Birch Lake Improvement District Board of Directors Meeting March 19, 2009

Draft

Call To Order: 7:00 p.m., Chair Jim Grisim presiding

Members present: Ryan Hoops, Jim Grisim, Rod Kreuser. Also present Julie Yoho and Steve McComas(for part of meeting). Absent: board members Dale Bacon and Richard Brink

In the absence of Secretary Brink, Julie Yoho appointed to take notes by Grisim.

Sustainable Lake Management Plan.
Bacon and Grisim met with Stephanie McNamara and Kristine Lampert of Vadnais Lake Area Water Management Organization - VLAWMO last week to review the plan. Key questions that BLID would like to have answered include:
How healthy is Birch Lake?
How do we sustain or improve the health of the lake?
Are nutrients from runoff creating weed growth?
Is there a way to get rid of muck on the bottom of the lake?
Is harvesting the best and only way we should be trying to manage the aquatic weeds?
BLID would like more specific recommendations on what we should be doing with priorities, goals, and timeframes set. The report seems very thorough, but too technical. Can there be a summary and more explanation of what the report is really saying to distribute to members?
Steve McComas - stated he will compile a summary of his report and work with VLAWMO on incorporating what they are updating in the report with what he will do. The study has cleared up some of our questions regarding the health of the lake and its vegetation. Fern Pondweed is the dominant plant in the lake. Birch Lake is shallow, very clean and has better water quality than expected of a metro lake. The thick sediments (muck) with low ph keeps milfoil and curly leaf pondweed from growing. The sediment (muck) on the bottom is natural for the lake basin and short of dredging there is not much that can be done to remove or reduce the sediment. Water levels are controlled by the regional ground water table – all area lakes are low and will be until the water table comes up.
Grisim – why is there more plant growth and higher nutrient levels by runoff areas?
McComas – storm water runoff carries sediments with nutrients and affects water quality in the inlet areas. Runoff can be better controlled to keep the unnatural sediments out. This will be part of his summary.
Grisim – BLID has to prioritize action plan items to address these locations. Original assumption was that controlling runoff would reduce plant growth. However, it is actually the nutrients in the sediment that is the main contributor as a source of nutrients for the plant growth..
McComas – BLID is already doing 90% of things correctly. Vegetation issue is with a native plant, Fern Pondweed. Sediments are not conducive to non-native growth problems (milfoil), we are very fortunate for that. Harvesting is the best way to manage excessive weeds, and some spot treatment of aquatic herbicides could help in the shallower higher weedy areas.. Having an aerator use is good for the lake, especially since it is so shallow. Birch Lake is a relatively unmodified natural glacial lake and is following the natural path of a glacial lake.

McComas said his goal is to finish the summary before ice is off the lakes as that is when he gets very busy with the new season.

McComas left the meeting at this time and the board went on to the rest of the meeting agenda.

Motion by Kreuser, second by Hoops to approve minutes from November 6, 2008. Motion carried.

Kreuser provided the Treasurers Report. Bank balance is $11,280.24. After looking into the M4 city checking plan he found it provided no better interest and more hassle. A savings account could be opened to earn a little interest – transfer funds into savings as needed. It was decided to table the idea until next meeting when more board members will be present.
Motion by Hoops, second by Grisim to approve treasurers report. Motion carried.

Grisim reported a spring newsletter should be ready soon. Dale Bacon, Patty Kuppe, Ron Auger and Jim Grisim met on March 1st. Patty Kuppe is putting together the first draft and Jim will share the draft with the board for input before it gets sent out.

Grisim reported the sunset clause put on the BLID by the City was originally for 12/31/08, however the City Council voted to extend it out pending a vote at this year’s BLID annual meeting in June 2009. Members will vote at the annual meeting if they agree to have the sunset clause removed.

North Shore restoration project. Grisim reported we did not receive the grant we applied for through MN Waters. If BLID still wants to do the project, the City has verbally agreed to provide some equipment and labor to clean out the area, VLAWMO agreed to help with coordination of project and has some money they could contribute toward the right buffer plants. Dale Bacon is coordinating the project with the assistance of VLAWMO and the City. We will be soliciting help from volunteers for planting labor.

Grisim reported there are now more stringent standards for water testing /samples that Ron Auger has done for many years. There will be a training session on May 2 from 9-2. Grisim will see if he can assist Ron in the testing.

There is another site at Otter and 4th that would be good clean up project. The north east corner of this intersection has been a filter area for the water coming into the lake. The areas seems to be over grown and filling up with leaves and brush growth. This could be why the lake has more weeds in this area due to the lack of filtration.

Grisim reported he has the harvesting permit application and will be submitting it to the DNR. Its time to start organizing for cutting. Kreuser will check with Comstock to see if we will be able to contract the same helper we used last year. Hoops offered to help with coordination of volunteers and setting schedules with Ron Auger.

Spring weed clean up – need to get weeds off the White Bear Township site by mid-May. Kreuser will check with Comstock to see if they can give us a bid to remove the weeds. Hoops to check with a landscaper he knows also for a bid. Estimate 110 – 120 yards of material needs to be moved.

Discussion was had over upcoming harvester repairs and what could be budgeted for the year that would be above and beyond regular maintenance. The track was mentioned last year as needing repair and adjustments. Discussion included the concern that if we don’t do any repairs we could end up with a broken harvester and have it sit when cutting is needed. Board agreed we should look at spacing out the repairs and do some this spring and see if we can afford to do more in the fall and then more next year. This would hopefully let us keep up with repairs needed.
Motion by Grisim, second by Kreuser to allow up to $1500 for highest priority harvester repairs. Motion carried.

Kreuser has tabs for truck and trailer.

Grisim said the spring lake clean up is set for the standard first Saturday in May, this year that is May 2. This will be in the newsletter and we hope for more participation this year.

Grisim reported that Brink’s board term is ending in June 2009. Brink has stated his intention to seek reelection for a 3-year term, advising the board that, if elected, he may not serve the entire three years.
We will advertise the expiring term and vote at the annual meeting if needed.

Motion by Hoops, second by Kreuser to adjourn. Meeting adjourned at 9:15pm.





___________________________________________
Vice Chair, Ryan Hoops


Next quarterly meeting: June 4th, 2009

Board of Directors Meeting November 6, 2008

Call to Order: 7:13 p.m., Chair Jim Grisim presiding

Members present: Dale Bacon, Dick Brink, Ryan Hoops, Jim Grisim, Rod Kreuser. Also present, Julie Yoho and (for part of meeting), Nancy Kreuser.

Motion by Bacon, seconded by Kreuser, to approve the agenda as modified. Motion carried.

Motion by Hoops, seconded by Bacon, to approve the minutes of the September 18, 2008 Board meeting. Motion carried.

Treasurer Kreuser reported that as of the date of this meeting the bank balance was $6,322.48. Nancy Kreuser presented a tabulation of budget and expenditures covering the period of July 1, 2007 through November 1, 2008, reflecting the change of fiscal year from July 1-June 30 to calendar year as of January 1, 2009. A copy of this tabulation is attached to these minutes. Motion by Brink, seconded by Bacon, to approve the report. Motion carried.

Grisim reported that the BLID budget proposed for 2009 was approved, without opposition, by the White Bear Lake City Council at its October 28, 2008 meeting. City Manager Mark Sather, Mayor Paul Auger, and several Council members made complimentary comments about the work of the BLID. Renee Tessier, Council member who represents the district in which Birch Lake is located, expressed interest in attending a Board meeting of the BLID. Grisim will follow through.

Printed information about the M4 checking plan, provided by City Treasurer Don Rambow, has been confusing. Grisim and Kreuser will arrange a meeting with Rambow to help clarify the program and how the BLID might participate.

At the October 28 City Council meeting, the Council approved two changes to the June 3, 2006 Order establishing the BLID, (1). the Council will no longer need to approve Board appointments to fill openings on the Board between annual meetings and (2) the requirement for absentee ballots will be replaced by the provision of proxies. Both of these changes will facilitate the operation of the Board.

Bacon reported that the final report on the condition of Birch Lake, prepared by Steve McComas of Blue Water Science, is anticipated shortly. It is anticipated that the report will endorse weed harvesting and recommend shoreline management.

Bacon and Brink reported on the September 28, 2008 VLAWMO Watershed Summit workshop they attended. A great deal of attention has been devoted to storm water runoff, most of it not applicable to the BLID.

Hoops reported that the air lines to the three aerators have been repaired and that he and Grisim have installed warning signs in the area to encourage slow boat traffic. Kreuser raised the question of whether the air lines could be enclosed in rigid PVC pipes. The cost of such a project will be investigated.

Bacon reported that in early December we should learn the status of the joint VLAWMO-City-BLID request for a $5,000 matching grant from Minnesota Waters to improve part of Birch Lake’s shoreline.

The plan to have newsletter reporters Patty Kuppe and Ron Auger attend Board meetings is not doing well. Grisim will invite Kuppe to the next Bard meeting. Grisim and Bacon will meet with her to decide on content for the next newsletter.

Dick Gillitzer has made numerous repairs and improvements to the weed harvester and recommends more extensive repair. Kreuser believes the harvester can perform satisfactorily for another year before undertaking such action.

Motion by Brink, seconded by Kreuser to adjourn. Meeting adjourned at 8:32 p.m.


Richard E. Brink
Secretary

Board of Directors Meeting September 18, 2008

Call to order: 7:06 p.m., Chair Jim Grisim presiding
Members present: Dale Bacon, Dick Brink, Jim Grisim, Ryan Hoops, Rod Kreuser. Also present, Julie Yoho & Fred Downing.
Motion by Kreuser, seconded by Bacon, to approve agenda. Motion carried.
Downing reported on his work with a representative of Comstock & Sons in carrying out this year’s weed harvesting program. He was favorably impressed and recommends contracting with Comstock again next year. The rep-resentative not only ran the harvester, but also was responsible for repairs and maintenance, all at a cost of $31 per hour. No bill has been received, but a total of $1,000-$1,500 is anticipated. Downing reported that the two bottom belts on the harvester are old and stretched, and Dick Gillitzer recommends replacement. The White Bear City lot is under construction, so the harvester will again be stored on the White Bear Township lot.
Motion by Bacon, seconded by Hoops, to approve the minutes of the July 9, 2008 organizational meeting. Motion carried.
Kreuser presented the September 17, 2008 treasurer‘s report, a copy of which is attached. Motion by Brink, seconded by Bacon to approve the report. Motion carried.
Kreuser reported that White Bear Lake City Treasurer Don Rambo is willing to permit use of the City’s banking arrangement, at much more favorable terms than those provided by Bremer Bank. Kreuser will follow up.
Removal of the harvester from the lake proved difficult. A casualty was a blown transmission on Kreuser’s truck, resulting in repairs estimated to cost about $3,600. Motion by Bacon, seconded by Hoops, to pay half the cost of repairs. Motion carried.
Following the damage to Kreuser’s truck, the harvester was removed using a winch provided by Vadnais Auto Service. Motion by Grisim, seconded by Kreuser to use a winch in all future removal operations. Motion carried.
Grisim presented a proposed annual report. Numerous amendments were made, and Yoho will retype and distribute the revised report, accompanying it with a transmittal letter.
Brink submitted a proposed request to have the Order establishing the BLID amended. (The proposed request was not submitted but has been withdrawn for revision.)
Hoops agreed to have appropriate warning signs erected in the vicinity of the aerator this winter.
Hoops agreed to update the BLID blog, web site and newsletter information.
Following a water skiing exhibition on the lake, there were complaints about weeds being churned up near the shore. It was agreed that the harvester will be standing by to alleviate such problems in the future.
Minnesota Waters is offering a $5,000 matching grant for 2008-2009 for projects relating to conservation. VLAWMO, the BLID, and the City of White Bear Lake submit a joint application based on restoring the northwest shore of Birch Lake. Motion by Kreuser, seconded by Grisim, to approve the BLID’s participation in this project. Motion carried.
The Rush Lake Improvement Association has requested the BLID’s en-dorsement of a proposal to have the Legislative-Citizen Commission on Min-nesota Resources conduct research on the use of iron filings to control curlyleaf pond weed. Motion by Grisim, seconded by Kreuser to approve the request. Motion carried.
Motion by Brink, seconded by Hoops to adjourn. Motion carried and meeting adjourned at 8:30 p.m.
Richard E. Brink
Secretary
Next quarterly meeting November 6, 2008

BIRCH LAKE IMPROVEMENT DISTRICT(BLID)
Board of Directors Meeting
September 20, 2007

The meeting was called to order by Chair Fred Downing at 7:08 P.M. at the White Bear Lake City Hall. The following members were present: Dick Brink, Fred Downing, Jim Grisim, Rod Kreuser, and John Reinhart. Also present, representing the newsletter, Ron Auger.

Motion by Grisim, seconded by Kreuser, to approve the minutes of the June 20, 2007 meeting. On vote, all ayes.

Quarterly Newsletter
Auger reported that Patty Kuppe had agreed to help with future issues of the newsletter. He stated that there should be better communication between the Board and him, especially since he does not own a computer. Copies of future meeting minutes will be mailed to him. In his capacity of coordinating the scheduling of weed harvester operations, he stated that some 80-85 loads of weeds had been removed and transported to the White Bear Township site for temporary storage A number of volunteers have contributed time and expertise in connection with this operation, notably Dick Gillitzer, Gordy Berg, A.J. Kuhlmann, Gary Norman, and Mitch Jensen. (It was observed by the Board than Auger had also contributed a great deal of time.).

The BLID BLOG, set up by BLID member Steve Laliberte can be accessed at http://birchlake-id.blogspot.com/2007_07_01_archive.html. BLID residents with internet access will be able to see what is going on in the District, read the minutes of all meetings, and read BLID newsletters. The Board will be working with Steve on the contents of the BLID BLOG.

VLAWMO Partnership
While not contributing to the BLID’s $6,000 contract with Steve McComas, VLAWMO is cooperating with the BLID and McComas in establishing a sus-tainable lake management plan and maintaining water quality and lake level. It appears that VLAWMO will focus most of its in-depth research on the water coming into the lake. A formal report from McComas is pending, but he has stated informally that the predominant vegetation is fern pond weed.

Treasurer's Report
Grisim presented a formal report showing each check written and categorized the reason for each expenditure. Downing presented an informal summary of activities. Grisim will harmonize the two and present a revised report. Grisim’s report was approved, pending revision.


Board Officer Appointments
The following officers were agreed upon and elected for the 2007-2008 year:

Chair -- Jim Grisim
Vice-chair -- Rod Kreuser
Secretary -- Dick Brink
Treasurer -- John Reinhart.

Check writing
Motion by Downing, seconded by Grisim to amend the current procedure for check writing to provide that two signatures on checks would be required only for checks of $100 or more, one signature sufficing for smaller amounts. On vote: Downing, Grisim, Brink, aye; Kreuser, Reinhart, nay. Motion carried.

Administrative Assistant
Grisim and Brink reported on their interview and favorable impression of Julie Yoho and her exceptional work-relatbed experience, expressing their belief that she could provide some stabilizing help to Board activities. After a review of finances, it was concluded that the Board could afford to have up to 100 hours of work performed by her at the rate of $15 per hour. Motion by Downing, seconded by Kreuser to authorize an expenditure of up to $1500 and to discuss with her the type of work that would be most useful. On vote, all ayes. A special meeting was scheduled for Tuesday, September 25, at 5:15 P.M., and the secretary was asked to see if Ms. Yoho could attend.

Truck Purchase and insurance:
Rather than getting our bank balance too low by paying off the $1,000 remaining on the purchase of Downing’s truck, the secretary was asked to prepare an appropriate conditional sales contract covering the period of July 1, 2007 to August 1, 2008. Grisim reported that for a premium of $425, the truck can be insured for 6 months, with comprehensive coverage extending for 12 months.

Harvesting
Auger recommended that the Board consider hiring one operator to run the weed harvesting equipment in the future. Some volunteer operators have set the cutter too low and damaged the machinery by dipping into the muddy lake bottom near the shore. Some combination of harvesting and weed spraying may be appropriate. McComas will be consulted.

Annual Report
The draft annual report, required by the Board’s Rules of Governance, was approved. Kreuser will make copies for distribution, and Brink will see that they are mailed to the appropriate persons.

Volunteer Recognition
Grisim raised the question of whether the Board should present especially meritorious volunteers with certificates thanking them for their service. While applauding the idea, there was some concern that the feelings of volunteers not receiving such a certificate might be injured.

A form containing a number of survey questions and a request for a permit to operate the aerator was given to Downing to handle.

Meeting adjourned at 10:00 P.M.


Richard E. Brink
Secretary

BLID Annual Meeting 6-21-2007 Minutes

BIRCH LAKE IMPROVEMENT DISTRICT (BLID)

Annual Meeting

June 21, 2007

The second annual meeting of the BLID was held in the White Bear Lake City Hall on June 21, 2007, with Chairman Fred Downing presiding. The meeting was called to order at 7:06 P.M. with 25 persons present, representing 18 of the 64 units in the BLID (counting the Cloisters representative as 3 units).

The minutes of the July 20, 2006 annual meeting were approved. After a discussion of ways to distribute minutes by e-mail, Steve Laliberte volunteered to establish a BLID “blog” to which interested persons could subscribe free of charge. This idea met with general approval and will be put into practice. Meeting minutes and perhaps newsletters could be stored on this blog, allowing people who have internet access to read such information at any time. More details will appear in future newsletters.

Jim Grisim distributed copies of the treasurer’s report (attached). He pointed out that since no tax revenue will be available till mid-July of this year, operating funds were provided by (1) transfer from the former Birch Lake Area Improvement Association (BLAIA) and (2) a $5,000 advance from the City of White Bear Lake. The report was approved.

Downing reported on the activities of the BLID board for the past year, mentioning opening a bank account, establishing a permanent business address, holding quarterly meetings and several special meetings, cooperating with VLAWMO, hiring Steve McComas of Blue Water Science as a lake expert, purchasing a weed harvester and trailer, improving the ramp access to the lake, leasing a truck, conducting weed harvesting, adopting Rules of Governance, publishing a newsletter, and stocking the lake with 300 walleye and 700 bass fingerlings. In 2006 100 loads of weeds were temporarily stored on a nearby site owned by White Bear Township. By this spring the pile of weeds had shrunk to 24 loads, which were transported to the composting site on County Road J. Since this Township property is currently for sale, we may lose it as a future temporary dump site

It was pointed out that the ramp access to the lake is intended solely for the ingress and egress of weed harvesting and related equipment, all in accordance with an easement obtained for that purpose. A chain barring the entrance of boats via the ramp has been cut on at least one occasion; a stronger chain and a sign forbidding such action may be required. More details will be presented in a future newsletter.

Steve McComas has made a preliminary investigation of the lake, using a GPS grid to identify locations, where he has charted types of weeds to determine where weed cutting should take place and measured depth and lake bed conditions. Weed harvesting is carried out by volunteers, with Ron Auger coordinating schedules. Because most of the volunteers have full time jobs, harvesting is carried out mostly on evenings and weekends. A recommendation was made that the Board consider hiring someone to run the harvester in the future. It was also suggested that the length of the harvesting schedule should be determined either by date or by number of loads of weeds. A motion was made, seconded and carried to hold a meeting of interested members at the harvester ramp on the first Saturday in August each year to decide when harvesting will stop. The effect of herbicides is uncertain, but in any event, the DNR will permit treating only 15% of the lake in any given year.

Downing stated his desire to find three volunteer supervisors to handle the details of (1) aeration, (2) newsletter, and (3) weed harvester and related equipment. He believes Ryan Hoops would be willing to handle aeration and will confirm this possibility with him. Ron Auger agreed to take charge of the newsletter with the help of Patty Kuppe and Carol Abbott. All persons present liked the idea of a newsletter, feeling that such a publication effectively communicates BLID activities. It is planned to have newsletter volunteers attend the first half hour of future board meetings for a discussion of current projects and events, together with all volunteers involved, for inclusion in the newsletter.

There being no applicants for the two open Board positions other than the two incumbents -- Rod Kreuser and Jim Grisim --, Downing moved their unanimous election. Motion seconded by Patty Kuppe and carried.

The proposed 2007-2008 budget was presented. Motion by Steve Laliberte, seconded by Rod Kreuser, to increase the sum allocated to Special Projects from $500 to $2,500, covering projects that might result from the McComas lake study, etc. Motion carried, making the amended budget read as follows:

Fixed costs

Aerator $ 750.00

Admin. ( postage, copies, 2,500.00

secretarial help)

Insurance 1,000.00

Easement 300.00 $ 4,550.00

Lake improvement

Steve McComas $ 2,000.00 $ 2,000.00

Weed harvesting

Weed eq’pt. payment 10,535.00

Repairs 2,000.00

Fuel 750.00

2d weed removal 1,500.00

Miscellaneous 1,000.00 $15,785.00

Special projects $2,500.00 $ 2.500.00

Grand total $24,835.00

Cost/unit $388.05 (64 units)

Motion by Patty Kuppe, seconded by Ron Auger, to approve the amended budget. Motion carried.

The dates of the regularly scheduled quarterly Board meetings for 2007-2008 were announced as follows:

September 20, 2007

November 1, 2007

March 20, 2008

June 5, 2008

Motion by Patty Kuppe, seconded by Mike Lennon, to approve the Rules of Governance, which had previously been approved by the Board. Motion carried. The Board was asked to consider amending the Rules of Governance to change the annual meeting date from Thursday to Wednesday to accommodate persons leaving for vacation on Thursday.

Downing announced that a training meeting for prospective volunteers for the weed cutting operation would be held at the entrance ramp at 9:00 A.M. on Saturday, June 23

The secretary was asked to check with the City of White Bear Lake to find out whether we could contract with the City (or, alternatively, someone suggested by he City) for such secretarial services as scheduling meeting dates, taking notes at Board meetings, and keeping track of dates when action should be taken.

Meeting adjourned at 8:55 P.M.

Richard E. Brink

Secretary

Welcome to the Birch Lake Improvement District Blog

My name is Steve Laliberte. I live on Birch Lake in White Bear Lake.

Birch Lake is a 120 acre lake that is very clean and very shallow. It is also weedy.

When I was president of our lake association, we were alway raising money to control the weeds on the lake. After years of fund raising, I got interested in forming an lake improvement district.

If a majority of the land owners support the idea, you can create a tax district to fund lake projects. The lake association liked the idea so we set out to create one. The state of MN has a procedure for creating one. We drafted the needed documents and set out one last time around the lake. Instead of fund raising, we were getting support for the BLID.

We got a majority, presented it to the City of White Bear Lake. They approved it.

We now have a board, a set of projects, and a budget.

We have purchased a harvestor and are cutting weeds. We have hired a consultant to study the lake and advise us on how to manage it.

The following posts record our organization and minutes of meetings.

Thanks,

Stephen Laliberte