 600 followers) and Instagram (increase to 750 followers), and continue earned-media strategy (no less than two articles, TV appearances, etc.) TCCG now has 905 Facebook followers in Q3, and 1, 213 Instagram followers, up from 1113 Q2. We will continue to forge strong outside partnerships to help bring more users to Historic Barns Park, particularly with the Child and Family Services YouthWork Corps, Grand Traverse Area Beekeepers, Oryana Community Co-op, and Materne NA, and other groups as opportunity becomes available.
QUARTERLY REPORT September 1, 2021 Learning in the Garden
Mission: Public gardens have a powerful and positive impact on the health, environment and economy
of a region. They make it a better place to live. The mission of BGHBP is to design build and manage a
year-round botanic garden in Northwest Michigan for the purposes of botanical and environmental
preservation, education and research, and the enjoyment and renewal of citizens and visitors
Note: We usually present our Quarterly Reports within the format of our Strategic plan, reporting on
each goal within the plan. We are postponing our 3-year Strategic Planning retreat, however, until our
new Executive Director comes on board this winter, so that he or she can participate in this process.
Quarterly Report
September 1, 2021
1. CAPITAL CAMPAIGN - This quarter the Capital Campaign, made up of board members
from the Botanic Garden, the Friendly Garden Club and the Recreational Authority, and
campaign consultant, met twice a month:
• Implementing the financial processes for depositing, recording, acknowledging
and dispensing donations
• Scheduling and conducting tours of the Garden with potential donors
• Writing and submitting grants for the campaign, successfully receiving $85,000 in
grants to date
• Continuing design and budget work on the Historic Barn and Children’s Garden
• Contracting design and production of materials to illustrate the Campaign’s goals,
including Case for Support booklets, large renderings of completed HistoricBarn’s Education and Conference Center and Children’s Sensory Garden, and a
5-minute video, as well as campaign stationary, notecards, etc.
• Planning the first donor reception, to be held in the Garden September 9
2. CHILDREN’S SENSORY GARDEN – This quarter the Friendly Garden Club and BG board worked with
Jason Hobson of Lightning Turtle on the design of the hillside water feature for the future
Children’s Garden, with landscape designer Mark Polinko on the final layout of the Children’s
Sensory Garden, and with Jim Clark, project manager. Because the water feature will, at points
abut the sensory trail, construction of the trail which is the backbone of that garden, will be
delayed until next year when both projects can be completed simultaneously. The design work is
now at the stage where we would like to schedule a meeting with Recreational Authority to review
the plan.
3. JUDITH GROLEAU HEALING GARDEN – Some work continued this quarter on several facets of the
Healing Garden, although progress was slower than we wished, given the shortage of workers and
materials. Work on CAD elevations for the Medicine Wheel Garden and some initial excavation
work and staking was completed, so final excavation and construction of the wheel can now be
undertaken. The walkway leading down to the labyrinth was completed, connecting the two
sections that had been separated by the old gravel road. A new walkway was constructed
connecting the Red Drive parking pod entrance to the labyrinth as well. Recycled crushed asphalt
was used for both paths. Six large sugar maple trees were added to complete the 450’ long allée.
4. MORE TREES ADDED TO THE GARDENS – This quarter we continued adding new trees to the
Garden. A miniature Gingko was planted in the Secret Garden, five Eastern Red Cedars (Juniperus),
eight spruce trees (Picea orientalis), and two pine trees (Pinus flexilis) – all conifers – were planted
along the trail leading to the Fairy Trail and across from the Pollinator Garden. These 15 trees will
form a year-round screen, blocking views of the compost and mulch piles and adding to the beauty
of that walkway.
5. ARBORETUM CERTIFICATION – As the number of species of trees and shrubs continues to grow at
The Botanic Garden at Historic Barns Park, we are beginning the process of applying for Arboretum
Accreditation through the national ArbNet, an interactive community of arboreta. We now have
over 60 species of trees and 30 species of woody shrubs and will be adding additional species this
fall and next spring. Level II Arboretum Certification requires a site to have at least 100 species of
trees and woody shrubs, some paid staff, an enhanced public education program and a
documented collection policy. We will reach the 100 species point in 2022, and will have a paid
executive director in place along with our present part-time horticulturist. We have an excellent
public education program and are beginning work on a documented collections policy. Our recentadoption of Iris BG plant collection software supports these efforts as well. Arboretum Accreditation enhances the status of a public garden, reflecting that garden’s wide range of plants and the environmental and educational opportunities they offer. 6. ADDITIONAL PLANTINGS – In addition to new trees and shrubs, the Garden added a number of new perennials, bulbs, and grasses this quarter. A new bed was planted at the 4-corner intersection with 12 antique peonies, 27 Allium ‘Millenium’, 38 Prairie Dropseed (Sporobolus heterolepis), and 5 ‘Northwind’ Switch Grass (Panicum virgatum). At the entrance to the park by the water collecting swale, several viburnum (Viburnum dentatum), 2 larch (Larix decidua), and several Winterberry (Ilex verticillata) were installed. 7. EDUCATION – Throughout this quarter both yoga and tai chi were offered in the Garden. Junior Master Gardener classes were held for children over a six-week period this quarter, while another children’s class featured a hands-on “Bugs For Kids”. Adult classes included a video tour of the Botanic Garden with Dr. Shutzki of MSU, who highlighted plants that are excellent choices for home gardens as well. “Growing Roses Organically” and a video class highlighting Interlochen Academy’s Sustainability Program were also featured. Coming up this fall is a course in “Shrubs the Grow Well in Northern Michigan”, “All About Owls”, and an “Autumnal Equinox Labyrinth Walk – Finding Balance and Negotiating Transitions”. A beautiful fabric collage art exhibit runs through October in the Visitor Center Hall. Free garden tours by BG docents were provided three times a day, six days a week, throughout this quarter, focusing on both the history of the site and the gardens themselves. The ‘Bug Class’
8. GARDEN MAINTENANCE –
• All ten of our volunteer gardener teams have been busy maintaining their assigned
gardens this summer, mulching, weeding, pruning, deadheading and adding new plants.
• New flower beds were developed at the entrance to the Stable Garden along with an
antique horse-head hitching post. Landscape lighting fixtures have been purchased to
highlight the entrance to the Stable Garden in the evening and are scheduled for fall
installation.
• Wiring was brought up to code in the Botanic Garden area of the Blacksmith Garage,
and automatic garage door openers installed on the two large doors, as it was extremely
difficult for volunteers to open them manually.
• Fifty solar path lights were installed on the Visitor Center outdoor stairs and along the
Sugar Maple Allée to provide more light and better safety for evening visitors.
• The Deer Family sculptures were re-installed in the picnic grove. They had been stored
in the Wagon House during road construction work.
• Four more picnic tables were purchased and assembled this quarter, so we now have
seven new tables in the picnic grove, which are used daily.
Installing the deer sculptures9. CASE STUDY – Work on the Garden’s case study, conducted through the Landscape Architecture
Foundation, continued this month. The team, consisting of members of the LAF, Nelson Byrd Woltz
Landscape Associates (who designed the Garden’s master plan), DNR AmeriCorps workers, and
Botanic Garden board members are focusing on both the historic and ecological sustainability
components of the Garden, using data-driven studies to evaluate the Garden’s benefits.
10. HEALTH AND HEALING - Part of the mission of the Botanic Garden is to promote and support
health and healing. Research documents the powerful role that being in nature and spending time
in a garden plays on physical and mental health. This quarter the Garden hosted a variety of
groups in support of that goal. Children from the Disability Network spent two days harvesting
vegetables and tidying up the Fairy Trail. Four different cancer support groups from the Cowell
Cancer Center met regularly in the Garden. Traverse Neuro Recovery and a number of Assisted
Living Centers brought clients to the Garden for tours, therapy and recreation. The Garden hosted
the annual gathering of families and various addiction support services with a program in the
walled garden followed by a labyrinth walk.
Walkers ‘parked’ during golf cart tours of the Garden11. COMING ATTRACTIONS –
• The Michigan chapter of the American Society of Landscape Architects (ASLA) will tour the
Garden as part of their annual LA RIDE on Saturday September 18 – a bicycle tour of area
gardens in conjunction with the annual ASLA Conference in Traverse City. A representative from
our Garden will explain the background and initial start-up of the garden, the Master Site Plan
process, and the mission and goals of the Garden, followed by a bicycle tour of the Garden itself.
• Michigan Cares For Tourism (MC4T) will hold a two-day session at the Garden on October 3 and
4. They will attend workshops in the Garden on the 3rd, where members will learn about the
role of our FireWise Garden and the importance of tree management for safety and beauty. The
group of 38 MC4T members will return the next day to plant over 5,000 daffodil bulbs at the
entrance to the park as well as to assist with winterizing tasks in the Garden.
• The Children’s Donor Garden, supported by Friendly Garden Club volunteers, will harvest
vegetables and donate them to local food kitchens. Last year they grew and donated over 500
pounds of food and expect an even greater amount this year. The Donor Garden is located in
the northernmost section of the Community Garden and adjoins the future Children’s Sensory
Garden. Collaboration with the Community Garden has allowed the Children’s Garden team to
use this area as part of their Children’s Sensory Garden efforts.SEEDS Center at Historic Barns Park Q3:2021 Report on Goals
It’s amazing that these piles of organic waste from
Food Systems and Carbon Rich Soils Oryana turns into a rich soil amendment at HBP!
1. Farmland
a. More food was harvested from the SEEDS Farm
in just 2 weeks of July than in all of 2020. The
garlic crop has been harvested and is curing.
b. The Father Fred Giving Gardens have been
prolific. This year’s harvest is now over 1000lbs
of fresh, organically raised produce for clients.
2. Providing Education about Food and Soil Health
a. Two new Summer Associate VISTA members joined us for the season and worked closely
with Father Fred volunteers as well as other Food Systems capacity building supportive
services.
b. “Soil Your Underpants” VISTAs and EcoCorps Crews used a NC State University protocol for
testing soil quality: burying cotton underwear for eight weeks. Cotton is a cellulose, which acts
as a carbohydrate (food) for microorganisms. You can test soil quality by determining how
many microorganisms are in your soil; the more microorganisms you have, the healthier your
soil. The healthier the soil, the more of the underpants will be gone. Crews buried and
excavated cotton briefs from four different locations in Historic Barns Park: in front of
Workshop 223, at the TCCG retention pond, in our Perennial Garden, and in the Compost. The
winner was the Compost pile (below right) where only the elastic was left; the worst soil was
found at Workshop 223 (below left) and at the retention pond both of which have been
recently disturbed and compacted due to the road work.c. Thanks to an MDARD grant award, we are working with Crosshatch to plan a six-part
training series on food processing bringing their mobile trailer to HBP.
d. SEEDS will host this week a workshop with Renee Dillard, a member of the Little Traverse
Bay Bands of Odawa Indians, on traditional practices and uses of wetland species.
3. Feeding Soil, Sequestering Carbon
a. In summer maintenance mode at TCCG’s drainage pond plantings, EcoCorps has been
battling the grasses planted by Elmers that seem to have taken to this site particularly well.
b. After several years battling pernicious grasses and bindweed, Poesis has transitioned their
plots finally to no-till farming. No-till farming is beneficial as it does not disturb the complex
mycelial structures that help retain and enhance soil moisture and fertility. Soil that is tilled
tends to dry quickly destroying its microorganisms, and will even blow away.
Showcasing Conservation, Efficiency, and Renewable Energy Technologies
1. Enhancing the Built Environment
a. The Bathroom installation continues. After floor finishes, wall & ceiling insulation, and
electric work we have been waiting (im)patiently for our drywaller to finish before we can
finish the plumbing and install fixtures. Progress has been slow, but continuing forward.
b. EcoCorps collected 7.5 cubic yards of post-road construction mesh from the Park and
transported it to the landfill. Thanks also for some help from Kurt and his tractor!c. We are working on visitor engagement strategies at the wetland and retention pond and
have engaged over a dozen professionals one-on-one for deep perspectives on wetland
and watershed exhibits for learners of all ages.
d. Summer Associate VISTAs installed a rain barrel on the shed at the Farm used for irrigation.
2. Enhancing Environmental Education and Eco-Tourism
a. SEEDS hosted a number of formal and informal groups to the Park including a church camp
and the graduation celebration for MSU Extension’s Master Gardeners.
b. EcoCorps is wrapping up a busy season
having performed weeks of work each
with the Grand Traverse Regional Land
Conservancy, the National Forest Service,
the National Park Service, the North
Country Trail, and others. During June’s
onboarding and orientation, 25
crewmembers from as far as Saginaw
came to HBP for trainings including,
i. Sawyer Level 1 (chainsaw training)
ii. How to Zero Waste
iii. Driving with Trailers
iv. Drone Technologies, with NMC
instructors (pictured)
v. Surveying Technologies, with NMC instructors
c. SEEDS was hired by the National Cherry Festival to serve as a third-party auditor for their
waste handling. As part of this effort, SEEDS hand sorted close to 1000 pounds of Cherry
Festival waste to compare with reports from the waste hauler GFL (formerly American
Waste). GFL used a Waste-to-Energy (WtE) management process to create a laudable and
impressive 91% rate of recovery with minimal recycling and no composting. However, WtE,
which entails the incineration of material to produce steam and generate energy, is just
one step above disposal in the waste management hierarchy. Further, our staff found that
94% of what did go to a landfill was compostable material. Literal food for thought as
SEEDS continues on an 18 month feasibility analysis for region-wide organics recovery.
https://www.record-eagle.com/news/single-trash-bins-produce-waste-recyclables-from-the-
national-cherry-festival/article_13054702-de73-11eb-847b-471e5e326de3.html
d. NMC Extended Education courses offered by SEEDS instructors were included as part of
their Northern Naturalist certification. Four took place at HBP, each exploring Carbon
Drawdown strategies.
i. “Zero Waste – Is that Even Possible?” 7/22/21
ii. “Multi-Layered Benefits of Perennial Food Forests” 8/3/21
iii. “Water and Our Ecosystems: Green Infrastructure for Resilience” 8/5
iv. “Eating to Reverse Global Warming” 8/19/213. Generating Useful Energy
a. Now that the 2.5kW solar array is reinstalled to power the Cathedral Barn and farmland
irrigation, we can monitor its generation. During July and August, 564 kWh of electricity
were created. That’s like saving 16 home BBQ propane cylinders or the carbon sequestered
by a half acre of forest in one year!Ecological Learning & Youth Engagement
1. Cultivating Healthy Collaborations & Partnerships @HBP
a. In addition to HBP partners previously mentioned, we have added Crosshatch, NMC’s
Extended Education Services, MSU-extension, and the Little Traverse Bay Bands of Odawa
Indians to the list.
2. Creating Safe, Inviting Spaces for Learning
a. Human Nature School continues its programming and plans to return for a fall semester.
b. While we did not host an all-school Field Day this year, several SEEDS After School camp
programs made the trek to HBP for field trips – the prize for furthest traveled goes to KND
Elementary from Brethren in Manistee County (pictured). They loved BGS’ Fairy Garden so
much they went home and created their own fairy garden on their school’s grounds!
Active SEEDS Partners at Historic
Barns Park 2021 YTDHMAC Meeting Minutes – 6/21/21
Hickory Meadows Advisory Committee
Minutes - Monday, June 21, 2021
Hickory Hills Lodge
Members Present: Nicolle Girard, John Nelson, Pam Darling, Eric Grebe, Bill Brundage, Annelle
Kaspor, Jim Zeratski
Members Absent: Jody Madion
Others Present: Matt Cowall – Rec Authority Executive Director, Luke Kreykes – GTCD Parkland
Steward, Tom Vitale - GTCD Parkland Steward
I Call meeting to order: Meeting was called to order at approximately 5:35 pm.
A. 1st Public comment: None
B. Approval of agenda: Motioned by Grebe; 2nd by Kaspor. Approved unanimously.
C. Approval of agenda: Motioned by Nelson; 2nd by Zeratski. Approved unanimously.
Action Item Review
May 17, 2021
A.1: Brundage to follow-up with Cowall on next steps for moving the signage initiative
forward. Done
A.2: Vitale to flag route, share updated map, and invite HMAC for site walk by June. Open –
Route was flagged but partially removed multiple times by unknown source; updated map
was shared with HMAC; trail walks are yet to be scheduled.
A.3: Brundage to reach out to Devin Hill from the NMC Construction Technology Department
regarding picnic table construction. Done – Unable at this time but a good resource for future
construction projects given enough time to incorporate into curriculum.
A.4: GTCD to search for available picnic tables to purchase. Done – On order.
A.5: GTCD to create signage for recycling and trash totes w/ RA branding. Done – On order.
II Rec Authority meeting review – June 2
Cowall reported:
A. HMAC Structure
a. Elect a Chair and possibly Vice Chair annually.
b. Approved agendas and meeting minutes will be passed along to the Rec Authority
Board within meeting packets.
c. Public notices will be posted for HMAC meetings.
d. Regular meeting schedule with set location is necessary for public attendance.
Action Item 1: Vitale to send out doodle-poll for a regular meeting schedule and location.
e. Potential need for by-laws.
Action Item 2: Vitale to send copies of by-laws for GT County’s NER and the City’s Brown
Bridge Quiet Area as a couple local examples.You can also read
