Minutes

Minutes of Saint John's Arboretum Advisory Council Meeting
February 6, 2006
Natural History Museum, Saint John's University

Council Members:
     Present: Alison Binsfeld, Kari Dombrovski, Emily Franklin, Sarah Gainey, Tom Haeg, Tom Kroll, John Kulas, O.S.B., Stephanie O’Keefe, Larry Schwietz, Matthew Voight, Tom Wicks, Bruce Wollmering, O.S.B.  
     Absent: Terri Barreiro, David Hartwell, Steve Saupe, Dhanita Ramlochan, Chuck Wocken

The meeting was called to order at approximately 1:15 p.m.

Welcome and Introductions
John Kulas, O.S.B.  opened the meeting with a prayer. Subsequently, each advisory council member introduced themselves to the full council. Tom also briefly mentioned the sesquicentennial celebrations which will happen this spring. Events include a dinner for the neighbors of Saint John’s in March, and events on May 20^th. May 20^th festivities include 4-5 music venue performances, petting zoo, Arboretum educational station, and others. Spring Birding Day will also take place on May 20^th as an additional activity for families coming to campus.

Revisit and Reaffirm Goals and Existing Accomplishments for FY 2006
Sarah provided an overview of the goals and accomplishments listed in the FY 2006 work plan.

Physical and Human Resources
The goal establishing a new building for EE, as well as other campus uses is still being pursued. More discussion occurred on the viability of moving the stone house from over by the ice hockey rinks to near the university athletic fields. Tom will readdress this issue with Brother Linus to determine if this is feasible or not and will have progress to report at the next meeting. There was also much discussion about utilities necessary for the building and how these costs would be addressed.

Finances
Goal is complete for securing of salaries for the Environmental Education Coordinator, Environmental Education Fellow, Office Coordinator Fellow and Director. Emily will be working to achieve additional submissions of grant proposals before the end of her fellowship in May.

Education
Prek-12
Sarah will continue to work to ensure goal of 4800 preK-12 students is met for FY 2006. Sarah will also be holding her winter class preview week from February 13^th-February 17^th. All other education goals for FY 2006 have been met.

CSB/SJU
Arboretum staff will work to complete the following goals before the end of the fiscal year:

• Add Arboretum to admissions tour and explore funding options with schools they are targeting (pilot 1 metro HS program)
• Pursue the education major’s science methods classes to assist with teaching EE classes
• Develop a ‘menu’ of classes and possibilities for the CSB/SJU faculty orientation packet

As a side note, Bruce Dickau (professor in the education department) will be joining the Arboretum Advisory Council on the Education committee. Sarah hopes he will be able to assist in achieving the remaining FY 2006 goals with his help and insight.

Corey Weber and Eric Reiner presented an overview of the research project they for their marketing class during the fall semester. Eric and Corey spent two days surveying students about their knowledge and participation in the Arboretum and communicated their results through a comprehensive report. It was suggested by the council that the letters to CSB/SJU professors highlight non-traditional uses or exposure to the Arboretum such as the marketing class project completed by Eric and Corey.

Community
Arboretum staff will work to complete the following goals before the end of the fiscal year:

• Compile a listing of possible adult classes we could teach/sponsor-
• Develop a template for an adult retreat

There was much discussion about the adult retreat which was attempted last summer and whether or not the word “retreat” should be used as it often implies a spiritual component to an event. Sarah indicated that the retreat was canceled last year due to lack of interest. If pursued again this summer, the Arboretum would be a host and would provide some programming efforts. Other programming would come from retreat co-sponsors.

Tom Wicks offered comments relative to land development pressures and conversations he had with individuals during the Collegeville Township Town Hall Meeting on January 28^th. He suggested that there may be ways for the Arboretum to provide a listing or package of resources for landowners in terms of alternatives to selling their property. The Arboretum’s support of the Avon Hills Initiative and their efforts is one way of fulfilling these suggestions.

Stewardship
Arboretum staff will work to complete the following goals before the end of the fiscal year:

• Develop a definition of ‘land use’

Saint John’s Abbey is still exploring the implementation of wind energy on campus and Tom Kroll is still active on this committee. Tom is also still working on the committee exploring the chapel and chapel trail restoration project.

Visibility
Arboretum staff will work to complete the following goals before the end of the fiscal year:

• Explore option of selling ads in the newsletter
• Maintain website and adjust to growing usage and needs

Memberships
Arboretum staff will work to complete the following goals before the end of the fiscal year:

• Increase the number of paid memberships by 50 per year
• Further develop membership benefits and giving options

The Arboretum is very close to completing the goal of increasing memberships by 50 during FY 2006. We are also still working to add additional membership benefits and giving options. Stephanie O’Keefe mentioned that we ought to explore ways for garden clubs and garden societies to become more involved in the Arboretum. Sarah Gainey responded by explaining the Arboretum’s current work with the Saint John’s Garden Society to host a field trip/tour to the Minnesota Landscape Arboretum this spring. Reciprocal admissions outside of the program with the American Horticultural Society, which fell through, are also being explored.

Confirm FY 2007 Budget
Tom presented the FY 2006 and FY 2007 budgets for the Arboretum. He provided an overview of each of the accounts and their purposes. He also reminded the council that monies in the endowed funds show totals at the end of FY 2006 for the FY 2007 budget and that for instance, the Fr. Paul Environmental Education Endowment total is actually $10,000 more than what is listed in the budget.

Jim Dwyer from Institutional Advancement provided a fundraising overview for the council. He explained that there are three types of funds: SJU Operating Budget, Endowed Funds, and donations. He also encouraged the council and staff to spend money where we need to and that left over funds are not necessarily a good thing (often means something isn’t getting done).  He also indicated there may be funds in the works to support an Arboretum scholarship for a student intern or research project and for the Stumpf Lake bridge project.

Generate FY 2007 Work Plan from Budget and Strategic Plan
Each member of the council was able to voice an item for inclusion in the work plan for FY 2007. Sarah will compile this information and the work plan will be finalized at the May 22^nd meeting. Items brought forward for inclusion in the FY 2007 work plan include:

• Outreach to other prek-12 schools beyond district 742
• Outreach to day care facilities for summer programming options
• Pursue functional and beneficial relationship with professors in the education department responsible for the teaching of science methods
• Update the letter to professors about Arboretum programs, student opportunities and membership benefits to include quotes from Lydia MacKenzie and real world applications of academic student involvement in the Arboretum
• Establish a work plan for fundraising efforts for each fiscal year so that the transient grant writer is able to focus on specific projects during the duration of the one year fellowship
• Revisit the issue of the “one-yearness” of the fellowship positions
• Continue to explore and pursue the option of a student run Arboretum club
• Explore ways to include “Benedictine” in the language and literature of the Arboretum
• Expand on existing relationships with CSB/SJU Nordic Skiing, and use this as a way to expose prospective students to the Arboretum through admissions
• Increase marketing of science standards achieved through participating in Arboretum programs, continue to update trunks, expand audience beyond schools in ISD 742
• Continue to explore ways to preserve the rural nature of communities around Saint John’s Arboretum
• Enhance the role of Arboretum Advisory Council members to include a focus on individual or multiple projects during terms served

Committee Reports
Reports were made by the Lands Committee and the Administration and Volunteers committee at this meeting.

Lands
Walz Property
A resolution was passed by Saint John’s Abbey, Saint John’s University, Saint Benedict’s Monastery, and the College of Saint Benedict to further explore the possibility of acquiring the 435 acre Walz property to physically connect the two campuses. All parties are enthusiastically in favor of exploring this option. A letter to be sent to the members of the Walz family has been drafted and circulated for review. The family is also exploring other options beyond selling the property (leasing options). Tom reminded the council that this acquisition may be too complex and too expensive for the entities to complete. The committee will continue to meet and explore the issue further.

Administration/Volunteers
New Arboretum Advisory Council Members
The following individuals have agreed to serve on the Arboretum Advisory Council. They will officially become members upon discretion of the Abbot.

• Bob Russell (U.S. Fish and Wildlife Service)
• Bruce Dickau (CSB/SJU Education Department-retiring)
• Scott Danager (Albany High School)

Larry Schwietz made a motion to adjourn the meeting which was seconded. The meeting was adjourned at approximately 5:30 p.m.

Submitted by Emily Franklin

The next Advisory Council meeting is Monday, May 22^nd from 2:00-5:30 p.m. in the New Science Center, Natural History Museum.