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HomeMy WebLinkAbout04-30-2013 Trails, Open Space and Parks (TOP) Committee MinutesMINUTES OF THE TRAILS, OPEN SPACE & PARKS MEETING, APRIL 30, 2013 1 BOARD MEMBERS PRESENT: Don Beeman Bob Hawks Doug Chandler Sandy Dodge Tom Starner Cyndy Andrus, Commission Liaison Absent: CITY STAFF PRESENT: Mitch Overton, Director of Parks & Recreation Greg Sullivan, City Attorney Aimee Brunkhorst, Deputy City Clerk Doreen Olean, Recording Secretary Mitch Overton called the meeting to order at 7:00 p.m. Mitch provided a historical background of the Trails, Open Space & Parks Bond and formation of the TOP Committee members. Bond was passed by 74% of the electorate. A. Introductions  All individuals introduced themselves giving background information and what they bring to the Committee. B. Approval of Minutes  No previous minutes C. No changes were requested to the agenda D. Public Comment Period, limit 3 minutes per speaker.  no comments were received E. Special Presentation: Greg Sullivan, City Attorney, and Aimee Brunckhorst, Deputy City Clerk (Public Engagement Coordinator) i. City’s Ethics Program  Aimee Brunckhorst, Deputy Clerk, encouraged the members to complete the online ethics training soon and handed out binders with ethics information. Ethics training is held every year. Board trainings will be held at regularly scheduled meeting times this MINUTES OF THE TRAILS, OPEN SPACE & PARKS MEETING, APRIL 30, 2013 2 year. The annual training requirement was put in place by the City Charter voted in by the public.  Public perception is very important.  Greg Sullivan, City Attorney, talked about the 2006 City Charter that states that use of public office for private gain is prohibited.  Code of Ethics includes all Board and Committee members.  Keep the Charter provisions in mind for decision making. Be aware of conflicts of interest (personal or financial interest).  The Right to Know allows the public to see e-mails. Set up field trips with whole committee, invite public. Public can send comments to agenda@bozeman.net and put attention TOP committee and the information would be sent to all committee members and becomes a public record.  Committee members should familiarize themselves with the Community Plan/the PROST Plan/Ballot Language ii. Preparation and posting of meeting agendas  Mitch Overton and Doreen Olean will prepare agendas. Submit items to them for agenda  Doreen will send agendas to Aimee at least 48 hours before meetings iii. Open Meeting and Public Participation requirements  Statutes were placed in member’s binder  Boards use Robert’s Rules of Order  Each motion vote requires opportunity for public comment iv. Rules of Procedure/Bylaws  Model rules of procedure Included in Committee members’ binders  Once the bylaws are approved by the Committee they will be presented to the City Commission for approval  Review Rules of Procedure and put on next meeting agenda to establish bylaws MINUTES OF THE TRAILS, OPEN SPACE & PARKS MEETING, APRIL 30, 2013 3 F. Action Items (none) G. Discussion a. Mission Overview  Resolution 4386 states that a Committee of citizens would be created for this project  The committee will create the evaluation criteria , evaluate the projects and make recommendations to the commission on potential expenditures of the funds for potential projects i. Ballot Language  Four (promises) criteria – trails, parks, multi-use recreational fields and facilities, and enhance water quality ii. Ordinance 1857  Review Ordinance 1857 as it lays out the purpose and intent, powers and duties of this committee iii. Evaluation Criteria and Project Proposals  Important to develop evaluation criteria  Examples will be provided from other communities, even though each is a little different b. Review Terms of Board Appointments (1-3yr)  Bob Hawks – 1 year  Sandy Dodge – 2 years  Doug Chandler – 2 years  Tom Starner – 3 years  Don Beeman – 3 years i. Election of Committee Chair and Vice-Chairperson  Will be done at next meeting  Chairperson will present proposals at the Commission meetings c. Establish future meeting times  Need to meet every other week to begin MINUTES OF THE TRAILS, OPEN SPACE & PARKS MEETING, APRIL 30, 2013 4  Next two meetings will be held from 10:00 a.m. to 12noon on Tuesdays, May 14 and May 28 at the Lindley Center  Greg Sullivan suggested that meetings on final decisions on criteria and final decisions on proposals be held in the evenings in the Commission Room H. FYI  None I. Adjournment  Motion to adjourn meeting at 9:22 p.m. made by Committee Member Beeman, seconded by Committee Member Hawks. Passed unanimously. __________________________________________ Mitch Overton, Acting Chairperson ATTEST: ____________________________________ Doreen Olean, Recording Secretary PREPARED BY: ______________________________________ Doreen Olean, Recording Secretary Approved on____________________________