Centre Regional Recreation Authority
Millbrook Marsh Nature Center Advisory Committee

MEETING SUMMARY
(As approved on 20 Aug 08)

Wed., 18 Jun 08, 4:00 PM at the MMNC Barn

1.          CALL TO ORDER & ROLL CALL: (11 of 16 Appointed Members)

             Jennifer Shuey               Kathy Matason         Alan Sam                       Diane Kerly

             Dr. Rick Marboe            Dr. Rob Brooks            Mary Alice Graetzer      Don Epp

             Jackie Melander             MJ Kitt                     Holly Fritchman

             CRPR Staff: Greg Roth, Molly Hetrick, Jennifer Watts-Mattise, Janet Alley & Tye Kreider (Summer Interns)

2.         COMMENTS FROM THE PUBLIC: None

3.          APPROVAL OF THE MEETING SUMMARY from 21 May 08:

                          Motion by Rob Brooks, Second by Kathy Matason

4.          OPERATIONAL REPORTS:

             •           Summer Program & Camp Report: Molly Hetrick

Molly reported summer programs are successfully underway and staff is working hard to prepare for upcoming camps. She introduced the summer interns and spoke highly of all the staff who worked to make Spring Programs a success this year.

             •           CRRA Meeting Highlights from 17 Jun 08: Kathy Matason

Kathy reported the bids were reviewed for the Park Forest Pool project and the lowest bidder selected. Also, the plan was reviewed with the architect and addition/subtractions were considered. The total project cost is $3.2 million, with $2.9M construction and the remaining for soft costs.

             •          Thompson Woods Subcommittee Update: Greg Roth

Greg reported the yearly monitoring will take place soon and easement reports will be available from ClearWater Conservancy in July. There has been some encroachment from neighbors and Bill Hilshey will handle this. Also, the fence has remained intact.

             •           Millbrook Marsh Maintenance Update: Greg Roth

Greg reported Bryce Boyer completed the boardwalk section. Members discussed creating a thank you note for Bryce in appreciation of all his efforts. Holly Fritchman will organize this project.

5.          BUSINESS ITEMS

             •           Consider a recommendation to CRRA to waive the fees for the Spring Creek Day Event on 28 Sept 08 from noon - 5 PM as requested by ClearWater Conservancy: Jennifer Shuey

Jennifer requested this annual fee waiver (the regular fee is estimated at $295) and mentioned that Holly is the Chair of the 2008 Spring Creek Day Committee. A motion was made by Jackie Melander to recommend that CRRA waive these fees, with a second from Rob Brooks.

6.          BUILDING FUND CAMPAIGN UPDATE

             •           Governmental Team Update: Rick Marboe

Rick briefed the committee that the Steering Committee met the day before to evaluate the future path of the campaign. All potential incoming pledges are completed. There may be some specific donation requests, such as furniture, in the future. Also considered is that some current pledges may be in jeopardy if the construction of this building does not begin soon. Molly gave the following campaign numbers (provided by Diane Ishler):

                          Total Pledges: $1,011,855

                       Cash on hand: $336,000

                       Expenses to date: $3,500

                       Capital Improvements to date: $21,000

Unpaid pledge payments ‘07: $200,000 c/o County grant; $115,000 c/o 2 donors

             The Committee discussed:

             •           the County Growing Greener money is a reimbursable amount based on our expenses.

             •           Based on needing a construction loan, it is hoped that an intermediate loan from COG Finance Committee will not be necessary. Rick referred to Kathy Matason for ways that CRRA has handled finances in the past. It is important, then, that the low-cost option be selected with the funds raised to date. Rick outlined the governmental support, at $160,000 from municipalities in Centre Region and the Centre County Growing Greener allocation, plus the Governors line item. Significant letters have been sent by local legislators to support this project and at the May meeting members saw letters from the Governors office.

             •           A conclusion is needed to decide how to proceed and a timeline. Construction must be started by June 1, 2009 or risk losing $200,000 pledge from Mr. Hamer. The Campaign Team would like to work toward an 01 Apr 09 start date and the previous Construction Timeline was updated to reflect current dates. Rick explained we no longer have to go through the conceptual phase because we will do a detailed design with HP Architects that will then progress to the Authority to develop bid documents that will go out in October and receive bids back by December, to then gear up for an end of March start date. To do this, Rick explained, we will need to go through the Finance Committee as related to cash flow and make a presentation the General Forum because they are the guarantor of the loan. Construction management will be done by the Architects office. A Building Construction Team will be formed from Committee members or other experts to oversee the building.

             •           Staff concerns about the committee proceeding today with a vote on the low-cost option, and the importance of the Committee having all the information and feeling comfortable with this decision. The one factor that can not be controlled is the Governors decision and the group must decide how long they want to wait on this decision.

             •           Concerns that if a decision is not made today, the whole process is at risk and the funds may be lost. With the current plan, adjustments can be made if the state funds come through, so the committee felt it has the info needed to make the decision. If the state money is awarded within the next 9 months, there is still an opportunity to make the design adjustment and progress with the higher cost estimate of $1.8M.

             •           The impact on the programs with the low cost building. Is the low-cost building enough to be able to do the programming and meet the center’s needs? This topic was addressed by members at the retreat in February. It was recalled that the group decided even the small building will include the classroom and that is sufficient. Jennifer stated that the comfort facilities provided are also very important and the new building will provide what we do not have now.

             •           Another staff concern that the Finance Committee may not be ready to approve this project because there are other large capital projects going on within the agency. The Committee needs to be completely prepared to minimize the chances of Finance Committee shelving the project until a later date. Members had concerns that this would not be an appropriate response from Finance Committee to a citizen group working toward a community improvement. Rick shared that the Finance Committee is extremely supportive of CRPR and MMNC and the Committee should also be ready to answer questions related to the project delay thus far and reduced scope. Also, MMNC is not asking for additional burden related to construction loan, which will be on the minds of the Authority members who currently have a lot of other things on their plate. Having no cost to COG based on our cash flow will be important.

             •           Concerns related to the operational costs of the building and being prepared to show how the center will support itself and the new building in the coming years. Currently the center does not pay its own maintenance and office staff costs but is subsidized by CRPR, so adding those costs in to the future along with new developments require consideration of the revenue the center can create.

             •           If the Governors funding is tied specifically to the full scope building and do we still qualify for the money if we start a reduced scope building. Rick clarified that the proposal stated the building would be LEED certified building, so if the state money does come in the LEED certification will be added. Diane clarified that one of our letters said that if we do not know an answer soon we will proceed with the smaller building, so the state office is aware of this.

Rob Brooks made the motion that the Advisory Committee recommend to the CRRA to engage HP Architects to prepare a bid package for the $1million option on the new Spring Creek Education Building at this point in time, and this be done immediately. Jackie mentioned the possibility of additional funding and Rob added to the motion that a provision be included to accommodate the increase in building size if the funds become available. Second was made by Jackie Melander, there was no further discussion and the members approved unanimously.

Rick also explained that the Campaign Steering Committee has carried through their goal of raising money and bringing the group to the point of construction, so future campaign discussions will be at Advisory Committee meetings from now on. In the future, a Building Construction Committee will be formed to support the Architect and offer guidance. It would be hoped that members will be few in number and be people who have construction experience to lend to this situation. The Authority may want to weigh who they would like to see be part of this Committee. Interested members of the Advisory Committee can also be involved. Jennifer suggested Chris Magent, a ClearWater board member, has expressed interest in helping with MMNC and she will follow up about his interest in this project.

7.          ADJOURNMENT                    Next Meeting: Wed., 16 Jul 08 at 4 PM at MMNC Barn (Note: the July meeting was then cancelled.)