2000-11-16 SPDC PacketMEMORANDUM
November 9, 2000
TO: SPDC Board of Directors
' FROM: Kevin Hugman, Director of Community Services
7
1
IN
SUBJECT: Board Meeting — Thursday, November 16, 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 October 23,
2000. If you have corrections to the meeting minutes, please let Secretary to the City
Manager Kim Bush know in advance or make it part of the motion for consideration. Kim
can be reached via e-mail, at kbush@cityofsouthlake.com or by calling her at 481-5581,
extension 702.
4. Agenda Item No. 6A. Reject all bids received for Bob Jones Park improvements. The bids
received on this project were significantly above the budgeted amount. The engineer's
estimate on the base project was approximately $2.4 million, however, the low bid_xeceived
was for $3,606,080. This bid included some deductive alternates that we hoped we could
include within the total project budget, but these alternates were only approximately $200,000,
still leaving us about $1 million above budget. In our preliminary review, we have found that
the significant overages (other than the alternates) were in the areas of paving, earthwork and
electrical. We will be prepared to discuss these with you at your meeting, but we are working
-towards reducing the scope of improvements -and re -bidding the project as quickly as possible.
As such, we ask that the Board reject all bids and direct staff to re -advertise with an amended
project scope.
5. Agenda Item No. 7A. Sales tax report. The monthly sales tax re ort is included in our
gY P Y
packet.
6. Agenda Item No. 7B. Project Status Report. The monthly status report is included in your
packet.
SPDC Board of Directors
Board Meeting - Thursday, November 16, 2000
Page 2 of 2
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.
KH
tSTAFF 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
1
SOUTHLAKE PARKS DEVELOPMENT CORPORATION MEETING
October 23, 2000
MINUTES
kw
Board Members Present: President Ronnie Kendall; Members: Sherry Berman, Gary Fawks, Rex
Potter, Rick Stacy, and Cara White.
Board Members Absent: Tad Stephens and Cara White
Staff Present: Director of Community Services Kevin Hugman and Secretary to the City Manager
Kim Bush.
Agenda Item No. 1, Call to order.
The meeting was called to order by President Kendall at 6:00 p.m.
Agenda Item No. 2, Executive Session.
No executive session was necessary.
Agenda Item No. 4. Public Forum.
There were not comments from the audience during public forum.
40r CONSENT AGENDA.
Item No. 5A. Approval of the minutes for the regular SPDC meeting of Sept. 25, 2000.
President Kendall informed the Board that she requested the minutes be changed on page 2 to clarify
that the Board agreed that funds to operate a recreation center would likely require a combination of
money from SPDC, the general fund, and user fees.
Motion was made to approve the minutes for the SPDC meeting of Sept. 25, 2000 as amended.
Motion: Potter
Second: Fawks
Ayes: Berman, Fawks, Kendall, Potter, Stacy
Nays: none
Approved: 5-0
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.
Director Hugman commented that this amendment would provide design and engineering services for
the projects moved up (at the September 25 SPDC meeting) in the CIP relating to Bob Jones Park.
He explained that Cheatham and Associates has 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. He
UNOFFICIAL MINUTES OF SPDC MEETING OCTOBER 23, 2000, PAGE 1 OF 2
D
stated that 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.
President Kendall asked staff whether or not the Park Board had approved the master plan for the
additional improvements. Director Hugman confirmed that the Park Board did approve.
Motion was made to approve item No. 5B, authorizing amendment No. 4 with Cheatham and Assoc.
for architectural and engineering services relating to additional improvements at Bob Jones Park.
Motion: Berman
Second: Potter
Ayes: Berman, Fawks, Kendall, Potter, Stacy
Nays: none
Approved: 5-0
Agenda Item No. 7A. Discussion: SPDC meetings for November and December 2000.
Director Hugman explained that due to holidays and the planned move to Town Hall, the Board might
need to consider an alternate date for the meeting in November. He also commented that staff would
recommend no meeting in December.
The Board agreed that they would be able to meet in November on the regularly scheduled date and
agreed that the December meeting should be canceled.
Agenda Item Nos. 7B and 7C. Discussion: Sales Tax and Project Status Reports.
lar There were no concerns from the Board on these items.
Agenda Item No. 8. Adjournment.
Motion was made and carried to adjourn the meeting at 6:10 p.m.
President Ronnie Kendall
ATTEST:
Kim Bush
Executive Secretary
UNOFFICIAL MINUTES OF SPDC MEETING OCTOBER 23, 2000, PAGE 2 OF 2
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SOUTHLAKE PARKS DEVELOPMENT CORPORATION
�r
1/2% SALES TAX REPORT
Actual Budget Actual Estimated (budget-est.) %
1999-00 2000-01 2000-01 2000-01 Difference Change
October $155,259 $168,404 $196,516 $196,516 $28,112 18.29%
November 150,165 162,810 162,810 0.00%
December 125,632 136,241 136,241 - 0.00%
January 176,808 191,776 191,776 - 0.00%
February 135,803 147,228 147,228 0.00%
March 120,289 130,448 130,448 - 0.00%
April 182,799 198,169 198,169 - 0.00%
May 148,210 160,812 160,812 0.00%
June 150,396 163,210 163,210 - 0.00%
July 190,883 206,959 206,959 - 0.00%
August 153,898 167,005 167,005 0.00%
September 151,760 164,608 164,608 - 0.00%
$ 1,841,902 $ 1,997,670 $ 196,516 $ 2,025,782 $ 28,112
*w 9.98%
SOUTHLAKE PARK DEVELOPMENT CORPORATION
Capital Projects Status Report
November 10, 2000
BICENTENNIAL IIARK
Entrance Road Repair-F.Y. 1998-99
Status: Numerous contractors have declined to submit a quote to repair the
entrance road. Road repairs will be considered with the next phase of improvements to
Bicentennial Park pending completion of the revised Bicentennial Park Master
Development Plan.
-Phase III
' Park Trail-F.Y. 1998-99
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.
law
Phase II with TPWD>Grant-
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
t 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 occurred November 8, 2000 with all proposals well over
the budgeted amount. Staff will recommend the rejection of all bids to restructure the
project for a second bid opening on December 12, 2000.
Nature Center Planning-
Status: City Staff 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 Jones construction.
Page 1
76,
/
Noble Oaks Park-F.Y.2000-01
' Status: A concept plan developed by Southlake resident and architect Scott
Martin, was presented and reviewed by the Parks and Recreation Board at the
September, 2000 meeting.
Koalaty Park F.Y.2000-01
Status: All requested improvements are complete.
Royal and Annie Smith Park-F.Y. 1999-00
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.
Lonesome Dove Park-F.Y. 1998-99
Status: All requirements 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.
"Chesapeake"Park-F.Y. 1999-2000
Consultant: Carter Burgess Inc. Matching Funds Approved: $35,794
Approved by Parks Board: February 14,2000
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.
"Sheltonwood"Park F.Y.
Status: None.
4 Page 2
LINEAR PARKS ANI) TIZAILS
tISTEA n Gra t-Cattoitielt Trail-F.Y. 1997-98
' Status: The City of Colleyville and Grapevine have an opportunity to build the
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. Formal action by
TxDOT is anticipated this week
Continental Boulevard Trail(White Chapel to Davis) F.Y. 1998-99
Design-Phase I Contract Completed:
Consultant: Dunaway Associates,Inc.
Status: All designed improvements are complete.
Recreation Center-
Status: Staff has begun the process of selecting an architect to design the planned
are recreation center and expects to take a recommendation to the Park and Recreation
Board in December, 2000. A site for the recreation center is still to be determined.
Southlake Baseball Association
Southlake Girls Softball Association—
Southlake Equestrian Association-
Approved by SPDC: September 27, 1999
Approved by Park Board: September 13, 1999
Status: SPDC approved$10,000 at the September meeting to install various items
requested by the Southlake Equestrian Association. Implementation of the northern
parking lot is nearing completion.
Page 3
Northeast 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. Funds have been used to purchase various
components including trash receptacles, tables, chairs, watercooler stands, etc.
Senior Tree Farm#1
' 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.
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 41 and#2, utilizing five hundred and eighty-three (583)
volunteer hours.
Senior Tree Farm#3
Approved by City Council: June 15, 1999
Approved by Park Board: June 7, 1999
Status: The Texas Forest Service Grant of$8,600 ($4,300 Grant Award with a
$4,300 Required Match or in-kind services) began on October 1, 1999. The third phase
has been established as an extension to Tree Farm #2 located at 275 Shady Oaks. Four
hundred (400) saplings (Lacebark Elm, Cedar Elm, Shumard Oak) were planted on
February 12, 2000. Building Inspector John Lesinski has donated an additional three
hundred(300) saplings that are being stored in containers at the Shady Oaks site; these
saplings are planned to be planted in conjunction with the fourth phase of the project
next fall. Pruning at Tree Farm #1 and routine maintenance at all three (3)phases has
begun.
Page 4
MEO-31
Joint-Use Equipment-
Status: Available as needed. Funding has been used to replace carpet 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.
[Signage for all Parks -
Status: Staff has installed Bicentennial Park signage.
SPECIAL PROKCTS
2000
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 H Wrought Iron Fencing.
r 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.
t
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