2018-08-09 Joint SPDC Park PacketCity of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
August 6, 2018
TO: Southlake Parks Development Corporation
Parks and Recreation Board
FROM: Chris Tribble, Director of Community Services
SUBJECT: Agenda Item Comments for the Joint Southlake Parks Development
Corporation and Parks & Recreation Board Meeting – Thursday, August 9,
2018 at 6:00 p.m.
________________________________________________________________
Please note: The joint SPDC/Parks Board meeting will begin at 6:00 p.m. Please note
the meeting will be held at Southlake Town Hall, 3rd Floor Rooms 3C & 3D.
1. Agenda Item No. 2A. Consent: Approval of the minutes from the May 1, 2018 SPDC
meeting – Please make any corrections to the minutes part of the motion for
consideration. (SPDC ACTION)
2. Agenda Item No. 2B. Consent: Approval of the minutes from the May 15, 2018 special
SPDC meeting – Please make any corrections to the minutes part of the moti on for
consideration.(SPDC ACTION)
3. Agenda Item No. 3. Public Forum: Public Forum is the public's opportunity to address
SPDC about non-agenda items. During Public Forum, SPDC will not discuss or take
action on any item brought up at this time.
4. Agenda Item 4A. Consider: SPDC recommendation on proposed FY 2019 SPDC
Operating Budget – Public Hearing – Staff will present the proposed SPDC Operating
Budget, which accounts for revenues received through sales tax, rental income from
Top Flight Gymnastics, and interest earnings. The proposed Operating Budget
includes operational and capital line item expenditures.
5. Agenda Item 4B. Consider: SPDC and Park Board recommendation on proposed FY
2019-2023 SPDC Capital Improvement Program and FY 2019 Capital Budget –
Public Hearing – A copy of the Proposed FY 2019-2023 CIP is included within your
packet, and staff will provide a detailed presentation. Staff will also present two
additional projects, not included in the current proposed SPDC CIP, that have been
brought forward my members of the community for your review and consideration.
6. Agenda Item No. 5A. Discussion: SPDC Sales Tax Report – The Sales Tax report is
included in your packet. Chief Financial Officer Jackson is available if you have any
questions.
7. Agenda Item No. 5B. Discussion: SPDC Attendance Report – Please let staff know if
you have any questions regarding the attendance record.
Southlake Parks Development Corporation
Parks and Recreation Board
Meeting Date – August 9, 2018 at 6:00 pm
Page 2 of 2
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
As always, we appreciate your commitment and service to the City. If you have any
questions regarding the agenda or materials, please feel free to contact me at (817) 748-
8021.
CT
STAFF CONTACT INFORMATION:
Chris Tribble, Director of Community Services (817) 748-8021
Sharen Jackson, Chief Financial Officer, (817) 748-8042
Southlake Parks Development Corporation Meeting Minutes – May 1, 2018 Page 1 of 3
SOUTHLAKE PARKS DEVELOPMENT CORPORATION MEETING MINUTES
MAY 1, 2018
LOCATION: Southlake Town Hall, City Council Chambers, 1400 Main Street, Southlake,
Texas
MEMBERS PRESENT: President Randy Williamson, Vice President John Huffman, Secretary
Sherry Berman, and members, Tamara McMillan, Shawn McCaskill, and Shahid Shafi
MEMBERS ABSENT: Tina Wasserman
STAFF PRESENT: Chief Financial Officer Sharen Jackson, Director of Community Services
Chris Tribble, Deputy Director of Community Services Candice Edmondson, Director of Public
Works Rob Cohen and Deputy City Secretary Amy Shelley
REGULAR AGENDA:
1. CALL TO ORDER
President Randy Williamson called the meeting to order at 4:33pm.
2. CONSENT
2A. APPROVAL OF THE MINUTES FROM THE JANUARY 16, 2018 SOUTHLAKE
PARKS DEVELOPMENT CORPORATION MEETING
APPROVED
A motion was made to approve the minutes from the January 16, 2018 Southlake Parks
Development Corporation meeting.
Motion: Shafi
Second: Huffman
Ayes: Berman, Huffman, McCaskill, McMillan, Shafi, and Williamson
Approved: 6-0
3. PUBLIC FORUM
President Randy Williamson opened the public forum. There being no one wishing to
speak, President Randy Williamson closed the public forum.
4. CONSIDER
2A - 1
Southlake Parks Development Corporation Meeting Minutes – May 1, 2018 Page 2 of 3
4A. Recommendation to approve a no cost change order with Haydon Building Company
(HBC) for the construction of Southlake Tennis Center.
Director of Public Works Rob Cohen presented Item 4A and answered questions from
the Board, specifically about the cost, funding, and project completion.
APPROVED
A motion was made to approve a no cost Change Order with Haydon Building
Corporation (HBC) for the construction of Southlake Tennis Center.
Motion: Berman
Second: McCaskill
Ayes: Berman, Huffman, McCaskill, McMillan, Shafi, and Williamson
Approved: 6-0
4B. Cancellation of July Southlake Parks Development Corporation Meeting
President Randy Williamson presented Item 4B. There was no further discussion of this
item.
APPROVED
A motion was made to approve the cancellation of the July Southlake Parks and
Development Corporation Meeting.
Motion: Williamson
Second: Berman
Ayes: Berman, Huffman, McCaskill, McMillan, Shafi, and Williamson
Approved: 6-0
5. DISCUSSION
5A. SALES TAX REPORT
Chief Financial Officer Sharen Jackson provided an overview of the sales tax report,
and no action was required.
5B. SPDC ATTENDANCE REPORT
No discussion; no action required.
6. ADJOURNMENT
Meeting was adjourned by President Randy Williamson at 4:45pm.
MINUTES APPROVED ON THIS, THE ______ DAY OF _______________, 2018.
2A - 2
Southlake Parks Development Corporation Meeting Minutes – May 1, 2018 Page 3 of 3
_____________________________________
Randy Williamson, President
Southlake Parks Development Corporation
ATTEST:
___________________________________________
Amy Shelley, Deputy City Secretary
Southlake Parks Development Corporation Liaison
2A - 3
Southlake Parks Development Corporation Meeting Minutes – May 15, 2018 Page 1 of 2
SOUTHLAKE PARKS DEVELOPMENT CORPORATION MEETING MINUTES
MAY 15, 2018
LOCATION: Southlake Town Hall, City Council Chambers, 1400 Main Street, Southlake,
Texas
MEMBERS PRESENT: President Randy Williamson, Vice President John Huffman, Secretary
Sherry Berman, and members, Tamara McMillan, Shawn McCaskill, Shahid Shafi, and Tina
Wasserman
STAFF PRESENT: Chief Financial Officer Sharen Jackson, Director of Community Services
Chris Tribble, Deputy Director of Community Services Candice Edmondson, Director of Public
Works Rob Cohen and Deputy City Secretary Amy Shelley
REGULAR AGENDA:
1. CALL TO ORDER
President Randy Williamson called the meeting to order at 5:00pm.
2. PUBLIC FORUM
President Randy Williamson opened the public forum. There being no one wishing to
speak, President Randy Williamson closed the public forum.
3. CONSIDER
3A. APPROVE A GUARANTEED MAXIMUM PRICE AMENDMET TO THE
CONSTRUCTION MANAGER AT-RISK CONTRACT WITH HAYDON BUILDING
CORPORATION (HBC) FOR THE CONSTRUCTION OF THE ENCLOSED TENNIS
COURTS FOR BICENTENNIAL PARK PHASE 3 SOUTHLAKE TENNIS CENTER IN
AN AMOUNT OF $2,321,778.
Director of Public Works Rob Cohen presented Item 3A and answered questions from
the Board, specifically about cost, funding, and project completion.
APPROVED
A motion was made to approve a Guaranteed Maximum Price Amendment to the
construction manager at-risk contract with Haydon Building Corporation (HBC) for the
construction of the enclosed tennis courts for Bicentennial Park Phase 3, Southlake
Tennis Center in an amount of $2,321,778.
2B - 1
Southlake Parks Development Corporation Meeting Minutes – May 15, 2018 Page 2 of 2
Motion: Huffman
Second: Berman
Ayes: Berman, Huffman, McCaskill, McMillan, Shafi, Wasserman, and
Williamson
Approved: 7-0
4. ADJOURNMENT
Meeting was adjourned by President Randy Williamson at 5:04pm.
MINUTES APPROVED ON THIS, THE ______ DAY OF _______________, 2018.
_____________________________________
Randy Williamson, President
Southlake Parks Development Corporation
ATTEST:
___________________________________________
Amy Shelley, Deputy City Secretary
Southlake Parks Development Corporation Liaison
2B - 2
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
August 6, 2018
TO: Southlake Parks Development Corporation
FROM: Chris Tribble, Director of Community Services
SUBJECT: SPDC Recommendation on proposed FY 2019 SPDC
Operating Budget - PUBLIC HEARING
________________________________________________________________
Action Requested: SPDC recommendation for approval of proposed FY 2019
SPDC Operating Budget
Background
Information: The SPDC Operating fund accounts for revenues received
through sales tax, facility rental income, and interest
earnings. The proposed Operating Budget includes
operational and capital line item expenditures. Capital
expenditures are permissible within the SPDC fund as
authorized by Texas Revised Civil Statutes Article 5190.6,
Section 4B.
The highlights of the Proposed FY 2019 SPDC Operating
Budget include the following:
Contract Services ($409,000)
Park Operations ($172,000)
Utilities – Water & Sewer ($223,000)
Utilities – Electric ($211,000)
Capital Equipment ($105,000)
Annual Joint Use Facilities Payment to CISD ($85,000)
Annual Joint Use Improvements/Maintenance ($20,000)
Contract Services – GPS ($15,000)
Annual Park Improvements ($125,000)
Personnel – Parks Contracts Administrator ($73,404)
Staff will provide a presentation on the proposed SPDC
Operating Budget at your upcoming meeting.
Financial
Considerations: The SPDC Operating Fund projects an ending fund balance
of approximately $9,244,567 after accounting for revenues
($8,052,824), proposed expenditures ($1,608,059), and
transfers to the SPDC Debt Service Fund ($2,880,537),
4A - 1
Southlake Parks Development Corporation
Meeting Date – August 9, 2018 @ 6:00 p.m.
Page 2 of 2
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
General Fund indirect charge ($322,113) and Capital
Projects Fund ($4,200,000).
Strategic Link: This item is linked to the City’s Strategy Map related to the
focus areas of Quality Development, Infrastructure, and
Performance Management and Service Delivery and meets
the corporate objectives to Invest to Provide and Maintain
High-Quality Public Assets, Provide Attractive and Unique
Spaces for Enjoyment of Personal Interests, Achieve Best
In-Class Status in all City Disciplines, and Provide High
Quality Services through Sustainable Business Practices.
Citizen Input/
Board Review: SPDC recommendation August 9, 2018
City Council consideration in September 2018 as part of the
annual Budget Adoption process
Legal Review: Not applicable
Alternatives: Recommendation for approval as presented
Recommendation for approval with input as desired
Supporting
Documents: SPDC Operating Fund Summary
Staff
Recommendation: SPDC recommendation for approval of proposed FY 2019
SPDC Operating Budget
4A - 2
SPDC - OPERATING FUND
Parks/Recreation
2019 Proposed and 2018 Revised Budget
02:55 PM
08/06/18
$ Increase/$ Increase/
2017 2018 2018 (Decrease)% Increase/2019 (Decrease)% Increase/
Actual Adopted Amended Adopted -Decrease Proposed Adopted -Decrease
REVENUES
Sales Tax $7,578,446 $7,593,000 $7,593,000 $0 0.0%$7,854,000 $261,000 3.4%
Rental Income 153,824 153,816 153,824 8 0.0%153,824 8 0.0%
Interest 63,628 7,500 45,000 37,500 500.0%45,000 37,500 500.0%
Total Revenues $7,795,898 $7,754,316 $7,791,824 $37,508 0.5%$8,052,824 $298,508 3.8%
EXPENDITURES
Personnel $198,654 $205,377 $205,377 $0 0.0%$241,279 $35,902 17.5%
Operations $938,496 $1,206,400 $1,177,200 (29,200)-2.4%$1,261,780 55,380 4.6%
Capital $182,393 $73,500 $71,500 (2,000)-2.7%$105,000 31,500 42.9%
Total Expenditures $1,319,543 $1,485,277 $1,454,077 ($31,200)-2.1%$1,608,059 $122,782 8.3%
Net Revenues $6,476,355 $6,269,039 $6,337,747 $68,708 $6,444,765 $175,726
Transfers Out (6,792,491)(6,397,486)(6,398,986)$1,500 (7,402,650)1,005,164
Proceeds from C.O. Sale 0 0 0 0
Total Other Sources (Uses)($6,792,491)($6,397,486)($6,398,986)($7,402,650)
Beginning Fund Balance $10,579,827 $10,263,691 $10,263,691 $10,202,452
Ending Fund Balance $10,263,691 $10,135,244 $10,202,452 $9,244,567
4A - 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
August 6, 2018
To: Parks and Recreation Board
Southlake Parks Development Corporation
From: Chris Tribble, Director of Community Services
Subject: Recommendation on proposed FY 2019-2023 SPDC
Capital Improvement Program and FY 2019 SPDC
Capital Budget. PUBLIC HEARING
Action
Requested: Park Board and SPDC review and recommendation of the
proposed FY 2019-2023 SPDC Capital Improvement
Program and FY 2019 Capital Budget
Background
Information: Annually, prior to the adoption of the City’s overall budget in
September for the fiscal year beginning October 1, all capital
improvements related to the installation of city infrastructure
and facilities are reviewed as part of the Capital
Improvement Program (CIP).
The projects included in the proposed FY 2019-2023 SPDC
CIP are the projects that are recommended and prioritized
within the adopted Southlake 2030 Parks, Recreation &
Open Space / Community Facilities Master Plan.
A copy of the proposed FY 2019-2023 SPDC CIP is
attached for your consideration, and staff will provide a
detailed presentation at your upcoming joint meeting.
Staff will also present two additional projects, not included in
the current proposed SPDC CIP, that have been brought
forward by members of the community for your review and
consideration.
Financial
Considerations: CIP projects are placed in the appropriate year of the
proposed CIP budget. Those projects not funded in FY 2019
are typically placed in the next available fiscal year by
4B - 1
Southlake Parks Development Corporation
Parks and Recreation Board
Meeting Date – August 9, 2018 at 6:00pm
Page 2 of 2
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
priority for the remaining four years, with consideration of
available funding by project year. The proposed plan is
subject to available funding, future sales tax revenue, and
annual review.
Strategic Link: This item is linked to the City’s Strategy Map related to the
focus areas of Quality Development and Infrastructure, and
meets the corporate objectives to Invest to Provide and
Maintain High-Quality Public Assets, Provide Attractive and
Unique Spaces for Enjoyment of Personal Interests, and
Provide High Quality Customer Service.
Citizen Input/
Board Review: Park Board & SPDC recommendation August 9, 2018
City Council consideration in September 2018
Legal Review: Not applicable
Alternatives: Include:
Recommendation for approval as presented
Recommendation for approval with input as desired
Supporting
Documents: Copy of Proposed FY 2019-2023 SPDC CIP
Staff
Recommendation: Park Board and SPDC recommendation for approval of the
proposed FY 2019-2023 SPDC Capital Improvement
Program and FY 2019 Capital Budget.
4B - 2
Project #Project Name
Total Prior
Funding FY 2019 FY 2020 FY 2021 FY 2022 FY 2023
Beyond /
Unfunded Total
Impact to
Annual
Operating
Budget
SPDC1 SPDC Matching Funds $400,000 $0 $0 $0 $0 $0 $0 $400,000 TBD
SPDC2 Southlake Sports Complex $700,000 $4,000,000 $4,000,000 $3,500,000 $0 $0 $0 $12,200,000 $140,000
SPDC3 BJNCP Trails Development $0 $0 $0 $0 $3,300,000 $0 $5,880,000 $9,180,000 $65,000
SPDC4 Central Park Improvements and Pedestrian Bridge $0 $200,000 $0 $0 $0 $0 $0 $200,000 $50,000
SPDC5 BJNCP Nature Trail Expansion $0 $0 $0 $0 $0 $0 $3,060,000 $3,060,000 $25,000
SPDC6 Bob Jones Park Improvements $400,000 $0 $0 $0 $0 $0 $24,430,000 $24,830,000 $130,000
SPDC7 North Park Improvements $0 $0 $0 $0 $0 $0 $1,970,000 $1,970,000 $15,000
SPDC8 BJNCP New Building Development $0 $0 $0 $0 $0 $0 $25,560,000 $25,560,000 $225,000
SPDC9 Liberty Park at Sheltonwood Improvements $0 $0 $0 $0 $0 $0 $3,110,000 $3,110,000 $20,000
SPDC10 Koalaty Park Improvements $0 $0 $0 $0 $0 $0 $2,380,000 $2,380,000 $30,000
SPDC11 Royal & Annie Smith Park Improvements $0 $0 $0 $0 $0 $0 $77,000 $77,000 $5,000
SPDC12 Chesapeake Park Improvements $0 $0 $0 $0 $0 $0 $2,980,000 $2,980,000 $40,000
SPDC13 Kirkwood/Sabre Linear Park $0 $0 $0 $0 $0 $0 $520,000 $520,000 $5,000
SPDC14 The Cliffs Park Improvements $0 $0 $0 $0 $0 $0 $2,140,000 $2,140,000 $25,000
SPDC15 Oak Pointe Park Improvements $0 $0 $0 $0 $0 $0 $90,000 $90,000 $1,000
$1,500,000 $4,200,000 $4,000,000 $3,500,000 $3,300,000 $0 $72,197,000 $88,697,000
PROPOSED FY 2019-23 SPDC CIP AND CAPITAL BUDGET
TOTAL
4B - 3
2018 Collected Budget Balance
Budget to Date Balance Percent
7,593,000$ 5,162,362$ ($2,430,638)-32.01%
FISCAL FISCAL FISCAL
YEAR % Inc YEAR % Inc YEAR % Inc
MONTH 2016 -Dec 2017 -Dec 2018 -Dec
October $589,229 5.8%$610,557 3.62%$618,528 1.31%
November $584,165 2.1%$738,506 26.42%$648,255 -12.22%
December $807,927 1.5%$793,055 -1.84%$888,801 12.07%
January $496,349 -1.4%$575,286 15.90%$578,426 0.55%
February (^)$509,544 -51.5%$435,021 -14.63%$537,657 23.59%
March $674,131 13.6%$675,830 0.25%$637,342 -5.69%
April $550,697 -0.2%$609,187 10.62%$558,526 -8.32%
May $598,329 10.9%$603,949 0.94%$694,827 15.05%
June $690,803 3.7%$633,500 -8.30%-100.00%
July $558,807 11.7%$588,732 5.36%-100.00%
August $583,390 14.2%$643,111 10.24%-100.00%
September $675,120 12.7%$671,711 -0.50%-100.00%
TOTAL $7,318,490 $7,578,446 $5,162,362
Actual Budget Actual Estimated (budget-est.)%
2017 2018 2018 2018 Difference Change
MONTH
October $610,557 612,000$ $618,528 618,528$ 6,528$ 1.07%
November $738,506 740,000$ $648,255 648,255$ (91,745)$ -12.40%
December $793,055 794,500$ $888,801 888,801$ 94,301$ 11.87%
January $575,286 576,400$ $578,426 578,426$ 2,026$ 0.35%
February $435,021 435,900$ $537,657 537,657$ 101,757$ 23.34%
March $675,830 677,000$ $637,342 637,342$ (39,658)$ -5.86%
April $609,187 610,300$ $558,526 558,526$ (51,774)$ -8.48%
May $603,949 605,100$ $694,827 694,827$ 89,727$ 14.83%
June $633,500 634,700$ $0 634,700$ -$ 0.00%
July $588,732 589,800$ $0 589,800$ -$ 0.00%
August $643,111 644,300$ $0 644,300$ -$ 0.00%
September $671,711 673,000$ $0 673,000$ -$ 0.00%
TOTAL 7,578,446$ 7,593,000$ 5,162,362$ 7,704,162$ 111,162$ 1.46%
^ February 2015 monthly collection includes an audit payment adjustment for previous periods (2010-2013)
^ February 2017 monthly collection includes an audit payment adjustment for the period
SOUTHLAKE PARKS DEVELOPMENT CORPORATION
1/2% SALES TAX REPORT
$0
$200,000
$400,000
$600,000
$800,000
$1,000,000
Three Year Revenue Comparison
by Month
FISCAL YEAR 2016 FISCAL YEAR 2017 FISCAL YEAR 2018
5A - 1
2018
Sherry Berman a 0 0 0 a a 0 0 100%0.75 2018 95%
Shahid Shafi a 0 0 0 a a 0 0 100%0.75
John Huffman a 0 0 0 a a 0 0 100%0.75
Shawn McCaskill a 0 0 0 a a 0 0 100%0.75
Tamara McMillan a 0 0 0 a a 0 0 100%0.75
Tina Wasserman a 0 0 0 r a 0 0 67%0.5
Randy Williamson a 0 0 0 a a 0 0 100%0.75
100%0%0%0%86%100%0%0%a In attendance
Total Hrs Per Month 0.25 0 0 0 0.25 0.25 0 0 0.75 r Not in attendance, no substitute
m Substitute in attendance
n Vacant position
0 Meeting Canceled
*Meeting Canceled due to no quorum
Change in Representative
Individual
Attendance
Rate
Hrs To
Date Average Monthly
Attendance Rate
Meeting Attendance
Rate (includes
substitutions)
8/9/18 9/4/18 10/2/18 11/6/18 12/4/185/15/18
Southlake Parks Development Corporation Attendance Report
Place Name 1/16/18 2/6/18 3/6/18 4/3/18 5/1/18 6/5/18 7/3/18
5B - 1