2019-02-05 SPDC Mtg packetCity of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
January 31, 2019
TO: Southlake Parks Development Corporation
FROM: Chris Tribble, Director of Community Services
SUBJECT: Agenda Item Comments for the Southlake Parks Development
Corporation Meeting – Tuesday, February 5, 2019
________________________________________________________________
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 October 2,
2018 SPDC 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: Recommendation to approve a Professional
Services Agreement with Schrickel Rollins | PSC for design services related
to Bicentennial Park Phase 3 Improvements for an amount not to exceed
$88,000 – The purpose of this item is to request an SPDC recommendation to
City Council to approve a Professional Services Agreement with Schrickel
Rollins | PSC for design and engineering of Bicentennial Park Phase 3
improvements. The scope of work is in accordance with the adopted 2030
Parks, Recreation and Open Space/Community Facilities Plan. This project
has been combined with a separate Water Utilities capital project to construct
a new perimeter fence and drive approach to the Bicentennial Water Tower.
The design scope includes renovation of the in -line hockey rink to include
synthetic turf, installation of safety netting at the 60/90 Baseball field,
renovation of the existing restroom building located at south end of the park,
landscape and irrigation enhancements, and various water tower area
improvements. Funding for this item is split between the Water Utility System
Fund and the SPDC. City Council will consider this item February 5, 2019
following SPDC.
4. Agenda Item 4B. Consider: Recommendation to approve purchase of park
maintenance equipment from Kubota Tractor Corporation for an amount not
to exceed $66,000 – The purpose of this item is to seek approval to purchase
capital park equipment from Kubota Tractor Corporation for an amount not to
exceed $66,000. SPDC’s recommendation is needed since funding of the
purchase is proposed through the SPDC Operating Budget. Additionally,
Southlake Parks Development Corporation
Meeting Date – February 5, 2019
Page 2 of 2
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
purchases exceeding $50,000/year are presented for City Council approval.
The purchase includes three (3) ATVs and two (2) gas mowers to replace
aging maintenance equipment in Bicentennial Park and Bob Jones Park.
Kubota Tractor Corporation is a BuyBoard contractor; therefore the State
bidding requirements are met utilizing the BuyBoard cooperative purchasing
group contract. Funding in the amount of $66,000 was approved in the FY
2019 SPDC Operating Budget for the purchase park maintenance equipment.
City Council will consider this item February 5, 2019 following SPDC.
5. Agenda Item 4C. Consider: Recommendation to approve purchase of
landscape and irrigation supplies from SiteOne Landscape Supply for an
amount not to exceed $130,000 – The purpose of this item is to seek
approval to purchase landscape and irrigation supplies from Sit eOne
Landscape Supply for an amount not to exceed $130,000. The Parks Division
makes annual purchases of landscape and irrigation supplies in order to
maintain the City’s parks and open spaces. Previously, the City of Southlake
purchased landscape and irrigation supplies primarily through the John Deere
Landscaping and AMC Irrigation BuyBoard cooperative purchasing contracts.
However, those two contractors were acquired by SiteOne Landscape
Supply. Since the majority of City landscape and irrigation supplies will now
be purchased through SiteOne, annual purchases with this vendor will exceed
$50,000 requiring City Council approval. SiteOne is also a BuyBoard
contractor; therefore the State bidding requirements are met utilizing the
BuyBoard cooperative purchasing group contract. Funding in the amount of
$172,500 for the purchase of landscape and irrigation supplies is provided for
in the FY 2019 Parks General Fund Budget and SPDC Operating Budget.
City Council will consider this item February 5, 2019 following SPDC.
6. Agenda Item No. 5A. Sales Tax Report – The Sales Tax report is not included
in the packet, but will be available at the meeting. 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
Southlake Parks Development Corporation Meeting Minutes – October 2, 2018 Page 1 of 3
SOUTHLAKE PARKS DEVELOPMENT CORPORATION MEETING MINUTES
OCTOBER 2, 2018
LOCATION: Southlake Town Hall, City Council Chambers, 1400 Main Street, Southlake,
Texas
MEMBERS PRESENT: President Randy Williamson, Vice President John Huffman, and
members, Tamara McMillan, Shawn McCaskill, Shahid Shafi, and Tina Wasserman
ABSENT: Secretary Sherry Berman
STAFF PRESENT: Chief Financial Officer Sharen Jackson, Director of Community Services
Chris Tribble, and Deputy City Secretary Amy Shelley
REGULAR AGENDA:
1. CALL TO ORDER
President Randy Williamson called the meeting to order at 4:36pm.
2. CONSENT
2A. APPROVAL OF THE MINUTES FROM THE AUGUST 9, 2018, 2018 JOINT
SOUTHLAKE PARKS DEVELOPMENT CORPORATION AND PARK AND
RECREATION BOARD MEETING.
President Randy Williamson presented Item 2A, and there were no questions from the
board.
APPROVED
A motion was made to approve the minutes from the August 9, 2018, 2018 Joint
Southlake Parks Development Corporation and Park and Recreation Board meeting.
Motion: Huffman
Second: McMillan
Ayes: Huffman, McCaskill, McMillan, Shafi, Wasserman, and Williamson
Approved: 6-0
Absent: Berman
3. PUBLIC FORUM
2A - 1
Southlake Parks Development Corporation Meeting Minutes – October 2, 2018 Page 2 of 3
President Randy Williamson opened the public forum. There being no one wishing to
speak, President Randy Williamson closed the public forum.
4. CONSIDER
4A. ELECTION OF OFFICERS FOR SPDC.
President Randy Williamson presented Item 4A, and there were no questions from the
board.
APPROVED
A motion was made to elect Randy Williamson as President; John Huffman as Vice
President; and Sherry Berman as Secretary.
Motion: Huffman
Second: Shafi
Ayes: Huffman, McCaskill, McMillan, Shafi, Wasserman, and Williamson
Approved: 6-0
Absent: Berman
4B. RECOMMENDATION ON SPDC MATCHING FUNDS REQUEST FROM SOUTHLAKE
GIRLS SOFTBALL ASSOCIATION (SGSA) FOR SOFT-TOSS HITTING STATIONS
AT BOB JONES PARK.
Director of Community Services Chris Tribble, presented Item 4B and answered
questions from the Board, specifically about funding, cost estimates, location of hitting
stations, and construction materials (concrete/turf).
Brett Orr, representative with SGSA, stated in the event of project costs bein g lower
than estimated, a refund would be issued. He added there may be additional funding
requests made to add shade coverings.
APPROVED
A motion was made to approve the recommendation on SPDC matching funds request
from Southlake Girls Softball Association (SGSA) for soft-toss hitting stations at Bob
Jones Park, in an amount not to exceed $75,000.
Motion: Huffman
Second: Shafi
Ayes: Huffman, McCaskill, McMillan, Shafi, Wasserman, and Williamson
Approved: 6-0
Absent: Berman
2A - 2
Southlake Parks Development Corporation Meeting Minutes – October 2, 2018 Page 3 of 3
4C. RECOMMENDATION ON SPDC MATCHING FUNDS REQUEST FROM DRAGON
YOUTH BASEBALL (DYB) FOR TURF IMPROVEMENTS TO FIELD 9 AT
BICENTENNIAL PARK.
Director of Community Services Chris Tribble, presented Item 4C and answered
questions from the Board, specifically about funding, cost estimates, and the benefits of
using artificial turf.
APPROVED
A motion was made to approve the recommendation on SPDC matching funds request
from Dragon Youth Baseball (DYB) for turf improvements to Field 9 at Bicentennial
Park, in an amount not to exceed $75,000.
Motion: Huffman
Second: Shafi
Ayes: Huffman, McCaskill, McMillan, Shafi, Wasserman, and Williamson
Approved: 6-0
Absent: Berman
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 5:01pm.
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
2A - 3
M E M O R A N D U M
January 31, 2019
TO: Southlake Park Development Corporation
FROM: Chris Tribble, Director of Community Services
SUBJECT: Recommendation to approve a Professional Services
Agreement with Schrickel Rollins | PSC for design services
related to Bicentennial Park Phase 3 Improvements for an
amount not to exceed $88,000
Action Requested: SPDC recommendation to City Council for approval of a
professional services agreement with Schrickel Rollins | PSC
for design and engineering of Bicentennial Park Phase 3 for
the amount not to exceed of $88,000.
Background
Information: The purpose of this item is to request approval of a
Professional Services Agreement with Schrickel Rollins |
PSC to perform design and engineering for Bicentennial
Park Phase 3 Improvements and Bicentennial Water Tower
Improvements. The scope of work is in accordance with the
adopted 2030 Parks, Recreation and Open
Space/Community Facilities Plan. This project has been
combined with a separate Water Utilities capital project to
construct a new perimeter fence and drive approach to the
Bicentennial Water Tower.
The design scope includes renovation of the in -line hockey
rink to include synthetic turf, installation of safety netting at
the 60/90 Baseball field, renovation of the existing restroom
building located at south end of the park, landscape and
irrigation enhancements, and various water tower area
improvements.
With over fifty years experience in planning, landscape
design, and engineering services, Schrickel Rollins | PSC is
recommended to perform the desired work based on their
knowledge of park and ball field design and their experience
on previously approved City projects.
A copy of the proposed professional services agreement
with Schrickel Rollins | PSC is included with the memo for
your consideration.
4A - 1
City Council will consider this item immediately following
SPDC at their February 5, 2019 meeting.
Financial
Considerations: Funding for this item is split between the Water Utility
System Fund and SPDC budgets.
Strategic Link: Approval of the proposed professional services agreement
for design and engineering is linked to the City’s Strategy
Map related to the focus area of Infrastructure and Quality
Development. The specific corporate objectives that are met
with this agreement are Provide attractive & unique spaces
for enjoyment of personal interests, Invest to provide and
maintain high quality services, Adhere to financial
management principles & budget, and Improve quality of life
through progressive implementation of Southlake’s
Comprehensive Plan recommendations.
Citizen Input/
Board Review: SPDC and City Council consideration February 5, 2019
Legal Review: The proposed agreement is a standard agreement that the
City Attorney has reviewed and approved.
Alternatives: Alternatives include:
▪ SPDC recommendation for approval as presented
▪ SPDC recommendation for approval with feedback
▪ SPDC recommendation not to approve proposed
contract
Attachments: Proposed Professional Services Agreement with Schrickel
Rollins | PSC
Staff
Recommendation: SPDC recommendation to City Council for approval of a
Professional Services Agreement with Schrickel Rollins |
PSC to perform design and engineering for Bicentennial
Park Phase 3 Improvements for an amount not to exceed of
$88,000.
4A - 2
4A - 3
4A - 4
4A - 5
4A - 6
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
January 31, 2019
To: Southlake Parks Development Corporation
From: Chris Tribble, Director of Community Services
Subject: Recommendation to approve purchase of park
maintenance equipment from Kubota Tractor Corporation
for an amount not to exceed $66,000
Action
Requested: SPDC recommendation to City Council to approve the
purchase of capital park equipment from Kubota Tractor
Corporation for an amount not to exceed $66,000
Background
Information: Each year during the budget process, the Parks Division
requests funding to purchase new maintenance equipment to
replace aging and/or damaged equipment. In FY 2019, the
purchase includes three ATVs and two gas mowers from
Kubota Tractor Corporation in the amount of $66,000. The two
new ATVs will replace 10-year old ATVs at Bicentennial Park
and Bob Jones Park, and the third ATV will be used by the IT
and Community Services departments at Bicentennial Park.
The two new gas mowers will replace two 10-year old mowers
at Bicentennial Park. Photos of the new equipment, as well as
the quote from Kubota Tractor Corporation, are attached to
this memo for your review.
Kubota Tractor Corporation is a BuyBoard contractor and
meets the State bidding requirements by utilizing the
BuyBoard cooperative purchasing group contract. BuyBoard
contracts are awarded using “best value” method to grant
contracts under the competitive bid method.
Financial
Consideration: Funding in the amount of $66,000 was approved in the FY
2019 SPDC Operating Budget for the purchase of park capital
equipment
Strategic Link: Approval of the purchase is linked to the City’s Strategy Map
related to the focus area of Performance Management and
4B -1
Southlake Parks Development Corporation
Meeting Date – February 5, 2019
Page 2 of 2
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Service Delivery and meets the corporate objectives to provide
attractive and unique spaces for enjoyment of personal
interests and invest to provide and maintain high quality public
assets.
Citizen Input/
Board Review: SPDC recommendation February 5, 2019
City Council consideration February 5, 2019
Legal Review: N/A
Alternatives: Alternatives may include:
▪ SPDC recommendation for approval as presented
▪ SPDC recommendation for approval with feedback
▪ SPDC recommendation not to approve proposed
purchase
Supporting
Documents: Photos of proposed park capital equipment
Quotes from Kubota Tractor Corporation
Staff
Recommendation: SPDC recommendation to City Council to approve the
purchase of capital park equipment from Kubota Tractor
Corporation for an amount not to exceed $66,000
4B -2
Three ATV’s to replace Unit #6 (2004), Unit #8 (2007) at Bicentennial Park and
Unit #1 at Bob Jones Park. Two units are to be replaced due to age and the
cost of repairs is cost-prohibitive. The 3rd unit is being purchased for IT and
Community Services departments use at Bicentennial Park.
KUBOTA UTILITY VEHICLE W/HYDRAULIC DUMP (ATV)
4B -3
KUBOTA MOWER
Two mowers to replace Unit #37
(2009) and Unit #9 (2004)due to age
and cost of repairs. These units are
currently used at Bicentennial Park to
mow older fields and to save wear on
the reel mowers.
4B -4
4B -5
4B -6
4B -7
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
January 31, 2019
To: Southlake Parks Development Corporation
From: Chris Tribble, Director of Community Services
Subject: Recommendation to approve purchase of landscape and
irrigation supplies from SiteOne Landscape Supply for an
amount not to exceed $130,000
Action
Requested: SPDC recommendation to City Council to approve the of
purchase landscape and irrigation supplies from SiteOne
Landscape Supply for an amount not to exceed $130,000
Background
Information: The Parks Division makes annual purchases of landscape and
irrigation supplies in order to maintain the City’s parks and
open spaces. Annual purchases include h erbicides,
pesticides, chemicals, fertilizers, mulch, plants, pre-emergent,
irrigation controllers, heads and other miscellaneous irrigation
parts.
Previously, the City of Southlake purchased landscape and
irrigation supplies primarily through the John Deere
Landscaping and AMC Irrigation BuyBoard cooperative
purchasing contracts. However, those two contractors were
acquired by SiteOne Landscape Supply.
Since the majority of City landscape and irrigation supplies will
now be purchased through SiteOne, annual purchases with
this vendor will exceed $50,000 requiring City Council
approval. SiteOne is also a BuyBoard contractor and meets
the State bidding requirements by utilizing the BuyBoard
cooperative purchasing group contract. BuyBoard contracts
are awarded using “best value” method to grant contracts
under the competitive bid method.
Financial
Consideration: Funding in the amount of $172,500 for the purchase of
landscape and irrigation supplies is approved in the FY 2019
General Fund and SPDC Operating budgets.
4C - 1
Southlake Parks Development Corporation
Meeting Date – February 5, 2019
Page 2 of 2
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Strategic Link: This item is linked to the City’s Strategy Map related to the
focus area of Performance Management and Service Delivery
and meets the corporate objectives to provide attractive and
unique spaces for enjoyment of personal interests and invest
to provide and maintain high quality public assets.
Citizen Input/
Board Review: SPDC and City Council consideration February 5, 2019
Legal Review: N/A
Alternatives: Alternatives may include:
▪ SPDC recommendation for approval as presented
▪ SPDC recommendation for approval with feedback
▪ SPDC recommendation not to approve purchase
Supporting
Documents: N/A
Staff
Recommendation: SPDC recommendation to City Council to approve the
purchase of landscape and irrigation supplies from SiteOne
Landscape Supply for an amount not to exceed $130,000
4C - 2
2019
Sherry Berman 0 0%2018 97%
Shahid Shafi 0 0%
John Huffman 0 0%
Shawn McCaskill 0 0%
Tamara McMillan 0 0%
Tina Wasserman 0 0%
Randy Williamson 0 0%
0%a In attendance
Total Hrs Per Month 0 0 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 1/1/19 2/5/19 3/5/19 4/2/19 5/7/19 6/4/19 7/2/19
Individual
Attendance
Rate
Hrs To
Date Average Monthly
Attendance Rate
Meeting Attendance
Rate (includes
substitutions)
8/6/19 9/3/19 10/1/19 11/5/19 12/3/19
5B - 1