Loading...
HomeMy WebLinkAbout08-19-2013 Trails, Open Space and Parks (TOP) Committee Minutes MINUTES OF THE TRAILS, OPEN SPACE AND PARKS MEETING, AUGUST 19, 2013 COMMITTEE MEMBERS PRESENT: Don Beeman Sandy Dodge Doug Chandler Bob Hawks, Chair Cyndy Andrus, Commission Liaison Tom Starner COMMITTEE MEMBERS ABSENT: CITY STAFF PRESENT: Mitch Overton, Director of Parks & Recreation Chris Saunders, Policy& Planning Manager Doreen Olean, Recording Secretary A. Meeting called to order at 9:00 a.m. by Chairperson, Bob Hawks. B. Approval of Minutes of July 26, 2013 meeting ➢ Minutes were approved as written. Motion made by Committee member Dodge, seconded by Committee member Beeman. Motion passed unanimously. C. Changes to the Agenda - none D. Public Comment—No public comment. E. Disclosures ➢ Committee member Dodge reported that the Trust for Public Lands asked him to help develop their presentation. Committee member Dodge replied back to them & copied Mitch Overton and Committee Chair Hawks that this was a bad idea. That was the end of it. ➢ Commissioner Andrus was invited to a dinner with Trust for Public Lands, Chris Mehl, and their architects. ➢ Mitch Overton has had involvement with Trust for Public Lands, Rob Pertzborne, Chris Mehl, Comma Q, and Ben Lloyd as the Director of Parks. Mitch referenced the TOP group and was very transparent. ➢ Committee member Starner has had a couple of baseball groups ask questions regarding the process. F. Special Presentation: (none) G. Action Items: i. Approval of Trails, Open Space and Parks Selection Process 1 MINUTES OF THE TRAILS,OPEN SPACE AND PARKS MEETING, AUGUST 19, 2013 ➢ Selection Process Step Two: third sentence change "open space" to "trails, open space and parks" ➢ In the Prevailing Characteristics Matrix: each criterion will be rated from "0 to 5" instead of "0 to 3". ➢ Change order of items in the Initial Application (2nd question) to correspond with the order of the Prevailing Characteristics Matrices. ➢ Developing a document that will clarify procedures on how process goes forward after proposals are received ie. timeframe of when applicants are notified after proposals are reviewed by the Trails, Parks and Open Space Committee was discussed. ➢ Mitch Overton made a clarification that approval of the Trails, Open Space and Parks Selection Process by the City Commission could be completed in one reading if there are not any major changes suggested. ➢ Committee member Beeman motioned to approve the Initial Application and Trails, Open Space and Parks Selection Process with the proposed changes of(1) in the Selection Process Step Two: third sentence change "open space" to "trails, open space and parks", (2) in the Prevailing Characteristics Matrix: each criterion will be rated from "0 to 5" instead of"0 to 3", and (3) change the order of items in the Initial Application (2nd question)to correspond with the order of the Prevailing Characteristics Matrices. Committee member Dodge seconded the motion. Motion passed unanimously. ii. Schedule of upcoming TOP meetings ➢ Committee members were encouraged to attend the City Commission meeting on Monday, September 9tn ➢ The next TOP Committee meeting will be held on Monday, September 9th at 9:00 a.m. to prepare for the presentation at the City Commission meeting. ➢ A tentative meeting is scheduled for Thursday, September 12tn at 9:00 a.m. if the committee needs to meet to follow up on recommendations from the City Commission. ➢ A Public Training Meeting for Project Proposals is tentatively scheduled for September 18tn or 19tn depending upon City Commission Room availability. Staff and Chairperson Hawks or an appointee from the committee will present this training. A call for projects will also be done once the City Commission approves the Selection Process. 2 MINUTES OF THE TRAILS, OPEN SPACE AND PARKS MEETING, AUGUST 19, 2013 H. Discussion i. Running a Theoretical Project through the Selection Process ➢ It was difficult for Mitch Overton to come up with a theoretical project that did not in some way include a project that possibly could happen. Diligence was taken to not compose the theoretical project around a proposal that may come before the committee for funding. ➢ The Committee proceeded with the theoretical project through the Rough Cut Matrix, Community Benefit Matrix and the Prevailing Characteristics Matrices. ➢ Committee members can rely on staff for identifying if the project has ties to the Prost and the Bozeman Growth Policy. The Trails, Open Space and Parks Manager will be able to assist with this. Applications will be turned into the TOPS Manager, who will review the Rough Cut Matrix, and complete a staff report with no recommendations for the committee through the maintenance issue. The committee will next meet and discuss all of the areas including opportunity. A report on why a "yes" or "no" vote on the Rough Cut Checklist will be sent to the City Commission. ➢ A TOP Project link will be created on the City of Bozeman website for project proposals. There will also be links to PROST, Bozeman Growth Policy and the Initial Application and Selection Process Criteria. ➢ Each Committee member will rate the Community Benefit Matrix ➢ Chris Saunders suggested using a spreadsheet to enter in each of the Committee members' individual scores for each criteria for each matrix to arrive at a percentage for the Committee as a whole. Each Matrix would appear on a separate spreadsheet. ➢ If a proposal is not rated at 60% of the total possible points on the Community Benefit Matrix, it does not move forward. A recommendation report would be sent to the City Commission to this effect. ii. TOP Committee member to serve on TOP Programs Manager Interview Panel— 3 MINUTES OF THE TRAILS,OPEN SPACE AND PARKS MEETING,AUGUST 19, 2013 ➢ Chairperson Hawks will serve in this capacity and if needed Vice Chair Dodge will step in. I. FYI - none J. Adjournment of Meeting. ➢ Motion made at 12:12 p.m. by Committee member Dodge to adjourn the meeting. Seconded by Committee member Beeman. Motion passed unanimously. Bob Hawks, Committee Chairperson ATTEST Doreen Olean, Recording Secretary PREPARED BY: Doreen Olean, Recording Secretary Approved on ����e�, 4lr �� Do 4