Special meeting of the Board of Park Commission
April 3, 2009 9AM
Board Members Present: Acting Chair Jill Wilkinson, Rick Fink, Jack Clarkson and Carol Collins via conference call. Others Present: Bob Farrington, on behalf of FOR Parks, Coordinator Mike Harris and Recording Secretary Crystal Turner.
The Board of Park Commissioners (BOPC) held a special meeting for the purpose of making decisions on two contracts:
1. Allied Engineering Services, Inc. to Provide Construction Management Services for Projects on the Gallatin County Regional Park, funded by the Land and Water Conservation Grant;
2. Agreement for Reimbursement of Construction Costs Associated with the Completion of Land and Water Conservation grant on the Regional Park between Gallatin County and the Friends of Regional Parks (FORParks) (Not-to-Exceed amount of $59,200);
As well as to:
3. Direct the Parks Coordinator to Research/get Quotes on Equipment to Cover Maintenance on the Regional Park.
Acting Chair Jill Wilkinson called the meeting to order just after 9AM. Mike Harris informed the Board that the Procurement Office clarified to him that he did not need to go through the RFQ (request for qualifications) process since the Allied Engineering contract will not exceed $20,000. Procurement suggested the BOPC go through the RFQ process and pre-qualify engineers for future. Pre-qualifications would last two years.
Carol Collins clarified that the couple typos she caught and emailed to Mike, were corrected. Mike answered that they had been corrected.
Rick Fink made a motion that we enter into the agreement with Allied Engineering Services to provide construction management services for projects on the Regional Park, as presented. Carol Collins seconded the motion. There was no board discussion. Motion passed unanimously.
Regarding agenda item #2, Mike Harris explained that FORParks has raised money to do the work at the Regional Park. Once the work is completed the County submits to Fish Wildlife and Parks an invoice, and they will reimburse us. Before we move forward with actual implementation of any work to be completed, this is simply an agreement between BPOC and FORParks that they will reimburse the County. This amount chosen on the agreement ($59,200) is the match in the Conservation grant and the City’s contribution. FORParks will be on the hook to provide maintenance long-term at the park. Bob Farrington has volunteered to do pro-bono architectural work for the park.
Carol Collins clarified that the County’s matching funds should be changed in the printed out contract from 50% to 40%; also in the second “WHEREAS” should say $59,200 rather than $74,000. Crystal Turner went to the computer and made the corrections, then printed out a new copy for those present to verify the changes.
Carol Collins made a motion to amend the agreement with FORParks to state a 40% matching requirements for the Land and Water Conservation Grants, and state that FORParks shall reimburse the County $59,200. Rick Fink seconded the motion. There was no board discussion. Motion passed unanimously.
Carol Collins made a motion to approve the contract with FORParks as amended. Rick Fink seconded the motion. There was no board discussion. Motion passed unanimously.
For agenda item #3, Mike Harris explained the Board has money in the cash-in-lieu fund. He stated that we will need equipment to perform maintenance at the park, even if we hire out the maintenance. He has been looking at a multi-use tractor that could mow, dig, plow, etc. It could also be a good tool to be able to offer when volunteers have ideas to implement at a County Park, we could help by being able to use our equipment. (Mike would have to be certified as an operator – the only other operators would be Road Department employees.) He explained that when plowing snow recently, he broke the Facilities’ snow plow. We were able to get it fixed by the Road Shop for free, but Parks would have been responsible for any payments. In the future a major break could cost us a lot. New
Holland is the only company that makes this equipment. He is not asking to go purchase one today, just approval to call around and get quotes/bids. The final purchase price will be in a contract later before the Board for decision.
There was discussion regarding any other departments borrowing this equipment. Used equipment was also discussed, but then a warranty isn’t available. Government entities do get discounts.
Rick Fink moved that we [the Board] direct Mike to further investigate prices for such equipment. Carol Collins seconded the motion. Carol suggested Jack Clarkson call around and get equipment quotes, since he’s purchased a tractor before. Jack (via phone) politely withdrew. Motion passed unanimously.
Without any further business, the meeting was adjourned.
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