HomeMy WebLinkAbout07-26-2013 Trails, Open Space and Parks (TOP) Committee Minutes MINUTES OF THE TRAILS, OPEN SPACE AND PARKS MEETING,JULY 26, 2013
COMMITTEE MEMBERS PRESENT:
Don Beeman Sandy Dodge
Doug Chandler Bob Hawks, Chair
Cyndy Andrus, Commission Liaison
COMMITTEE MEMBERS ABSENT:
Tom Starner
CITY STAFF PRESENT:
Mitch Overton, Director of Parks & Recreation
Chris Saunders, Policy& Planning Manager
Doreen Olean, Recording Secretary
A. The meeting was called to order by Chairperson, Bob Hawks at 9:04 a.m.
B. The minutes of the July 10, 2013 meeting were approved as written. Motion was made
by Committee member Beeman and seconded by Committee member Chandler.
Motion passed unanimously.
C. There were no requested changes to the agenda.
D. There was no public comment.
E. Disclosures-
Committee member Beeman disclosed that he has talked with Karen Jennings,
Bridger Creek Home Owners Association member, about proposals they may
have for the 12 acre lot that is adjacent to Bridger Creek neighborhood.
➢ Committee member Dodge disclosed that he has talked with Commissioner
Taylor regarding the Aquatic Center and having it located at Rose Park.
➢ Mitch Overton talked about the grant for the Trail to the M, a 3.3 million dollar
project, which has been approved for a 2.8 million dollar award. There is a
required (13%) grant match and the Trails, Open Space and Parks Bond monies
maybe a source of this match money. GVLT & the Western Transportation
Institute probably will bring a proposal to the TOP committee for the match
monies.
➢ The process of developing the project selection criteria was not designed around
any certain prospective proposal, but driven by the ballot language.
F. Special Presentation: (none)
G. Action Items: (none)
H. Discussion
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MINUTES OF THE TRAILS, OPEN SPACE AND PARKS MEETING,JULY 26, 2013
i. Discussion Regarding Initial Application
➢ Add a beginning statement asking to present proposals so that
they are understandable to someone who is not familiar with the
project
➢ On question #3 remove the wording "and is there a willing seller"
in the first sentence
➢ On question #6 delete the word "management" at the end of the
sentence.
➢ Add #7 to state: Please attach any supporting documents, maps,
pictures, etc that may be useful in the initial evaluation of your
proposal. Please provide 10 copies of your documents.
ii. Discussion Regarding Creation of Evaluation Criteria for Project Proposals
➢ Opening paragraph in sentence 6 after the word "will' insert
"primarily"
➢ Step One: In the third sentence remove the words "an
average of" and after the word "marks" add "as approved by
TOP"
➢ Step Three: Sentence 4 delete the word "two"
➢ Step Three: Sentence 5 delete the word "former" and add
"other qualifying" after the word in
➢ Step Four: Replace the first sentence with "The TOP
Committee will finally evaluate the initial qualifying
application based on overall merit and determine its
recommendation to the City Commission"
➢ On Prevailing Characteristics Matrix: Multi-Use Recreational
Fields & Facilities
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MINUTES OF THE TRAILS,OPEN SPACE AND PARKS MEETING,JULY 26, 2013
• Second criterion delete the words "are understood
and" and insert the word "found"
➢ On Prevailing Characteristics Matrix: Trails
• Second Criterion at the end of sentence add "or
destinations"
iii. Discussion Regarding Project Selection Procedure Flowchart
➢ Step 3: Did the proposal rate 60% or higher on each Matrix—
change the word "each" to "qualifying"
➢ Step "6" change to Step "5"
➢ Step 5: Change wording to "Recommendations provided to
City Commission for funding level and conditions."
iv. The Commission Presentation date will be September 9, 2013 for the
initial presentation. The packet will be due to the commission on August
29, 2013. The Initial Application; The Trials, Open Space and Parks
Project Selection Process; and Criteria will be a part of the packet. There
will be a second reading for the commission on September 23, 2013 for
final adoption. After final adoption the next phase of this endeavor
would be the Call for Projects. TOP Committee should look at scheduling
the next meetings with the commission meeting timelines in mind.
v. The next meeting will be August 19, 2013 at 9:00 a.m. at the City Shops
Training Room. The committee will run a theoretical project through the
selection process.
I. FYI
➢ Mitch Overton met with Karen Jennings who had gathered a small group of
individuals regarding a 12 acre parcel, which has wetland, is for sale, and is
located adjacent to Bridger Creek neighborhood and contiguous to the East
Gallatin Recreation Area. There was a general field visit and viewing the
property.
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MINUTES OF THE TRAILS,OPEN SPACE AND PARKS MEETING,JULY 26, 2013
J. Committee member Dodge moved to adjourn the meeting at 10:53 a.m. Committee
member Beeman seconded the motion. Motion passed unanimously.
71
Bob Hawks, Committee Chairperson
ATTEST
Doreen Olean, Recording Secretary
PREPARED BY:
Doreen Olean, Recording Secretary
Approved on g I 1 3
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