Description
Date 03/18/2009 Location Board of Park Commission
Time Speaker Note
5:06:12 PM Chair Carol Collins Called to Order. Members Present: Chair Carol Collins, Rick Fink, Kelli Stanley and Jill Wilkinson. Members Excused: Deb Kane and Jack Clarkson. Others Present: Bob Farrington, FORParks. Staff Members: Mike Harris, Open Lands Coordinator and Recording Secretary Crystal Turner.
5:06:24 PM I. Public Comment There was no public comment on items not on the Board's agenda.
5:06:40 PM Chair Carol Collins II. Approval of Minutes from January 21, 2009
5:06:47 PM Are there any corrections or changes to the minutes? With none being seen, I would entertain a motion to approve the minutes.
5:07:42 PM Rick Fink So moved.
5:07:45 PM Jill Wilkinson Second.
5:07:48 PM Motion passed unanimously.
5:07:56 PM Chair Carol Collins III. Action Items
5:08:06 PM Mike Harris, Open Lands Coordinator Explained continuations of Action Item 1 Contract with Allied Engineering (but may need special meeting before next board meeting for decision); Action Item 2 Approval of Site Plan for Kiwanis (also may need special meeting); and Action Item 3 Valley Center Right-of-Way .
5:12:35 PM Mike Harris, Open Lands Coordinator Mike explained that Montana Department of Transportation (MDOT) has received stimulus money and they have elected the improvement of Valley Center for a project to be completed this year with those funds. About ten properties remain that need right-of-way acquisition; three of those being lands that were donated to the public during subdivision review. These subdivisions are Valley Grove, Wylie Creek and Shakira. This decision (resolution of intent) will be before the County Commission next Tuesday at 9AM (3/24/09). Please review the packet of easements distributed. If you have any comments you would like entered into the record at the Commission's hearing, please send those to them before Tuesday morning.
5:21:17 PM Chair Carol Collins V. Other: General Park/Subdivision Updates (Mike Harris requested that we jump to this agenda item since Bob Farrington was present.)
5:21:36 PM Bob Farrington, FORParks Briefed the Commission on the dinosaur playground and changes that have been made. The basic footprint of the playground has not changed. About a month ago we realized the costs of materials and grants we hoped to get didn't come through. Trying to figure out how we can build this with original design intent with fewer funds. Some ideas were to use less decking (treks) material, but maintaining where it comes in contact of hands and feet; also thinking about using less beams.
5:32:37 PM Board questions and discussion with Bob Farrington regarding powder-coated steel's life expectancy and costs. Mike Harris mentioned that he's discussed with Mr. Farrington the $12,000 grant the City of Bozeman donated to this project, but it wants to remind the Commission that it will need to be matched 100%. Bob said he has spoken with the City and they will accept "in kind" matches. He's hoping for a County match in the same amount. This item will be before the Board for a decision at a future meeting. Mike added that Bob has donated his time for the picnic pavilion as well as the work for the LWCF grant. He also said that he believes the County could afford this match with the money available in the cash-in-lieu funds.
5:40:09 PM Chair Carol Collins IV. Discussion Items Carol stated she went to the Interconnect meeting in Big Sky. There were about 12 people were there; which was less than she hoped for. Crystal Turner will share with Ada Montague her "Parks Interested" email distribution list in the hopes to get the word out to more people.
5:41:11 PM Mike Harris, Open Lands Coordinator Trails survey update: results haven't been distributed to the public yet. He went over the statistics so far. Not sure how long the survey will run yet; want to make sure we have a good baseline.
5:45:12 PM Bob Farrington questioned if the survey includes trails that were required by the County during subdivision. He questioned the Elk Grove trails since they are used by the general public, but they are not connected to any other trail network. Mike Harris stated that the ultimate goal is to link public trails with internal subdivision trails, but there isn't a master Homeowner's list for the County so we haven't been able to get a mass-notification out to those folks. This survey is intended to collect as much information as possible, so we hope everyone will take the survey.
5:50:52 PM Chair Carol Collins Interconnect Park Policy
5:51:03 PM Mike Harris, Open Lands Coordinator Comments regarding review of subdivisions and dedicating park lands. We need to start working on a policy that will define how we sell a piece of park property, how we lease it, how we use it (such as allowing alcohol), the naming policy would fall under this broad "Interconnect Park Policy."
5:53:08 PM Board comments and discussion regarding each board member researching another county's/state's policies so we don't recreate the wheel. Each Board member agreed to find a city/county to research and would send any material to all of the Board for discussion at a future meeting.
5:58:03 PM Chair Carol Collins Request for Proposal for Qualified Architects/Engineering Services
5:58:09 PM Mike Harris, Open Lands Coordinator Suggested, for park-related items, when people come in and have a project like the Kiwanis pavilion for example, we want to keep a consistent engineer so someone is intimately familiar with the park. It would be nice to put an RFP out so that we can have a set rate for engineering services of park-related work.
5:59:17 PM Board questions and discussion regarding process for prequalified engineers.
6:00:40 PM Chair Carol Collins Budget & Expenditure Reports
6:00:47 PM Comments by Crystal Turner regarding the current year's budget print-out and the expenditure report for February that was distributed to the Board. Question regarding having expenditure approval on each agenda. Mike Harris reminded the Board that due to the hold up of paying invoices in a timely manner (if waiting for the Board's approval); we approve them first then have the entire month's detail before the Board at its next meeting. Mike detailed the FY 2009 budget and how money has been spent so far. Board questions and discussion with Mike and Crystal regarding board stipends. Mileage will still be reimbursed. Comments about potluck dinners. Mike commented regarding $300,000 (from selling 2-acres) coming into Regional Park fund for this coming year, about $75,000 left in cash-in-lieu and about $10,500 coming from
Open Lands.
6:28:40 PM Discussion regarding Skate Park and if we have received any update.
6:31:43 PM Questions and discussion regarding the amphitheatre. Discussion regarding incorporating sledding into that area. We may need to revisit the need of an amphitheatre.
6:33:33 PM Next month's agenda: Draft budget, Interconnect Park Policies, Draft Naming Policy. Possible special meeting regarding approval of contract and the Kawanis Site Plan (will have a 48-hour notice as required, if/once a meeting is scheduled).
6:34:41 PM Chair Carol Collins Executive Committee meeting will be on April 2.
6:36:28 PM Rick Fink Move to adjourn.
6:36:42 PM Meeting adjourned.
| 
