2000-11-16MEMORANDUM
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
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SOUTHLAKE PARKS DEVELOPMENT CORPORATION MEETING
October 23, 2000
MINUTES
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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
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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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