HomeMy WebLinkAboutLease Task Force Minutes 02.11.2013 Lease Taskforce
February 11, 2013
Present: Bill Mountsier, Tom Nelson, Mayor Olson and Bruce McGee
Also in attendance: Curtis Lord, Iry Wilke
Tom Nelson opened the meeting at 5:41.
Tom asked if there was any public comment. There was none.
Bruce McGee motioned for the approval of January 14, 2013 minutes and Bill Mountsier seconded. The
motion carried.
Tom informed the group that he had presented council with a summary of the progress made so far. He
said the Council was pleased with the progress. Tom stated that the lease agreement should include
language regarding no alcohol while shooting and any security arrangements for ensuring public safety
during the proposed shoots.
Curtis Lord stated that a certified Range Officer would oversee the shoots. Iry Wilke provided an
example of protocol rules and procedures. Iry stated one of these would be put together for each
individual event. The protocol covers logistics of range operation and even emergency actions in the
event of an accident. Iry stated much of the information is obtained from the range manual from the
National Rifle Association (NRA). The Mayor stated it needed to be determined how many events would
be held for the Rod and Gun Club, including specific dates. The Mayor added that the failure to comply
with protocol could render the contract null and void, stating there would be consequences for not
following protocol.
Curtis said his concerns were whether the Rod and Gun Club would be responsible for providing police
monitoring. Bruce added that the group would be responsible in the way that they always have by
keeping people from violating the rules. Iry stated that upon a lease agreement he would make it clear
by signage and education regarding when shooting was allowed and when it was not. Bill stated that if
the rules were broken by club members that the liability would be the responsibility of the Rod and Gun
Club. Bruce stated that it may be appropriate to have the protocol policy attached and referenced in the
lease and provided 30 days before each event. The group agreed.
Curtis brought forward an issue of a couple of years ago when the Tree Board held a shoot there. Curtis
and Iry asked who would be responsible for the protocol. Bill stated if that were the case it would be the
responsibility of the lease holder. Bruce suggested that there would be the possibility of exempting the
City in the lease. Bill and the Mayor stated they were not in favor and that there was more comfort in
having the knowledgeable Rod and Gun Club help in running the event. Bruce stated the lease should
incorporate something for the City if the group agreed there was even interest. Discussion followed.
The group finally determined that if an outside party was interested in holding an event at the Rod and
Gun Club that involved shooting. The group agreed that under the new lease Rod and Gun would still be
responsible for the protocol.
Bruce asked if the lease agreement would have an addendum in it for open events. Iry stated if so, his
understanding is that they proceed in the same way they would with their own Rod and Gun Club shoot
providing City Council with a 30 day notice.
Bruce stated another point of order would be coordination of events in parkland. The Mayor stated
there is a permitting process for special events, but added there is need for better coordination or a
central calendar for knowing when all events are. The Mayor added that public works currently has
permits special events for some parks. Some discussion followed.
Bill asked about campers in the summer and how that would conflict with scheduled shoots. Bill stated
he felt this was a liability with the potential of visitors, campers and kids. Iry stated he has experienced
some event overlap. Bill stated he thought they could co -exist but only with proper planning.
Curtis asked about the building and timeframe as to when it would be restored. The Mayor said he could
not say for sure, but it would entail replacing the deteriorating logs with a moisture barrier.
Tom stated that the Range Officer Plan and Policy would be incorporated into the lease. Additionally the
approximate dates and specific shoots needed to be identified. The following dates were determined:
• Membership Party
• Turkey Shoot - December
• Turkey Shoot — January
• Turkey Shoot- February
The Mayor stated he had a few more questions regarding the lease template and the repetitive
language. Tom stated he would work on the lease language for legal counsel to review and for the group
to review at the next meeting.
Iry asked how the group would be guaranteed that the improvements to the building would be made in
order to make it habitable. Curtis stated that Iry was referring to Article 7 which states the lessee
accepts the property "as is." The Mayor stated there is a standard of which will be met with it being City
property. Bruce stated it would be ideal to addendum the lease that while the lease is moving forward
the building is not habitable as is. The group finally agreed that the necessary language should be
integrated into the lease stating the repairs needed for the building. Additionally the Mayor added that
he would like to see language suggestions from legal counsel.
Curtis stated that he had contacted their insurance agency and to get the 2 million aggregate would cost
an extra $1,500. Bill stated it would be worthwhile to have legal counsel review the insurance policy to
see if the policy meets the criteria.
Tom stated he would provide a filled out, written agreement for the next. Bruce motioned that the
Chairman update the lease agreement with the addendum. Bill seconded. The motion carried
The next meeting will be held March 4th, 2013 at 5:30 with the hope that Tom could provide an update
for the March 12 workshop.
Bruce motioned for adjournment. Bill seconded. The meeting adjourned at 7:04
Respectfully,
Monica Plecker