HomeMy WebLinkAbout09-09-2013 Trails, Open Space and Parks (TOP) Committee Minutes MINUTES OF THE TRAILS, OPEN SPACE AND PARKS MEETING, SEPTEMBER 9, 2013
COMMITTEE MEMBERS PRESENT:
Doug Chandler Sandy Dodge
Cyndy Andrus, Commission Liaison Bob Hawks, Chair
COMMITTEE MEMBERS ABSENT:
Don Beeman Tom Starner
CITY STAFF PRESENT:
Mitch Overton, Director of Parks & Recreation
Doreen Olean, Recording Secretary
A. Meeting called to order by Chairman Hawks at 9:05 a.m.
B. Approval of Minutes of August 19, 2013 meeting. Committee member Dodge stated
that under the disclosures he had copied "Chairman Hawks" as well as Mitch Overton
regarding not assisting Trust for Public Lands with their request for developing their
presentation. Committee member Dodge made a motion to approve the August 19,
2013 minutes with the above noted amendment change. Committee member Chandler
seconded. Motion passed unanimously.
C. Changes to the Agenda—none.
D. Public Comment—none.
E. Disclosures
➢ Committee member Dodge stated that he was contacted by Lloyd Mandeville
regarding the property immediately north of the Bozeman Ponds because it is
for sale again. Mr. Mandeville thought it would make great parkland.
Committee member Dodge contacted Mitch Overton regarding how to proceed.
Mr. Overton suggested that he would have Tom White contact the Breakfast
Optimist Club and Committee member Dodge would try to contact GVLT. David
Cook will be asked to contact Dog Run Dog.
➢ Mitch Overton was contacted by GVLT regarding the property north of the
Bozeman Ponds. Mr. Overton let them know that Committee member Dodge
had been contacted by Lloyd Mandeville. GVLT is very interested in this
property. Mitch told them he could not speak for the TOP Committee and could
not make any guarantees regarding possible project proposals.
➢ It was suggested that may be a master list of organizations would be helpful.
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MINUTES OF THE TRAILS, OPEN SPACE AND PARKS MEETING, SEPTEMBER 9, 2013
➢ All projects will be vetted through the process.
F. Special Presentation: none
G. Action Items: none
H. Discussion
i. Preparation for the Presentation of the Trails, Open Space and Parks Selection
Process to the City Commission
➢ Discussion ensued about how to get recommendations for proposals
onto the City Commission Agenda in a timely manner.
➢ The Committee reviewed the slide show presentation of the Trails, Open
Space and Parks Selection Process for the City Commission meeting. The
presentation is an overview for the public as well as the Commission.
➢ It was decided to follow the flow chart to explain the application process
(making reference to the page number in the Commissioner's packet)
during the presentation.
➢ Good idea to set up a table at the front of the commission room for
Committee members to sit and be able to address questions that the
Commission may have. Director Overton will present the slide show.
➢ TOP Committee would attend City Commission meetings when the
Commission is reviewing a project proposal that the TOP committee
recommended for funding.
➢ TOP Committee will meet every two weeks on Thursdays to review
applications, hear presentations, hear reviews, and view project sites as
needed. Meetings will be held in the upstairs meeting room at the
Professional Building. Site inspections may be scheduled separately from
the regular meetings.
➢ Proposals are due one week before the next scheduled meeting to be
placed on the TOP agenda for review.
➢ Mr. Overton is hoping to schedule interviews for the TOP Manager on
September 27tn
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MINUTES OF THE TRAILS, OPEN SPACE AND PARKS MEETING, SEPTEMBER 9, 2013
➢ Process of reviewing applications:
1. Application is received at the Beall office;
2. Application is forwarded to the TOP committee members as
received to run through the Rough Cut Checklist;
3. Staff report to TOP committee that identifies if project meets
Ballot Language, PROST, and Community Plan, and any red flags
by end of the business day on Tuesday prior to the Thursday
scheduled meeting;
4. Rough Cut Checklist completed at a public meeting;
5. If project passes Step 1 then the presentations (20 minutes in
length & 10 minutes for questions & answers), site visit, reviews,
etc. would be scheduled on Tuesdays before the Thursday
scheduled meeting;
6. Matrices reviewed;
7. Final TOP Committee vote Report to Commission;
8. If project is approved, Resolution for an action item to the City
Commission to approve project for the funding recommended by
TOP Committee.
ii. Upcoming Training for Potential Project Proposal Applicants &Announcement of
Call for Projects
➢ Scheduled for September 24, 2013 from 7:00 to 9:00 p.m. at the City
Commission Room.
I. FYI
The next meeting is scheduled for Thursday, September 26 from 9:00 to 11:00 a.m. in
the upstairs conference room of the Professional Building, if the room is available and
there are proposals to review. The following meeting will be on October 10 at 9:00
a.m.
J. Motion to adjourn meeting at 11:45 a.m. made by Committee member Dodge,
seconded by Committee member Chandler. Motion passed unanimously.
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MINUTES OF THE TRAILS,OPEN SPACE AND PARKS MEETING, SE TEMBER 9,20
Bob Hawks, Committee Chairperson
ATTEST:
Doreen Olean, Recording Secretary
PREPARED BY:
Doreen Olean, Recording Secretary
Approved on
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