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HomeMy WebLinkAboutGreenway Com StakeholdersDevelopment Community Members To: Bridgette Georg~ c: Alton Ofczarzak Be: AmY. Clougb : on o'l-- 8 s: Gl'lris @alil'lele -~ lk Cl'ins Wilde ~. Be: GRuel~ Ellison "~ ~t~ti. - -Be. Clint Schroff -~ tct.- Bc: COY. Armstrong 'I --l,NJ)~<. ee. car tis Strong ~eBrowne Be. E1avid Olson ~vis Young '&.:.,Donald Jones 1k. Elton Abbott. Jr. I>.~~. : Eva Read-Warren ~~ c: Fain McDou al ~~-t ~ J' ,t B : Fred Patterson ~ ·~ tt B : Fred PaY.ne ~"" ( Iii -Be· ~er Urso -.;-c"" ,,J) $ ~lenn Thomas ~ / Be: Grant BarnbY. -4Pf .,!Jr Jt'" {\ .. c: Greg Ta!!!lart Y./" ~~ · unter Goodwin ~ ~ o.t/1' ~ a Be: James Batenhorst \rl '(>~ "V rw Be: James Drews ~ .,,_~ .{ .. [_Be: Jane Kee • J \~~ 0\: ~ -80; Janett Adame ~c.,C,"' J!' c: Jeff Robertsen -vJ ~ Be: JeremY. Peters O Be: Jesse Durden Q • ~ "86. teMjr;a .J jmmerson Be: Jim Moehlman ~c. 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Robert Pa ne C\ • -Be: Steve Ar9en ~eve Duncan ~veMusser ~rtKlin Be. f ol"li=;fackson Be: Tom Parker Be: Toni Moore .. file://C:\Documents and Settings\bcaldwell\Local Settings\Temp\gwa33C.tmp.html Page L or L 1/23/2009 2009 JANUARY s M T w T F 1 2 4 s 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 FEBRUARY S M T W T F S 2 3 4 5 6 7 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 MARCH S M T W T F S 2 3 4 5 6 7 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 APRIL s M T w T F s 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 26 27 28 29 30 MAY S M T W T F 3 4 5 6 7 10 11 12 13 14 15 17 18 19 20 24 31 JUNE S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 J ULY s M T w T F s 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 AUGUST SMTWTFS 2 3 4 5 6 7 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 SEPTEMBER s M T w T F 1 2 3 4 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 OCTOBER 5MTWTF 1 2 45678910 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 NOVEMBER S M T W T F S 1234567 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 D ECEMBER S M T W T F 1 2 3 4 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 Newman Printing Company/ Inc. --. 0 \t\-1 -tsft.~s 7 ~- How to Conduct a Focus Group By Judith Sharken Simon While focus groups are often seen as a technique reserved for corporations involved in expensive, competitive advertising, they can also be extremely useful for nonprofit organizations wishing to connect with their communities. Just as important for the budget-wise nonprofit, focus groups are relatively inexpensive and easy to conduct. Most people love to be asked their opinion and they're generally not shy about voicing it. Nonprofit organizations generally use focus groups in planning, marketing, or evaluation, either to improve some specific product or service or, more globally, during the development of strategic plans or mission statements. Within these broader goals, focus groups have multiple applications. These include: • Collecting opinions, beliefs, and attitudes about issues of interest to your organization • Checking out your assumptions • Encouraging discussion about a particular topic • Building excitement about a topic from the spontaneous combination of participants' comments • Providing an opportunity for facilitator and participants to learn more about a topic or issue. While all these are valuable, the first two -collecting opinions, beliefs and attitudes on issues of interest to your organization and checking out your assumptions -are the most important. The last three objectives are better thought of as welcome by-products. Not only can focus groups yield valuable information. They also help you build good rapport with the community you serve. Step 1-Define the Purpose You need a clear, specific purpose statement in order to develop the right questions and elicit the best information. Purpose statements that are broad and general (e.g., "To find out what people think") make it hard to identify participants, develop questions, and get useful results. --Page 1of10 -- Copyright© 1999, Fieldstone Alliance. All rights reserved This article may not he reprinted, reproduced, or retransmitted in whole or in part without the express written consent of the publisher. Reprinted here hy permission given to the Grantsmanship Center. http.//www. tgvi.cam (800) 421-9512 Join Our Mailing List After writing an initial purpose statement, ask yourself, "Why do we want to know that?" Usually the answer will lead to a clearer and more refined purpose statement. The clearer the purpose statement, the easier it will be to design the rest of the process. Step 2· Establish a Timeline A focus group cannot be developed overnight. You should start planning no less than four weeks ahead of the actual session. Six to eight weeks is probably more realistic. In all likelihood, it will take at least that much time to identify the participants, develop and test the questions, locate a site, invite and follow up with participants, and gather the materials for the sessions. Below is a list of standard components and a typical timeline: 1. Write the purpose statement -6-8 weeks prior to the session date 2. Identify the participants -6-8 weeks prior 3. Gather address and phone information on the participants -6-8 weeks pr10r 4. Select a facilitator -4-5 weeks prior 5. Develop the questions -4-5 weeks prior 6. Develop a script -4-5 weeks prior 7. Arrange and reserve the session site -4 weeks prior 8. Write and send the invitations -3-4 weeks prior 9. Follow up the invitations with phone calls -2 weeks prior 10. Make room arrangements (seating, equipment, refreshments, etc.) -1 week prior 11. Place a reminder call to the participants -2 days prior 12. Gather session materials -2 days prior 13. Conduct the focus group -Session date 14. Send a thank-you letter to the participants 2 days post 15. Transcribe notes from the session - 2 days post 16. Summarize the session and mail summary to the participants -1 week post 17. Analyze sessions and write report -When all information is gathered Step 3· Identify and Invite participants Deciding who to invite is a five-stage process: --Page2of10 -- Copyright © 1999, Fieldstone Alliance. AH rights reserved. This article may not he reprinted, reproduced, or re-transmitted in whole or in part without the express written consent of the publisher. Reprinted here hy permission given to the Grantsmanship Center. http./Avww. tgci.com (800) 421 ·9512 Join Our MailingList 1. Determine how many participants you need and how many to invite. 2. Review your purpose statement and develop a list of key attributes to seek in participants. 3. Using the list of attributes you have developed, brainstorm possible participants and categories of participants. 4. Refine the list by looking for "two characteristics in common" and "homogeneity and heterogeneity" characteristics in the potential participants. 5. Secure names and contact information, finalize the list, and send invitations. Step 4· Generate the Questions Because the focus group will last for little more than one or two hours, you will only have time for four or five questions. That's not many, especially when you consider that there are really two kinds of questions: introductory or warm-up questions and more serious questions that get at the heart of your research. Since the first two questions are usually a warm-up, of some sort, that leaves you three questions to probe the issue you're researching. The sequence and tone of the questions are as significant as the questions themselves. To be effective, focus group questions should be open-ended and move from the general to the specific. Once you have a list of questions, look at your .purpose statement again. Which questions do not apply? Which questions seem really important? Now look at your list of possible participants. Which questions would they be able to answer? Eliminate as many questions as you can. If you are using a group to design the questions, have everyone vote for their top five questions from the whole list. Once you have selected the top five questions, find someone with good editing skills to rewrite them. Finally, arrange the questions in a sequence that will be comfortable for the participants, moving from the general to the specific, easy to challenging, and positive to negative. Before using the questions in an actual focus group session, test them out. Do the responses you get give you the information you need? Sometimes questions seem great on paper, but when implemented they don't elicit the responses we need. Go through the questions yourself and try answering them as if you were in the focus group. Pull some staff members together for a practice focus group and try the questions out. If they work, use them. If --Page3ofl0 -- Copyright © 1999, Fieldstane Alliance. All rights .reserved. This article may not he reprinted, reproduced, or retransmitted in whole or in part without the express written consent of the puhlisher. Reprinted here by permission given to the Grantsmanship Center. http.//www.teci.com (800) 421 ·9512 Join Our Mailing List not, revise them. Step 5-Generate a Script Generating the questions is a prelude to developing a more detailed script for your focus group. If you are experienced at running meetings, you may be tempted to do without a script. But a good script has several benefits: • The process of writing a script helps you be sure you've put the questions in context for the participants. • A script ensures that each focus group is conducted in a similar fashion, making the results more reliable. / • A script helps the facilitator stay on track and on time. • A script is helpful when the facilitator is external to the process (e.g., a volunteer or hired facilitator). Plan on a one to two-hour time frame. A minimum of one hour is recommended because the process requires some time for opening and closing remarks as well as at least one or two questions. Be cautious not to exceed two hours. After two hours participants and facilitator start to fade; the questions and subsequent discussion lose their relevance. The average adult attention span is about 20 minutes, so a good focus group script writer carefully crafts the time so that participants stay engaged, making sure sections are no more than 20 minutes long. There are three parts to a focus group script: 1. The opening is the time for the facilitator to welcome the group, introduce the purpose and context of the focus group, explain what a focus group is and how it will flow, and make the introductions. 2. The question section is where you ask the questions that you designed and tested in Step 4 3. The closing section wraps up the focus group. This includes thanking the participants, giving them an opportunity and avenue for further input, telling them how the data will be used, and explaining when the larger process will be completed. --Page 4of10 -- Copyright© 1999, Fieldstone Alliance. All rights reserved. This article may not he reprinted, reproduced, or retransmitted in whole or in part without the express written consent of the publisher. Reprinted here hy permission given to the Grantsmanship Center. http./lwww.tgci.com (800) 421 ·9512 Join Our Mailing List Step 6-Select a Facilitator One thing that distinguishes focus groups from interviews or written surveys is that they require a facilitator with some skiil to run them. Don't be scared off by this requirement. It doesn't mean you need a highly paid consultant, but it does mean you need someone with a working knowledge of group dynamics and a reputation as a good meeting leader. In particular, a focus group facilitator should be able to deal tactfully with outspoken group members, keep the discussion on track, and make sure every participant is heard. The facilitator can be a staff member, volunteer, or member of a committee or task force. Budget permitting, you can hire a professional facilitator. You can also use a two-person team, where one person moderates the discussion and another records it. Be wary of anything about the facilitator (or facilitators) that might make participants uncomfortable. For example, you may not want the organization's executive director to facilitate a staff focus group about a new performance appraisal system. Also consider qualities that might make participants more comfortable. For example, a facilitator from outside the organization may be viewed as more objective and may elicit more honest responses from participants. Step 7-Choose the Location You don't need the kind of room that professional focus group operations use -with a one-way mirror or sophisticated recording devices -but you do need a setting in which the participants feel comfortable expressing their op1mons. When choosing a location, ask these questions: • What message does the setting send? (Is it corporate, upscale, cozy, informal, sterile, inviting?) • Does the setting encourage conversation? • How will the setting affect the information gathered? Will the setting bias the information offered? • Can it comfortably accommodate nine to fifteen people (six to twelve --Page5of10 -- Copyright © 1999, Fieldstone Alliance. All rights reserved. This article may not he reprinted, reproduced, or retransmitted in whole or in part without the express written consent of the puhlisher. Reprinted here hy permission given to the Grantsmanship Center. http.//www.tgvi.cam (800) 421·9512 Join Our MailingList participants plus facilitators), where all can view each other? • Is it easily accessible? (Consider access for people with disabilities, safety, transportation, parking, etc.) Choose a setting that is appropriate and makes the participants feel comfortable. For example, if you are conducting a focus group with members of a mutual support group, you may want to hold the session at the support group's regular meeting place. If you are conducting a focus group of funders, it may be beneficial to hold the session at one of your board member's corporate boardrooms. Step 8-Conduct the Focus Group Now that you've identified why you're doing a focus group, selected and invited the participants, chosen the facilitator and location, and developed the script, it's time to actually conduct the session. The materials you will need for the session are: Notepads and pencils Flip chart or easel paper Focus group script List of participants Markers Masking tape Name tags Refreshments Watch or clock Conducting the focus group is primarily a matter of following the script, but of course there's more to it than that. The facilitator should arrive before the participants, set out the refreshments, and arrange the room so all participants can view one another; U-shaped seating or all at one table is best. As participants arrive, the facilitator should set the tone for a comfortable, enjoyable discussion by welcoming them just as would any gracious host. Once the group gets underway, all the skills of a good facilitator come into play. Think of it as a combination of running a meeting and managing group dynamics. Attention to the following items will help ensure success: --Page 6of10 -- Copynght © 1999, Fieldstone Alliance. All nghts reserved. This article may not he reprinted, reproduced, or retransmitted in whole or in part without the express written consent of the publisher. Reprinted here hy permission given to the Grantsmanship Center. http.//www.tgci.com (800) 421-9512 Join Our MailingList 1. Set the tone; participants should have fun and feel good about the session. 2. Make sure every participant is heard. 3. Get full answers (not just "we need more money" but "we need more money to hire a receptionist to answer phones"). 4. Monitor time closely. 5. Keep the discussion on track. 6. Head off exchanges of opinion about individual items. Step 9-Interpret and Report Results There are three steps to creating a report on your focus group: 1. Summarize each meeting. If you've taped the meeting, be sure to spot- check the tape. If there was some failure, it's easier to reconstruct the discussion immediately after the session. The facilitator should review the session with another person to capture fresh impressions. Finally, transcribe notes that were taken soon after the session is over and write a summary of the focus group. The quick turnaround time on the transcription helps avoid memory lapses. It's easiest for the facilitator or recorder to remember what was meant by a particular acronym or shorthand immediately following the session than it is a month later. 2. Analyze the summaries. Start by reading all the focus group summaries in one sitting. Look for trends (comments that seem to appear repeatedly in the data) and surprises (unexpected comments that are worth noting). Keep in mind that context and tone are just as important as the reiteration of particular words. If a comment (or a number of comments) seemed to be phrased negatively, elicited emotional responses, or triggered many other comments, that would be worth noting in the analysis. 3. Write the report. The final report can take many different shapes, but it should include all information about the background and purpose of the focus group, details of the sessions, results, and conclusions. --Page 7ofl0 -- Copyright © 1999, Fieldstone Alliance. All rights reserved. This article may not he reprinted, reproduced, or re-transmitted in whole or in part without the express written consent of the publisher. Reprinted here by permission given to the Grantsmanship Center. http.//www. tgcj.cam (800) 421-9512 Join oW-MailingList Step 10· Translate Results Into Action The greatest failures in the use of focus groups occur in two areas: failure to report to the focus group participants and failure to apply the results to the purpose for which they were originally commissioned. Remember, one major benefit of focus groups for nonprofits is that the process engages people in the topic. Once they are invested, don't let them down. Follow up with participants. Mail them the summary from their session, send them a thank-you letter, and include them in correspondence about how the information was used. While good public relations is not the primary goal of a focus group, don't let the energy you invested go to waste. Here are some suggestions for translating the results into action: • Schedule a meeting to review the summaries and discuss their implications. • Put the focus group information in context. Refer to your purpose statement and analyze the answers or insights the focus groups gave you. Compare, contrast, and combine the focus group information with information gathered from other sources such as surveys, interviews, or secondary research sources. • Highlight the main themes, issues, problems, or questions that arose in the focus groups. Discuss and record how you will address these. · If there is a lot of information, prioritize it. Then decide what actions need to be taken with regard to the priority items. For example, share the information with lo cal policy makers, build some items into staff work plans, and incorporate specific suggestions into the budget. Focus Group FAQs Q: Should we have people such as board members or staff observing the focus group? A A few observers are fine and do not interfere with the focus group. But be careful to consider whether the observers' presence will inhibit the participants from speaking freely. Also, be sure the number of observers isn't out of balance with the number of participants. Q: Do we have to pay people for attending focus groups. How does this work for financially strapped nonprofits? --Page 8of10 Copyright © 1999, Fieldstone Alliance. All rights reserved. This article may not he reprinted, reproduced, or retransmitted in whole or in part without the express written consent of the publisher. Reprinted here hy permission given to the Grantsmanship Center. http.//www.tgci.com (800) 421 ·9512 Join Our MailingList A It's nice to offer people a gift or token for participating in a focus group, but it isn't necessary. People like to be asked their opinion and are happy to participate without an incentive. If you are able, offer an inexpensive gift related to your agency, such as a T-shirt or coffee mug imprinted with your logo. Q: Some audiences, like parents, are especially hard to reach. How can we get them to attend a focus group? A Consider ways to minimize the barriers to attendance. For example, you can offer on-site child care, reimbursement for travel, or free bus passes. You can hold the focus group in someone's home, invite participants to bring a friend, or take the focus group to a location where the audience usually convenes. In some cases, you may need to pay people to attend, offer a meal as part of the reward for participation, or provide some other incentive that fits the needs of your audience. Q: Is it important to send out background information beforehand to the focus group participants? A This depends on the purpose of the focus group. Sometimes the topic is so complex that background reading can help orient the participants. Be aware, though, that no matter what you send, some people simply won't read the information. Never assume that participants have read the background information you've sent them. Some nonprofits also use the focus group invitation as an opportunity for low-cost public relations by including a brochure along with the invitation. Q: Should we record or videotape the sessions? A Recording is not necessary. First, consider whether you will review or transcribe the hours of tape. Most nonprofits that record focus groups never listen to or look at the tapes. Second, recording is one more thing to tend to. You will have to make sure the equipment is functioning and you may need someone there to operate it. The Right Size Focus groups should consist of six to twelve participants. Fewer than six participants tends to limit the conversation, because there is not enough diversity to spark energy and creativity. A group larger than twelve gets to be unwieldy and voices get lost. --Page9ofl0 -- Copyright© 1999, Fieldstone Alliance. All rights reserved. This article may not he reprinted, reproduced, or retransmitted in whole or in part without the express written consent afthe publisher. Reprinted here by permission given to the Grantsmanship Center. http.//www.tgvi.com (800) 421-9512 Join Our MailingList Determine how many people you expect to be in each focus group. If you have fewer than six, consider expanding your selection criteria, combining two groups, or both. If your group looks like it will be larger than twelve, consider narrowing your selection criteria or holding two focus groups. Having determined the number of participants you want in each group, you next need to estimate how many people will actually respond to your invitations. If participants come from some preexisting group, such as a regularly scheduled staff meeting, then attendance and how many to invite is not an issue -response rate will be close to 100 percent. If you use a group that's harder to reach, such as single parents or homeless people, you may need to adjust your expected response rate to a lower percentage. You may also need to make special accommodations, such as providing child care, transportation, or meals. Judith Sharken Simon is a former senior consultant with Community Services Group of the Amherst H Wilder Foundation. This article is adapted from The Fieldstone Alliance Nonprofit Field Guide Series Conducting Successful Focus Groups, Copyright © 1999 Fieldstone Alliance, all rights reserved. Used with permission. www.fieldstonealliance.org. --PageJOoflO -- Copyright© 1999, Fieldstone Alliance. All rights reserved. This article may not he reprinted, reproduced, or retransmitted in whole or in part without the express written consent of the publisher. Reprinted here by permission given to the Grantsmanship Center. http.//www. tgci.cam (800) 421 ·9512 Join Our Mailing List • State o TXDOT • Safe Routes to School (SRTS) -Bryan District Contact is: Michael Jedlicka (979) 778-9759 http://www.dot.state.tx.us/services/traffic operations/safe routes to school /default.htm Contact Person: Phone: Email: o Metropolitan Planning Organization (MPO) Contact Person: Linda LaSut Phone: Email: o Brazos Valley Council of Governments Contact Person: (Michael Parks) Phone: Email: • County o Brazos Transit District (Margie Lucas -2002) Contact Person: Phone: Email: • City o City of Bryan (Joey Dunn -2002) Contact Person: Phone: Email: • University /College o Texas A&M (Gary Jackson -TAMU Parking, Transit and Transportation Services -2002) Contact Person: Phone: Email: Last updated 1/9/09 ®takeholders Students - T exos A&M and Blinn ----.. Developers ~hborhoods -Neighborhood Coalition .,,,. ~ciol Interest razos Valley Mountain Biking Association -BVMBA (non-profit involved in trail Last updated 1/9/09 date project page L------------------r-~-----------------------------------------------------------==:::~_·:····~=:=-===-==:== :~R:~h~~E;tl&;~:~(l'~-E:.;; ...... . ----------------------------------------------- task list: ······················································································································································································: The City of College Station Invites you to a Focus Group Meeting on the Bicycle, Pedestrian and Greenways Master Plan A meeting to gain input on biking, walking and greenways in your community. Saturday, August 23 and A-a.-d \)P p 4--C \. --.i-'J Sunday, August 24 ~ yo-..; 9 A.M. - 6 P.M. }l..,\. v. \,\-( The City of College Station is updating its Bicycle, Pedestrian and Greenways Master Plan and will be holding a focus group meeting to develop information and clarify issues to be considered in improving biking, walking and greenways in the City. The current Greenways Master Plan was adopted in 1999 and the Bikeway and Pedestrian Master Plan ~ was adopted in 2002. p."'7°'; ! rw~°'~ (,.A.~': The goal of the Plan is to address bicycle and pedestrian needs in a comprehensive manner to achieve multi-modal transportation, connectivity, recreation, healthy living and environmental protection. This is your opportunity to provide input and share your vision for the future of the bicycle, pedestrian and greenways system in College Station. Come and help us plan for a community that better accommodates bicycling and walking. To make these meetings as effective as possible attendance will be limited to 10-12 participants. Your participation will be granted on a first come, first serve reply to this invitation. We value your input and have provided additional opportunities to participate below. For more information or a status on the planning process, visit the above website or call Venessa Garza at 979-764-3674. • • • • Other • Community Meetings • • • • • Opportunities • • • February 24th and May 19th • • • • • CITY OF Coll.EGE STATION .. " Online Survey Available Feb 1-28 to Participate • 6:30 PM • At www.cstx.gov/hikeandbike • • • College Station Conference Center • • • • • • 1300 George Bush Drive • • • • Room 127 • • • • • www.cstx.gov/hike and bike Tuesday, Februaryl 0, 2009 2:30 -3:30 p.m. · College Station Conferen'ce Center 1 300 George Bush Drive Room 105 Developers Tuesday, February 1 0, 2009 4:00 -5:00 p.m. · College Station Conference Center 1300 George Bush Drive Room 105 Neighborhood Associations Monday, February 9, 2009 . 6:00 -7:00 p.in. and 7:30 -08:30 p.m. College Station Conference Center 1300 George Bush Drive Room 101 Special Interest Tuesday, Februaryl7, 2009 6:30 -7:30 p.m. J College Station City Hall 1101 Texas Avenue Council Chambers • • • • o Texas A&M (Gary Jackson -TAMU Parking, Transit and Transportation Services -2002) • Texas A&M Cycling Team 0 Other Blinn )n,d~ p o Develop (rrss --------L- o COCS Neighborhood Coalition Special Interest rganizations o Brazos Valley Mountain Biking Association -BVMBA (non-profit involved in trail maintenance) o Brazos Valley Cyclists -~ol~~­ ne~J~ As~e$r~ DRAFT of RESOLUTION NO. ???? A RESOLUTION TO CREATE THE GREENW AYS CITIZEN ADVISORY COMMITTEE. I. CREATION OF A COLLEGE STATION GREENWAYS CITIZEN ADVISORY COMMITTEE A standing committee to be known as the College Station Greenways Citizen Advisory Committee is hereby created. A. PURPOSE This advisory committee will be responsible for assisting the City in providing-education of the community and building a consensus on how to improve, best utilize and protect the greenways acquired by the City of College Station. B . MEMBERSHIP The committee shall consist of nine members, and where practical may include representation from the Brazos Greenways Council, College Station Planning and Zoning Commission, College Station Parks Board, Storm Drainage and Drainage Issues Community, Development/Real Estate Community, Neighborhood/Homeowner Associations, Recreational Organizations, Environmental Science Community, and the Landscape Architect Community. City Staff liaisons will be non-voting members. C. TERM OF OFFICE The term of office shall be for two (2) years, and the City Council shall appoint members on a staggered basis with five (5) terms expiring in even numbered years and four ( 4) terms expiring in odd numbered years; except that four (4) of the nine (9) committee members appointed initially shall have terms of only one (1) year, and the other five (5) initial appointments shall each be for a two (2) year term. A member of the Committee shall be selected to serve as committee chairman for a term of two (2) years. The Chairman shall be selected by members of the Committee. A vacancy occurring on the committee prior to expiration of the term of office for that position shall be filled by appointment by the City Council. A member so appointed shall be designated to serve the remainder of the term of his predecessor. Members of the Committee shall be limited to serving three (3) terms or six (6) years. The Chairmanship is limited to two (2) terms or four (4) years. D. DUTIES AND RESPONSIBILITIES The duties of this committee shall be to provide input on the improvement, utilization and protection of the greenways in the City of College Station and to provide for the education of citizens on how to use and care for the greenways. The committee shall also carry out the other duties and responsibilities as may be assigned by the City Council. The committee shall submit semi-annual reports to the City Council on activities and attendance. E. MEETINGS The College Station Greenways Citizen Advisory Committee shall provide regular meetings quarterly and special meetings as necessary to carry on its business. A quorum of five (5) members must be present at a Committee meeting to conduct any business. Should they be authorized to establish its own rules, regulations and by-laws subject to ratification by the City Council? II. This resolution shall become effective from and after its passage in accordance with the City Charter of the City of College Station. PASSED, ADOPTED and APPROVED this?? day of???, 2000. PART I MISSION STATEMENT AND GOALS COMMITTEE MISSION: Work together, in accordance with the TOPS Ordinance, to guide our City in the prudent acquisition, development and preservation of Trails, Parks and Open Space, thereby creating a legacy for future generations in the Pikes Peak region. COMMITTEE GENERAL GOALS: • Prioritize options and then remain focused on those priorities. • Maximize tlte leverage value of TOPS revenue. • Give appropriate consideration to projects in eaclt category -Trails, Parks and Open Space. • Build trust through effective and proactive communication witlt the public and the media. • Fulfill our fiduciary responsibility to the citizens of Colorado Springs by practicing due diligence in our decision making process. • Coordinate our efforts with neighboring agencies wlten possible. • Educate the public of the TOPS Program accomplishments. T 0 PS POLICIES AND PROCEDURES MANUAL PAGES PART II BY-LAWS ARTICLE I -FORMATION,NAME AND AUTHORITY I. The formation and purpose of the TOPS Working Committee: The Parks and Recreation Advisory Board of the City of Colorado Springs, in accordance with item # 11 of Board Policy (12/87), unanimously voted on June 24, 1997 to appoint a nine member citizen committee. The purpose of this committee is to evaluate and prioritize spending options for the revenue generated by the TOPS sales tax which was approved by Colorado Springs voters in the April I, 1997 election, and based on the committee evaluation, make spending recommendations to the Parks and Recreation Advisory Board for approval. 2. The name of this organization shall be the TOPS Working Committee, hereinafter known as the Committee. ARTICLE II -MEETINGS I. Regular meetings of the TOPS Working Committee shall be held in a convenient location on a day and time to be set by the committee. All meetings will be posted at least 24 hours in advance. 2. Special meetings of the Committee may be held as necessary at the call of the Chairperson. Notice of the time, place, and purpose of all meetings of the Committee shall be given to each member at least 24 hours in advance of each meeting. 3. A complete agenda, with sufficient supporting documents to allow an adequate basis for decision-making, shall be mailed to each member five working days in advance of all regular meetings. 4. Unscheduled additions to the agenda shall be allowed when necessary, provided that decisions shall not be required on such items if the majority of those present feel the need for further discussion and data. 5. The following shall be the normal order of business at meetings: a. Call to order b. Agenda Review c. Citizen discussion -d. Approval of minutes of previous meeting e. Continuing Business f. New Business g. Citizen Discussion h. Legal Session (as need basis) 1. Adjournment T 0 PS POLICIES AND PROCEDURES MANUAL PAGE 10 6. Public meetings for th e purpose of gaining input from citizens shall be called by th e Committee when deem ed necessary, with adequate advance notice and publicity provided by th e Department. ARTICLE III -VOTING I. Five members of the Committee present at any meeting shall constitute a quorum , and no acti on shall be taken without a quorum. 2. All motions, recommendations, and other acts of the Committee shall be determined by the majority vote of those present. 3. All voting shall be by voice vote, unless a roll call vote is requested by one or more members, in which case the minutes shall record the vote of each member. 4. Council rule 21-Parliamentary Law for Nonprofit Organizations shall determine the procedural conduct of all meetings, except as may otherwise be stated here. ARTICLE IV -MEMBERS, OFFICERS AND DUTIES l . Committee members term length: the Committee reports to and serves at the discretion of the Parks and Recreation Advisory Board. The normal term for appointees is three years with the option to apply for a second three year term. The initial terms have been staggered to promote continuity. Members appointed for a one year term may apply for two additional three year terms if desired. Members appointed for a two year term may apply for one additional three year term if desired. Re-appointment is not automatic. 2. The Committee shall endeavor to include at least one member from each Council District. 3. In September of each year, the Committee shall elect from among its members a Chair and Vice-Chair. 4. The term of office for each shall be one year, or until their successors are elected and take office. 5. · The Chair snail work closely with the TOPS Program Manager of the Parks and Recreation Department in developing the agenda for the official meetings and in determining the need for special sessions. 6. The Chair shall serve as liaison between the Committee, the Parks and Recreation Advisory Board and the media. 7. The Vice-Chair shall assume the duties of the Chair in his/her absence. 8. In the absence of both Chair and Vice-Chair, the Committee shall elect a Chair pro-tempore. 9. The responsibility of keeping Minutes of Committee meetings and of handling secretarial duties of th e Committee will be assigned to a staff member of the Parks and Recreation Department. T 0 PS POLICIES AND PROCEDURES MANUAL PAGE 11 ARTICLE V -AMENDMENTS These By-Laws may be amended at any regular meeting by a majority vote of the full Committee, provided that all members have been notified in writing one week in advance of the proposed amendment. Final approval of such changes rests with the Parks and Recreation Advisory Board. T 0 PS POLICIES AND PROCEDURES MANUAL PAGE 12 PART III COMMITTEE POLICY 1. This is a working committee, therefore, all memorandums to the Parks and Recreation Advisory Board are recommendations and are to be so worded . 2. Attendance by Committee members at scheduled meetings, special meetings, go-see tours, confe rences, workshops, etc., deemed important by the Director, is vital. Any member who misses more than 40% of meetings during any 12 month period will be asked to resign from the Committee. 3. Relationship of the Committee to the staff: Committee members channel of communication with the staff is through the Chair of the Committee to the TOPS Program Manager. Avoid requesting individual staff members for reports, favors or special considerations without clearing with the TOPS Program Manager. 4. Relationship of the Committee to the Parks and Recreation Advisory Board: Memoranda providing Committee recommendations are the primary source of communication. When requested or when deemed advisable, the Chair or designee, will be present at the Advisory Board meetings to state the Committee's recommendation and answer questions or submit written comments in lieu of being present. 5. The Committee reviews the TOPS budget and gives its recommendations. It is imperative that the Committee assist the TOPS Program Manager and staff in interpreting the needs and reasons for the budget adopted by the Advisory Board and City Council. The TOPS Program Manager or staff will keep accurate and current records on TOPS expenditures to assure compliance with the TOPS Ordinance. 6. The press and public may be present during all meetings coming before the Committee, except those dealing with land acquisition or legal matters. At these times the Committee Chairperson or TOPS Program Manager may request the press and public to leave the room. Calling of Executive Session must comply with the Colorado Open Meetings Act. 7. The Committee is responsible for implementing the Trails, Open Space and Parks (TOPS) initiative program by making recommendations to the Parks and Recreation Advisory Board on the acquisition and/or construction of trails, acquisition of open space and acquisition and/or development of parks. 8. The Committee will conduct periodic program evaluations, including a review and up-dating of goals. Recommendations for changes in Committee policy may be initiated by Committee members, Advisory Board, TOPS Program Manager, the Director, City Manager, or City Council and acted on in the same manner as changes in the By-Laws which includes advance notice plus majority vote. Final approval of such changes rests with the Parks and Recreation Advisory Board. 9. Public meetings for the purpose of getting input and gathering consensus from the community may be called at the diseretion of the Committee. Usually the Committee Chairperson will officiate; the TOPS Program Manager and staff will present background information and pertinent data. 10. The Committee's commitment to provide complete trails, open space and parks and recreation facilities for all parts of the city is best served by taking a broad view of the community as a whole in its budgetary procedures. The Committee opposes any budgetary divisions which might result in narrowing the perspective of Committee members into parochial concerns. 11 . The City Attorney's Office provides an orientation for Committee members regarding conflict of interest issues. Members may find themselves confronted with a situation where they have a conflict of interest. The direction provided by the City Attorney's Office shall be followed in these situations. T 0 PS POLICIES AND PROCEDURES MANUAL PAGE 14 12. In order to vote on an open space proposal, each committee member shall personally visit eac h open space site under consideration for acquisition. 13. In order to vote on a trail or park proposal, each committee member must be reasonably familiar with each trail or park project. 14. A database of interested communities, groups and individuals will be solicited and updated periodically for use in informing the public and/or media when appropriate of public testimony sessions regarding open space acquisitions, trails and parks. 15. The committee will conduct business within the guidelines and/or requirements of the following documents which comprise the TRAILS, OPEN SPACE AND PARKS POLICIES AND PROCEDURES MANUAL: TOPS Working Committee Mission and Goals (Section I) TOPS Working Committee By-Laws (Section II) TOPS Working Committee Policy Statement (Section III) TOPS Working Committee Acquisition Process (Section IV) TOPS Working Committee Acquisition Options (Section V) TOPS Working Committee Requests for Funding (Section VI) TOPS Working Committee Resource Assessment (Section V) Other Supporting Documents: TOPS Ordinance Colorado Springs Open Space Plan Multi-Use Trails Master Plan Parks and Recreation Master Plan City Policy for Open Meetings City Policy for Conflicts oflnterest T 0 PS POLICIES AND PROCEDURES MANUAL PAGE 15 the City Council or through a citizen initiative. Prior to such referral to the electors of th e City, the proposa l shall be reviewed by the Advisory Committee established by thi s or which shall make a recomm end ation to the City Council. 3) If the new open space land or any interest acquired in rea l property by use of proceeds of said sales and use tax generated pursuant to this ordinance be ever sold, exchanged, transferred or othenvise disposed of, the consideration for such sale, exchange, transfer or di sposition shall be subject to the same expenditure and use restrictions as those set forth herein for the original proceeds of said sal es and use tax and other revenu e source, including restrictions set forth in this paragraph ; and if su ch consideration is by its nature incapable of being so subject, then the proposed sale, exchange, transfer or disposition shall be unlawful and shall not be made. 4) Revenue collected by the city that is generated from activities on open space lands acquired with funds generated by this ordinance must be used to acquire, manage, patro l, im.prove and maintain open space lands consistent with this ordinance. g. Use for Trails. Of the revenues received from the sales and use tax and other revenue sources, after deductions for planning as described in Section 3.a. above, a maximum of twenty per cent (20%) of the revenues may be used to acquire an interest in new open space land for new trails within the City, including the construction, acquisition and maintenance of new trails, and to join in partnerships with El Paso County, neighboring counties and municipalities incorporated therein, recreational districts or other Governmental entities or land trusts, or with private individuals, corporations or entities, as would benefit the City residents by completing trail plans as they exist as of the passage of this ordinance. Such recreational capital improvements shall be limited to the purposes described in Section l .m. of this ordinance. Use for parks. Of the revenues received from the sales and use tax and other revenue sources, after deductions for planning as described in Section 3.a. above, a maximum of twenty per cent (20%) of the revenues may be used to acquire an interest in new open space land for new park areas, including the construction and acquisition (but not maintenance) of_new park area recreational capital improvements for the use and benefit of the public. Such recreational improvements shall be limited to the purposes described in Section J.m. of this ordinance. Any funds or other revenue received pursuant to this ordinance that is spent on existing, lands owned by the City may be spent only to establish new parks and related facilities thereon as are described in Section J.m. of this ordinance. CITIZENS ADVISORY COMMITTEE 4. If said sales taxjs approved, the City Council shall establish and appoint a Trails, Open Space and Parks Advisory Committee which shall be charged with the following duties and responsibilities: a. To make recommendations to the City Council regarding disbursements of funds from the Colorado Springs Trails, Open Space and Parks Fund, and the selection of open space land to be acquired, maintained, developed or preserved, and establishment of priorities therefor; and may by separate and additional resolutions promulgate such rules and regulations as may be required to implement this proposal for the best interests and preservation of the public peace, health, safety and welfare of the citizens of the City, including without limiting the generality of the foregoing, all rules and regulations designed to assure that all proceeds from said taxes and other revenue sources, reimbursements, rebates or refunds thereof shall be used for the purposes set forth herein. T 0 PS POLICIES AND PROCEDURES MANUAL PAGE 44 b. To make recommendations to the City Council concerning the Trails, Open Space and Parks program, to periodically review the open space elements of the comprehensive land use plans for both the City and the County of El Paso, to review the City Manager's budget as it relates to open space matters and to submit its recommendations concerning this budget to the City Council, and it may prepare and submit to the City Council, the City Manager, the Parks Department, the Utility Department or any other City department recommendations on any other matter relating to or affecting the open space program, and it may request and obtain from the City Manager, the Parks Department, the Utility Department or any other City department information relating thereto. 5. To assist the Advisory Committee in carrying out its functions in an efficient manner, the Advisory Committee shall be authorized to recommend to City Council the expenditure of up to two percent (2%) of the revenues collected by the City to retain outside professional services to the extent necessary or appropriate. Such expenses shall be considered part of and count agaif}st the administration expenses described in Section 3 .a . of this ordinance, and abject to the limitations set forth therein. 6. The members of said Advisory Committee shall all be residents of the City, shall not hold elected public office, shall serve without pay and shall be appointed by the City Council. At a minimum, said Advisory Committee shall include at least one member from each of the following: a. one (I) representative appointed at large selected from lists of nominees submitted by non-profit groups whose mission includes promoting and protecting open space lands; b. one (1) representative appointed at large selected from lists of nominees submitted by non-profit neighborhood groups; and c. one (1) representative appointed at large selected from lists of nominees submitted by non-profit groups whose mission includes promoting and protecting trails. 7. In the year 2009, the Advisory Committee shall draft language for and recommend to the City Council a ballot measure which shall be referred to the electors of the City in November 2010 concerning renewal of this ordinance. BIENNIAL REVIEW 8. The City Council shall adopt regulations requiring biennial review by the City Council, with City and Advisory Committee participation, of the expenditures of all of the net proceeds from said sales tax and other revenue sources made for the precede two (2) years, and of the proposed expenditures to be made during the next succeeding two (2) years when appropriate, with a view to establishing priorities therefor; and for such purpose the relevant official City audit reports shall be made available to the Advisory Committee and to the City Council. EFFECTIVE DATE -EXPIRATION DATE 9. Upon adoption by the electorate at the election on April l, 1997, of the sales and use tax to fund the trails, open space and parks program described in this ordinance, this ordinance shall become effective and in force at 12:01 a.m. on July 1, 1997, and shall expire at 12:00 a.m. on April 30, 2009, unless renewed by a vote of the electors of the City; and upon said expiration all moneys remaining in any of the Funds created hereunder may continue to be expended for the purposes set forth herein until completely exhausted. T 0 PS POLICIES AND PROCEDURES MANUAL PAGE45 Cl.. 0 I- co CJ) l'1 ...-< ru UJ co CJ) l'-(J) z 0 H l-a: I-D:'. 0 Cl.. U1 z a: Ck'. 1- LJ) a: x w I- E 0 L LL co (S) Lf) ...-< CJ) (S) (S) ru I (S) l'1 I z ~ Transportation Services Advisory-Bike Sub-Committee Friday, January 30, 2009 Committee Member Signatuare Representative Of E-Mail Address Phone Nwnber Bierling, David Graduate Student Council dhb@tamu.edu Dr. Clint Magill Chair Speaker Faculty Senate c-m~ill@tamu .edu 845-8250 Deans, Alana Student Senate Representative alainadeans<@neo.tamu.edu 903.819 .9526 Fisher, John University Police Department fis heri (@tamu.edu 845-2345 Vice President of Policy and Advocacy for Luu .• Jonathan the Residence Hall Association jooathanv .Juu@tam u .edu Mizer, Jr., Dan Associate Director, Residence Life danm@tamu.edu 84:5-B020 Tum.er, Shawn Texas Transportation Institute s hawn-tumer@tamu.edu 845-8829 Wagaman, John Graduate Student Council Statistics Dept. iwaaaman®stat.tamu .edu 845-3141 Dr. Angie Hill Price Faculty Senate [!rice@entc.tamu.edu 845-4966 Weis, Rod Executive Director, Transportation Services rweis@tamu.edu 862-7370 To '