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HomeMy WebLinkAbout05-22-15 TOP MinutesTrails, Open Space & Parks Committee Advisory Board Meeting Minutes Friday, May 22, 2015 10:00 a.m. @ Professional Building Upstairs Conference Room 20 E. Olive Present: Bob Hawks Sandy Dodge Don Beeman Tom Starner Excused Absence: Cyndy Andrus Doug Chandler City Staff Present: Carolyn Poissant, TOP Project Manager Mitch Overton, Director Debbie Barnett, Secretary A. Call to order meeting: Bob Hawks calls meeting to order B. Approval of Minutes for April 30th meeting: Dodge motions to approve, Beeman seconds. Meeting minutes from April 30, 2015 approved unanimously. C. Changes to the Agenda: Additions: 1.) Brief discussion on notification of ethics training, 2.) Comments on staff emails, 3.) TOP Project Committees and 4.) Acronym for the Sports Park Public Input Committee – should we consider another name for the committee? D. Disclosures: Sandy Dodge and Bob Hawks attended the Story Mill project update tour. Beeman spoke on a personal basis in support of the Sports Complex at the last City Commission meeting. E. Public Comment on EGRA: 1. Chris Nixon, Director of Audubon Society, reads a letter of support for the proposed expansion of the East Gallatin Recreational Area as advanced by the East Gallatin Extension Project proposal (see attachment). On personal note he has a connection to the area, and the waterfowl usage is important in this area. 2. Jimmy Blackburn, 279 Turtle Way, emailed the Developer involved with purchasing the property that should close next week. Hates to see the momentum this project has gained slow down. Nobody really knows what they may want to do with this property and he felt that someone should at least approach him with possibilities. 3. Brad, at 213 Turtle Way, seconds Jimmy’s statement regarding bringing awareness to the area, to let people know the possibilities. 4. Ted Campbell and Bill Anderson, with Sunrise Rotary, have a history with the EGRA and they had a hard time spending the PIG grant with the donations of services through Rotary. Work gets done with Rotary! They have the ability to gather support for a project and it’s an important relationship to the park area. F. Action Items: 1. East Gallatin Recreation Area  Carolyn went over STEP 3, the matrix process. As a group they discussed and decided which matrix to use. Community Benefit - total score as a committee passes with 76 (needed 72). Natural Areas and Open Space - total committee score passes with 440 points (needed 432). Matrix sheets were turned in with name and dates. STEP 4 for next week’s meeting (final discussion and order for recommendation to Commission).  Starner asked if the land closes next week does it change STEP 4?  Hawks stated that today’s result will be given to Commission. They need to handle this just like they’ve handled most cases.  Dodge was uncomfortable in that he doesn’t know who we will be buying this land from. Does the buyer show any interest in this project? Seller has not stepped forward to be part of the discussion.  Hawks stated the matrix is the worth of the project, not interpreted as a final report. We don’t have everything before us.  Starner felt they should delay the project and had concern as to whether they should be talking about something that is essentially not real. One question that needs to be added to the matrix is whether the land can be purchased?  Beeman felt this project received points based on the value of the project. They played by the rules and used the process to support their choice and did what they were supposed to do, even if it appears that we’re wasting our time.  Carolyn Poissant felt they can at least make the statement even if they don’t end up acting upon it.  Dodge asked about the issue with ground water containments and the road.  Starner felt it was stated at an earlier site visit that Rotary would help out with the toxic waste and road issues.  The timing of the closing date is discussed and a heads up will be given to everyone if the property closes. 2. Front Street Trail TOP application (STEP 4)  Kelly Pohl went over the budget for the project (see attachment). The City is managing the project vs. GVLT. It’s the City’s ROW and it is their project, which also involves the railway. City to pay for this project but GVLT will be with the City all along the way.  Hawks asked Kelly if there was any major conflict in the budget. Answer: No – she went over a few details of the City’s Construction Policies. She mentioned GVLT rarely does asphalt path. There is a generous contingency in the budget, but they would definitely ask for donation of services where they can.  Someone asked if donations of services are possible, considering it’s a City owned piece of land. Discussion continued on how the project can be managed.  Kelly stated that an asphalt trail is important in that it’s more of a transportation path. This is complicated and not easy and they’re trying to be careful.  Mitch Overton stated that this is not cheap piece of the trail system, but an important trail connection. TOP has not done any trail connections; this is an area that has been lacking in funding and one we can focus on with the remaining funds. GVLT is working on two additional connections but that ROW of private entity is an issue.  It was asked if the Letter of Recommendation will have the language placing importance on the connection being asphalt.  A deadline for the Front Street Project Commission was brought up and Mitch stated City legal department will first have to work with Kenyon Noble and handle the process.  Dodge asked if Mitch would draft a resolution before the next meeting.  The timeline may not be for the next meeting, but they will have a resolution prepared so that the Committee can review the draft before it’s on the Commission’s agenda.  Dodge motions to: Direct the staff to draft a resolution for City Commission to approve the allocation of $178,106 of the TOP trail and open space funds for the construction of the Front Street connection trail. Beeman seconds this motion. The motion is approved unanimously. G. FYI/Discussion Items: 1. City Manager update- will take place at next Board Meeting 2. Hawks stated that there was an email sent to everyone regarding an ethics training meeting, and it arrived an hour prior to the scheduled meeting so it must’ve been an oversight. Mitch confirmed the email was sent out late by the City Clerk’s office, but training can easily be done online without attending the meeting. Training must be completed by June 1, 2015. 3. Hawks requested all committee emails have the word “TOP” in the subject line, making a search easier. Additional comments regarding attachments are made. 4. Mitch Overton gave a brief update on the June 8 road and infrastructure that will be heard at Commission – they’re limited on what they can recommend. 5. A discussion took place on whether board members should participate on committees or if it’s considered a conflict of interest. It was stated that committee roles are not appointed and they serve mainly as a mechanism for public input. Carolyn Poissant mentioned that in the case of the Sports Complex it’s more of an open invitation to be part of the process - to observe the process. 6. Dodge felt that having a seat at the table of other committees is wrong. 7. Hawks mentioned when someone participates in a meeting they should identify themselves as a TOP Advisory Committee member and that they’re here for their own personal interest and not representing the TOP Committee. 8. Starner commented that he’s not planning on doing anything, but he just found out the land at EGRA is closing and it’s frustrating. 9. Mitch Overton stated we shouldn’t be in the middle of a private acquisition – it’s a sticky situation. 10. Starner reiterated his concern that the matrix process should address if the land owner is willing to work with the City and/or if the land can be purchased. He was asked to draft the language to be considered for part of the Rough Draft process - discuss at the next meeting. 11. The acronym for the Sports Park Committee was brought up and whether the name should be changed. It may be offensive - may want to consider SPPICE rather than SPPIC. Carolyn Poissant commented the document/Agreement Commission recently signed off on would have to be amended, so it’s better to leave it as is and simply refer to it as “the Committee”. It was agreed upon that this would work. 12. TOP Manager’s update:  Kick of meeting for the Sports Park @ GVLT Monday, June 1st, 1:00 pm  RFFQ – Story Mill Community Park, Consultant pre-proposal meeting on June 4 – Due June 22  Bozeman Creek – finalizing engineering design and applying for map revision from FEMA.  Bogart Park will change with this project. Carolyn describes what the Creek Project will look like at completion, including the trees and bridge.  Bozeman Ponds – Commission hearing on June 8, 2015  Trail to the M – property discussion for trail easement acquisition and will be hiring a consultant.  Working on with GVLT on a summer volunteer schedule 13. Dodge gave a brief update on the City Manager’s presentation at the last Park & Recreation Advisory Board Meeting. It was noted there was discussion regarding the reluctance to utilize TOP funds for infrastructure. 14. Hawks commented that as an observer he feels City Staff needs to take a safer approach until there is lead from City Commission with policy recommendations for change. Anything we can do by making recommendations to Commission and encouraging the middle ground on funds might prove beneficial. 15. Set date for next meeting – June 16, 2015, 10:00 am in the Professional Building, second floor conference room. H. Adjournment – Dodge moves to adjourn the meeting. Beeman seconds. Unanimously approved. ______________________________ Bob Hawks, Chairperson ____________________________________ Carolyn Poissant, TOP Program Manager _____________________________________ Recording Secretary Approved on __________________________