Item 4M
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
August 13, 2019
TO: Shana K. Yelverton, City Manager
FROM: Chris Tribble, Director of Community Services
SUBJECT: Approve additional matching funds in the amount of
$16,872.50 for the previously approved SPDC Matching Funds
turf improvements project for Field 9 at Bicentennial Park
Action Requested: Consider approval of additional matching funds towards the
turf improvements project for Field 9 at Bicentennial Park
Background
Information: In October 2018, a SPDC matching funds project with
Dragon Youth Baseball (DYB) was approved 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 was estimated to be $150,000.
The estimate from the contractor was based on the current
infield size that accommodates base settings of 65’, 70’ and
80’ distances. These base setting distances are what the
Parks Division understood was being requested from their
discussions with DYB.
However, the SPDC Matching Funds application form that
was submitted by DYB requested 90’ base settings,
requiring a larger infield size.
I did not share the application form with the Parks Division,
and did not catch that the application form differed from the
estimate from the contractor.
The additional $33,745 is the cost to expand the scope to
accommodate 90’ base settings.
DYB approved the additional matching funds for their half
totaling $16,872.50 at their Board meeting on July 28, 2019.
A copy of the SPDC Matching Funds application from DYB,
showing the request for a 90’ base distance, is included with
the memo for your review.
ITEM 4M
City Council
Meeting Date – August 20, 2019
Page 2 of 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Financial
Considerations: Funding for the project is available in the FY 2019 SPDC
Matching Funds budget.
The total anticipated project cost is estimated to be $183,745
to be split 50/50 ($91,872.50 each) between DYB and
SPDC.
If the additional SPDC Matching Funds are approved, an
unencumbered balance of approximately $308,323 will
remain in the matching funds budget.
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 proposed 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 recommended $75,000 match October 2, 2018
City Council approved $75,000 match October 16, 2018
Dragon Youth Baseball authorized an additional $16,872.50
at their board meeting on July 28, 2019
SPDC recommended approval 6-0 on August 6, 2019
City Council to consider additional $16,872.50 match on
August 20, 2019
Legal Review: N/A
Alternatives: N/A
ITEM 4M
City Council
Meeting Date – August 20, 2019
Page 3 of 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Supporting
Documents:
SPDC Matching Funds Application from Dragon Youth
Baseball
Staff
Recommendation: Approval of additional matching funds in the amount of
$16,872.50 for the previously approved SPDC Matching
Funds turf improvements project for Field 9 at Bicentennial
Park.
ITEM 4M
ITEM 4M