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2000-05-22MEMORANDUM May 16, 2000 TO: SPDC Board of Directors FROM: Kevin Hugman, Director of Community Services SUBJECT: Board Meeting -- Monday, May 22, 2000 As a reminder, the SPDC meeting will begin at 6:00 p.m. in the Council Chambers at City Hall. It is a relatively light agenda consisting mainly of those items previously scheduled for the April meeting. Agenda Item No. 2. Executive Session. Staff will update you on properties previously discussed. 11 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 LINO, 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 March 27, 2000, and 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 k-bush@cin-ofs6utlilake.com com or by calling her at 481-5581, extension 702. Agenda Item No. 5B. Supporting relinquishment of grant funds from Texas Department of Transportation (TxDOT) for Cottonbelt Trail project, and requesting TxDOT transfer grant funds to the City of Colleyville. As noted in the packet item cover memo, due to a combination of factors, the City has an opportunity to withdraw from this grant and request the remaining grant funds be allocated to the City of Colleyville. The trail section that was originally in our grant scope will still be constructed, but can be done through other means of funding, and participation by the City of Southlake is no longer necessary. Withdrawing from the grant is beneficial for a number of reasons. (1) The trail section originally in Southlake's grant can be constructed by a grant that the City of Grapevine has recently received from TxDOT; (2) The trail section in Southlake's grant proposal was originally in our extra -territorial jurisdiction (ETJ), but the ETJ has since been transferred to the City of Grapevine; (3) The trail crossing at Big Bear Creek can now be accomplished at a lower cost by incorporating additional width in the SH 26 bridge for pedestrian/bicycle access over Big SPDC Board of Directors Board Meeting - Monday, May 22, 2000 Page 2 of 3 Bear Creek. The bridge is planned for widening in conjunction with the now -approved SH 26 expansion. (4) If Southlake were to continue in the grant, we would need to allocate substantially more funding from SPDC capital project funds to cover the difference between the grant funds and actual estimated construction costs. (5) By withdrawing, we can request TxDOT transfer the grant monies to the City of Colleyville to assist them in completing more of the Cottonbelt trail where they have budget shortfalls. The Colleyville City Council has already approved a resolution accepting the grant funds if TxDOT so approves. (6) It will allow use of all available grant funding within the time limit constraints of the grant. We anticipate that the City's share of expenses to date from our match commitment, will not exceed $24,000. These expenditures are for design fees and administrative charges to the date of termination. Due to the timing of Colleyville City Council action, we are bringing this to you following City Council action which resulted in their approval (7-0) at their May 16, 2000 meeting. If you have any -questions regarding this item, please feel free to contact Park Planning and Construction Superintendent Ben Henry at extension 824. Agenda Item No. 6A. ADDroval of Financial Advisory Agreement with First Southwest Company. In 1995, SPDC approved a five-year agreement with First Southwest Company for L 4W financial advisory services. During the past five years, the company has assisted the City and SPDC with several debt issuances, debt restructuring, and refunding and rating presentations. Appendix A of the agreement sets forth the fee schedule and expense items, which is the same fee schedule as in the previous agreement. First Southwest Company is. paid only when debt is issued. The fee structure is based on a per thousand dollar amount of debt issuance. There is not an hourly -fee or retainer charge for any service. The agreement outlines the services to be provided by First Southwest Company. They have provided excellent service to us and staff recommends retaining the firm. The City Council approved a new financial agreement with First Southwest Company at their April 18 meeting, but SPDC has a separate contract. Any questions may be directed to Finance Director Sharen Elam. Agenda Item No. 6B. Request from Southlake Girls Softball Association for $600 in matching grant funding. As you recall, six (6) batting cages have been constructed through matching funds with Southlake Girls Softball Association (SGSA) and the Southlake Baseball Association (SBA). During the construction phase, SBA approached the City about lighting their four (4) batting cages, and staff researched their request and developed preliminary cost estimates. SGSA is not prepared to proceed with lighting their two (2) cages at this time; however they have approved an application for matching funds to participate in the engineering and design work necessary to light their cages in the future. SGSA's participation at this time will assure consistency in the lighting plan and design between the six (6) batting cages within Bicentennial Park. Agenda Item No. 6C. Request from Southlake Baseball Association for $12,200 in matching grant funding. As noted in the packet item cover memo, SBA has also approved an application for E SPDC Board of Directors Board Meeting - Monday, May 22, 2000 Page 3 of 3 matching funds in the amount of $12,200 to develop the engineering and design, and construct lighting for the four (4) batting cages located between fields #8 and #9. Staff received the preliminary cost estimates from consultants, however the construction estimates are preliminary pending completion of the engineering and design phase. Agenda Item No. 7A. Financial/Budget Report. Finance Director Sharen Elam is preparing a detailed financial report for the May meeting and will summarize the mid -year position of SPDC at that time. As such, there is no report this month 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 I City of Southlake, Texas MEMORANDUM May 17, 2000 TO: Billy Campbell, City Manager FROM: Kevin Hugman, Director of Community Services SUBJECT: Supporting relinquishment of grant funds from Texas Department of Transportation (TxDOT) for Cottonbelt Trail project, and requesting TxDOT transfer grant funds to the City of Colleyville Action Requested: Support of City Council Resolution 00-37, authorizing the City Manager to terminate participation with the Statewide Transportation Enhancement Program, the Cottonbelt Trail Project; and requesting TxDOT reallocate the grant balance to the City of Colleyville. Background Information: On March 5, 1996, the City Council approved Resolution 96-15, authorizing the application to the Texas Department of Transportation (TxDOT) to participate in the Statewide Transportation Enhancement Program (STEP) for the State Highway 26/Cottonbelt Trail project. On April 26, 1996, the North Central Texas Council of Governments (NCTCOG) approved the application submitted by the City of Southlake on the State Highway 26/Cottonbelt Trail project as eligible to receive grant funding through the STEP program. On January 6,-1998 an interlocal agreement was signed between the cities of Southlake, Colleyville, and North Richland Hills, which formed the Tri-City Trail Committee (TCTC) to cooperate in the development and construction of the Cottonbelt Trail. The scope of Southlake's application included a ten -foot (10') wide concrete trail from Brumlow Avenue to Big Bear Creek, and a bridge over Big Bear Creek. The application proposed utilizing existing Dallas Area Rapid Transit (DART) and TxDOT right-of-way in exchange for City maintenance of the right-of-way. The total projected cost was estimated to be $240,000, with the City assuming twenty percent (20%) of the cost, totaling $48,000. On May 5, 1998, the City Council approved Resolution 98-33, authorizing the execution of the grant agreement with TxDOT (Project Number CSJ 0902-48-339) for the Cottonbelt Trail. Initial administrative fees of $2,400 were paid to TxDOT per the agreement. During this same time period, the City Council approved Resolution 98-32, in association with previously approved Resolution 98-18, to authorize the Billy Campbell, City Manager May 11, 2000 Page 2 awl release of extraterritorial jurisdiction and inclusion to the limits of the City of Grapevine, land that comprised the project area of the Cottonbelt Trail. L AW L f� On June 2, 1998, TCTC entered into a design contract with MESA Design Group. Each city would assume a percentage of the design contract. Approved grant funding proportionately reimburses each respective city. On March 25, 1999, preliminary engineering determined the actual distance of Southlake's portion of trail to be 1,123 linear feet and identified significant grade issues. The preliminary cost estimate prepared by MESA exceeded approved funding by $137,420. Preliminary cost estimates prepared by MESA for the other cities of the TCTC also identified insufficient funding in their grant projects as well. A request by each city to reduce the linear limits of the trail was submitted to TxDOT. On October 13, 1999, Supplemental Agreement No. 1 was approved reducing the trail limits in all but the City of Southlake. (See attached TxDOT response to the City of Southlake.) The cities of Grapevine, Colleyville, and North Richland Hills then submitted requests to TxDOT under the Congestion Mitigation and Air Quality Improvement Program (CMAQ) for additional funding for the Cottonbelt Trail. Available CMAQ funding was awarded to only the City of Grapevine. During this same period, TxDOT also approved the expansion of State Highway 26. The expansion of the highway will include expansion of the bridge over Big Bear Creek; therefore resulting in a more cost efficient trail alignment across Big Bear Creek by utilizing a widened vehicular bridge. Grapevine's CMAQ grant should fund the construction of the trail section that was in the original scope of Southlake's grant, excluding the bridge construction. The combination of Grapevine's CMAQ grant with the planned expansion of SH 26, will cover the full scope of Southlake's original Cottonbelt trail grant project. Project milestones for the expansion of State Highway 26 are as follows: • On May 2, 2000, award a 2-year design contract. • On May 2, 2002, award a 2-year construction contract. • On May 2, 2004, State Highway 26 expansion completed. Since STEP funds need to be expended by 2002, the City of Colleyville expressed an interest in receiving the grant balance from the City of Southlake to address cost overruns on their portion of the Cottonbelt Trail project. On May 2, 2000, the Colleyville City Council approved conditional acceptance of the grant balance upon TxDOT approval. The City of Grapevine and TxDOT will complete the Cottonbelt Trail previously tasked NAParks & Recreation\BOARDS\SPDC\MEMOS\2000\5-00\Res00-37mem.doc. %-Z D t- Billy Campbell, City Manager May 17, 2000 Page 3 Financial Considerations: Citizen Input/ Board Review: Legal Review: to the City of Southlake from Brun -flow to Big Bear Creek by the fall of 2004. Per Section 13 of the grant agreement with TxDOT, all expenses upon termination of the contract are reimbursed to TxDOT. MESA design fees and TxDOT administrative charges are estimated to not exceed $24,000. TxDOT will determine final costs upon receipt of Resolution 00-37. The Parks and Recreation Board approved a recommendation (6-0) to City Council to approve Resolution No. 00-37 at their May 8, 2000 meeting. The City Council approved Resolution 00-37 at their May 16, 2000 meeting on Consent agenda (7-0); due to action by the Colleyville City Council, staff brought this item to the City Council at this time. The City Attorneys have reviewed Resolution No. 00-37. Alternatives:. Recommendation that the City of Southlake continue participation in the grant project; requiring allocation of additional funds from SPDC to meet budget shortfalls. Supporting Documents: Supporting documents include the following: • Copy of Resolution No. 00-37 • Trail Exhibit (map) Staff Recommendation: SPDC support of City Council Resolution No. 00-37, authorizing withdrawal of Southlake from the STEP grant for the Cottonbelt Trail, and recommending that TxDOT reallocate remaining grant funding to the City of Colleyville. sP-3 NAParks & Recreation\BOARDS\SPDC\MEMOS\2000\5-00\Res00-37mem.doc J (me RESOLUTION NO. 00-37 A RESOLUTION AUTHORIZING THE CITY OF SOUTHLAKE TO TERMINATE PARTICIPATION AND RELINQUISH CLAIM TO THE REMAINING BALANCE OF GRANT FUNDING AVAILABLE THROUGH THE TEXAS DEPARTMENT OF TRANSPORTATION, HERINAFTER REFERRED TO AS "DEPARTMENT," THROUGH THE STATEWIDE TRANSPORTATION ENHANCEMENT PROGRAM (STEP), HERINAFTER REFERRED TO AS THE "PROGRAM," TO COMPLETE THE STATE HIGHWAY 26 / COTTONBELT TRAIL PROJECT; AND AUTHORIZING THE CITY OF SOUTHLAKE TO SUBMIT A REQUEST TO THE DEPARTMENT THAT THE OUTSTANDING BALANCE OF GRANT FUNDING BE REALLOCATED TO THE CITY OF COLLEYVILLE'S PARTICIPATION IN THE PROGRAM. WHEREAS, the Department has approved the "program" for the purpose of allowing the political subdivision of the State of Texas to participate in the Program; and 1 WHEREAS, the City of Southlake received authorization to apply for grant funding through the program by the approval of Resolution 96-15 on May 15, 1996; and WHEREAS, the passage of resolution 98-33 authorized the City to enter into an agreement with the Department for a matching requirement of $48,000; and WHEREAS, the estimated costs to complete the project have raised the cost for the City of Southlake to .participate in the program above the original matching requirements of $48,000; and _ WHEREAS, it is possible and beneficial for the cities of Colleyville, Grapevine, and the Department to complete the project by 2004 without the City of Southlake's participation; now: THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SOUTHLAKE, TEXAS, THAT: Section 1: Termination of the agreement with the Department, and relinquishing claim to the outstanding grant balance. As the costs of participation in the program will exceed the original scope of matching requirements in the amount of $48,000, the City Council authorizes the City Manager and/or his designee to hereby terminate the agreement with the Department, and thus relinquishes claim to the outstanding grant balance. kw 1 1 NAParks & Recreation\BOARDS\CC\2000\Qtr3\RES00 37.doc L 1 1 1 1 Section 2: Request reallocation of the grant balance towards the City of Colleyville's participation in the Program. As the project can be completed by the year 2004 through the participation of the cities of Colleyville and Grapevine, and the Department through Highway 26 reconstruction, the City Council authorizes the City Manager and/or his designee to submit a request to the Department to reallocate the grant balance to the City of Colleyville to assist in their continued participation in the project. EXECUTED this ATTEST: City Secretary of 111 CITY OF SOUTHLAKE Lo Mayor s` 9,94 NAParks & Recreation\BOARDS\CC\2000\Qtr3\RES00_37.doc City of Southlake, Texas MEMORANDUM TO: SPDC Board of Directors FROM: Sharen Elam, Director of Finance Ext. 716 SUBJECT: Financial Advisory Agreement with First Southwest Company Action Requested: Approval of Financial Advisory Agreement with First Southwest Company Background Information: In 1995, the SPDC Board of Directors approved a five-year agreement with First Southwest Company for Financial Advisory Services. During the past five years, they have assisted SPDC with several debt issuances, debt restructuring, and refunding and ratings presentations. Appendix A of the Agreement sets forth the fee schedule and expense items, which is the same fee schedule as in the previous agreement. First Southwest Company is paid only when SPDC issues debt. The fee structure is based on a per thousand dollar amount of debt issuance. For example, the fee charged on a $500,000 issuance would be $9,000, for a $2.5 million issue, $19,475, for a $5 million issue, $26,350. There is not an hourly fee or retainer charged for any service. SPDC would be responsible for expense items associated with issuance of debt, such as printing, preparation and distribution of the official statement and rating meetings. The Agreement outlines the services to be provided by First Southwest Company. They will coordinate and direct all programs of financing, review SPDC's financial sources to determine debt capacity, and advise of current bond market conditions. They also will recommend the method of sale of debt instruments and coordinate all information associated with the sale. First Southwest also agrees to attend any and all meetings of SPDC as requested at all times when the subject of financing is to be discussed. They will also provide assistance in the development and financing of capital improvements and long range financing plans. Financial Considerations: None required Citizen Input/ Board Review: None required 4PH April 20, 2000 Page 2 Legal Review: Alternatives: Supporting Documents: The attorney has reviewed the contract. Approve, deny or modify contract Financial Advisory Contract Staff Recommendation: Approval of attached Financial Advisory Contract with First Southwest . Company ie 11 FINANCIAL ADVISORY AGREEMENT This Financial Advisory Agreement (the "Agreement') is made and entered into by and between Southlake Park Development Corporation ("Issuer') and First Southwest Company ("FSC") effective as of the date executed by the Issuer as set forth on the signature page hereof. WITNESSETH: WHEREAS, the Issuer will have under consideration from time to time the authorization and issuance of indebtedness in amounts and forms which cannot presently be determined and, in connection with the authorization, sale, issuance and delivery of such indebtedness, Issuer desires to retain an independent financial advisor, and WHEREAS, the Issuer desires to obtain the professional services of FSC to advise the Issuer regarding the issuance and sale of certain evidences of indebtedness or debt obligations that may be authorized and issued or otherwise created or assumed by the Issuer (hereinafter referred to collectively as the "Debt Instruments") from time to time during the period in which this Agreement shall be effective; and WHEREAS, FSC is willing to provide its professional services and its facilities as financial advisor in connection with all programs of financing as may be considered and authorized by Issuer during the period in which this Agreement shall be effective. NOW, THEREFORE, the Issuer and FSC, in consideration of the mutual covenants and agreements herein contained and other good and valuable consideration, do hereby agree as follows: SECTION I DESCRIPTION OF SERVICES Upon the request of an authorized representative of the Issuer, FSC agrees to perform the financial advisory services stated in the following provisions of this Section I; and for having rendered such services, the Issuer agrees to pay to FSC the compensation as provided in Section V hereof. A. Financial Planning. At the direction of Issuer, FSC shall: 1. Survey and Analysis. Conduct a survey of the financial resources of the Issuer to determine the extent of its capacity to authorize, issue and service any Debt Instruments contemplated. This survey will include an analysis of any existing debt structure as compared with the existing and projected sources of revenues which may be pledged to 1 ar3 li secure payment of debt service and, where appropriate, will include a study of the trend of the assessed valuation, taxing power and present and future taxing requirements of the Issuer. In the event revenues of existing or projected facilities operated by the Issuer are to be pledged to repayment of the Debt Instruments then under consideration, the survey will take. into account any outstanding indebtedness payable from the revenues thereof, additional revenues to be available from any proposed rate increases and additional revenues, as projected by consulting engineers employed by the Issuer, resulting from improvements to be financed by the Debt Instruments under consideration. 2. Future Financings. Consider and analyze future financing needs as projected by the Issuer's staff and consulting engineers or other experts, if any, employed by the Issuer. 3. Recommendations for Debt Instruments. On the basis of the information developed by the survey described above, and other information and experience available, submit to the Issuer recommendations regarding the Debt Instruments under consideration, including such elements as the date of issue, interest payment dates, schedule of principal maturities, options of prior payment, security provisions, and such other provisions as may be appropriate in order to make the issue attractive to investors while achieving the objectives of the Issuer. All recommendations will be consistent with the goal of designing the Debt Instruments to be sold on terms which are advantageous to the Issuer, including the lowest r/ interest cost consistent with all other considerations. 4. Market Information. Advise the Issuer of our interpretation of current bond market conditions, other related forthcoming bond issues and general information, with economic data, which might normally be expected to influence interest rates or bidding conditions so that the date of sale of the Debt Instruments may be set at a favorable time. 5. Elections. In the event it is necessary to hold an election to authorize the Debt Inshvments then under consideration, FSC will assist in coordinating the assembly of such data as may be required for the preparation of necessary petitions, orders, resolutions, ordinances, notices and certificates in connection with the election, including assistance in the transmission of such data to a firm of municipal bond attorneys C Bond Counsel') retained by the Issuer. E� Aepq 11 B. Debt Management and Financial Implementation. At the direction of Issuer, FSC shall: 1. Method of Sale. Evaluate the particular financing being contemplated, giving consideration to the complexity, market acceptance, rating, size and structure in order to make a recommendation as to an appropriate method of sale, and: a. If the Debt Instruments are to be sold by an advertised competitive sale, FSC will: (1) Supervise the sale of the Debt Instruments, reserving the right, alone or in conjunction with others, to submit a bid for any Debt Instruments issued under this Agreement which the Issuer advertises for competitive bids; however, in keeping with the provisions of Rule G-23 of the Municipal Securities Rulemaking Board, FSC will request and obtain written consent to bid prior to submitting a bid, in any instance wherein FSC elects to bid, for any installment of such Debt Instruments; (2) Disseminate information to prospective bidders, organize such informational meetings as may be necessary, and facilitate prospective bidders' efforts in making timely submission of proper bids; L AW (3) Assist the staff of the Issuer in coordinating the receipt of bids, the safekeeping of good faith checks and the tabulation and comparison of submitted bids; and (4) Advise the Issuer regarding the best bid and provide advice regarding acceptance or rejection of the bids. b. If the Debt Instruments are to be sold by negotiated sale, FSC will: (1) Recommend for Issuer's final approval and acceptance one or more investment banking firms as managers of an underwriting syndicate for the purpose of negotiating the purchase of the Debt Instruments. (2) Cooperate with and assist any selected managing underwriter and their counsel in connection with their efforts to prepare any Official Statement or Offering Memorandum. FSC will cooperate with and assist the underwriters in the preparation of a bond purchase contract, an 3 so 0 F1 underwriters agreement and other related documents. The costs incurred in such efforts, including the printing of the documents, will be paid in accordance with the terms of the Issuer's agreement with the underwriters, but shall not be or become an obligation of FSC, except to the extent specifically provided otherwise in this Agreement or assumed in writing by FSC. (3) Assist the staff of the Issuer in the safekeeping of any good faith checks, to the extent there are any such, and provide a cost comparison, for both expenses and interest which are suggested by the underwriters, to the then current market. (4) Advise the Issuer as to the fairness of the price offered by the underwriters. 2. Offering Documents. Coordinate the preparation of the notice of sale and bidding instructions, official statement, official bid form and such other documents as may be required and submit all such documents to the Issuer for examination, approval and certification. After such examination, approval and certification, FSC shall provide the ter.► Issuer with a supply of all such documents sufficient to its needs and distribute by mail sets of the same to prospective purchasers of the Debt Instruments. Also, FSC shall provide copies of the final Official Statement to the purchaser of the Debt Instruments in accordance with the Notice of Sale and Bidding Instructions. 3. Credit Ratings. Make recommendations to the Issuer as to the advisability of obtaining a credit rating, or ratings, for the Debt Instruments and, when directed by the Issuer, coordinate the preparation of such information as may be appropriate for submission to the rating agency, or agencies. In those cases where the advisability of personal presentation of information to the rating agency, or agencies, may be indicated, FSC will arrange for such personal presentations, utilizing such composition of representatives from the Issuer as may be finally approved or directed by the Issuer. 4. Trustee, Paying Agent, Registrar. Upon request, counsel with the Issuer in the selection of a Trustee and/or Paying Agent/Registrar for the Debt Instruments, and assist in the negotiation of agreements pertinent to these services and the fees incident thereto. 11 5. Financial Publications. When appropriate, advise financial publications of the forthcoming sale of the Debt Instruments and provide them withall pertinent information. 4 a L U 6. Consultants. After consulting with and receiving directions from the Issuer, arrange for such reports and opinions of recognized independent consultants as may be appropriate for the successful marketing of the Debt Instruments. 7. Auditors. In the event formal verification by an independent auditor of any calculations incident to the Debt Instruments is required, make arrangements for such services. 8. Issuer Meetings. Attend meetings of the governing body of the Issuer, its staff, representatives or committees as requested at all times when FSC may be of assistance or service and the subject of financing is to be discussed. 9. Printing. To the extent authorized by the -Issuer, coordinate all work incident to printing of the offering documents and the Debt Instruments. 10. Bond Counsel. Maintain liaison with Bond Counsel in the preparation of all legal documents pertaining to the authorization, sale and issuance of the Debt Instruments. 11. Changes in Laws. Provide to the Issuer copies of proposed or enacted changes in vow federal and state laws, rules and regulations having, or expected to have, a significant effect on the municipal bond market of which FSC becomes aware in the ordinary course of its business, it being understood that FSC does not and may not act as an attorney for, or provide legal advice or services to, the Issuer. 12. Delivery of Debt Instruments. As soon as a bid for the Debt Instruments is accepted by the Issuer, coordinate the efforts of all concerned to the end that the Debt Instruments may be delivered and paid for as expeditiously as possible and assist the Issuer in the preparation or verification of final closing figures incident to the delivery of the Debt Instruments. 13. Debt Service Schedule; Authorizing Resolution. After the closing of the sale and delivery of the Debt Instruments, deliver to the Issuer a schedule of annual debt service requirements for the Debt Instruments and, in coordination with Bond Counsel, assure that the paying agent/registrar and/or trustee has been provided with a copy of the authorizing ordinance, order or resolution. (A aP7 5 11 r SECTION H OTHER AVAILABLE SERVICES In addition to the services set forth and described in Section I herein above, FSC agrees to make available to Issuer the following services, when so requested by the Issuer and subject to the agreement by Issuer and FSC regarding the compensation, if any, to be paid for such services, it being understood and agreed that the services set forth in this Section II shall require further agreement as to the compensation to be received by FSC for such services: 1. Investment of Funds. From time to time, as an incident to the other services provided hereunder as financial advisor, FSC may purchase such investments as may be directed and authorized by Issuer to be purchased, it being understood that FSC will be compensated in the normal and customary manner for each such transaction. In any instance wherein FSC may become entitled to receive fees or other compensation in any form from a third party with respect to these investment activities on behalf of Issuer, FSC will disclose to Issuer the nature and, to the extent such is known, the amount of any such compensation so that Issuer may consider the information in making its investment decision. It is understood and agreed that FSC is a duly licensed broker/dealer and is affiliated with First Southwest Asset Management, Inc. (" FSAMP), a duly registered investment advisor. Issuer may, from time to time, utilize the broker/dealer and/or f investment advisory services of FSC and/or FSAMI with respect to matters which do not involve or affect 1%W the investment of bond proceeds or the financial advisory services referenced in this Agreement. The terms and conditions of the engagement of FSC and/or FSAMI to provide such services shall not be affected by ® the terms of this Agreement. 2. Exercising Calls and Refunding. Provide advice and assistance with regard to exercising any call and/or refunding of any outstanding Debt Instruments. 3. Capital Improvements Programs. Provide advice and assistance in the development of any capital improvements programs of the Issuer. 4. Long -Range Planning. Provide advice and assistance in the development of other long-range financing plans of the Issuer. 5. Post -Sale Services. Subsequent to the sale and delivery of Debt Instruments, review the transaction and transaction documentation with legal counsel for the Issuer, Bond Counsel, auditors and other experts and consultants retained by the Issuer and assist in developing appropriate responses to legal processes, audit procedures, inquiries, internal reviews and similar matters. (A d00 11 SECTION III TERMINATION This Agreement shall become effective at the date of acceptance by the Issuer set out herein below and may be terminated with or without cause by the Issuer or FSC upon thirty (30) days' written notice to the other party. In the event of such termination, it is understood and agreed that only the amount due to FSC for services provided and expenses incurred to the date of termination will be due and payable. No penalty will be assessed for termination of this Agreement. SECTION IV COMPENSATION AND EXPENSE REMURSEMENT The fees due to FSC for the services set forth and described in Section I of this Agreement with respect to each issuance of Debt Instruments during the term of this Agreement shall be calculated in accordance with the schedule set forth on Appendix A attached hereto. Unless specifically provided otherwise on Appendix A or in a separate written agreement between Issuer and FSC, such fees, together with any other fees as may have been mutually agreed upon and all expenses for which FSC is entitled to reimbursement, shall become due and payable concurrently with the delivery of the Debt Instruments to the purchaser. SECTION V %W MISCELLANEOUS 1. Choice of Law. This Agreement shall be construed and given effect in accordance with the laws of the State of Texas. 2. Binding Effect; Assignment. This Agreement shall be binding upon and inure to the benefit of the Issuer and FSC, their respective successors and assigns; provided however, neither party hereto may assign or transfer any of its rights or obligations hereunder without the prior written consent of the other party. l� f�7 3. Entire Agreement This instrument contains the entire agreement between the parties relating to the rights herein granted and obligations herein assumed. Any oral or written representations or modifications concerning this Agreement shall be of no force or effect except for a subsequent modification in writing signed by all parties hereto. FIRST SOUTHWEST COMPANY By: Hill A. Feinberg, Chairman and Chief Executive Officer By: . James . Sabonis Senr i Vice President SOUTHLAIE PARK DEVELOPMENT CORPORATION By: Title: Date: APPENDIX A The fees due FSC will not exceed those contained in our customary fee schedule as listed below. Base Fee - Any Issue $ 3,000 Plus $12.50 per $1,000 up to 250,000 Plus 11.50 per $1,000 next 250,000 Plus 7.00 per $1,000 next 500,000 Plus 4.65 per $1,000 next 1,500,000 Plus 2.75 per $1,000 next 2,500,000 Plus 2.50 per $1,000 next 5,000,000 Plus 1.95 per $1,000 next 10,000,000 Plus 1.35 per $1,000 next 10,000,000 Plus 1.30 per $1,000 next 20,000,000 Plus 1.25 per $1,000 next 50,000,000 The above charges shall be multiplied by 1.25 times for the completion of an application to a federal or state government agency or for the issuance of revenue bonds or refunding bonds, reflecting the additional services required. The charges for ancillary services, including computer structuring and official statement printing, shall be levied only for those services which are reasonably necessary in completing the transaction and which are reasonable in amount, unless such charges were incurred at the specific direction of the Issuer. ancial advisory services described in Section th re The payment of charges for fin ry S on I of theforegoing going Agreement shall be contingent upon the delivery of bonds and shall be due at the time that bonds are delivered. The payment of charges for services described in Section Hof the foregoing Agreement shall be due and payable in accordance with the mutual agreement therefor between FSC and Issuer. The Issuer shall be responsible for the following expenses, if and when applicable, whether they are charged to the Issuer directly as expenses or charged to the Issuer by FSC as reimbursable expenses: Bond counsel Bond printing Bond ratings Computer structuring Credit enhancement CPA fees for refunding Official statement preparation and printing Paying agent/registrar/trustee Travel expenses Underwriter and underwriters counsel Miscellaneous, including copy, delivery, and phone charges The payment of reimbursable expenses that FSC has assumed on behalf of the Issuer shall NOT be contingent upon the delivery of bonds and shall be due at the time that services are rendered and payable upon receipt of an invoice therefor submitted by FSC. V t � City of Southlake, Texas MEMORANDUM May 17, 2000 TO: Billy Campbell, City Manager FROM: Kevin Hugman, Director of Community Services SUBJECT: Request from Southlake Girls Softball Association for $600 in matching grant funding Action Requested: SPDC consideration .of a request from the Southlake Girls Softball Association (SGSA) for $600 in matching grant funding. Background Information: The Parks and Recreation Board approved a recommendation to SPDC to authorize matching grant funding in the amount of $5,000 to construct two (2) batting cages at Bicentennial Park. SPDC approved $5,000 in matching grant funds to SGSA for the project at their February 22, 1999 meeting. The Parks and Recreation Board approved the location at their December 13, 1999 meeting (8-0), and recommended future lighting of the two (2) SGSA batting cages and the four (4) Southlake Baseball Association (SBA) batting cages at their December 13, 1999 meeting (8-0). SPDC approved an additional $3,366.50 in matching funds for SGSA in FY 1999-2000 to address additional cost requirements to construct the two (2) batting cages at their January 24, 2000 meeting (7-0). SBA has applied for matching grant funding to design and construct lighting improvements at four (4) batting cages in Bicentennial Park, located between fields #8 and #9. SGSA is not prepared to proceed with constructing lights at this time; however, they have submitted an application for matching funds to participate in the design and engineering portion of the lighting improvements for the two (2) batting cages adjacent to field #1. SGSA City / SPDC Component Cost Matching Funds Engineering and Design Construction Costs Total $600 $600 Not Applicable at this time $600 $600 Billy Campbell, City Manager May 17, 2000 Page 2 Approval of funding for this project will allow for the efficient construction of future lighting for the two (2) batting cages, and assures consistency in the engineering plan and design of all of the Bicentennial Park batting cages. Lighting improvements for the two (2) SGSA batting cages are necessary due to the majority of activities being scheduled during the evening hours and will result in an increase in the utilization of the facilities by SGSA. Financial Considerations: SPDC budgeted $100,000 in FY 1999-2000 Capital Improvements Budget for the Community and Matching. Funds Program. Funding has been allocated to the following projects (petitioners are in parentheses): ■ An additional $3,366.50 to construct two (2) batting cages adjacent to Bicentennial Park field #1 (Southlake Girls Softball Association). ■ $35,794 for Chesapeake Park Development (Carter and Burgess / Pulte Homes). 16 An unencumbered balance of $60,839.50 is available for consideration of other projects in FY 1999-2000. This request is for $600; another request for matching funds on the current SPDC agenda is from the Southlake L-W, Baseball Association ($12,200). Citizen Input/ Board Review: The SGSA has approved and submitted a matching funds proposal to proceed with the design and engineering plan for future lighting improvements for -the two (2) batting cages adjacent to Bicentennial Park field #1. The Parks and Recreation Board approved a recommendation (8-0) to SPDC to approve matching grant funding for SGSA in the amount of $600 at their April 10, 2000 meeting. Legal Review: Not Applicable. Alternatives: SPDC approval of matching grant funds to SGSA to develop the design and engineering plan for future lighting improvements for two (2) batting cages adjacent to Bicentennial Park field #1 at varying levels up to $600. it Supporting Documents: Supporting documents include the following items: ■ Project matching funds request form submitted by SGSA, received March 31, 2000. Billy Campbell, City Manager May 17, 2000 Page 3 Staff Recommendation: Place as an item on the May 22, 2000 SPDC agenda to consider the request from SGSA for matching grant funding in the amount of $600 to develop the design and engineering plan for future lighting improvements for the two (2) batting cages adjacent to Bicentennial Park field ##1. &;-3 } PROJECT MATCHING FUNDS REQUEST FORM Project Name: Electrical Engineering Costs for SGSA Batting Cage Lighting Contact Person: Matt Tuggey — Southlake Girls Softball Association Mailing Address: 1361 Cross Timber City: Southlake State: Texas ZIP: 76092 Day Phone: (817) 285-8466 Night Phone: (817) 488-6937 Fax Number: Additional Contact Person: PROJECT DESCRIPTION: Day Phone: Planning and engineering for future lighting of two (2) batting cages currently under construction adjacent to field 1. The Southlake Baseball Association has applied for matching grant funding to light four (4) batting cages currently under construction. SGSA participation with the City and SBA allows for the planning and design to occur for all of the batting cages at Bicentennial Park at one time. Future lighting for these facilities are necessary because many of the Southlake Girls Softball Association's activities are conducted in the evening hours. The addition of the lighting would significantly increase the utilization of the batting cages. The addition of lighting will also help SGSA and the City -in addressing the field shortage problems. Required Start Date: May 23, 2000 Projected Completion Date: July 31, 2000 Projected Cost: $1,200.00 Amount of Funds Requested: $600.00 N.Warks & Rec►eadonlBOARDSIMBOARDIPacket Iteow12000ISGSAMatching.doc t City of Southlake, Texas MEMORANDUM May 17, 2000 TO: Billy Campbell, City Manager FROM: Kevin Hugman, Director of Community Services SUBJECT: Request from the Southlake Baseball Association for $12,200 in matching grant funding Action Requested: SPDC consideration of a request from the Southlake Baseball Association (SBA) for $12,200 in matching grant funding. Background Information: SPDC approved matching grant funding in the amount of $30,000 for various improvements at Bicentennial Park in February 1999. One of the requested items was to construct four (4) batting cages. The Parks and Recreation Board approved the proposed location of six (6) batting cages (four batting cages through matching grant funding with SBA, and two with matching grant funding through the Southlake Girls Softball Association (SGSA)) at their December 13, 1999 meeting on Consent agenda (8-0). During construction of the batting cages, SBA approached the City about lighting the four (4) batting cages constructed through the SBA matching grant from FY 1998-99. The Parks and Recreation Board also recommended future lighting of the facilities at their December 13, 1999 meeting on Consent agenda (8-0). In researching the request, consultants provided City staff with the following preliminary cost estimates: SBA City / SPDC Component Cost Matching Funds Design and Engineering $1,200 $1,200 Construction Costs $11,000 $11,000 Total $129200 $122200 City staff received from SBA the matching grant application in the amount of $12,200 on March 31, 2000. As indicated, construction cost estimates at this time are preliminary. More precise cost estimates will be available once the design and engineering plan is completed. 01 SBA feels that lighting the four (4) batting cages is necessary due to the majority of activities being scheduled during evening hours. Lighting of the batting cages will increase the overall utilization of the facilities. Billy Campbell, City Manager May 17, 2000 Page 2 Financial Considerations: SPDC budgeted $100,000 in FY 1999-2000 Capital Improvements Budget for the Community and Matching Funds Program. Funding has been allocated to the following projects (petitioners are in parentheses): ■ An additional $3,366.50 to construct two (2) batting cages adjacent to Bicentennial Park field #1 (Southlake Girls Softball Association). ■ $35,794 for Chesapeake Park Development (Carter and Burgess / Pulte Homes). An unencumbered balance of $60,839.50 is available for consideration of other projects in FY 1999-2000. This request is for $12,200; another request for matching funds on the current SPDC agenda is from the Southlake Girls Softball Association ($600). Citizen Input/ - Board Review: The SBA Board of Directors has approved and submitted a matching funds proposal to develop the design and engineering plan, and to construct the lighting improvements for the four (4) batting cages located between Bicentennial Park fields #8 and #9. The Parks and Recreation Board approved a recommendation to SPDC (8-0) to approve matching grant funding for SBA in the amount of $12,200 at their April 10, 2000 meeting. Legal Review: Not Applicable. Alternatives: SPDC approval of matching grant funds to SBA to develop the design and engineering plan, and to construct lighting improvements for the four (4) batting cages located between Bicentennial Park fields #8 and #9 at varying levels up to $12,200. Supporting Documents: Supporting documents include the following items: ■ Project matching funds request form submitted by SBA, received March 31, 2000. Staff Recommendation: Place as an item on the May 22, 2000 SPDC agenda to consider the request from SBA for matching grant funding in the amount of $12,200 to develop the design and engineering plan, and to construct lighting improvements for four (4) batting cages located between Bicentennial Park fields #8 and #9. L. - . 6CO-Z' PROJECT MATCRIING FUNDS REQUEST FORM Project Name: Lighting for SBA Batting Cages Contact Person: Jerry Kegley — Southlake Baseball Association Mailing Address: 1113 Travis Court City: Southlake State: Texas ZIP: 76092 Day Phone: (972) 417-8017 Night Phone: (817) 488-7798 Fax Number: (817) 410-9877 Additional Contact Person: Bill Stroope Day Phone: (817) 965-2344 PROJECT DESCRIPTION: Plan, design, and construct lighting for four (4) batting cages currently under construction between fields 8 & 9. Lighting for these facilities are necessary because many of the Southlake Baseball Association's activities are conducted in the evening hours. The addition of the lighting would significantly increase the utilization of the batting cages. Required Start Date: May 23, 2000 Projected Completion Date: November 23, 2000 Projected Cost: $24,400 : Amount of Funds Requested: $12,200 be-3 N. 6-arks & RecreationlBOARDSIMBOA"Wacket ItennI2000ISBAMatching doc SOUTHLAKE PARKS DEVELOPMENT CORPORATION 1/2%SALES TAX REPORT i Actual 1998-99 Budget 1999-00 Actual 1999-00 Estimated (budget-est.) % 1999-00 Diffe_Ce Change October November $155,384 15 ,384 $ 153,170 153 860 $155,259 $155,259 $ 2,089 1.36% December 94,247 154,226 150,165 125,632 150,165 10, 305 7.37% January176 February ry 156, 915 127,185 808 125,632 176,808 (28,594) 49,623 -18.54% March 99, 787 97,318 116,386 109,438 135,803 135,803 19,417 39.02% 16.68% 155, 959 177,185 1 1829 82,799 9 120,289 10,851 9.92% May 128,839 149,391 , 182,799 5,614 3.17% June 124,662 142,443 149,391 - July 173,349 191,081 142,443 August 122,865 138,968 191,081 = September 121,005 137,231 138,968 - 137,231 $1,533,774 $ 1,736,564 $ 1,046,755 $ 1,805,869 $ 69,305 13.22% 17.74% t` t L 7,A) SOUTHLAKE PARK DEVELOPMENT CORPORATION Capital Projects Status Report May 17, 2000 Phase I coanstrucu un 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 #2a 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. Bid #4 with Sprinkle n Sprout, Inc. closed in April 2000 for a total amount of $44, 376. 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. Sierra Contractors completed landscape installation 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. l EntranceRoad'Re" air ,Y4 -1998�-9 Status: Numerous contractors have declined to submit a quote to repair the entrance road. The current condition of the road has deterred to the point of replacement. Other options are being pursued as well as the potential of utilizing the City of Southlake Public Works Department. Phase III Park Trail - FY.1998-99 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. Page 1 ID Task Name Duration 1999 2000 2001 Qtr 4 Qtr 1 Otr 2 Qtr 3 Qtr 4 Qtr 1 Qtr 2 Qtr 3 Qtr 4 Qtr 1 1 Qtr 2 Qtr 3 Otr 4 1 Park Trail 425 days Design 15 days Trail portion south of Oak Hill 15 days ..__ _......_. .._.._. .._.. Site based data collection _120 days Review of design with Master Plan Update 60 days Park Boats and SPDC approval 24 days Advertise 10 days Tabulation and award of contract 5 days Obtain contract documents ... ._ 5days... Construction _. _. 80 days --------------- --------- - ---- --- -, Complete ---J----------` ---'---------- �`A----'----�----- `---- `--- - - ---- ---- ;---- ------i-----------r r-- 5� ----'------------------------ != - --`----- ----'----------`----'-----'---`----------------'----- ---- - - ----------------------------- ---=------ --- ----=---------------- • . - - 2 3 4 5 8 7 8 9 10 Phase II with 7:'PWD`: Gr�rit , Design - Phase II Contract Began: January 3, 2000 Consultant: Cheatham Associates Design Contract: $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. 2000 ID Task Name Duration Dec Jan Feb Mar IApr IMay IJun I Jul IAu S Oct 1 Bob Jones Park Development 360 days Amendment No. 3 360 days 2 3 Conceptual Plan Development 41 days --------- --- Prepare Preliminary Base Plan and Schedule 22 days Parks and Recreation Board Review and Approval 8.55 days -------------- mplete Complete 4 5 6 SPDC Review and Approval 10 days ............ ..... _... .. ........ .. _...._. ... .__... _....._ ...... ......... Construction Plan Development 132 days Prepare Construction Plans (50%) 43 days ; Complete ' ---- r---- L--------L----'--7-J----1--------1----1--__ ; Cem lete p 7 8 9 City Staff Review 40 days Plan Revisions (50%) 9 days TPWD Review of Plans 20 days 95% i ' 10 11 12 .......... ............. ____.. __._ .........._.. ......_ Corps of Engineers Review of Plans 20 days Complete Plans and Specifications and Submit to City 20 days City RerAew/Plan Revisions/Submit to TPWD and COE 40 days ------------------i----J- --- - ---- ; 13 14 Nature Center Planning Status: The facility is in place. i 1 1 1 1 1 1 1 t- 1 1 1 1 1 1 1 1 Noble- Oaks Park w F.Y..2000-01; Status: Koalaty° Park - T.Y. 2000,E Status: Irrigation improvements along the frontage of Village Green and Continental Blvd. as installed by the developer of Countrywalk Estates are being repaired for operation. Implementation of the Continental Blvd. off -road 6-foot walk is near completion. Itoyil and Anif a Smi. h Park Status: 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. . Status: All requirements of the developer's agreement are being addressed. Lighting and playground improvements are near completion. Existing irrigation repairs are progressing. A water fountain and loop trail system is being implemented. "Chesapeake" Parrk -F. <1�99 :2Q00 Consultant: Carter Burgess Inc. Matching Funds Approved: $35,794 Approved by Parks Board: February 14, 2000 Approved by SPDC: February 28, 2000 Status: Staff is awaiting final construction plans and will provide peripheral assistance during construction. Upon completion of the parr 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. "SheltonRroQd" Park F.`YY' Status: None. Page 3 ,3 1 L 1 1 r 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 withdraw City of Southlake participation. Continentaroo evard Tr& l (Wliite Chapel to laav sj Fti r 1998 9 Design - Phase I Contract Completed: November 25,1997 t Consultant: Dunaway Associates, Inc. Status: The trail improvements in association with the Phase I road improvements are nearing completion. The off -road 6' trail is being constructed south of Continental Blvd. from the Country Walk subdivision to N. Peytonville. All construction is anticipated to be completed by June 2000. Too 10 te- 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. Southlal� Baseball Asso�ia�ho� �:, ' 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, including the batting cages, have been completed. The Southlake Baseball Association issued a check to the City specifically for their matching requirement for the batting cages in the amount of $24,197.07 on February 7, 2000. 1 11 U 1 1 1 I i 11 Southlakc Girls*ftball , ciaf on -� 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. The Southlake Girls Softball Association issued a check to the City specifically for their matching requirement for the batting cage project in the amount of $8, 366.50 on :February 7, 2000. 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. Implementation of the northern parking lot is progressing around the relocation of overhead electric poles as required by the Texas Parks and Wildlife Department. Completion of the parking lot is expected within June, 2000. NortheasE Tarrant Tennis Approved by SPDC: September 27,1999 Approved by Park Board: August 9,1999 Status:- SPDC approved $15, 000 at the August meeting to provide items requested by Northeast Tarrant Tennis. NETT has issued a check to the City in the amount of $2, 500 towards their matching requirement. Approved by SPDC: January 16,1998 Approved by Park Board: December 8,1997 Status: 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) Page 5 F-1 Ll L 1 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 'Free 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 tFebruary 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. 1 1 12 13 Maintenance 145days ....... .............. ........... ... ... ... ._. ............. Pruning Trees at Tree Farms 01 and #2 65 days Grant Application for FY 01 49 days Draft Proposal and Resolution 8 days Staff Review 5days Park Board Review and Approval 1 day SPDC Review and Approval 10 days _... ............ _. __...-------------- City Council Approval 6 days .... ..._............. _.. _ ....... ..... ........ Submit Proposal to TFS 19 days Prepare Final Project Repoli 191 days Collect Documentation 58 days Draft Report ' S0 days Staff Review 10 days Complete Report 30 days -----`----`----`--- Submit Grant Report to TFS 10 days - -- - - - - - - - - :---- --------- -- ------ ---- --- ---------^-^------ ----- ----=-------- ---------- ------------ ---- ----`----=-------- - _----= --- ---------- ------ --------------.---- .• , __,., ... • •_•,.;.::.:.:•::•:•: 36% -----.--------- ---- ---- -. - - - ------- --- ® 100% '--------- `------ '--`--- ------ -------------------------------------_---- ; -.----^ ^ ----^-------- - - -- - ------------------ ; ---------=----=------ --.-- ------.---------:---- ; -----------------'--`----------- ---- ---- ; ---- -------------------- ----------- • ---- ---- =----'----`----'--'--`---=------- ----'---- 96% : - =---- --71zi.---- ------23 : -------------------- ---------- -- ------ - -----.------------ - :--.-----•-----:------------ ; --------`----`----`-'--`--- ---- ---- ----.- - 14 15 16 17 18 19 20 21 22 24 25 26 Soccer Practice Fields r F.Y.190, ' Status: All improvements are completed at St. Martin's in -the -Field; four (4) practice areas are available. ' Page 6 r ,)*olio -Usk 1(ll[fiptileUt Status: Available as needed. Si9111, fair• all Parks - Status: Staff is in the process of drafting a signage plan for various locations. 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. 2004;- 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. Delivered $ 1,300.00 Bob Jones Park Water Well Discharge Piping. Complete $ 3,619.70 Bicentennial Park Ballfield Concrete Improvements Page 7 OM01 *UNOFFICIAL MINUTES UNAPPROVED BY THE PARKS AND RECREATION BOARD MEMBERS 1 CITY OF SOUTHLAKE 2 PARKS AND RECREATION BOARD MEETING ' 3 4 May 8, 2000 5 ' 6 MINUTES 7 8 Board Members Present Sherry Berman, Chair; Richard Anderson, Vice -Chair; Cara ' 9 White, Secretary; Mary Georgia; Chris Miltenberger; Lisa Stokdyk, James Glover 10 ' 11 Board Members Absent: Bill Kemp 12 13 ' 14 Staff Members Present: Kevin Hugman, Director of Community Services; Steve Polasek, 15 Deputy Director of Community Services; Ben Henry, Planning and Construction 16 Superintendent; John Eaglen, Administrative Assistant; Meredith Parrish, Administrative ' 17 Secretary, 18 19 ' 20 Regular Session: 21 22 Agenda Item No. 1, Call to order. The meeting was called t6 order by Chair Sherry 23 Berman at 7:OOPM 24 25 Reports: ' 26 27 Agenda Item No, 2.A. Administrative Comments. ' 28 `- 29 Mr. Hugman shared that staff was currently in the process of developing the budget for 30 fiscal year 2000-2001. Mr. Hugman said that once it is completed staff would like to call a ' 31 special meeting to review the budget with the board. Mr. Hugman said the end of May 32 would be an ideal time to do this. 33 ' 34 Ms. Berman asked if more maintenance staff was being considered in the upcoming general 35 fund budget. Mr. Hugman said this would be difficult because of the library staffing needs. 36 Mr. Hugman said that staff is looking into the possibility of adding personnel to the SPDC ' 37 budget. 38 39 Ms. Parrish shared with the board that the Colleyville Community Center would be open for ' 40 a tour either May What 4pm or May 23`d at 4pm if the board was still interested in taking a 41 tour. Ms. Berman said that May 23' worked best for her and asked if the board had any 42 objections to taking the tour on May 23rd. The board agreed to May 23rd for a tour of the 43 Colleyville Community Center. 44 t Regular Meeting May 8 2000 Page I o 7 Parks and Recreation Board Regu g y g f N.•IParks & Recreation IBOARDSIPKBOARDIMINUTES120001050800.doc * *UNOFFICIAL MINUTES * * UNAPPROVED BY THE PARKS AND RECREATION BOARD MEMBERS 1 Ms. Berman made a comment that a citizen had shared with her that she did not receive a 2 Southlake Scene in time to register her child for classes. Ms. Berman asked if there was 3 some way to register earlier. Mr. Hugman said that there is no way to determine when 4 mailings arrive at homes because they are sent bulk mail. 5 6 Consent: 7 Agenda Items 5A and 5B were moved to Consent by board members. 8 Agenda Item 3A Approval of the minutes for April 10, 2000 meeting. 9 Agenda Item 3B Recommendation of park dedication requirements for the Hiram Granberry 10 Addition, Lot 4 9 (Shady Oaks Center). 11 Agenda Item 3C Recommendation of park dedication requirements for the O. W. Knight 12 Survey, Abstract Number 899, Lot 2, Block 61 (Southlake Imaging, LLC). 13 Agenda Item 3D Recommendation to the City Council of Resolution 00-37, authorizing the 14 City to terminate participation with the Statewide Transportation Enhancement Program 15 (STEP) for the Cottonbelt Trail Project by transfer of the outstanding grant balance to the 16 City of Colleyville. 17 Agenda Item 5B Recommendation of park dedication requirements for the J. Whitman 18 Survey, Abstract Number 1593 (Simmons Addition). 19 20 Motion was made to approve all consent items. 21 22 Motion: Glover 23 Second: Miltenberger 24 Ayes: Berman, Anderson, Glover, Stokdyk, Georgia, Miltenberger, White 25 Nayes:0 26 Approved: 7-0 .27 28 The board moved Consider Item SA to Consent. -29 30 Agenda Item 5A Approval of the proposed signage by the Southlake Baseball Association 31 for the batting cages located between Bicentennial Park fields #8 and #9. 32 33 Ms. Berman recognized Mr. Kegley from the Southlake Baseball Association. Mr. Kegley 34 expressed that the previous board for SBA had made the handshake agreement with Park 35 Place Motors regarding the signage. Mr. Kegley said that he felt that if Park Place Motors 36 'were asked to take down their signage or modify it, it may jeopardize the funding that Park 37 Place motors provided to SBA for the batting cages. 38 39 Mr. Glover left at 7.•12. 40 41 Mr. Miltenberger made a motion to allow one sign on the side of the batting cages with the 42 'stipulation that SBA works with City staff to select a smaller, aesthetically pleasing sign. 43 Mr. Hugman asked if the board wanted staff to bring back the proposed sign. Mr. Parks and Recreation Board Regular Meeting May 8, 2000 Page 2 of 7 N.•IParks & Recreation lBOARDSIPKBOARDIMINUTES120001050800.doc 1 L 1 1 rl n n h IN 1 3 4 5 7 8 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28' 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 * *UNOFFICIAL MINUTES * * UNAPPROVED BY THE PARKS AND RECREATION BOARD MEMBERS Miltenberger said that it was fine to just have staff work with SBA in selecting a sign and place to mount it. Motion: Miltenberger Second: Anderson Ayes: Berman, Anderson, White, Georgia, Stokdyk, Miltenberger Nayes: 0 Approved: 6-0 Ms. Berman said that the SPDC report needed to go to SGSA as well because they may be looking for funding for their cages as well. Agenda Item 4 Public Forum. Chair Sherry Berman asked if there were any requests to speak during the Public Forum. No public was present and there were no requests. Public Forum was closed. Discussion: Agenda Item 6A Trail System Mater Plan update. Mr. Hugman said that staff brought this to the Board to give them an update and to get the Board's recommendations before meeting with the SPIN groups. Mr. Hugman said that.the standing committee met last month and was given a presentation by Bud Melton. Mr. Hugman said that this was not a technical discussion. Mr. Hugman said the intent was to have three meetings, covering various sections of the city. One area being north of highway 114, another area being south of 114 and east of White Chapel, and third sector being south of 114 and west of White Chapel. The idea was to talk in general with each sector, but to also get into more specific areas of concern that they may have about their specific area. Mr. Hugman said that tonight's objective was for staff to share with the Park Board about decision points that the Park Board will have to recommend to City Council and then City Council will have to consider. Mr. Hugman said that these were listed in the memo. Mr. Hugman indicated that trail locations may be a key item of consideration. Mr. Hugman said that another decision point that staff sees are trail widths. Mr. Hugman said that staff would make recommendations, but that a decision will have to be made in that area. Mr. Hugman indicated that right of way is another area to consider. Mr. Hugman said that when the board recommended that the trail system master plan to go to eight feet it will impact the right of way, and will give less flexibility in the construction of the trails. Mr. Hugman said that going larger than eight feet that will create a right of way issue. This will also effect cost. Mr. Hugman said that another decision that staff sees are trail system amenities. These things will include trail markings, signage, and rest areas. Mr. Henry presented the Trail System Master plan update. Parks and Recreation Board Regular Meeting May 8, 2000 N.•1Parks & Recreation IBOARDSIPKBOARDIMI7VUTES120001050800.doc Page 3 of 7 * *UNOFFICIAL MINUTES * * UNAPPROVED BY THE PARKS AND RECREATION BOARD MEMBERS 1 Mr. Miltenberger asked how much time was going to be spent asking the public what they are 2 desiring in community trails. Mr. Henry said that the three meeting scheduled for the month of 3 May will be the time when the public can voice their opinion. Mr. Hugman said that since 4 trails are an emotional issue, and with trails having a large impact, the three planned meetings 5 would be the primary time for response from the citizens. Mr. Hugman said that staff is 6 hoping these are the only public meetings that are needed. Mr. Hugman said that the Parks 7 board might want to have a public meeting on this as well. 8 9 Ms. Berman asked how the SPIN meeting went. Mr. Hugman said that it went well and that 10 they asked some general questions, but that mostly it was just an overview. 11 Ms. Georgia asked why had .a meeting been scheduled exclusively for the equestrians. Mr. 12 Hugman said that it was not an exclusive meeting, it was a ptiblic meeting to discuss 13 equestrian issues and to ask specific questions. Mr. Hugman said that it was not with a 14 particular group in mind. Mr. Hugman said that he asked other SPIN members if there were 15 other user groups that might access the trails and if so to please let staff know so that thy may 16 be included in the process. 17 18 Ms. Georgia commented that she thought that the slides should have more recent data than 19 1993 and 1990. Mr. Hugman said that staff would talk to Mr. Melton about getting more 20 recent statistics added to the slide presentation. 21 Mr. Miltenberger said that his biggest concern was that the community would accept the trails 22 in the future as well as present. Mr. Miltenberger said that he felt that the Board should take a 23 pro -active stance on the trails. 24 25 Ms. Berman asked if Mr. Melton was facilitating the public meetings. Mr. Hugman said that 26 Mr. Melton will make the presentation but that City staff is facilitating the meeting. Ms. 27 Berman asked if the diagrams designed by HNTB, which were brought to the meeting will be 28 within budget. Mr. Hugman said that it is believed to be at this point but that they are not sure. 29 30 Mr. Anderson asked Mr. Hugman to explain what he meant by trail width. Mr. Hugman said 31 that specifically, the Park Board has recommended a revision to the trail system master plan, 32 amending the trail widths to eight feet on all sections. Mr. Hugman asked if this is what the 33 board still wants to do. Ms. Berman asked if the trail on Hwy 26 was ten feet. Mr. Hugman 34 said that yes it was. Ms. Stokdyk asked if at 1709 and 114 were currently at eight feet. Mr. 35 Hugman confirmed this. Mr. Hugman said that White Chapel and 1709 are the only trails 36 currently at eight feet. Mr. Hugman said that six feet was chosen because of right of way 37 issues. Ms. Berman asked what Mr. Melton's opinion on this matter was. Mr. Hugman said 38 that Mr. Melton's opinion would be ten feet because this is standard. Mr. Hugman said that 39 staff does not want to advocate ten feet if the Park Board does not want this. Mr. Anderson 40 said that is reasonable to have different widths throughout the City based on the character of 41 the neighborhood and where the trail is leading. Mr. Anderson said that it is reasonable to 42 have wider trails along major thoroughfares. Ms. White said that the ten -foot wide trail is 43 promoted heavily because of safety issues. Mr. Anderson said that his opinion is to keep 44 things flexible and decide trail widths according to where the trail leads and what the 45 character of the neighborhood is. Ms. Berman said that she agreed with Mr. Anderson. Mr. 46 Miltenberger said that he felt that the emotional issues are going to be over the width of the Parks and Recreation Board Regular Meeting May 8, 2000 Page 4 of 7 N.- Parks & Recreation IBOARDSIPKBOARDIMINUTES120001050800.doc * *UNOFFICIAL MINUTES * * UNAPPROVED BY THE PARKS AND RECREATION BOARD MEMBERS 1 trails. Ms. Stokdyk asked if a trail system is going to be in place on Continental. Mr. Hugman 2 said that as part of the road widening process on Continental, there would be trails added. Mr. 3 Hugman said that these trails would be six feet. Ms. Stokdyk expressed concern about trees ' 4 being removed for this process. Mr. Polasek said that very rarely do trees have to be removed 5 for trails. ' 6 7 Ms. Georgia asked if staff felt they would get the needed feedback on these items through the 8 public SPIN meetings. Ms. Georgia said that she did not see width mentioned in the ' 9 presentation or any goals. Ms. Georgia suggested that staff might want to put down specific 10 goals they are looking for from the citizens. Ms. Georgia said that she is still unclear as to 11 what the goals are, other than the presentation made by Mr. Melton. Mr. Miltenberger said ' 12 that in his opinion, anyone that comes to the meeting would give feedback. Ms. White said 13 that she agreed with Mr. Miltenberger. Mr. Hugman said that he felt that the specific issues 14 would come up in the meetings. Mr. Hugman said that there would probably be some more 15 SPIN meetings in the future. 16 17 Ms. Stokdyk said that there will be some more clarification needed as to where trails are going ' 18 to go and where road widening is going to be happening. Mr. Hugman said that there would 19 be some slides with road widths on them. 20 ' 21 Ms. Stokdyk expressed concern with SPDC matching grant programs not fulfilling their 22 obligations; specifically, NETT. Ms. Stokdyk said that there is a six-month window that a 23 group is supposed to get their project funded and started. Mr. Hugman replied that NETT has 24 recently sent out letters soliciting sponsors. They are expected to come forward soon with 25 their matching funds. Ms. White said that the concern is tying up money for indefinite periods 26 of time. Mr. Hugman said that with NETT they have not come forward with any money so no ' 27 money has been spent. Mr. Hugman said that if the group does not do anything this next 28 budget year, than the money could be reallocated. Mr. Polasek said that if a group had funding 29 and wanted matching funds,*it would be appropriate to look at a group who have not met their ' 30 obligations and reconsider the allocation of their matching funds. Ms. Stokdyk said that she 31 did not want to give the impression to groups that it is appropriate to drag their feet on ' 32 33 projects. Mr. Hugman said that the intent originally was to limit groups coming forward; this has not happened yet. 34 ' 35 36 Agenda Item 6B Liaison Reports 37 Youth Parks and Recreation Board -Berman- No report. ' 38 39 Recreation/Special Events-Stokdyk- 40 ' 41 42 A race to benefit local dog rescue groups will be held this Saturday, May 13, 2000 at Oak Grove Park. 43 Movies in the park will begin taking place June ls` and run every Thursday through the end of 44 July. Concert on the hill also starts in June. Summer camp starts June 5`h 45 46 Parks and Recreation Board Regular Meeting May 8, 2000 Page 5 of 7 N.-Parks & Recreation IBOARDSIPKBOARDIMINUTES120001050800.doc * *UNOFFICIAL MINUTES UNAPPROVED BY THE PARKS AND RECREATION BOARD MEMBERS 1 Teen Center -Berman, White- A report is being formed to take to the ad hoch committee. 2 3 4 Youth Sports Association - Miltenberger -No Report 5 6 7 Community Groups/Portal Committee - Stokdyk/White - 8 Bid list is supposed to be opening this month. Mr. Henry said that the bid opening process 9 was extended another two weeks to attract more contractors. Ms. White said that they are 10 anticipating that it is not going to delay the progress of the project. 11 12 13 SPIN-Georgia/White - 14 Ms. White said that a SPIN meeting would be happening on May 11t'. Additional SPIN 15 meeting will be taking place this month to discuss the master trail plan. 16 17 18 SPDC - Berman/White - Due to lack of quorum the last meeting was cancelled and all 19 items were pushed back until the May meeting. 20 21 22 JUC - Glover - 23 Mr. Polasek said that due to lack of a quorum the JUC meeting for this month is cancelled. 24 25 City Council Monthly Report - Mr. Glover is scheduled to present a report to City Council. 26 27 28 Equestrians - Anderson/White - 29 Ms. White said that Charlie Berger is resigning and that no .meeting will be held until a new 30 person is in place. The Historical Society is meeting to see about a grant. They are also 31 looking into the possibility of moving a historical bridge to Denton Creek. The deadline for 32 the grant is June. 33 34 Traffic Management Bond - Georgia/White - No report. 35 36 Agenda Item No. 7, Adjournment. 37 38 The meeting was adjourned by Chair Sherry Berman at 8:40. 39 Motion: Anderson 40 Second: Georgia 41 For: Anderson, White, Georgia, Stokdyk, Miltenberger, Berman, 42 Against: None 43 Approved 6-0 44 Parks and Recreation Board Regular Meeting May 8, 2000 Page 6 of 7 MlParks & Recreation IBOARDSIPKBOARDIMINUTES120001050800.doc 1 L 1 1 1 1 1 1 1 1 1 1 1 1 1 1 E * *UNOFFICIAL MINUTES * * UNAPPROVED BY THE PARKS AND RECREATION BOARD MEMBERS 1 2 Sherry Berman 3 Chair 4 5 6 Cara White 7 Secretary 8 9 10 Parks and Recreation Board Regular Meeting May 8, 2000 N.•1Parks & Recreation TOARDSIPKBOARDIMI7VUTES120001050800.doc Page 7 of 7 tens ••••: �o-nn .w ,rr rwm i�T["{�1 V)SW .,..weu. ewn.uoa i '�I 'SvvrTut�V`r003�1V4N0�'tle', " 00+8Z* -'DjS 01 00+tIt 'DIS jnOXDj )oafoJd wgo,ea.a: u:.rt:er te.:: E 666: © u0 i41)laodsuo.jl jo S 4uaw4.oda4 soxal d_a� zo+15� o,s p 18 a II. as SZ'lLiJ3 �1ti,8Z.sS' / / - •d-50-91+09t 'o 'D iS 00'0Z ' SO.9 Sq °IS M MIV,gZ.6S S 90 °D �I �06'OZ=416ual cn cn 9i'Ol=Iua6uo1 i C ` 00'OSZ=snipo8 ZZ,Lt.tO=DIlao •� I " 0I00 anmo Lt'9Z=4I6u3j ��y I SZ'Cl=aua6uo1 00'OSZ=snipo8 / �95,C0.90=6afao DJ OO anmo Art *S'c9Z=416ual gg•icl=Iua6uol Ll'696Z=snlpo8 .90,90.90=oala0 0;00 anmo ►�L uc N 0 L2,M=416ual N 9L'lL=aua6uo1 + 0o'OSl= srnpoa .00,20.19=01190 w DIDO anmo