HomeMy WebLinkAboutResolution 4471 hearing, Trails, Open Space and Parks Program procedures and evaluation Commission Memorandum
REPORT TO: Honorable Mayor and City Commission FROM: Mitch Overton, Director of Parks and Recreation
Chris Kukulski, City Manager
SUBJECT: Resolution 4471 establishes Trails, Open Space and Parks program procedures and evaluation criteria used to measure project proposals requesting Trails, Open
Space and Parks Bond funds.
MEETING DATE: September 9, 2013
AGENDA ITEM TYPE: Action
RECOMMENDATION: The Trails, Open Space and Parks (TOP) Committee and city staff recommend that the Bozeman City Commission adopt Resolution 4471 establishing the TOP
program procedures and evaluation criteria used to measure project proposals requesting the
expenditure of Trails, Open Space and Parks bond funds.
SUGGESTED MOTION: I hereby move to adopt Resolution 4471 establishing the Trails, Open Space and Parks Bond program procedures and evaluation criteria to be used in measuring
project proposals requesting the expenditure of Trails, Open Space and Parks Bond Funds.
BACKGROUND: On July 16, 2012 the city commission passed Resolution 4386 which
submitted to the qualified electors of the city of Bozeman, the question of issuing general obligation bonds in the amount of up to fifteen million and no/100 dollars ($15,000,000.00). The
use of said bond funds were noted to be for the purpose of “on open space lands, designing,
constructing or equipping trails, parks and natural areas or multi-use recreational fields and
facilities, or for the use in the preservation or enhancement of water quality, and paying the costs
of acquiring rights to or interests in or improving open-space lands in or near the city…”. On November 6, 2012 the qualified electors approved the above question of issuing general
obligation bonds for the purposes stated. Furthermore, within Resolution 4386 Section 1.02
Commission Findings, subsection L states the Commission “may designate an advisory board or
committee to assist in the establishment of such guidelines and to review and make recommendations to the Commission on proposals for use of funds”. The Bozeman City Commission created the Trails, Open Space and Parks (TOP) Committee on
March 18, 2013 with the adoption of Ordinance 1857 and appointed the TOP on April 15, 2013.
Since that time your TOP Committee, city staff and your City Commission liaison (Cyndy
Andrus) have worked diligently to create a fair and just criteria that will assist the TOP Committee in their recommendations to the City Commission.
NEXT STEPS: If the City Commission votes to approve Resolution 4471 tonight,
September 9, 2013, The TOP Committee will host a voluntary public education session to detail
the Application Procedure and Evaluation Criteria as well as answer question regarding the
249
Trails, Open Space and Parks Program. The public meeting will be scheduled for September 24,
2013 from 7:00 PM to 9:00 PM in the City Commission Room in City Hall.
ALTERNATIVES: As directed by City Commission
FISCAL EFFECTS: The City Commission approved a Programs Manager in fiscal year 2014
this position that will largely manage the Trails, Open Space and Parks bond program.
Attachments: Resolution 4471 Report compiled on: August 29, 2013
250
Resolution 4471 Page 1 of 18
COMMISSION RESOLUTION NO. 4471 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF BOZEMAN,
MONTANA, ESTABLISHING APPLICATION PROCEDURES AND EVALUATION
CRITERIA FOR THE EXPENDITURE OF TRAILS, OPEN SPACE AND PARKS BOND
FUNDS.
WHEREAS, the qualified electors of the City of Bozeman, Montana voted positively
on November 6, 2012 on the question of issuing general obligation bonds in the amount of up to
fifteen million and no/100 dollars ($15,000,000.00) for the purposes as stated in Resolution
4386; and
WHEREAS, on April 15, 2013 the Bozeman City Commission (Commission)
appointed a Trails, Open Space and Parks Committee (TOP Committee) as approved in
Ordinance 1857; and
WHEREAS, Sec. 2.05.3010, Bozeman Municipal Code, authorizes the TOP
Committee to assist the Commission in the establishment of procedures and guidelines for the
evaluation of projects for which funds are proposed to be expended; and
WHEREAS, the TOP Committee developed and approved the procedures and
evaluation criteria included herein.
NOW, THEREFORE, BE IT RESOLVED by the City Commission of the City of
Bozeman, Montana, that the Trails, Open Space and Bond project evaluation procedures and
criteria be as follows:
Section 1
Findings.
The City Commission hereby finds the procedures and criteria included in this Resolution for the
evaluations of projects for which funds will be expended fulfill the requirement to create
251
Resolution 4471 Page 2 of 18
guidelines for the expenditure of bond proceeds as established by Section 1.02(l) of Resolution
4386. The Commission also finds the procedures and criteria included in this Resolution fulfill
the intent, findings, policy, and purposes of the Open Space Land and Voluntary Conservation
Easement Act (Title 76, Chpt. 6, MCA)).
Section 2
Title and Administration.
The City’s program to implement the voter approved City of Bozeman 2012 Parks, Trails, and
Open Space Bond election shall be known as the Trails, Open Space, and Parks Program (the
“TOP Program”). The TOP Program shall be administered by the City Manager who may
delegate such authority for administration to the Director of Parks and Recreation and his/her
designee.
Reporting and Budgeting. The City Manager shall on an annual basis provide a report to the
Commission on the TOP Program. The report shall include the following:
• The status of current projects and expenditures on each project to date;
• A statement on the amount of monies allocated to a project not yet expended;
• A statement on the status of each project currently under review; and
• The amount of unspent and unallocated bond proceeds.
The allocation of monies under the TOP Program is not required to follow the City’s capital
improvement program.
Section 3
TOP Program Procedures and Evaluation Criteria.
The following procedures as shown on the Project Selection Procedure Flow Chart and the
evaluation criteria as listed herein are hereby adopted:
Step One: Initial Proposal Screening:
Any person or entity (including the Director of Parks and Recreation and the TOP Committee)
interested in applying for funds under the TOP Program must first submit a proposal addressing
the requirements of the Application (see Attachment A). All preliminary proposals for TOP
Program funding shall first be evaluated by the TOP Committee against the Rough Cut Checklist
(see below to determine whether the proposal aligns with the TOP Guiding Documents
The criteria for evaluating proposals during the Rough Cut step shall be whether the proposal
aligns with:
252
Resolution 4471 Page 3 of 18
1. The Guiding Documents (Parks, Recreation, Open Space and Trails Plan (PROST); the
Community Plan; and Resolution 4386 (particularly the ballot language));
2. Balance (whether the proposal provides for and enhances the diversity of types of parks,
trails and open spaces available in and around the City of Bozeman);
3. Maintenance (maintenance requirements or needs feasible – the long term physical and
human resource maintenance responsibilities of the City and other partners; and
4. Opportunity (whether the proposal provides for a prudent long term investment for the
City; whether the proposal provides for a feasible partnership opportunities; and whether
the proposal represents an opportunity to leverage bond funds).
A proposal must receive at least five “yes” marks as approved by the TOP Committee on the
Rough Cut Checklist (below) to move onto Step Two.
If a proposal does not meet the minimum criteria established during the Rough Cut review, the
TOP Committee shall prepare a report to the City Commission. The Commission may request
the TOP Committee continue to review the proposal beginning with Step Two, below. The City
Manager shall prepare a brief report on each proposal for evaluation under this step.
Step Two: Presentations, Reviews, Field Trip, Etc.:
If the proposal receives a favorable screening by the TOP Committee in Step One, above, the
TOP Committee may determine to schedule a public hearing on the proposal and hear
presentations from the applicant and applicable City staff. The TOP Committee may also make
on-site visits as a committee and hold work sessions with or without expert assistance. The TOP
Committee may hear on-call reports from City staff involved with the various types of trails,
open space and parks (Parks and Recreation Director, Parks Superintendent, Parks Foreman,
Trail Boss, etc…)
Step Three: Evaluation Matrices:
All proposals meeting the standard of Step One and upon completion of Step Two will be
evaluated by the TOP Committee based on the Community Benefit criteria. The Community
Benefit criteria assess a proposal’s contribution to the parks, trails and open space system.
Proposals shall also be scored in this step pursuant to the appropriate Prevailing Characteristics
matrix, which is specific to the type of proposal being evaluated (stream enhancement, athletic
complex, trail, open space, or park).
253
Resolution 4471 Page 4 of 18
To receive a favorable recommendation from the TOP Committee, a proposal must receive a
minimum of 60% of the total possible points available as determined by the TOP Committee
from the Community Benefit criteria and the applicable Prevailing Characteristic matrix. .
A proposal that by TOP Committee approval qualifies for consideration under more than one
Prevailing Characteristic matrix may have additional points added to its score only from the
scoring categories not represented in other qualifying matrices.
Step Four: Final Discussion and Consideration of Qualifying Projects
The TOP Committee will finally evaluate the initial qualifying application based on overall merit
regardless of a proposal’s numeric score and determine its recommendation to the City
Commission.
To that end, a quorum of the TOP Committee shall be present in order to make a final
recommendation to the Commission and a majority of the full committee membership must vote
to support a favorable recommendation on a proposal to the Commission.
The TOP Committee shall forward a report on all applications that it takes under consideration
indicating whether the TOP Committee supports the proposal for funding or any other
recommendation the TOP Committee determines appropriate. Those proposals that advance for
full consideration before the TOP Committee will cause to be generated a more detailed report to
the Commission explaining the basis of upon which decisions were made.
If the decision is not unanimous, a minority report will be included.
Step Five: Commission Review of Proposal and TOP Committee
Recommendation:
The Commission’s review of a proposal and determination of whether to fund a proposal shall
comply with the following:
1. The Commission shall conduct a public hearing, hear from the applicant, and take public
comment;
2. The Commission shall consider the following in its determination whether to fund a
proposal:
a. The proposal’s fulfillment of the purposes of the TOP Program as stated in
Resolution 4386;
b. The TOP Committee’s recommendation on the proposal; and
c. Any other factors the Commission determines appropriate.
254
Resolution 4471 Page 5 of 18
The Commission is not bound in its determination to award funding for a proposal by the TOP
Committee’s recommendation or the scoring criteria included herein.
The Commission shall approve funding by resolution.
255
Resolution 4471 Page 6 of 18
PROJECT SELECTION PROCEDURE FLOWCHART
Step 1: Initial Application Run Through Rough Cut Checklist
Did the proposal receive at least five yes checks on Rough Cut Check List?
Yes No End of Consideration
(Written report to Commission)
Step 2: Committee’s Review and Consideration
Step 3: Community Benefit Matrix
Prevailing Characteristics Matrix
Did the proposal rate 60% or higher on the qualifying Matrices?
Yes No End of Consideration
(Written report to Commission)
Step 4: Committee Discussion and Evaluation
Did the proposal receive an affirmative vote from the majority of TOP?
Yes No End of Consideration
(Written report to Commission)
Recommendations provided to City Commission for funding level and conditions.
256
Resolution 4471 Page 7 of 18
TOP ROUGH CUT MATRIX
Project: ________________________________ Date __________________
Reviewer: _______________________________
Directions: Answer each question yes or no, marking an X in the appropriate box. To
proceed to the next level of review, the Committee must award the proposal an average score of at least 5
yeses, including a mandatory yes on question one of the Guiding Documents section.
GUIDING DOCUMENTS
Yes No
*Resolution 4386: Project proposal aligns with at least one ballot
language initiative (Parks, Natural Areas, Trails, Multi-Use Recreational
Fields/Facilities, and/or Water Quality)?
*mandatory “yes”
PROST Plan: Project is identified in PROST?
Community Plan: Project aligns with Bozeman Community Plan?
BALANCE
Yes No
Project balances types of parks, trails and open space available in and
around the City of Bozeman?
257
Resolution 4471 Page 8 of 18
MAINTENANCE
Yes No
Are maintenance requirements or needs feasible?
OPPORTUNITY
Yes No
Proposal represents a prudent long-term investment for the City?
Proposal suggests a feasible partnership opportunity?
Proposal represents an opportunity to leverage bond funds?
Total Yes: __________
258
Resolution 4471 Page 9 of 18
Community Benefit MATRIX
Directions: This matrix assesses projects contribution to the parks, trails and open space system.
Rate the proposal from 0 to 5 on each criterion.
CONTRIBUTION TO THE PARKS, TRAILS AND OPEN SPACE SYSTEM
Variety: Contributes to the variety of lands within the park, trail
and open space system.
__________
Distribution: Distributes the park, trail and open space system
throughout and around the City of Bozeman planning area.
__________
Enhancement: Integrates, and enhances existing and/or projected
development.
__________
Balance: Contributes to a comprehensive park, trail and open space system by adding to the balanced diversification and need
for different types of space.
__________
Leverage: Leverages and represents a good value for tax payer
dollars to enhance the system.
__________
Connections: Makes connections within a type of park, trail or
open space, among different types of space, or between the system
and adjacent lands with different uses.
__________
Rating: __________%
259
Resolution 4471 Page 10 of 18
Prevailing Characteristics Matrix: Parks
Directions: Rate the proposal from 0 to 5 on each criterion. Enter this number in the first
blank (rank) and multiply by the criteria’s weight to achieve the score.
Criterion
Rate
(weight x rank)
The area is identified in the PROST Plan as a location for a
community or neighborhood park or the location can serve a large
portion of a population in an area that has relatively low parkland level of service as identified in the PROST Plan.
6 x ____ = ____
The project has potential for outdoor recreation due to its physical
attributes, including its size, shape, topography, location, and/or
flora and fauna.
5 x ____ = ____
The proposed park is easily accessible and visible to the public
(has adequate parking and is bordered by public streets and/or
significant bike/ped trails).
5 x ____ = ____
The proposed park land possesses features of aesthetic value
and/or significant historical value.
4 x ____ = ____
The proposed park land is offered at a fair price and has
significant value as a park.
4 x ____ = ____
Rating: _______%
260
Resolution 4471 Page 11 of 18
Prevailing Characteristics Matrix: Natural Areas/ Open Space
Directions: Rate the proposal from 0 to 5 on each criterion. Enter this number in the first
blank (rank) and multiply by the criteria’s weight to achieve the score.
Criterion
Rate
(weight x rank)
Primary Characteristics: Natural Values
The land includes a stream, watercourse, or wetland and is
priced at a value consistent with its prevailing characteristics (i.e.
wetlands and flood plains are not priced as development land)
5 x ____ = ____
The project area provides protection to natural resources and/or
agricultural interests.
5 x ____ = ____
The land provides long-term protection of critical wildlife
habitat.
4 x ____ = ____
The project protects areas of cultural, historical or
archaeological significance.
4 x ____ = ____
The project area possesses a distinctive geological form
contributing to the character of the Gallatin Valley.
4 x ____ = ____
261
Resolution 4471 Page 12 of 18
Secondary Characteristics: Human Use Values
The land is visually attractive or unique.
4 x ____ = ____
The project area is suitable for such non-intrusive, low-
intensity recreation such as walking/hiking or nature study.
4 x ____ = ____
The property presents opportunities for environmental
education.
3 x ____ = ____
The project property is accessible for appropriate public uses.
3 x ____ = ____
Rating: _______%
262
Resolution 4471 Page 13 of 18
Prevailing Characteristics Matrix: Stream Enhancement/Water Quality
Directions: Rate the proposal from 0 to 5 on each criterion. Enter this number in the first
blank (rank) and multiply by the criteria’s weight to achieve the score.
Criterion
Rate
(weight x rank)
The land includes a stream, watercourse, or wetland and is priced
at a value consistent with its innate characteristics (i.e. wetlands
and flood plains are not priced as development land)
6 x ____ = ____
The project seeks to enhance the water quality for fish and
wildlife.
5 x ____ = ____
The project seeks to restore a stream or wetland to a higher
functioning condition.
5 x _____=_____
The project seeks to increase or improve recreational
opportunities in public waterways.
5 x ____ = ____
263
Resolution 4471 Page 14 of 18
Rating: _______%
Prevailing Characteristics Matrix: Multi-Use Recreational Fields & Facilities
Directions: Rate the proposal from 0 to 5 on each criterion. Enter this number in the first
blank (rank) and multiply by the criteria’s weight to achieve the score.
Criterion
Rate
(weight x rank)
The proposed property/design lends itself to hosting regional
athletic tournaments/events.
6 x ____ = ____
New and existing infrastructure demands, including parking, water, sewer, and storm drainage, have been considered and found feasible.
5 x ____ = ____
Access to the proposed area is possible via major thoroughfare.
4 x ____ = ____
The project proposal adequately addresses short and long-term
maintenance of the facility.
4 x ____ = ____
The proposed project and use is appropriate in scale for the area
of Bozeman and mitigates impacts on surrounding land uses.
4 x ____ = ____
Rating: _______%
264
Resolution 4471 Page 15 of 18
Prevailing Characteristics Matrix: Trails
Directions: Rate the proposal from 0 to 5 on each criterion. Enter this number in the first
blank (rank) and multiply by the criteria’s weight to achieve the score.
Criterion
Rate
(weight x rank)
The trail or connection is identified in the PROST or judged
beneficial.
5 x ____ = ____
The trail would link important destinations or provide important
access (physical, visual, or proximal) to valued community
resources or destinations.
5 x ____ = ____
The trail would become a recreational and/or transportation
complement to the Bozeman trail system.
4 x ____ = ____
The trail would provide the opportunity to more fully experience
the aesthetic, cultural, historical and natural resource values of an
area.
3 x ____ = ____
A trail would be constructed and maintained with minimal
negative impacts to the human and natural environment.
3 x ____ = ____
Rating: _______%
265
Resolution 4471 Page 16 of 18
PASSED AND APPROVED by the City Commission of the City of Bozeman,
Montana, at a regular session thereof held on the 9th day of September, 2013.
___________________________________ SEAN A. BECKER Mayor
ATTEST:
________________________________________
STACY ULMEN, CMC
City Clerk
APPROVED AS TO FORM:
___________________________________
GREG SULLIVAN
City Attorney
266
Resolution 4471 Page 17 of 18
Attachment A:
Application for City of Bozeman
Trails, Open Space and Parks Bond Funding
Thank You for applying for Trails, Open Space and Parks Bond support. The Trails, Open
Space and Parks Bond was passed by Bozeman voters on November 6, 2012. The exact ballot
language and all evaluation criteria used in this process may be found on the City of Bozeman
website at www.bozeman.net. Please present proposals in a manner that is understandable
to those that have no familiarity with the project. We appreciate your desire to enhance
Bozeman and its Trails, Open Space and Parks.
1. Please give a brief description of your project that includes location, budget, amount requested,
and amount contributed from other sources.
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
2. Briefly describe how the project creates or enhances one or more of the following:
a. Open Space/Natural Areas
b. Parks
c. Trails
d. Water Quality
e. Multi-Use Recreational Fields
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
3. Has the exact site been identified? If so, please detail here.
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
267
Resolution 4471 Page 18 of 18
4. Briefly explain how the project creates long term value for the residents of Bozeman.
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
5. Please list all groups/organizations involved or contributing to this project and what their short
and long term commitments will be.
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
6. Please describe the anticipated maintenance requirements for the site and who will be
responsible for maintenance.
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
7. Are you aware of any mitigation needs on any part of a proposed property? If so, please
explain.
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
8. Please attach any supporting documents, maps, pictures, etc…that may be useful in the initial
evaluation of your proposal and provide ten (10) copies of your completed application and
documents to:
TOP Programs Manager
415 N. Bozeman Ave.
Bozeman, MT 59715
268