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Commission adopts new project proposal form process, asks for Dec. 8 submissions for 2026
Summary
Staff presented a draft project proposal form designed to centralize project details and improve planning; commissioners were asked to submit project proposals by Monday after the December meeting (Dec. 8) and discussed using a shared living document for updates.
Jordan Layman presented a draft project proposal form to the commission, saying the form is intended to give staff a consolidated starting point for projects and to allow staff time to review submissions ahead of the January meeting.
"I would like proposals for all the projects submitted by Monday after the December meeting," Jordan said, identifying Dec. 8 as the target deadline to ensure staff review during the winter. Jordan added the form is an initial starting point and that not every field would apply to every project; commissioners were encouraged to fill what they can.
Commissioners discussed whether the proposal form should be a living document (SharePoint, Teams or Google Docs) and raised access and security concerns tied to city IT policies. Several commissioners supported a shared, editable document so the commission and subcommittees can view project statuses and reduce repetitive follow-up requests to staff. Commissioners also suggested developing specialized proposal templates later for recurring project types such as utility boxes, murals and the art cart.
Next steps: Jordan will check on a secure shared location for the form and circulate the draft to commissioners; staff will plan to review submitted proposals in December and present an overview at the January meeting.
