2000-03-27City of Southlake, Texas
MEMORANDUM
March 24, 2000
TO: SPDC Board of Directors
FROM: Kevin Hugman, Director of Community Services
SUBJECT: Board Meeting — Monday, March 27, 2000
For a change, we will have a light agenda for you. We will some matters to discuss in executive session,
but other than that, the minutes, and the usual reports, we have no other items to consider. We will do our
best to get through quickly and give you a break!
Agenda Item No. 2. Executive Session. Staff will update you on properties previously discussed.
Agenda Item No. 4. PUBLIC FORUM. This is the public's opportunity to address the Board about non -
agenda items. During this proceeding it is important that the Board not deliberate (discuss among
yourselves) or take action on any item brought up at this time. The Boards' options during this topic are
1) to listen, 2) ask questions and respond to the presenter only, 3) request staff to look into the issue and
report back to the Board or 4) request that the Chair put the item on a future agenda for the Board to
discuss or consider.
Agenda Item No. 5A. Approval of the minutes for the regular SPDC meeting on February 28, 2000, and
,ter the Special SPDC meeting on March 7, 2000. If you have corrections to the meeting minutes, please let
Secretary to the City Manager Kim Bush know in advance or make it part of the motion for consideration.
Kim can be reached via e-mail at kbush@cityofsouthlake.com or by calling her at 481-5581, extension 702.
Agenda Item No. 7A. Financial/Budget Report. Finance Director Sharen Elam has prepared SPDC sales
tax reports for you and they are in your packet. Community Services staff has prepared a departmental
project financial tracking report that we will use internally to manage our general fund and SPDC related
park projects. This report is included in your packet.
Agenda Item No. 7B. Project Status Report. The monthly status report is included in your packet.
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. Directors' meeting begins on Monday mornings at 10:15 a.m.,
so I am available before that time, or in the afternoon. You may also feel free to page me at any time at
407-4342.
KH
STAFF CONTACT INFORMATION:
Sharen Elam, Director of Finance, ext. 716
Kevin Hugman, Director of Community Services, ext. 757
Steve Polasek, Deputy Director of Community Services, ext. 772
Ben Henry, Park Planning and Construction Superintendent, ext. 824
John Eaglen, Administrative Assistant, ext. 821
October
November
December
January
February
March
April
May
June
July
August
September
SOUTHLAKE PARKS DEVELOPMENT CORPORATION
1/2% SALES TAX REPORT
Actual
Budget
1998-99
1999-00
$155,384
$ 153,170
103,444
139,860
94,247
154,226
156,915
127,185
99,787
116,386
97,318
109,438
155,959
177,185
128,839
149,391
124,662
142,443
173,349
191,081
122,865
138,968
121,005
137,231
Actual
Estimated
(budget-est.)
%
1999-00
1999-00
Difference
Change
$155,259
$155,259
$ 2,089
1.36%
150,165
150,165
10,305
7.37%
125,632
125,632
(28,594)
-18.54%
176,808
176,808
49,623
39.02%
135,803
135,803
19,417
16.68 %
109,438
-
177,185
-
149,391
-
142,443
-
191,081
-
138,968
-
137,231
-
$1,533,774 $ 1,736,564 $ 743,667 $ 1,789,404 $ 52,840
13.22%
174
16.67%
SPDC
Project Expenditure Report FY 2000
0 3302001A ISouthlake Girls Softball Association �_ _w�$ _ „•- 3,366.50 $ 3,366.50
$ 3,366.501
00302002A
Bic. Park Erosion Control
302.999.5.986.00
$
2,817.85
$ 2,817.85
$
2,817.85
$ -
100302002B
Tree Transplanting @ Bob Jones Park
302.999.5.985.10
$
3,000.00
$ 3,000.00
$
1,890.00
$ 1,110.00
00302002C
Tennis Center - Phase II - Iron Fence
302.999.5.985.02
$
14,604.00
$ 14,604.00
$
7,302.00
$ 7,302.00
00302002D
Tennis Center Pro Shop - Window Tinting
302.999.5.985.11
$
499.00
$ 499.00
$
499.00
$ -
100302002E
Tennis Center - Signage
302.999.5.986.00
$
459.00
$ 459.00
$
459.00
$ -
00302002F
Bob Jones Park - Water Discharge Piping
$
1,300.00
$ 1,300.00
$
-
00302010A Smith Park Pla
Capping Wells
,02u. rA Trailhead Impr
00302014A (Bleachers
00302016A Game Fields -
00302011A Teen Center Survey
00302011 B Teen Center Construction
00302009 Linear Parks and Trails
00302009A lContinental Phase I and II
999.5.985.16 1 $ 50,000.00 1 $ - 1 $ - I $ -
302.999.5.985.20 I $ 20,000.00 I $ - I $ - I $ - I
302.999.5.985.22 $ 16,000.00 $ $
302.999.5.985.19 $ 11,000.00 $ 10,956.00 $ 10,956.00 $ -
302.999.5.985.21 $ 200,000.00 $ - $ 1,470.00 $ 198,530.00
GOOMMANNI"
302.999.5.985.03 1 $ 10,000.00 1 $ 10,000.00 $ 5,000.00 1 $ 5,000.00
302.999.5.985.17 $ 300,000.00
302.999.5.985.15 1 $320,000.00 1 $0.00 1 $0.00 1 $0.00 1
00302007A %rant -Senior Tree Farm #3 (Reimbursable) 302.000.5.993.92 1 $4,300.00 $4,300.00 $1,915.48 $2,384.52
l00302003A Joint Use kmprovements/Ballfield Development 1302-999.5.985.12 $20,000.00 $0.00 $0.00 $0.00
FinanceRpt(b).xls3/24 ft12:19 PM
IAOP
SPDC
Project Expenditure Report FY1999
1
12A Bicentennial Park Bid Pkg. #1
D7A Bicentennial Park Bid Pkg. #2
11A Bicentennial Park Bid Pkg. #2A
04A Bicentennial Park Trail
10A Adventure Alley Fence Extension
ennisPro-Shop Construction
A Bicentennial Park Ph II Irrigation
B Bicentennial Park Ph 11 Landsca
302.000.5.993.16 $ 597,263.00 $
302.000.5.993.16 $ 851,019.00 $
302.000.5.993.16 $ 377,281.00 $
I302.000.5.993 16 $ 100,000 00 $
302.000.5.993 16 $ 5,000 00 $
c L �+...
Bob Jones Engineering Services
Bob Jones Irrigation
Bob Jones Miscellaneous
Bob Jones Soccer Fields
Bob Jones Well - Pond 01
Bob Jones Engineering/Design-Amen. 3
Bob Jones Engineenng/Design Amen 2
000.5.993.16 1 $ 410 750 00 $
.000.5.993.16 $ $
302.000.5.993.97 $ 45 000 00 $
302.000.5.993.97 $ 25 000 00 $
99302009A Pond Aeration System at Bicentennial
'199302009B
Senior Activity Center irrigation
99302009C ISenior
Activity Center Concrete Projects
993020091) Bicentennial Park Pavilion and Tables
99302009E I Bicentennial Park Water Fountians
' 99302009F Bleachers for In -Line Hockey Court BC
L
Southlake Playgrounds -AA Pavilions
SBA -Improvements at Bicentennial
SGSA-Improvements at Bicentennial
iNETT-Improvements at Tennis Center
—iompnts at BJ
FinanceRpt(b).xls3/24/0012:19 PM
302.000.5.993.17 $ 166,183.00 $
302.000.5.993.17 1 $ 164,345.00 $
302.000.5.993.17 $ 53,762.00 $
302.000.5.993.17 $ 89,433 .00 $
302.000.5.993.17 $ 19,3.00
302.999.5.985.04 $
302.999.5.985.05 $ 178,752.00 y
302.0 93.16 $
302.000-5.970.00 $
302.000.5.970.00 $
302.000.5.993.16 $
I302.000.5.993.16 $
302.000.5.993 16 $
590,646.00 $ 594,429.00 $
(3,783.00)
851,019.00
$
863,227.74
$
$
(12,208.74)
(6,562.50;
$
383,843.50
252.36
$
99,747.64
100,00
00,00000.00
1400.00
$
$
3,400 00
$ _
' 19,074.
410,750.00 $ 429,824.1 $
_ $ 5,131 24 $ (5,131.
v�= w
I ' ' I • •834.80
44,376.00 $ �54120 8,159 90
75 624.00 $;;ww
167",
174,844.92
$ (8,061.9 2)1
$ (1�'3g015)
16182,156.98
7,380.15
$ ( ,
5
72,284.20
$ (18,522.20)
$ 56,906.40
8
32,526.60
$ 6 698.00
$1$12,325.00
17
44 61 -00 $134 064 00
�. _ _�^dA�'LrS
' oil so
$
14,433.29
$
14,433.29
$ -
-
15,000.00
$
5,277.00
$
5 277.00
$
_
5,277.00
$
4,384.50
$
4 384.50
$
_
4,384.50
$
7,461.25
$
7,461.25
$
"
7,461.25
$
7 5415.00
$
7,545.00
$
"
7,545.00
1,176.00
$
1 176.00 $ 1 176,00
$
r
302.000.5.993.18 $ 30,000.00
$
302.000.5.993.18
$
30,000.00
$
302-000.5.993.18
$
5,000.00
$
15 000 00
$
1302-000.5.993 18
$ 10,000.00 $
lA 3
$ 27,900.00 $
2,100.001
30'000.00
$
22104.35 $
7,895.65
30,000.00
$
5,000.00
5,000.00
$
1,672.80 $
13,327.20
15,000.00
$
10 000 00
10,000.00 $...v..a�:
1
SPDC
Project Expenditure Report FY1999
FinanceRpt(b).xls3/24/0012:19 PM
7Awl
2
Cco�
i
i
i
SOUTHLAKE PARK DEVELOPMENT CORPORATION
Capital Projects Status Report
March 24, 2000
Phase IT canstruction
Design - Phase II Contract Began: June 17,1997
Consultant: MESA Design Group Grand Opening: March 4, 2000
Status: Bid packages are closed with the following contractors:
Bid #1 with Pittman Construction closed June 2, 1999 for a total amount of $594,429. Bid
42a with NEMA3 Electric closed September 23, 1999 for an amount of $383,843.50. Bid
package #2 with American Tennis Court Contractors closed December 21, 1999 for a total
amount of $860, 929.74.
' SPDC awarded bid package #3 to McWilliams Enterprises, Inc. for $443,259.00 to include
the Tennis Center and restroom / storage facility. Minor items are to be addressed by the
contractor prior to closeout discussions.
SPDC awarded bid package #4 to Sprinkle n Sprout, Inc. for $44,376.00 to include irrigation
improvements. Installation is complete.
Landscape installation was completed by Sierra Contractors for $8,144.00.
Tree installation was completed by Earth Works Environmental.
Tree transplanting was completed by Port -a -Tree.
Pond surface aeration was completed by Greenscape Pump Services Inc. for $12, 775.
Wrought iron improvements were completed by American National Fence for $14, 604.
Entrance Road Repair - F.Y.1998-99
Status: Estimates were requested of several contractors. No interest was expressed for
this project. Other estimates are being pursued as well as the potential of utilizing the City of
Southlake Public Works Department.
ID
Task Name
Duration
Start
2000
Apr May Jun Jul AugOct Nov Dec
Jan I Fab I Mar A r Ma Jun
1
Entrance Road Repair 155 days Mon 9/5/99
...Design _.. 15 days Mon 9/6/99_...
Construction 40days Mon2/14/00
i
.. .... ........ ......._------- --- --- ---.....-.
2
3
Page 1
784W)
7
1
7
Parts Trait - Vs. 1,908-99
Status: Remaining trails will be reviewed and addressed following the completion of
the Bicentennial Park schematic design currently being developed by Shrickel, Rollins and
Associates.
ID
Task Name
Duration
,M 21)<)0 2001
Qtr 2
Qtr 4 Qtr, Qtr 2 QV 3 Qtr 4 Qtr 1 Qtr2 Qtr3 Qtr4 Qtr 1 Qtr 3 Qtr 4
1
Park Trail 425 days
Design 15 days
.. . .............. ._.. ... ........ ......
Trail portion south of Oak Hill 15 days
..-
Sits based data collection _ 120 days
Review of design with Master Plan Update 60 days
Park Board and SPDC approval 24 days
Advertise 10 days
Tabulation and award of contrail 5 days
Obtain contract documents 5 days
Construction50 days
-- '-----'--- -� - '- ---'---�-� --' --------'- '---- --- ----
;
--------___-__---4-___-_1-_____-_____-----___----------
Com '
-------P� -------'----� ---�- ------- --- ----
. •gg,� '
----�----=-----`---- ------ `------------`----i----'-----`----
5%
------------------------� --�-�- ----------------- ---------�----
- ---- ----- ----
----'----'-----`----'-----'---`-`---'----- ---- ----
- - --- ----- - ----- - - - --- --- -----
'
----'----------`----'-----'-----`---- - �----- ---- ---- ----- ----
'
2
3
4
5
6
7
t
9
10
Phase 11 with MM Grant -
Design - Phase II Contract Began: January 3, 2000
' Consultant: Cheatham Associates Estimated Bid: $178,752.00
Status: The site plan has been presented and reviewed by SPIN #1, the Parks and
' Recreation Board, and SPDC. Schematic Design of the restroom and concession building are
underway. General construction drawings and bid documents are currently being developed.
L
Project Timeline is on the next page.
Page 2
%>
ID
Task Name
Duration
2000
Dec
Jan Feb Mar jApr ImayJun I Jul JA Se Oct
1
Bob Jones Park Development 360 days
Amendment No. 3 360 days
_..... _.....
Conceptual Plan Development 41 days
Prepare Preliminary Base Plan and Schedule 22 days
Parks and Recreation Board Review and Approval 8.55 days
SPDC Review and Approval 10 days
Construction Plan Development 132 days
PrepareConstruclionPlans(50%) 43days
. .....
City Staff Review 40 days
Plan Revisions (50%) 9 days
TPWD Review of Plans 20 days
Corps of Engineers Review of Plans 20 days
Complete Plans and Specifications and Submit to City 20 days
City Review/Plan Revislons/Submit to TPWD and COE 40 days
---------------------------------------------
2
om late
Complete
; Corplete
r---- -'-- ------------'- r----
,
i
i
,
;
3
4
5
6
7
8
9
10
11
12
13
14
Nature Center' Planning
Status: The facility is in place.
Noble Oaks Park - F.Y. 2000-01
Status:
Koalaty Park - F.Y. 2000-01
Status: Backstop replacement by American National Fence is complete. Irrigation
improvements installed by the developer of Countrywalk Estates are being repaired for
operation. Tree transplanting fronting Village Green and Continental Blvd. is complete.
Royal and Annie Smith Park - F.Y. I999-00
Status: A temporary trail was constructed along the right-of-way from Ridgewood
Subdivision to Florence Elementary. SPDC approved $50, 000 for planning and construction
of initial park improvements in FY 1999-2000. The conceptual park plan will be addressed
within the Parks, Recreation, and Open Space Master Plan update.
Page 3 7&3
Lonesome Dove Park= F.Y.1998-99
Status: All requirements of the developer's agreement are being addressed. As -built
information has been received. Existing irrigation repairs are progressing.
On November 6, 1999, the City hosted a neighborhood workday for the parr Activities
inlcuded general cleanup, pruning of trees, and planting of additional trees and shrubs. The
event was very successful. Water fountain, playground, trail system, and lighting
improvements are being implemented.
"Chesapeake" Park - F.Y. 1999a2000-
Consultant: Carter Burgess Inc. Estimated Bid:
Approved by Parks Board: February 14, 2000
Approved by SPDC: February 28, 2000
Status: Staff is participating in the plan development and review process, and will
provide peripheral assistance during construction. Upon completion of the park, the
developer will submit invoices for the approved items for reimbursement. Staff will
coordinate the procurement and planting of the shade and ornamental trees in the park during
the optimal planting season in November, 2000.
"Sheltonwood" Park:- F.Y.
Status: None.
ISTEA Grant Cottonbelt`Trail F.Y.1997-98
Status: A request has been sent to DART to transfer right-of-way obligations to the
City of Grapevine. The City of Colleyville and Grapevine have an opportunity to build the
trail more efficiently with approved funding in the year 2005. A request is being prepared for
TxDOT to eliminate City of Southlake participation.
Continental Boulevard Trail (White Chapel to Davis) - F.Y.1998-99
Design - Phase I Contract Completed: November 25,1997
Consultant: Dunaway Associates, Inc.
Status: Trail improvements (6' trail alongside Continental from the Country Walk
subdivision to N. Peytonville) are pending Phase I improvements to Continental Boulevard.
Road construction on this section has begun and is anticipated to be complete by June 2000.
Page 4
7&41
Teen Center - -
Teen Center Survey — Contract Cost: $10,000
Consultant: Raymond Turco and Associates
Status: Citizen committee is working with the consultant to design the survey
instrument.
Southlakt Baseball. Association
Approved by SPDC: January 25,1999
Approved by Park Board: January 11,1999
Status: SPDC approved $30, 000 at the January meeting to address requested items by
the Southlake Baseball Association. All items have been completed with exception of
construction of batting cages which is substantially complete. The Southlake Baseball
Association issued a check to the Cityfor their matching requirement for the batting cages in
the amount of $24,197.07 on February 7, 2000.
Southlake Girls Saftball.Association
Approved by SPDC: February 22,1999 and January 24, 2000
Approved by Park Board: February 8,1999 and January 10, 2000
Status: SPDC approved $5, 000 at the February 1999 meeting and an additional
$3, 366.50 at their January 24, 2000 meeting to construct batting cages. Installation is near
completion. The Southlake Girls Softball Association issued a check to the Cityfor their
matching requirement for the batting cages in the amount of $8, 366. 50 on February 7, 2000.
Southlake Equestrian Association --
Approved by SPDC: September 27,1999
Approved by Park Board: September 13,1999
Status: SPDC approved $10, 000 at the September meeting to install various items
requested by the Southlake Equestrian Association. Installation is pending with the
Association. Implementation of the northern parking lot is pending relocation of overhead
electric poles as required by the Texas Parks and Wildlife Department.
Northeast Tarrant Tennis -
Approved by SPDC:
Approved by Park Board:
September 27, 1999
August 9,1999
Page 5
Status: SPDC approved $2, 500 at the August meeting to provide items requested by
Northeast Tarrant Tennis.
Senior Tree Farm #1-
Approved by SPDC: January 16,1998
Approved by Park Board: December 8,1997
Status: All trees have been planted. The drip irrigation is 100% complete. At the
Lonesome Dove Park neighborhood workday on November 6, 1999, four (4) Redbuds and two
(2) Sawtooth Oaks from Senior Tree Farm #1 were planted in the park Maintenance on the
remaining trees is ongoing with resources allocated from the Texas Forest Service Grant of
$4, 300 for Senior Tree Farm #3 in FY 2001.
Senior Tree Farm #2''--
Approved by SPDC:
Approved by Park Board:
Status: The Texas Forest Service Grant of $8, 400 ($4, 200 Grant Award with a $4, 200
Required Match) began on October 1, 1998. The City received a check for the grant from the
Texas Forest Service on December 17, 1999, and all project requirements are completed. The
grant money assisted in the planting of five hundred and twenty-eight (528) trees at Senior
Tree Farms #1 and #2, utilizing five hundred and eighty-three (583) volunteer hours.
Maintenance of the trees is ongoing with resources allocated from the Texas Forest Service
Grant of $4, 300 for Senior Tree Farm #3 in FY 2001.
Senior Tree Farm #3-
Approved by City Council: June 15,1999
Approved by Park Board: June 7,1999
Status: The Texas Forest Service Grant of $8, 600 ($4, 300 Grant Award with a $4, 300
Required Match or in -kind services) began on October 1, 1999. The third phase has been
established as an extension to Tree Farm #2 located at 275 Shady Oaks. Four hundred (400)
saplings (Lacebark Elm, Cedar Elm, Shumard Oak) were planted on February 12, 2000.
Building Inspector John Lesinski has donated an additional three hundred (300) saplings that
are being stored in containers at the Shady Oaks site; these saplings are planned to be
planted in conjunction with the fourth phase of the project next fall. Pruning at Tree Farm
#1 and routine maintenance at all three (3) phases has begun.
8 Install Trees 66 days
------------ -- ---
9 Order Saplings 28 days m
Plate
--=- - ----- ---- ---- ---- ---- .-----.---- ----
10 Plant Seedlings 9 days ilte
11 1 Install lnigatan
12 Maintenance
13 Pruning Trees at Tree Fanns #1 and 02
--- -----------
10 days ----
145 days
65 days
----------------------------'6X
25%
Page 6
7,&,6.
Soccer Practice Fields - F.Y.199$»99
Status: All improvements are completed at St. Martin's in -the -Field; four (4) practice
areas are available.
Joint -Use Equipment -
Status: Available as needed.
Signage far all Parks -
Status: Staff is in the process of drafting a signage plan for various locations.
1999 -
Complete
$12,775.00
Bicentennial Park Phase II pond surface aeration system.
Complete
$ 5,277.00
Senior Activity Center irrigation system.
Complete
$ 4,234.50
Senior Activity Center concrete sidewalks and patio.
Complete
$ 8,061.25
Bicentennial Park pavilion tables and benches.
Complete
$ 7,765.00
Bicentennial Park drinking water fountains.
2000 -
Complete $14,604.00 Bicentennial Park Phase II Wrought Iron Fencing.
Complete $ 2,817.85 Bicentennial Park Erosion Control.
Complete $ 3,000.00 Tree Transplanting at Bob Jones Park.
Complete $ 499.00 Tennis Center Pro -Shop Window Tinting.
Complete $ 459.00 Tennis Center Signage.
Page 7 7?vm7
—- ib
City of Southlake, Texas
dRAN MEMODUM
I
TO: Billy Campbell, City Manager
FROM: Sharen Elam, Director of Finance Ext. 716
SUBJECT: Resolution No. 00-30, A resolution authorizing the issuance of "Southlake Parks
Development Corporation Sales Tax Subordinate Lien Revenue Bonds, Series
2000," approving (I) the resolution of the Southlake Parks Development
Corporation authorizing the issuance of such bonds and (ii) the execution, on
behalf of the City, of the Financing/Use Agreement relating to such financing by
the Corporation; resolving other matters incident and related to the issuance of
such Bonds; and providing an effective date.
Action Requested: Approval of Resolution No. 00-30 that approves SPDC's resolution to issue
sales tax revenue bonds.
Background
Information: In order to issue SPDC revenue bonds, the SPDC Board must approve a
resolution that sets a public hearing date to discuss the projects to be funded
by the bonds. The projects are those approved for Fiscal Year 1999-2000 by
the Board in the Capital Projects Plan adopted in December 1999.
The amount of sales tax revenue bonds that can be issued is dependent on the
amount of sales tax collected during twelve of the past eighteen months.
Approval of this resolution is the first step in the process to issue sales tax
revenue bonds. The SPDC Board will hold a public hearing on the specific
projects at a special meeting Tuesday, March 7, 2000 prior to the regular
City Council meeting. Also at that meeting, the SPDC Board will consider a
resolution to approve the issuance of the $4.180 million sales tax subordinate
lien revenue bonds, series 2000. The SPDC President will sign a bond
purchase agreement with the low bidder.
In order for the sales tax revenue bonds to be issued, the City Council must
consider a resolution that approves the SPDC's resolution to issue the bonds.
This is required under Section 413 of the Development Corporation Act of
1979. Resolution No. 00-30 also includes a Financing/Use Agreement with
SPDC, in which the Board authorizes the City to construct projects and to
invest and disburse funds.
Financial
Considerations: The sales tax revenue bonds will be repaid on an annual basis by the SPDC
sales tax. The debt service amount is submitted as part of the budget process
to the SPDC Board each year.
f
billy- Campbell, City Manager
March 3, 2000
Page 2
or
L41W Citizen In lit/
Ir
Board Review: A Public Hearing is scheduled for March Th
Legal Review: Ed Esquivel with the law firm Fulbright and Jaworski serves as the City's
bond counsel, and as such has prepared the ordinance.
Alternatives: None available other than pay-as-you-go using annual sales tax revenue
collected.
Supporting
Documents: Resolution No. 00-30
Staff
Recommendation: Approval of Resolution No. 00-30