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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