Minutes

Minutes of Saint John's Arboretum Advisory Council Meeting

October 3, 2003

Council Members:

Present: Al Barth, John Geissler, Tom Kroll, Fr. John Kulas, O.S.B., Scott May, Linda Mock, Steve Saupe, Larry Schwietz, Bob Thomsen, Chuck Wocken, Fr. Bruce Wollmering, O.S.B.

Absent: Terri Barreiro, Bob Ellenbecker, David Hartwell, Janette Monear, Tom Wicks, and Ron Wienhold

President, Scott May called the meeting to order at 2:40 p.m.

Fr. John Kulas, O.S.B. opened with a prayer.

Tom Kroll introduced Kyhl Lyndgaard, the Arboretum's newest staff member, and Chuck Wocken, one of the new Council members. Chuck is employed by the Stearns County Parks Department.

There were no corrections or additions to the minutes of the last meeting. Larry Schwietz made a motion to accept the minutes, Bob Thomsen seconded, the minutes were approved.

Committee Reports

K-12 Education

Al Barth reported the St. Cloud School District has eight buildings that house kindergarten through 6th grade students. Currently, each building has as an Arboretum teaching kit/trunk for second through fifth grades available to the faculty. This year second and third grade teaching kits/trunks were completed. Training for the second and third grade teachers was held in August. Approximately thirty teachers attended. Funding is in place for the current school year to cover the cost of busing students to the Arboretum.

John reported they are developing a new activity style using a station/location model. People will be trained for a specific area rather than the whole Arboretum. The students and visitors would move from station to station. This year we were able to train ten CSB/SJU student tour leaders. They are working with the K-12 grade students. There are two Arboretum activities/tours scheduled every school day during the month of October. It is important to have some type of follow-up to promote the Arboretum to the student's parents.

· It was suggested that a flyer about the Arboretum be given to the students to take home and share with their parents.

There was discussion about activities for students when the weather doesn't cooperate. (Larry Schwietz offered a butterfly video from the botanical society in Omaha.)

CSB/SJU Education

Arboretum student worker, Jay Kasner is leading projects for CSB/SJU students. There were several student/Arboretum activities Labor Day weekend. John gave a presentation to the Resident Assistants about activities available at the Arboretum. Students also did seed collecting.

There was discussion about marketing the Arboretum to CSB/SJU students and posting Arboretum activities in the dormitories. Arboretum opportunities and activities have already been presented to the Symposium instructors. CSB/SJU freshman in the Elementary Education Program are required to do service learning projects. Some of the students are working as tour leaders for the Arboretum. At this time, the Arboretum will limit service-learning projects to CSB/SJU students.

Community Education

The Woodland Owners and Users Conference will be held at Saint John's October 11, 2003. The Arboretum is one of the sponsors. Steve Saupe, Ron Wienhold, Larry Davis, Tom Kroll, and John Geissler will be presenters.

Lands

Saint John's has joined with The Nature Conservancy to sponsor a landscape planning project with a goal to preserve the rural nature of the area. The project is called "Avon Hills." This area is approximately 50 square miles, located in the four townships of Avon, Collegeville, Saint Joseph and Saint Wendel. Saint John's property is at the eastern edge of the Avon Hills. The process is open to anyone who would like to observe. The plan is scheduled to be completed by June 30, 2004.

Tom reported the results of the watershed quality testing done. Lake Sagatagan is an A, Stumpf Lake is a C and Gemini is an F. The current treatment plant on Gemini is being upgraded and will improve the water quality.

Saint John's has been approached to do plantings in memorial of individuals. Tom Kroll and John Elton have been assigned to formulate a plan regarding donations designated as memorial plantings.

There was discussion about the trail signs. Larry Schwietz made a motion to spend $700 for trail signs. Fr. Bruce Wollmering seconded. The Motion passed.

Volunteer Management/Administration

Three Advisory Council Member's terms expire in December 2003; they are David Hartwell, Fr. John Kulas and Bob Thomsen. The Council established a nominating committee. The members are Scott May, Steve Saupe and Tom Kroll.

· This committee will access what skill sets would be helpful to the Council and contact prospective nominees. The goal will be to have the nominees at the December 5th Advisory Council meeting. The Advisory Council will make nominations that will go to Abbot John Klassen, O.S.B and Br. Dietrich Reinhart, O.S.B. for final approval.

· Orientation for new Advisory Council Members; Terri Barreiro, Tom Wicks and Chuck Wocken is set for December 5, 2003 prior to the regular Advisory Council meeting.

PR/Membership

The Arboretum printed a variety of new T-shirts. A company in Melrose that has done printing for the Arboretum in the past did the printing. There was discussion about pricing them. Fr. Bruce Wollmering made a motion to charge $10.00 per T-shirt. Chuck Wocken seconded, the motion passed.

The Arboretum had two new Banners made. Tom Kroll showed them to the Council. These banners will be used at Arboretum events.

New note cards are being printed. Simon-Hoa Phan did the designs. Four designs will be used; a total of 500 cards will be printed. These new cards will be used as Thank You cards and gifts. They will not be available for sale.

Sunday October 5, 2003 Saint John's Preparatory School is sponsoring the Collegeville Colors walk/hike. The Arboretum is supporting it and will have a booth there. Arboretum staff and volunteers will man information stations along the trails. Tom Haeg from WCCO did a promotion bite for the Collegeville Colors walk/hike.

The Membership Open House will be December 5, 2003. We plan to send invitations out by November 1st. Linda Mock and Kyhl Lyndgaard will work on the details.

Fundraising

Jim Dwyer from Institutional Advancement's Planned Giving Office reported to the Council that the Arboretum has been named beneficiary of a $50,000 gift annuity. Jim also talked about the Arboretum being named in Will provisions. They are revising the Planned Giving Brochure to include the Arboretum in the choices of Will provisions and gift annuities.

There was discussion about selling T-shirts and sweatshirts. The consensus was if the Arboretum does sell sweatshirts, a top quality product with embroidered lettering should be ordered.

Other Business

Saint John's needs to replace the existing radio tower. One concern about the tower is birds swirling around the lights and being killed. Tom is checking out several options to decrease the bird loss.

Fr. Bruce Wollmering made a motion to adjourn the meeting. Larry Schwietz seconded. The meeting was adjourned.

The next Advisory Council meeting is Friday, December 5, 2003 at 2:30-5:00 p.m. in the New Science Center, Natural History Museum. Mark your calendars.

Respectfully submitted,

Linda Mock