Loading...
Item 4DCITY Of SOUTHLAKE 4D-1 MEMORANDUM May 9, 2017 TO: Shana K. Yelverton, City Manager FROM: Chris Tribble, Director of Community Services SUBJECT: Approve Southlake Parks Development Corporation Matching Funds project request from Southlake Carroll Lacrosse Association for an amount not to exceed $85,000 for the construction of a wall ball court at North Park Action Requested: City Council approval of the Southlake Parks Development Corporation (SPDC) Matching Funds request from Southlake Carroll Lacrosse Association for construction of a wall ball count at North Park Background Information: The purpose of this item is to approve a SPDC Matching Funds project request from the Southlake Carroll Lacrosse Association for an amount not to exceed $85,000 for the construction of a wall ball court at North Park. The total anticipated project cost, including design costs, is $170,000 to be split 50/50 ($85,000 each) between SCLA and SPDC. The SCLA has agreed to pay 100% of the design costs totaling $37,500 upon approval of the matching funds project. Once the design is complete, SCLA must pay the remaining portion totaling $47,500 before construction will begin. Approval of this request will allow lacrosse players the opportunity to advance their skills and expertise of the game. According to the SCLA coaches, the act of throwing a ball up against a wall and catching it on the return, either in the air or on the bounce, is the single best drill to improve a player's stick work. Staff has reviewed the project request from SCLA and recommends approval based on the request meeting the criteria designated within the SPDC Matching Funds Policy. The request was recommended for approval (7-0) by the Parks and Recreation Board on May 8, 2017. The Southlake City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Shana Yelverton, City Manager Meeting Date — May 16, 2017 Page 2of3 4D-2 Parks Development Corporation will consider a recommendation on May 16, 2017 prior to the City Council meeting. A copy of the SPDC Matching Funds application and concept plan for the wall ball court is included with the memo for your review. Financial Considerations: The total anticipated project cost, including design costs, is $170,000 to be split 50/50 ($85,000 each) between SCLA and SPDC. The SCLA has agreed to pay 100% of the design costs totaling $37,500 upon approval of the matching funds project. Once the design is complete, SCLA must pay the remaining portion totaling $47,500 before construction will begin. The current SPDC Matching Funds Budget is approximately $163,533. If the SPDC Matching Funds request from Southlake Carroll Lacrosse Association in the amount of $85,000 is approved, an unencumbered balance of approximately $78,533 will remain in the matching funds budget. Approval of a matching funds request will assist with offsetting capital costs of the project. Strategic Link: This item is linked to the City's Strategy Map related to the focus areas of Quality Development and Partnerships and Volunteerism and meets the Corporate Objectives to Provide Attractive and Unique Spaces for Enjoyment of Personal Interests, Actively Promote Opportunities for Partnerships and Volunteer Involvement, Invest to Provide and Maintain High Quality Public Assets, and Collaborate with Select Partners to Implement Service Solutions. Citizen Input/ Board Review: The SCLA has committed funds in the amount of $37,500 to pay 100% of the design costs upon approval of the matching funds project. SCLA has also committed to pay the remaining portion totaling $47,500 once design of the court is complete, before construction will begin. City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Shana Yelverton, City Manager Meeting Date — May 16, 2017 Page 3 of 3 Park Board discussion November 14, 2016 SPDC discussion December 6, 2016 Park Board recommendation (7-0) May 8, 2017 SPDC recommendation May 16, 2017 City Council consideration May 16, 2017 Anticipated Project Timeline Nov 14, 2016 P&R Board Discussion of Proposed Project Dec 6, 2016 SPDC Discussion of Proposed Project May 8, 2017 P&R Board Recommendation / Matching Funds May 15, 2017 CCPD Discussion (Use of DPS N Property) May 16, 2017 SPDC Consideration / Matching Funds Request May 17, 2017 Notice to Proceed w/Design (if approved) June — Sept 2017 Project Design Aug 2017 SPIN Meeting — Site Plan Aug 14, 2017 P&R Board Recommendation — Site Plan Aug 17, 2017 P&Z Commission Consideration — Site Plan Sept 2017 CC Consideration — Site Plan (1st & 2rd Read) Sept 2017 RFP advertised/interviews/selection of contractor Oct 2017 Project Bid Nov 2017 P&R Board Recommendation / Contractor Agr Dec 2017 CC Consideration & Notice to Proceed Jan — April 2018 Construction May 1, 2018 Anticipated completion & Open for Use Legal Review: N/A Alternatives: N/A Supporting Documents: Staff Recommendation ■ Southlake Carroll Lacrosse Association application ■ Wall Ball concept ■ SPDC Matching Funds Policy City Council approval request from Southlak( amount not to exceed ball court at North Park of SPDC Matching Funds project Carroll Lacrosse Association for an $85,000 for the construction of wall City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Revise.iR3.08.4 PROPOSED SPDC MATCHING FUNDS PROJECT APPLICATION Project Name: North Park Wall Project Location: North Park Contact Person: Matt Deno - President Organization: Southlake Carroll Lacrosse Association Mailing Address: PO BOX 93237 City: Southlake State: TX ZIP: 76092 Phone: Cell:817-966-7987 Additional Contact Person: Michael Blake Fax: Phone: 214-770-1740 Project Description: 30 Foot long, double sided wall, with Artificial Turf and Lighting built at North Park, Southlake Project Justification: SCLA encourages players to do Wall Ball Drills every day and there is no place in the city to accomodate players. The wall can be used, after a rain, allowing coaches a place to send teams to practice when fields are closed. Proposed Start Date: ASAP Proposed Completion Date: 201 8 Projected Cost: $1 70,000 Funds Requested: 0 Check One: Standard Match X OR In -Kind Match %Match Proposed. 50 0 Does the individual/organization currently have its portion of the requested funds match? YES If not, when does the individual/organization anticipate having its portion of the match? Project Detail r. 0, �� ® � — Scale: %" =1'-0" 30'-0° 4 C H= i ® X �"O N 0 pq O 00 �00 00 60 rW4 V) Synthetic Turf o �x� v�® 02 S.1 1 .1 i Donor Brick Patio 01 S.2 0 b Plan Number, 0000 Drawing Scale: Design Set Issue: 00-00-0000 Construction Set Issue: 00-00-0000 Sales Contact: Drafted By: Draftsman 4f �C)� Cast Stone Ca V `�� Gast Stone Ca � � 4'-0"" O 00 F, P� 5, 00 00 I rW I City Of Southlake Cast Stone Inla I 2 I-� cv I I I I Brick Surround I I — Stone Veneer 'I I Cast Stone Ca = I Stone Veneer " Cast Stone Ca I I o 6TA W4 Palamino CMU Block Wall Cast Stone Inlay 0 I I I � � I I I Brick Water Table Plan Number, 0000 Drawing Scale: See Plan — — Design Set Issue: 00-00-0000 Stone Veneer Construction Set Issue: I I Stone Veneer 00-00-0000 Sales Contact: Salesperson Drafted By: N Draftsman Chec ed By: I II Revisions: A = B II c ------------ — ---- d111 ° -u u1 —Ii u1 I —IT u1 —ii u11 1- ii- u111 ° - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - III I,, -III F II II III,. II I I. Illii II I I I I II I IIII '.II I _ — Page Number: OScreen Wall Section 02 Screen Wall End Elevation S.1 Scale:1/2" = V-0" Scale:1/2" =1'-0" 2of3 o�o o 00F,® a00 w W� Cast Stone Ca Palamino CMU Block o goo Brick Wafer Table CZ) —Y-77� —LT Plan Number 0000 Drawing Scale: See Plan Stone Veneer 77 i Of Southlake Cast Stone Inlay Design 0 0000 Construction Set Issue: Brick Surround 00-00-0000 Sales Contact: Salesperson 1' 4" 30--0" 1'4 Drafted By: Draftsman Checked By: Revisions: A B C 0 E F Page Number: OScreen Wall Front Elevation S.2 3of3 N [V Re: North Park Wall On Fri, Apr 28, 2017 at 3:38 PM, Matt Deno <mattcdeno(a)gmail.com> wrote: Chris, On behalf of the Board of SCLA, I am committing the SCLA to write a check in the amount of $37,500 to the City of Southlake for the design of the Wall, upon approvals from the SPDC AND CC. Once DESIGNED, SCLA has voted and approved the additional $47,500 for completion of the Wall at North Park. We are very appreciative of the SPDC, City of Southlake, and your assistance with this project that will benefit players for many years. Thank you Chris! Sincerely, Matt Deno President Southlake Carroll Lacrosse Association cc: Don Hill - Treasurer, Troyce Nowlin - Secretary City of Southlake Policies and Procedures Policy: Southlake Parks Development Corporation Matching Funds Policy Source: City Council/SPDC/Parks & Recreation Board Category: Parks and Recreation Statement of Purpose The Southlake Parks Development Corporation (SPDC) Matching Funds Policy enables the City to leverage its capital funding to assist with the ongoing advancement of the Parks, Recreation & Open Space/Community Facilities Master Plan, and implementation of the City's Strategy Map. The purpose of this policy is to provide a process for considering requests by petitioning individuals or organizations for Southlake Parks Development Corporation (SPDC) Matching Funds projects. The following policy will become effective immediately upon approval of City Council. Proposed SPDC Matching Funds projects will be considered on a project by project basis. The City will determine the percentage match up to 100%. Proposed projects requesting in -kind services matching will be handled per Section V of this policy. A. Strategic Alignment — This policy is linked to the City's Strategy Map related to the Focus Areas of Quality Development and Partnerships and Volunteerism, and meets the Corporate Objectives to Invest to Provide and Maintain High Quality Public Assets; Provide Attractive and Unique Spaces for the Enjoyment of Personal Interests; and to Promote Opportunities for Partnerships and Volunteer Involvement. SPDC Matching Funds Project Application Procedures A. Anyone proposing a SPDC Matching Funds project should submit a proposal in writing to the Director of Community Services by April 301h for consideration for the following fiscal year (October 1 — September 30). Other projects may be considered after April 30th as funding is available. A form for this purpose will be available through the Department of Community Services. B. The proposal should include a complete and detailed description of the project and, to the extent applicable, pictures and/or detailed drawings, estimated budgets, preferred location of the project, mechanism of funding the project, any stipulations that might go along with the project, and a justification for the project. C. The City Council, at its discretion, may grant variances to this policy. SPDC Matchina Funds Proiect Evaluation Criteria A. Proposed projects will be considered on a project by project basis and should be consistent with the overall intended use of the parks as per the adopted Parks, Recreation & Open Space/Community Facilities Master Plan as well as the following criterion: 1. Is the project linked to the City's Strategy Map? 2. Is the project linked to the Focus Areas and Objectives of the City's Strategy Map? SPDC Matching Funds Policy Approved 6-0 by City Council March 20, 2012 Page 2 of 5 4D-10 3. Is the project related to a currently funded CIP project? 4. Is the project related to a project in the adopted 5-year CIP? 5. Does the project benefit Southlake residents? 6. Does the project enhance a current parks and recreation system asset? 7. Does the project assist with the acquisition of a capital purchase? 8. Does the project have a useful life of at least (5) years? 9. Does the project accelerate the completion of a CIP or Parks, Recreation & Open Space/Community Facilities Master Plan project? B. The City of Southlake reserves the right to accept or reject any project submitted for approval, and while every intention is to complete approved projects, the City reserves the right not to complete a project if found to be in the best interest of the City, and any costs incurred by the petitioner will not be refunded. The petitioner will receive the City's decision in writing after the decision is made. IV. SPDC Matching Funds Project Approval Process A. The Director of Community Services will review the proposed project for its consistency with the overall intended use of the City's parks and recreation system as per the adopted Parks, Recreation & Open Space/Community Facilities Master Plan, and the evaluation criteria listed in Section III. B. If the Director of Community Services determines that the project is consistent with the Parks, Recreation & Open Space/Community Facilities Master Plan, and/or is consistent with the evaluation criteria, he/she will place the proposal on an agenda for the Parks and Recreation Board to consider recommending to the SPDC and the City Council. C. If the Director of Community Services determines that the project is not consistent with the Parks, Recreation & Open Space/Community Facilities Master Plan, and/or is not consistent with the evaluation criteria, he/she will inform the petitioning individual or organization in writing of the decision and the reasons for the finding. The petitioning individual or organization may appeal the Director's decision not to consider the project to the Parks and Recreation Board. The Parks and Recreation Board will make a recommendation as to whether the project should be considered. D. The Parks and Recreation Board will consider the proposed project and make its recommendation to the SPDC and the City Council. The Parks and Recreation Board's consideration of the proposed project will be based on the extent to which the project is consistent with the overall intended use of the City's parks and recreation system as per the adopted Parks, Recreation & Open Space/Community Facilities Master Plan, the evaluation criteria, and the overall benefit of the project to Southlake residents. E. Following the Parks and Recreation Board's consideration of the proposed project, the Director of Community Services will place the proposed project and the corresponding matching funds request on an agenda for the SPDC to discuss, and on a subsequent SPDC agenda for their consideration and recommendation to the City Council. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork SPDC Matching Funds Policy Approved 6-0 by City Council March 20, 2012 Page 3 of 5 4D-11 F. The SPDC will consider the proposed project and the corresponding matching funds request and make its recommendation to the City Council. The SPDC's consideration of the proposed project and the corresponding matching funds request will be based on the extent to which the project is consistent with the overall intended use of the City's parks and recreation system as per the adopted Parks, Recreation & Open Space/Community Facilities Master Plan, the evaluation criteria, the overall benefit of the project to Southlake residents, and the funding available for the project. G. Following the SPDC consideration of the proposed project and the corresponding matching funds request, and if subsequently recommended for approval by the SPDC, the Director of Community Services will place the proposal on an agenda for the City Council to consider for final approval. H. The petitioner (individual or organization) reserves the right to withdraw the proposed project at any time during the approval process. I. All approved projects will be managed by the City; will become the property of the City once completed or received; and will be used at the sole discretion of the City. J. The length of time required to complete the project will be determined by the Director of Community Services, and will be used when considering the project. K. The petitioner must complete any fundraising requirements, if necessary, and deliver their portion of the matching funds to the City before the City will begin work on the project. L. The petitioner must deliver their portion of the matching funds to the City within six (6) months of the final approval date unless additional time is granted at the time of approval. If the petitioner fails to meet this requirement, the petitioner will be required to reapply for matching funding. M. The projects status will be monitored by the Director of Community Services. V. In -Kind Services Matching In -kind services that result in a tangible asset may be eligible. Examples include, but are not limited to, Architectural/Engineering drawings, Construction Management services, materials. In -kind services will only apply to expenses that the City would typically incur for project implementation. The Director of Community Services will work with the Finance Director to determine if the proposed in -kind request results in a tangible asset. A. Applications for in -kind services matching should typically be approved prior to the in -kind service being rendered or materials being purchased. B. The petitioner for in -kind services matching must provide sufficient financial documentation from third party vendors regarding typical industry standard costs for materials and/or services. The Director of Community Services will review the documentation, evaluate it using comparable industry standard costs the City typically incurs, and make a recommendation to the SPDC on a reasonable market value of the material costs and/or service fees. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork SPDC Matching Funds Policy Approved 6-0 by City Council March 20, 2012 Page 4 of 5 vl 4D-12 C. A timeline by which the in -kind services will be completed/received shall be submitted with the application. D. The SPDC may recommend, and the City Council will determine the percentage in - kind match after their analysis to determine what benefit is being received by the City versus the requesting entity with completion of the project. E. Matching funds for in -kind services will not be expended until the in -kind services are completed/received as determined by the Director of Community Services. F. The Parks and Recreation Board will consider the proposed project and make its recommendation to the SPDC and the City Council. The Parks and Recreation Board's consideration of the proposed project will be based on the extent to which the project is consistent with the overall intended use of the City's parks and recreation system as per the adopted Parks, Recreation & Open Space/Community Facilities Master Plan, the evaluation criteria, and the overall benefit of the project to Southlake residents. G. Following the Parks and Recreation Board's consideration of the proposed project, the Director of Community Services will place the proposed project and the corresponding matching funds request (including the in -kind services match) on an agenda for the SPDC to discuss, and on a subsequent SPDC agenda for their consideration and recommendation to the City Council. H. The SPDC will consider the proposed project and the corresponding matching funds request (including the in -kind services match) and make its recommendation to the City Council. The SPDC's consideration of the proposed project and the corresponding matching funds request (including the in -kind services match) will be based on the extent to which the project is consistent with the overall intended use of the City's parks and recreation system as per the adopted Parks, Recreation & Open Space/Community Facilities Master Plan, the evaluation criteria, the overall benefit of the project to Southlake residents, and the funding available for the project. Following the SPDC consideration of the proposed project and the corresponding matching funds request (including the in -kind services match), and if subsequently recommended for approval by the SPDC, the Director of Community Services will place the proposal on an agenda for the City Council to consider for final approval. Recognition of Matching Funds Projects As determined by the Director of Community Services, a permanent plaque may be designated in the park or facility in recognition of the project to include the name of the project, its contributor(s), date of the project, and reference that the project was completed with funding through the SPDC Matching Funds Program. The Director of Community Services will determine the placement location and content of the plaque. Approval Date: June 3, 1997 1 Approved by: City Council L Amendment Date November 2, 1999 Approved by City Council 2. Amendment Date March 2, 2010 1 Approved by: City Council 3. Amendment Date March 20, 2012 1 Approved by. City Council City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork