2000-10-23City of Southlake, Texas
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MEMORANDUM
October 19, 2000
TO: SPDC Board of Directors
FROM: Kevin Hugman, Director of Community Services
SUBJECT: Board Meeting -- Monday, October 23, 2000
1. Agenda Item No. 2. Executive Session. We have no items at this time to discuss with you.
2. 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.
3. Agenda Item No. 5A. Approval of the minutes for the regular SPDC meeting on September
25, 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@cityqfsouthlake.com or by calling her at 481-5581,
extension 702.
4. Agenda Item No. 5B . Authorize Amendment No. 4 with Cheatham and Associates for
architectural and engineering services relating to additional improvements at Bob Jones Park.
As noted in the packet item cover memo, this amendment would be to provide design and
engineering services for the projects moved up in the SPDC CIP relating to Bob Jones Park.
Those items are the restroom/concession building #2, water well and pump house #2, and
water features for ponds#1 and #2. The estimated costs for these projects include the design
fees, and these fees were included in our estimates for the total Bob Jones project. The
current amendment with Cheatham and Associates only included the items that we planned in
FY 1999 and FY 2001, but did not include the items planned for 2002 and 2003.
As noted, the bulk of the fees are for the design of restroom/concession building #2, and it
will be designed to allow only the restroom portion to be built now, and the concession
portion to be added on at a later date if desired. Staff recommends approval of this
amendment to allow design to continue and these improvements constructed with the package
that is currently out for bid.
SPDC Board of Directors
Board Meeting -Monday, October 23, 2000
Page 2 of 2
5 . Agenda Item No . 7A . �,,, g SPDC meetings for November and December 2000. We are planning
to have the bid for Bob Jones Park ready to award by mid -November. Due to the holidays,
moving to Town Hall, etc., the City Council has cancelled their second November meeting
and the second December meeting. SPDC is scheduled to meet in November on the Monday
following the Thanksgiving weekend, and in December on Christmas Day. As such, we
probably want to cancel the December meeting entirely, and meet once in November (after
mid -month) to allow SPDC to consider approval of the Bob Jones Park bid award. This item
is intended for discussion with the Board on a preferred date if it is desired to meet in
November other than the regular scheduled date.
6. Agenda Item No. 7B. Sales tax report. The monthly sales tax report is included in your
packet.
7. Agenda Item No. 7C. Project Status Report. The monthly status report is included in your
packet.
Other Items included in your packet:
Draft Park Board minutes from October 9, 2000 Parks and Recreation Board meeting.
SPDC CIP for FY 2001-2003, approved by City Council at their October 17 meeting.
We appreciate your commitment and service to the City. If you have any questions regarding the
agenda or materials, please feel free to contact me at 481-5581, extension 757.
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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
Chris Carpenter, Senior Parks Planner, ext. 866
E`
PROPOSED SPDC Capital Improvements Plan (CIP) 2001-2003
Budgeted
a1�
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9
Existinas g
"9
Existing�
..
V
FY 1999/00
FY 2000/01
FY 2001/02
Forward Balance
$945,000
$2,290,000
Interest earnings
$125,000
$175,000
$125,000
Oper Fund Transfer
$500,000
$400,000
$400,000
Grant Proceeds
$250,000
$250,000
Senior Lien Debt
$4,400,000
Proceeds
$5,225,000
$525,000
Available Funds
$3,842,000
$6,170,000
$2,815,000
dimatching Funds
$100,000
oint Use
$20,000
Special Projects
$50,000
mith Park
$50,000
ontinenta/ Trails *
$320,000
railhead Improvements *
$16,000
apping Wells
$20,000
leachers *
$11,000
ame Field Lighting *
$200,000
Naty- Center Imprvments
7r4q...,nage
irls Softball Complex
Bob Jones Development
RR Building ($300,000)
Well & Aeration ($150,000)
Natatorium
een Center Survey *
$10,000
een Center Construction
$300,000
Land Acquisition
$1,800,000
ec Center Planning
ec Center Construction
EW ITEMS
ob Jones Bleachers
Bic. Park Volleyball Improv.
aseball Warm-up Area
oncession Stand A/C units
roject Expenditures
$2,897,000
Reserve (6%)
otal Proceeds Less
$946,000
T ommitments
*Bold/italic -- projects underway
SPDC-CIP 2001-03.xls
$20,000
$50,000
$100,000
$10,000
$900,000
$1,800,000
$500,000
$500,000
$3,880,000
$2,290,000
$500,000
$500,000
$1,500,000
$2,500,000
$315,000
Existing
FY 2002/03
$315,000
$175,000
$400,000
$5,500,000
$6,075,000
$6,390,000
$500,000
$250,000
$4,000,000
$4,760,000
$1,640,000
10/19/00
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City of Southlake, Texas
MEMORANDUM
October 18, 2000
TO: Kevin Hugman, Director of Community Services
FROM: Steve Polasek, Deputy Director of Community Services
SUBJECT: Authorize Amendment No. 4 with Cheatham and Associates for architectural
and engineering services relating to additional improvements at Bob Jones Park
Action Requested: Authorize Amendment No. 4 with Cheatham and Associates for architectural
and engineering services relating to additional improvements at Bob Jones
Park.
Background
Information: At their September 25, 2000 meeting SPDC approved the fiscal year 2000-01
Capital Improvements Plan which included an additional $450,000 for
improvements at Bob Jones Park. The added funding is intended to provide
for design and construction of a second restroom facility to be located near
the practice ball fields, a second well and well pump house for the proposed
south ponds, water aeration features, and corresponding electrical.
Cheatham and Associates have submitted a proposal to do the additional
design and engineering at a cost of $30,000, approximately 7% based on a
construction budget of $420,000. The bulk of the design fees, approximately
$25,000, is for architectural fees relating to the restroom building and the
pump house building. While the complete restroom/concession structure will
be designed, it will be done in such a manner as to allow only the restroom
portion to be constructed presently, with the second phase to be completed at
a later date.
The proposed improvements were not included as design elements under
work performed by Cheatham and Associates in Amendment No. 3.
Amendment No. 3 was structured based on a flat fee of 9.8% for
engineering, design and surveying services as they related to the previously
approved construction budget of $1, 800,000 for fiscal year 2001. That
amendment amount was $178,752.
Financial
Considerations: Additional funding in the amount of $450,000 for improvements at Bob Jones
Park was approved as part of the 2000/01 CIP by SPDC at their September
25, 2000 meeting and by the City Council at their October 17, 2000 meeting.
This amount includes the necessary design and engineering fees.
Citizen Input/
Board Review: A presentation outlining the current and proposed development of Bob Jones
Park was given to the Parks and Recreation Board at their February 14, 2000
J 6— 1
Kevin Hugman, Director of Community Services
October 18, 2000
EPage Two
meeting and to the SPDC at their February 28, 2000 meeting. Staff has also
%W met with the area homeowners and equestrian users to seek their feedback.
Legal Review: Amendment No. 4 for design and engineering services will be in accordance
with the existing agreement (Amendment No. 3) as reviewed and approved
by the City Attorney.
Alternatives: Input on the proposed agreement.
u rtin S ppo g
Documents: Supporting documents include the following items:
■ Copy of Amendment No. 4 to Proposal for Engineering Services
Regarding Proposed Improvements at Bob Jones Park.
Staff
Recommendation: SPDC approval of Amendment No. 4 to proposal for engineering services
regarding proposed improvements at Bob Jones Park.
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CHEATHAM
AND
ASSOCIATES
October 17, 2000
Mr. Steve Polasek
Deputy Director of Community Services
City of Southlake
400 North White Chapel
Southlake, Texas 76092
Re: Amendment No. 4 to Proposal
for Engineering Services
Regarding Proposed Improvements at
Bob Jones Park
Cheatham and Associates is pleased to submit to the City of Southlake this amendment to our
original proposal for professional services, dated March 17, 1997.
As you are aware, we have been requested to include a second restroom facility into this phase of
the park improvements. In addition, the second well, well pump house, water features and electrical
were added.
`' W Therefore, we propose that the additional items listed above be designed in accordance with our
existing agreement, for an additional fee of $30,000.00
If this amendment to our proposal meets with your approval, please indicate by signing in the space
provided below. Please do not hesitate to call should you have any questions. The opportunity to
be of service to you and the City of Southlake is greatly appreciated.
Respectfully,
Eddie Cheatham, P.E.
F:\WORD\PROPOSAL\SOUTHLAK\BJP-Amcnd4.wpd
Authorization to Proceed:
Accepted this day of
By:
Title:
01111111
ENGINEERS • PLANNERS • SURVEYORS
A Subsidiary Firm of Southwest Planning and Design, Inc.
1601 E. Lamar Blvd. • Suite 200 • Arlington, Texas 76011
817/548-0696 • Metro 288 —
Fax 817/265-8532
City of Southlake, Texas
MEMORANDUM
October 19, 2000
TO: Billy Campbell, City Manager
FROM: Kevin Hugman, Director of Community Services
SUBJECT: SPDC November and December meetings
Action Requested: Discussion by SPDC regarding the November and December SPDC
meetings due to holidays, move to Town Hall, etc.
Background
Information: SPDC meetings are scheduled for the fourth Tuesday of each month.
The regular scheduled meeting for November would be Monday,
November 27, which is the Monday following the Thanksgiving holiday.
The regular scheduled meeting for December is Monday, December 25,
Christmas Day holiday.
Staff will be prepared to bring forward to SPDC the bid award for Bob
Jones Park after November 8. It is critical to our timeline to begin
construction on this project as soon as possible. Due to cancellation of
the second City Council meeting in November and December, staff
desires to bring the bid award to City Council at their December 5
meeting, if there is not another City Council meeting scheduled prior to
that one.
As such, if SPDC desires to move the November 27 meeting, we
recommend that you meet on one of the following dates to consider the
award of bid for Bob Jones Park (and probably also a couple of other
smaller contracts/bids to consider at this meeting):
Thursday, November 16
Monday, November 20
Monday, December 4
Staff also recommends that the December meeting be cancelled instead
of rescheduled. We believe we can wait until the regular scheduled
meeting on Monday, January 22, 2001 for other projects. Due to the
planned move to Town Hall in December, this will also alleviate any
problems caused by the move.
Financial
Considerations: None.
70009—
Billy Campbell, City Manager
October 18, 2000
Page 2
Citizen Input/
Board Review:
Legal Review:
Alternatives:
Supporting
Documents:
Staff
Recommendation:
on
N/A
N/A
As may be discussed by SPDC.
None
Discussion by SPDC on November and December meeting schedule.
/ /-7
SOUTHLAKE PARKS DEVELOPMENT CORPORATION
1/2% SALES TAX REPORT
Actual
Budget
Actual
Estimated
(budget-est.)
%
1998-99
1999-00
1999-00
1999-00
Difference
Change
October
$155,384
$ 153,710
$155,259
$155,259
$ 1,549
1.01%
November
103,444
139,860
150,165
150,165
10,305
7.37%
December
94,247
154,226
125,632
125,632
(28,594)
-18.54%
January
156,915
127,185
176,808
176,808
49,623
39.02%
February
99,787
116,386
135,803
135,803
19,417
16.68%
March
97,318
109,438
120,289
120,289
10,851
9.92%
April
155,959
177,185
182,799
182,799
5,614
3.17%
May
128,839
149,391
148,210
148,210
(1,181)
-0.79%
June
124,662
142,443
150,396
150,396
7,953
5.58%
July
173,349
191,081
190,883
190,883
(198)
-0.10%
August
122,865
138,968
153,898
153,898
14,930
10.74%
September
121,005
137,231
151,760
151,760
14,529
10.59%
$1,533,774 $ 1,737,104 $ 1,841,902 $ 1,841,902 $ 104,798
13.26%
716
20.09%
SOUTHLAKE PARK DEVELOPMENT CORPORATION
Capital Projects Status Report
October 18, 2000
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Status: Numerous contractors have declined to submit a quote to repair rho
entrance road. Road repairs will be considered with the next phase of improvements to
Bicentennial Parr pending completion of the revised Bicentennial Park Master
Development Plan.
Status: Remaining trails will be reviewed and addressed following the completion
of the Bicentennial Park Master Development Plan currently being developed by
Shrickel, Rollins and Associates.
vesign - rtiase 11 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 and City Council. Completed plans have been submitted to
the Texas Parks and Wildlife Department and the U.S. Army Corp of Engineers for
comments. Project bid opening has been acknowledged by TPWD and is scheduled for
November 8, 2000.
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Status: City Staff j`'met onsite with the architectural design firm of Schutts Magee
Associates, Inc. A proposal to develop specifications for improvements is anticipated this
month. Utilities will be installed as part of Bob ,tones construction.
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Noble:0aks Park ,F.Y 2000-01x,.
Status: A concept plan developed by Southlake resident and architect Scot
Martin, was presented and reviewed by the Parks and Recreation Board at the
September, 2000 meeting.
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Status: All reauested improvements are complete.
a a as t, +. +r•sy,a s0 "a --z
m Status: SPDC approved $50, 000 for planning and construction, of initial par,
improvements in FY 1999-2000. The conceptual park plan will be addressed within the
Parks, Recreation, and Open Space Master Plan update.
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Status: All reauirements of the developer's agreement are addressed. Pavilion
lighting, irrigation and playground improvements are complete. The loop walk
improvements has been presented and accepted by SPIN and the Park and Recreation
Board Construction plans will be finalized by staff for bid of project near December,
2000.
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Consultant: Carter Burgess Inc. MatchinLy Funds Annroved: 535.794
Approved by Parks Board: February 14, 2000 v
Approved by SPDC: February 28, 2000
Status: Minor earthwork remains. Trail implementation began in early July with
irrigation improvements to follow. Staff is providing 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.
Status: None.
Page 2
ISTEA Grant Cottonbelt Txaa ;F.Y 1997 98
Status: The Citv of Collevville and Grapevine have an nnnnrtunity to huild rho
trail more efficiently with approved funding in the year 2005. An agreement to transfer
DART right-of-way obligations to the City of Grapevine is complete. A request has been
submitted to TxDOT to withdraw City of Southlake participation. Approval has been
delayed to allow further TxDOT discussion of the transfer of funding to the City of
Colleyville.
Design - Phase 1 Contract Completed:
Consultant: Dunaway Associates, Inc.
Status: All designed improvements are complete.
`� ��'F rr s 'dgaz �"i'�'� ,1 'v,'`3�' gY •B�%' 4 ` 3 a
Status: Staff has begun the process of selecting an architect to design the planned
recreation center and expects to take a recommendation to the Park and Recreation
Board in December, 2000. A site for OW recreation center is still to be determined.
Approved by SPDC: September 27,1999
Approved by Park Board: September 13,1999
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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 nearing completion.
Noki east_Tarrant Tennis
Approved by SYDC: 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. Funds have been used to purchase various
components including trash receptacles, tables, chairs, watercooler stands, etc.
Approved by SPDC: January 16,1998
Approved by Park Board: December 8,1997
Status: Many of the trees will be planted in Chesapeake Park this fall.
Approved by aYDC:
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 offive hundred and twenty-eight
(528) trees at Senior Tree Farms #1 and #2, utilizing five hundred and eighty-three (583)
volunteer hours.
' 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
1 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.
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Status: Available as needed. Funding has been used to replace carnet at the CIS
gymnasium building and to refinish and repaint the Carroll Middle School joint -use gym
floor. Both facilities are heavily utilized for City programs.
.Status: Staf j`'has installed Bicentennial Park siArcage.
Complete
$ 2,817.85
Bicentennial Park Erosion Control.
Complete
$ 3,000.00
Tree Transplanting at Bob Jones Park.
Complete
$14,604.00
Bicentennial Park Phase II Wrought Iron Fencing.
Complete
$ 499.00
Tennis Center Pro -Shop Window Tinting.
Complete
$ 459.00
Tennis Center Signage.
Complete
$ 1,300.00
Bob Jones Park Water Well Discharge Piping.
Complete
$ 1,657.50
Bicentennial Park Pond Aeration Electric
Complete
$ 3,619.70
Bicentennial Park Ballfield Concrete Improvements
Complete
$ 1,000.00
Senior Tree Farm Capital Items.
Complete
$ 6,000.00
Bicentennial Park Bermuda Hydro -mulch.
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