Time Speaker Note
5:21:24 PM Chair Collins Called to order. Present were Rick Fink (via speaker phone), Deb Kane, Kelli Stanley, Carol Collins, Crystal Turner and Mike Harris. This meeting is being recorded and streamed over the internet.
5:21:49 PM There was no public present for items not on the agenda.
5:21:55 PM Chair Collins Approval of Minutes from April 15, 2009 (Carol noted the agenda stated 2008 and the minutes are from 2009). She noted some typos and handed her copy to Crystal: 5:03 "they've spoke with" and should be "they've spoken." Kircher park is misspelled, and the "Community Park and tunnel connect" is missing the word "to." At 5:20 Jack said, "I would move approve," and most likely the word "to" is missing (Crystal will relisten and verify that is what Jack said.) At 5:27 Jack was talking about having the meeting in Big Sky; it says, "Thinks it would be fun to do." Carol requests clarification that it says "Jack says..." because her comments are included in that time stamp as well. At 7:01 it talks about the "Executive Committee meeting so
far prior" is missing the word "is."
5:25:03 PM Chair Collins I would entertain a motion to approve the minutes with the changes.
5:25:12 PM Deb Kane I so move.
5:25:24 PM Kelli Stanley Second
5:25:29 PM Motion passed unanimously.
5:25:37 PM Chair Collins Public Hearing and Decision to Set FY 2010 Draft Budget
5:25:50 PM Mike Harris, Open Lands & Parks Coordinator Requested that the Board skip this item and go on to the next while he finalized the latest draft of the budget.
5:26:01 PM Chair Collins Public Hearing and Decision to Hold July Meeting in Big Sky
5:26:11 PM Clarification and discussion between the Board and Crystal Turner about an invitation to come back to Big Sky versus holding a meeting in Big Sky. The Board was invited to a dinner/auction fundraiser at 320 Ranch on July 10th. Carol questioned, "Do we want to decide to go to Big Sky now or at the next meeting should we just discuss moving meetings around the County?" Board discussion regarding the purpose to move meetings around the County. Rick suggested setting a date for a [certain] community location and just going - otherwise it continues to get postponed. Crystal added that, depending on the agenda's length and depth of the items for decision, lighter meetings could be held outside but if the agenda had more and/or controversial items, meetings should be held where electricity is available so the Board
could still record it rather than have hand-written minutes.
5:33:04 PM Carol Collins Then I'd entertain a motion to hold our meeting July 15th in Big Sky.
5:33:13 PM Rick Fink So moved.
5:33:16 PM Deb Kane Second
5:33:21 PM Motion passed unanimously.
5:35:24 PM Chair Collins Public Hearing and Decision Regarding the "Park Naming Policy"
5:35:29 PM Comments regarding changes suggested at the last meeting that appear to have been missed in the "final" version sent out for this meeting.
5:39:16 PM Chair Collins I would entertain a motion to approve the naming policy with the one correction from "concerned" citizens to "interested" citizens and adding the date to the document.
5:39:33 PM Deb Kane So moved.
5:39:49 PM Kelli Stanley Second
5:39:54 PM Motion passed unanimously.
5:40:19 PM Chair Collins Public Hearing and Decision Regarding Changing the Executive Committee Dates to the Wednesday before Each Board Meeting - reason is so we aren't so far ahead of the actual meeting and may be easier for the public to get on an upcoming agenda.
5:41:19 PM Deb Kane I make a motion that we move the Executive Committee dates to the Wednesday before each board meeting.
5:41:36 PM Rick Fink Second
5:41:44 PM Motion passed unanimously.
5:41:58 PM Chair Collins Public Hearing and Decision to Set FY 2010 Draft Budget
5:42:02 PM Mike Harris, Open Lands & Parks Coordinator There are already new changes to draft budget that the Finance Department isn't even aware of yet. We are adding set of accounts that will be dedicated only to the Regional Park. Anytime we have a major park there will be a separate set of accounts. Mike explained the budget process - board needs to set budget for operations, everything else would be under capital. Rick verified that Mike was comfortable with $10,000 as the budgeted amount for personnel, and Mike agreed. The group went through each line item.
6:14:14 PM Kelli Stanley I'll make the motion to approve the operating budget of $34,034.
6:14:29 PM Deb Kane Second
6:14:39 PM Motion passed unanimously.
6:14:46 PM Mike Harris, Open Lands & Parks Coordinator Explained spreadsheet #2 of budget of the remaining capital projects in this fiscal year. Board will see a revenue coming in "Cash in Lieu." We don't normally spend out of that fund - we depleted it to purchase the tractor. We will no longer have a general cash-in-lieu fund. Future cash-in-lieu will be spent on the area from which it came (per new State law). Mike related each to the decisions on the agenda for today's meeting.
6:34:38 PM Chair Collins Public Hearing and Decision to Authorize the Expenditure of $150,000 from the Park Fund for the Completion of the Land and Water Conservation Grant Project through July 1, 2009
6:34:53 PM Mike Harris, Open Lands & Parks Coordinator I didn't have all the numbers back from engineers when we completed the agenda - as far as cost estimates. This will only be for any work through July 1st - we could probably amend that to $74,000.
6:35:47 PM Deb Kane asked what the Land and Water Conservation Grant is. Mike Harris explained they come from off-shore oil revenues. They have been primarily used for land acquisition. Each year the state receives off-shore oil revenues. A portion of that goes to outdoor recreation. Every city/county in the state can apply for those funds. All the purchased property in Taylor Fork, Schmit property, Porcupine, Buffalo, etc. were purchased with LWCF funds. We were awarded a grant four years ago. Because Forparks did so much at the Regional Park earlier with funds they raised, we never spent our grant money. (Grant was originally $74,000 - with a 50% match, totaling $148,000.) We would install trails, bathrooms and a picnic area (the items on spreadsheet #2). Carol clarified that she thought it should be amended to June 30, 2009,
since that is technically the last day money could be spent in this fiscal year.
6:39:51 PM Deb Kane I make a motion that we authorize the expenditure of $74,000 from the park fund for the completion of the Land and Water Conservation Grant through June 30, 2009.
6:40:20 PM Kelli Stanley Second
6:40:25 PM Motion passed unanimously.
6:40:34 PM Rick Fink Requested the board expedite these quickly so he could be excused.
6:41:01 PM Chair Collins Public Hearing and Decision to Authorize Conservation Expenditure of up to $50,000 from the Funds Received from the Sale of Property to the 911/Fire Station #3 for the Necessary Infrastructure on the Regional Park
6:41:52 PM Kelli Stanley I will make a motion to authorize the conservation expenditure of up to $50,000 from the funds received of sale from the sale of property to the 911 / Fire Station for the necessary infrastructure on the Regional Park.
6:42:18 PM Deb Kane Second
6:42:22 PM Motion passed unanimously.
6:42:28 PM Mike Harris, Open Lands & Parks Coordinator He explained why it was important to do those last two separately. The board just authorized expenditure from unanticipated revenue last year.
6:42:40 PM Chair Collins Public Hearing and Decision to Transition from Vault Toilet System to Pavilion/Bathroom Facility on City Services at the Regional Park in Conjunction with the Kiwanis Club
6:42:55 PM Carol clarified that Mike touched upon this earlier and that roughly a year ago the Board had a lengthy discussion regarding the different bathroom/toilet options. Deb Kane asked for an explanation why this is in conjunction with Kiwanis Club - Mike explained Kiwanis is contributing $30,000. Carol added that the Board previously approved a bathroom; Kiwanis wanted a pavilion so since we made those previous motions we now need to change it. Rick asked what the impact fee is - Mike answered about $3,600 for each toilet.
6:45:25 PM Rick Fink I move that we make the transition from a vault toilet system to a pavilion bathroom facility on City services at the Regional Park in conjunction with the Kiwanis Club.
6:45:40 PM Kelli Stanley Second
6:45:42 PM Motion passed unanimously.
6:45:52 PM Mike Harris, Open Lands & Parks Coordinator Explanation that these next four items are contracts and a discussion about proper advertisement. All these contracts relate to the Spreadsheet #2 he distributed. Mike asked for quotes for the two wells and power service. All are under the Board's $50,000 spending authority. These decisions would be to authorize Mike to negotiate contracts so he could sign off on them and the County Administrator would sign off as well. We will be in a hurry to finalize these contracts by June 10th. Deb questioned if this is legal. Mike answered yes.
6:47:52 PM Chair Collins Discussion on the list of contracts. Decision to Authorize the Conservation and Parks Director to Enter into a Contract with Northwestern Energy for the Installation of Utility Service for the Wells and Bathroom at the Regional Park - this contract will be for $14,000; Public Hearing and Decision to Authorize the Conservation and Parks Director to Enter into a Contract for the Installation of Trails in the Regional Park - this contract will be under $15,000; Public Hearing and Decision to Authorize the Conservation and Parks Director to Enter into a Contract for the Installation of Two Wells on the Regional Park - wells have been quoted at $6,200 each; Public Hearing and Decision to Authorize the Conservation and Parks Director to Enter into a Contract with an Electrician for Installation of Power Service at the
Regional Park - this project has been quoted at $14,000; (Public Hearing and Decision to Authorize the Conservation and Parks Director to Enter into Contract for Installation of a Culvert and Gravel Road Across the Spring Ditch on Vaquero Parkway - this item has been pulled).
6:49:47 PM Deb Kane I make a motion that we authorize the Conservation and Parks Board Director to enter into a contract with Northwestern Energy for the installation of utility services for the wells and bathroom for the Regional Park; and for him to enter into a contract for the installation of trails in the Regional Park; and for him to enter in a contract for the installation of two wells on the Regional Park; and for him to enter into a contract with the electrician for power service at the Regional Park.
6:50:30 PM Rick Fink Second
6:50:34 PM Board discussion - Do we need to worry about the money because the amounts do not exceed the spending authority and we already put this in the budget? Mike said no but added when the Board gets to building it will be a different story.
6:50:48 PM Motion passed unanimously.
6:51:06 PM Chair Collins Carol read the final contract for decision (regarding installing a culvert and gravel road) and questioned if it has been pulled.
6:51:22 PM Mike Harris, Open Lands & Parks Coordinator Stated this item is no longer necessary.
6:52:13 PM Chair Collins Question and clarification for approval of the capital budget. Discussion about incoming revenues, what we're planning on spending this coming fiscal year. Discussion on how to approve the draft budget.
7:01:02 PM Deb Kane I make a motion we approve $404,000 capital outlay for the fiscal year 2010 draft budget.
7:01:16 PM Kelli Stanley Second
7:01:22 PM Motion passed unanimously.
7:01:35 PM Chair Collins Discussion vest/shirt order(s).
7:01:51 PM Rick Fink was excused.
7:02:35 PM Vest/Shirt order discussion continued. Mike believes the vests were around $30-45 and hats were between $10-12. Send Mike your style/color and Mike can order it for you. Board members discussed they would pay for any orders out of their own pocket. You can check it all at www.handsonprinting.com.
7:06:11 PM Chair Collins General Park/Subdivision Updates
7:06:24 PM Mike Harris, Open Lands and Parks Coordinator He was contacted by a HOA that is putting up a playground in a park and it turned out the County owned the park - we normally say "no" to building playgrounds due to liabilities. The park was dedicated to the public but it is a county park. I will work up a letter saying we recognize they are putting this playground in - and that they will need to have a licensed playground inspector do an annual inspection. Since the first letter, I have received three more similar calls. The inventory stated how many parks the County is responsible for, but I've also been working on determining who is in charge of maintainence for each. Learning maintenance ownership will help our weed agent as well. Mike is trying to get everything done before the Dinosaur Playground is built. The
Interconnect group is still plugging along.
7:09:11 PM Chair Collins All existing policy discussion needs to start with conversation at the County Attorney's office. Crystal stated that Mike or Ada were going to put that in a legal request to the CA's office - she will follow up and see if we can get an update.
7:10:19 PM Discussion about agenda items for June 17th's meeting. Executive Committee would be the 10th. Mike stated that he would be unavailable - the Dinosaur Playground build begins on June 10th. We'll see if there is anything comes up so the June meeting might be canceled.
7:12:41 PM Meeting adjourned.
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