2018-10-02 SPDC PacketCity of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
September 26, 2018
TO: Southlake Parks Development Corporation
FROM: Chris Tribble, Director of Community Services
SUBJECT: Agenda Item Comments for the Southlake Parks Development
Corporation Meeting – Tuesday, October 2, 2018
________________________________________________________________
Please note: The regular meeting will begin at 4:30 p.m. in the Council
Chambers.
1. Agenda Item No. 2A. Consent: Approval of the minutes from the August 9,
2018 joint SPDC and Park Board meeting – Please make any corrections to
the minutes part of the motion for consideration.
2. 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.
3. Agenda Item 4A. Consider: Election of Officers for Southlake Parks
Development Corporation – This item will allow for the election of SPDC
officers. Section 3.1(a) of the SPDC Bylaws states: “…terms of office shall be
one (1) year with the term of office expiring on May 31 of each year. Upon
expiration of the terms each officer shall have the right to be reappointed or
reelected.” The directors shall select from the members a President, Vice
President, and Secretary each to serve until the next annual election.
City Council made appointments to SPDC at their June 19, 2018 meeting.
John Huffman, Shahid Shafi and Tina Wasserman were reappointed for terms
to expire in June 2020. As such, any sitting member of the current
Corporation may be considered for the officer positions.
4. Agenda Item 4B. Consider: Recommendation on Southlake Parks
Development Corporation Matching Funds request from Southlake Girls
Softball Association for soft-toss hitting stations at Bob Jones Park – The
purpose of this item is to provide City Council with a Southlake Parks
Development Corporation recommendation on the SPDC Matching Funds
request from Southlake Girls Softball Association (SGSA) in the amount of
$37,500 (half of total project cost of $75,000) cash contribution toward the
purchase and installation of 16 soft-toss hitting stations at Bob Jones Park.
Each station will consist of a 10’ x 12’ concrete slab with an anchored net and
are proposed for the area near the existing batting cages, the small fence in
the pitching warm-up area, and near each field. A field map with proposed
Southlake Parks Development Corporation
Meeting Date – October 2, 2018
Page 2 of 2
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
locations is provided with your packet memo. Staff has reviewed the request
from SGSA and recommends approval based on the request meeting the
criteria designated within the SPDC Matching Funds Policy. Park Board
recommended approval (6-0) September 10, 2018. City Council will consider
the request at their October 16, 208 meeting. Funding for the request from
SGSA is available in the SPDC Matching Funds budget. If the request in the
amount of $37,500 is approved, approximately $398,995 will remain in the
matching funds budget. A copy of the SPDC Matching Funds application is
included for your review in the packet.
5. Agenda Item 4C. Consider: Recommendation on Southlake Parks
Development Corporation Matching Funds request from Dragon Youth
Baseball for turf improvements to Field 9 at Bicentennial Park – The purpose
of this item is to provide City Council with a Southlake Parks Development
Corporation (SPDC) recommendation on the SPDC Matching Funds request
from Dragon Youth Baseball (DYB) in the amount of $75,000 (half of total
project cost of $150,000) cash contribution toward the purchase and
installation of synthetic turf on the Field 9 infield at Bicentennial Park. Staff
has reviewed the request from DYB and recommends approval based on the
request meeting the criteria designated within the SPDC Matching Funds
Policy. Park Board recommended approval (6-0) September 10, 2018. City
Council will consider the request at their October 16, 208 meeting. Funding
for the request is available in the SPDC Matching Funds budget. If the
request from DYB in the amount of $75,000 and the preceding request from
Southlake Girls Softball Association in the amount of $37,500 are approved,
an unencumbered balance of approximately $323,995 will remain in the
matching funds budget. A copy of the SPDC Matching Funds application is
included for your review in the packet.
6. Agenda Item No. 5A. Discussion: 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.
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.
CST
STAFF CONTACT INFORMATION:
Chris Tribble, Director of Community Services (817) 748-8021
Sharen Jackson, Chief Financial Officer, (817) 748-8042
2A - 1
2A - 2
2A - 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
4A - 1
M E M O R A N D U M
September 25, 2018
TO: Southlake Parks Development Corporation
FROM: Chris Tribble, Director of Community Services
SUBJECT: Election of Officers for SPDC
______________________________________________________________________
Action Requested: SPDC election of President, Vice President, Treasurer and
Secretary for Southlake Parks Development Corporation
(SPDC).
Background
Information: The SPDC Bylaws address the process for election of
officers for Southlake Parks Development Corporation.
Annually, following the City Council appointments of new
SPDC members, the Corporation shall select officers,
including a President, Vice President and Secretary, to serve
until the next annual election.
Section 3.1(a) of the SPDC by-laws states: “. . . terms of
office shall be one (1) year with the term of office expiring on
May 31 of each year. Upon expiration of the terms each
officer shall have the right to be reappointed or reelected.”
The Treasurer position is held by the Chief Financial Officer
of the City of Southlake and is not subject to annual election.
City Council made appointments to SPDC at their June 19,
2018 meeting. John Huffman, Shahid Shafi and Tina
Wasserman were reappointed for terms to expire in June
2020. As such, any sitting member of the current
Corporation may be considered for the officer positions. The
current members are:
Sherry Berman (Current Secretary)
John Huffman (Current Vice President)
Shawn McCaskill
Tamara McMillan
Shahid Shafi
Tina Wasserman
Southlake Parks Development Corporation
Meeting Date – October 2, 2018
Page 2 of 4
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
4A - 2
Randy Willilamson (Current President)
The attached Bylaws provide a list of duties performed by
each officer for your consideration.
Financial
Considerations: N/A
Financial Impact: N/A
Citizen Input/
Board Review: N/A
Legal Review: N/A
Alternatives: N/A
Supporting
Documents: Article 3, Bylaws of Southlake Parks Development
Corporation.
Staff Recommendation: SPDC election of officers
Southlake Parks Development Corporation
Meeting Date – October 2, 2018
Page 3 of 4
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
4A - 3
ARTICLE III
OFFICERS
Section 3.1 Titles and Terms of Office.
(a) The officers of the Corporation shall be a president, a vice president, a secretary and
a treasurer, and such other officers as the Board may from time to time elect or appoint. Initial
officers, appointed or elected in January 1994, will serve through May 31, 1995. Thereafter, terms
of office shall be one (1) year with the term of office expiring on May 31 of each year. Upon the
expiration of the terms each officer shall have the right to be reappointed or reelected.
(b) All officers shall be subject to removal from office at any time by a vote of a
majority of the City Council.
(c) A vacancy in the office of any elected officer shall be filled by a vote of a majority
of the directors.
Section 3.2 Powers and Duties of the President. The president shall be the chief
operating executive officer of the Corporation, and subject to the authority of the Board, the
president shall be in general charge of the properties and affairs of the Corporation, and execute all
contracts, conveyances, franchises, bonds, deeds, assignments, mortgages, notes and other
instruments in the name of the Corporation. The President shall preside over the meetings of the
Corporation.
Section 3.3 Vice President. The vice president shall have such powers and duties as
may be prescribed by the Board and shall exercise the powers of the president during that officer's
absence or inability to act, in their respective order. Any action taken by the vice president in the
performance of the duties of the president shall be conclusive evidence of the absence or inability to
act of the president at the time such action was taken.
Section 3.4 Treasurer. The Treasurer shall be the Chief Fiscal Officer of the
Corporation, and shall have the responsibility to see to the handling, custody, and security of all
funds and securities of the Corporation in accordance with these bylaws. When necessary or proper,
the treasurer may endorse and sign, on behalf of the Corporation, for collection or issuance, checks,
notes, and other obligations in or drawn upon such bank, banks or depositories as shall be
designated by the Board consistent with these bylaws. The treasurer shall see to the entry in the
books of the Corporation full and accurate accounts of all monies received and paid out on account
of the Corporation. The treasurer shall, at the expense of the Corporation, give such bond for the
faithful discharge of his/her duties in such form and amount as the Board or the City Council may
require. The Director of Finance of the City of Southlake shall serve as the Treasurer of the
Corporation. All check writing authority will follow all applicable City policies concerning
authorizations, signatures and disbursements.
Southlake Parks Development Corporation
Meeting Date – October 2, 2018
Page 4 of 4
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
4A - 4
Section 3.5 Secretary. The secretary shall keep the minutes of all meetings of the
Board and books provided for that purpose, shall give and serve all notices, may sign with the
president in the name of the Corporation, and/or attest the signature thereto, all contracts,
conveyances, franchises, bonds, deeds, assignments, mortgages, notes and other instruments of the
Corporation, shall have charge of the corporate books, records, documents and instruments, except
the books of account and financial records and securities, and such other books and papers as the
Board may direct, all of which shall at all reasonable times be open to public inspection upon
application at the office of the Corporation during business hours, and shall in general perform all
duties incident to the office of secretary subject to the control of the Board.
Section 3.6 Executive Director. The City Manager of the City of Southlake will serve
as the Executive Director of the Corporation to provide administrative support services for the
corporation, and perform duties as prescribed by Board and City Council.
Section 3.7 The president, vice president, and the secretary shall be named from among
the members of the Board. The treasurer shall be the Director of Finance for the City. Any
assistant secretary may, at the option of the Board, be employees of the City. The legal counsel
shall be the attorney for the City and he/she shall designate any other attorney needed by the
Corporation.
Section 3.8 Compensation. Officers who are members of the Board shall not receive
any salary or compensation for their services, except that they shall be reimbursed for the actual
expenses incurred in the performance of their official duties as officers.
SPDC OFFICERS
(2008 – 2018)
TERM OFFICER POSITION
2008-2009 Carolyn Morris President
Sherry Berman Vice President
Virginia Muzyka Secretary
2009-2010 Carolyn Morris President
(election 7/7/2009) Virginia Muzyka Vice President
Pamela Muller Secretary
2010-2011 Carolyn Morris President
(election 10/5/2010) Pamela Muller Vice President
Al Zito Secretary
2011-2012 Carolyn Morris President
(no election) Pamela Muller Vice President
Al Zito Secretary
2012-2013 Carolyn Morris President
(election 8/7/2012) Pamela Muller Vice President
Al Zito Secretary
2013-2014 Carolyn Morris President
(election 11/19/2013) Gary Fawks Vice President
Sherry Berman Secretary
2014-2015 Randy Williamson President
(election 11/04/2014) Gary Fawks Vice President
Sherry Berman Secretary
2015-2016 Randy Williamson President
(election 9/1/2015) Gary Fawks Vice President
Sherry Berman Secretary
2016-2017 Randy Williamson President
(election 11/1/2016) Gary Fawks Vice President
Sherry Berman Secretary
2017-2018 Randy Williamson President
(election 8/3/17) John Huffman Vice President
Sherry Berman Secretary
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
September 25, 2018
TO: Southlake Parks Development Corporation
FROM: Chris Tribble, Director of Community Services
SUBJECT: Recommendation on SPDC Matching Funds Request from
Southlake Girls Softball Association for soft-toss hitting
stations at Bob Jones Park
Action Requested: SPDC recommendation on the Southlake Parks
Development Corporation (SPDC) Matching Funds request
from Southlake Girls Softball Association
Background
Information: The Community Services Department recently received a
request for SPDC matching funds from Southlake Girls
Softball Association (SGSA) in the amount of $37,500 (half
of total project cost) for installation of soft-toss hitting
stations at Bob Jones Park. The request includes installation
of up to 16 stations in the softball facility. The proposed
locations for the hitting stations are near the existing batting
cages, the small fence in the pitching warm-up area, and
near each field. Each station would consist of a 10’ x 12’
concrete slab with an anchored net. The total cost for the
proposed project is estimated to be $75,000. These
improvements will provide effective batting practice and
alleviate overcrowding at the existing revamped batting
cages.
Staff has reviewed the request from SGSA and recommends
approval based on the request meeting the criteria
designated within the SPDC Matching Funds Policy.
The request was recommended for approval (6-0) by the
Parks and Recreation Board on September 10, 2018. City
Council will consider the request October 2, 2018 following
the SPDC meeting.
If approved, the project is expected to be completed by
spring 2019.
A copy of the SPDC Matching Funds application from SGSA
is included with the memo for your review.
4B - 1
Southlake Parks Development Corporation
Meeting Date – October 2, 2018
Page 2 of 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Financial
Considerations: The total anticipated project cost is estimated to be $75,000
to be split 50/50 ($37,500 each) between SGSA and SPDC.
The current SPDC Matching Funds Budget is approximately
$436,495. If the SPDC Matching Funds request from
Southlake Girls Softball Association in the amount of
$37,500 is approved, an unencumbered balance of
approximately $398,995 will remain in the matching funds
budget.
Approval of a matching funds request will assist with
offsetting capital costs of the project.
Strategic Link: The matching funds request 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, collaborate with select
partners to implement service solutions, and invest to
provide and maintain high quality public assets.
Citizen Input/
Board Review: Southlake Girls Softball Association proposes to commit
funds in the amount of $37,500 towards the proposed
project.
Parks & Recreation Board recommended approval (6-0)
September 10, 2018
SPDC recommendation October 2, 2018
City Council to consider October 16, 2018
Legal Review: N/A
Alternatives: N/A
Supporting
Documents:
SPDC Matching Funds Application from Southlake
Girls Softball Association
4B - 2
Southlake Parks Development Corporation
Meeting Date – October 2, 2018
Page 3 of 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Map of proposed location of soft-toss hitting stations
Photos of similar soft-toss hitting stations
Staff
Recommendation: SPDC recommendation to City Council on the SPDC
Matching Funds project request from Southlake Girls
Softball Association for an amount not to exceed $37,500
for the purchase and construction of soft-toss hitting stations
at Bob Jones Park
4B - 3
Revised 03.08.12
1
PROPOSED SPDC MATCHING FUNDS PROJECT APPLICATION
Project Name:
Project Location:
Contact Person:
Organization:
Mailing Address:
City: State: ZIP:
Phone: Cell: Fax:
Additional Contact Person: Phone:_________________
Project Description:
Project Justification:
Proposed Start Date: Proposed Completion Date:
Projected Cost: Funds Requested:
Check One: Standard Match OR In-Kind Match %Match Proposed:
Does the individual/organization currently have its portion of the requested funds match?
If not, when does the individual/organization anticipate having its portion of the match?
4B - 4
X X X X X X X X
X
X
X
X
X
X
X
3-4
3-4 3-4
3-4
X
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City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
September 25, 2018
TO: Southlake Parks Development Corporation
FROM: Chris Tribble, Director of Community Services
SUBJECT: Recommendation on SPDC Matching Funds Request from
Dragon Youth Baseball for turf improvements to Field 9 at
Bicentennial Park
Action Requested: SPDC recommendation on the Southlake Parks
Development Corporation (SPDC) Matching Funds request
from Dragon Youth Baseball
Background
Information: The Community Services Department recently received a
request for SPDC matching funds from Dragon Youth
Baseball (DYB) in the amount $75,000 (half of total project
cost) for installation of synthetic turf on the Field 9 infield at
Bicentennial Park. The total cost for the proposed project is
estimated to be $150,000.
The proposed improvements to Field 9 will ensure proper
training of players on a consistent surface, as well as avoid
weather related closures, and maintain a consistent
schedule.
Staff has reviewed the request from DYB and recommends
approval based on the request meeting the criteria
designated within the SPDC Matching Funds Policy.
The request was recommended for approval (6-0) by the
Parks and Recreation Board on September 10, 2018. City
Council will consider the request October 2, 2018 following
the SPDC meeting.
If approved, the project is anticipated to be completed in
Spring 2019.
A copy of the SPDC Matching Funds application from DYB is
included with the memo for your review.
4C - 1
Southlake Parks Development Corporation
Meeting Date – October 2, 2018
Page 2 of 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Financial
Considerations: The total anticipated project cost is estimated to be $150,000
to be split 50/50 ($75,000 each) between DYB and SPDC.
The current SPDC Matching Funds Budget is approximately
$436,495. If the SPDC Matching Funds request from Dragon
Youth Baseball in the amount of $75,000 and the preceding
request from Southlake Girls Softball Association in the
amount of $37,500 are approved, an unencumbered balance
of approximately $323,995 will remain in the matching funds
budget.
Approval of a matching funds request will assist with
offsetting capital costs of the project.
Strategic Link: The matching funds request 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, collaborate with select
partners to implement service solutions, and invest to
provide and maintain high quality public assets.
Citizen Input/
Board Review : Dragon Youth Baseball proposes to commit funds in the
amount of $75,000 towards the proposed project.
Parks & Recreation Board recommendation to approve (6-0)
September 10, 2018
SPDC recommendation October 2, 2018
City Council to consider October 16, 2018
Legal Review: N/A
Alternatives: N/A
Supporting
Documents:
SPDC Matching Funds Application from Dragon Youth
Baseball
4C - 2
Southlake Parks Development Corporation
Meeting Date – October 2, 2018
Page 3 of 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Map of Field 9
Photos of similar synthetic turf fields
Staff
Recommendation: Southlake Parks Development Corporation recommendation
to City Council on the SPDC Matching Funds project request
from Dragon Youth Baseball Association for an amount not
to exceed $75,000, half the total cost of $150,000, for the
installation of synthetic turf on the Field 9 infield at
Bicentennial Park.
4C - 3
4C - 4
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2018 Collected Budget Balance
Budget to Date Balance Percent
7,593,000$ 6,434,999$ ($1,158,001)-15.25%
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%$658,234 3.90%
July $558,807 11.7%$588,732 5.36%$614,403 4.36%
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 $6,434,999
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 $633,500 634,700$ $658,234 658,234$ 23,534$ 3.71%
July $588,732 589,800$ $614,403 614,403$ 24,603$ 4.17%
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$ 6,434,999$ 7,752,299$ 159,299$ 2.10%
^ 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 a 0 100%2 2018 97%
Shahid Shafi a 0 0 0 a a 0 0 a 0 100%2
John Huffman a 0 0 0 a a 0 0 a 0 100%2
Shawn McCaskill a 0 0 0 a a 0 0 a 0 100%2
Tamara McMillan a 0 0 0 a a 0 0 a 0 100%2
Tina Wasserman a 0 0 0 r a 0 0 a 0 75%1.75
Randy Williamson a 0 0 0 a a 0 0 a 0 100%2
100%0%0%0%86%100%0%0%100%0%a In attendance
Total Hrs Per Month 0.25 0 0 0 0.25 0.25 0 0 1.25 0 2 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
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
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
5B - 1