2001-03-26City of Southlake, Texas
MEMO RANDUM
March 23, 2001
TO: SPDC Board of Directors
FROM: Kevin Hugman, Director of Community Services
SUBJECT: Board Meeting — Monday, March 26, 2001
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. Aaenda Item No. 5A. Approval of the regular SPDC meeting minutes of January 22
2001. 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 kbushAci.southlake.tx us or by calling her at 481-1420.
4. Agenda Item No. 6A. Recommending City execute Texas Parks and Wildlife grant on
behalf of Southlake Equestrian Association (SEA) for equestrian trail improvements and
reauthorizing $10,000 SPDC matching_grant funding. As you may recall, SEA was
awarded a grant from TPWD for trailhead improvements at Bob Jones Park. In order to
enter into the contract however, TPWD requires the organization, if not a municipality or
governing body, to be registered as a non-profit organization (IRS 501c(3) typically). SEA
is not registered as a non-profit, and has indicated they will be unable to do so in a timely
manner. In order to receive the grant funding, the City can enter into the contract, but this
requires City Council approval. We are asking SPDC to recommend the City execute the
contract on behalf of SEA.
In addition, as per the Project and Community Matching Fund Request Policy, revised
November 1999, "the petitioner must complete the fundraising requirements necessary to
match the requested City funding and have commenced work on the project within six (6)
months of the final approval date." Since the time limit has expired, staff requests SPDC
reauthorize the matching funding previously approved. The funds are still available in the
SPDC budget.
The Parks and Recreation Board recommended approval of these actions (6-0) at their
March 19, 2001 meeting.
SPDC Board of Directors
Board Meeting — Monday, March 26, 2001
Page 2
L
5. Agenda Item No. 6B. Approving SPDC matching grant funk request from Grapevine-
Southlake Soccer Association (GSSA) for soccer goals at Bob Jones Park. As noted in the
packet item cover memo, GSSA has requested $5,000 in SPDC matching grant funds to
purchase additional soccer goals for Bob Jones Park. These goals will be used as needed
when field configuration changes are necessary to accommodate GSSA game needs. Staff
recommends approval of this item.
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11
The Parks and Recreation Board recommended approval (6-0) at their March 19, 2001
meeting.
6. Agenda Item No. 6C. Recommending approval of Joint Utilization Agreement between
Carroll Independent School District and City of Southlake for natatorium. As you know,
funding has been allocated in the SPDC Capital Improvements Plan (CIP) towards the
CISD natatorium. An agreement was drafted delineating the responsibilities and privileges
of CISD and the City in the use and operation of the facility. The agreement was
recommended for approval (5-2) by the JUC at their March 8, 2001 meeting. Since the
agreement involves funding through SPDC, we are bringing this item to you for your
recommendation to City Council. The agreement will be considered by the CISD Board of
Trustees and the City Council. If you have any questions on the agreement, please contact
Community Services Deputy Director Steve Polasek.
7. Agenda Item No. 6D. Resolution No. SPDC 01-01, setting a public hearing on the
Southlake Parks Development Corporation undertaking projects, and authorizing
publication of notice of such public hearing. This is the first step as we prepare to issue
$4,700,000 in SPDC bonds. This issuance is the one that has been planned for in this
fiscal years' CIP. If you have any questions, please contact Finance Director Sharen Elam.
8. Agenda Item No. 7A. Sales tax report. The monthly sales tax report is included in your
packet.
9. Agenda Item No. 7B. Project Status Report. The monthly status report is included in your
packet.
OTHER ITEMS
1. Recreation Center site. The City Council approved on their Consent agenda (7-0),
designating the Timarron/Richards site as the location for the proposed recreation center.
This site will also accommodate the future library, existing Senior Activity Center, pond,
parking, trails, and open space. We are in the process of obtaining a proposal from
Brinkley -Sargent architects. They have extensive experience in designing and constructing
recreation centers, one being the center in Coppell. We will bring a contract to SPDC and
City Council as soon as possible. We are striving to meet a July 31 deadline to apply for a
SPDC Board of Directors
Board Meeting — Monday, March 26, 2001
Page 3
$750,000 Texas Parks and Wildlife indoor recreation grant. We believe it is achievable,
although it will be a tight timeline.
2. Also included in your packet:
• Park Board unapproved minutes from March 19, 2001 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 481-1527.
KH
STAFF CONTACT INFORMATION:
Sharen Elam, Director of Finance, 481-1713
Kevin Hugman, Director of Community Services, 481-1527
Steve Polasek, Deputy Director of Community Services, 481-1543
Ben Henry, Park Planning and Construction Superintendent, 481-1584
Chris Carpenter, Senior Parks Planner, 481-1585
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City of Southlake, Texas
MEMORANDUM
March 21, 2001
TO: Kevin Hugman, Director of Community Services
FROM: Ben Henry, Park Planning and Construction Superintendent
SUBJECT: Recommend execution of the Texas Parks and Wildlife grant on behalf of
Southlake Equestrian Association (SEA) for equestrian trail improvements, and
approve the reauthorization of $10,000 in SPDC matching grant funding.
Action Requested: SPDC recommendation to execute the Texas Parks and Wildlife grant on
behalf of Southlake Equestrian Association (SEA) for equestrian trail
improvements, and approval to reauthorization of $10,000 in SPDC matching
grant funding.
Background
Information: SEA was awarded a grant for $6,317.00 through the Texas Parks and
Wildlife (TPWD) National Recreational Trails Fund Program on August 26,
1999. SEA requested and was awarded conditional SPDC matching funds of
$10,000 on September 27, 1999. SEA intends to raise the remaining
$3,683.00 through individual donations and fund-raising events.
The following projects are proposed to compliment the equestrian facilities at
Bob Jones Park:
■ General trail repair
■ Benches
■ Hitching posts and corrals
■ Horse watering facilities
■ Trail signage
SEA has not been able to enter into the required contract with TPWD since
they are not a 501(c)(3)-status organization. A municipality can execute the
contract, however that implies a liability on the City by transferring
responsibility for execution and financial match from SEA to the City. As
such, this transfer requires SPDC and City Council approval.
Financial
Considerations: SPDC budgeted $100,000 in FY 1999-2000 for matching funds. Funding has
been allocated to the following projects (Community Groups who applied are
in parentheses):
■ $30,000 to the Adventure Alley Pavilions (Southlake Community
Playgrounds, Inc.).
�-A-\
Kevin Hugman, Director of Community Services
March 21, 2001
Page 2
• $30,000 for various improvements to the Bicentennial Park baseball
facilities (Southlake Baseball Association).
• $5,000 for the construction softball batting cages at Bicentennial Park
(Southlake Girls Softball Association).
■ $15,000 for various improvements at the Southlake Tennis Center
(Northeast Tarrant Tennis).
■ $10,000 for equestrian improvements at Bob Jones Park (SEA).
Citizen Input/
Board Review: Resolution No. 99-32, supporting the SEA grant application and the
establishment of equestrian trails at Lake Grapevine, was approved by the
City Council at their May 18, 1999 meeting (7-0).
On June 7, 1999, SEA presented the project proposals to the Parks and
Recreation Board. No Board opposition was made during the discussion.
The Parks and Recreation Board recommended to SPDC the approval of
matching grant funding in the amount of $6, 317, and approval of additional
matching grant funding in the amount of $3,683 once SEA raises this
amount, at their September 13, 1999 meeting (8-0).
The Parks and Recreation Board recommended the execution of the Texas
Parks and Wildlife grant on behalf of Southlake Equestrian Association
(SEA) for equestrian trail improvements, and reauthorization of $10,000 in
SPDC matching grant funding, at their March 19, 2001 meeting (6-0).
Legal Review: Legal comments to the project agreement are pending.
Alternatives: Reject the award of grant by the Texas Parks and Wildlife Department.
Supporting
Documents: Supporting documents include the following items:
■ Project Matching Funds Request Form.
• Letter of Notification of Award for $6,317.00 in grant funding from
Texas Parks and Wildlife (TPWD) through the National Recreational
Trails Fund Program, dated August 26, 1999.
Staff
Recommendation: SPDC recommendation for City of Southlake to execute the Texas Parks and
Wildlife grant on behalf of Southlake Equestrian Association (SEA) for
equestrian trail improvements.
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City of Southlake, Texas
i Proposed Start Date: 1011/99 Projected Completion Date: 10/1/00
Projected Cost: S29,000.00 Amount of Funds Requested: S10,000.00
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August 26. 1999
Ms. Cara White
Southlake Equestrian Association
4475 Homestead Dr.
Southlake, TX 76262
Dear Ms. White:
I am pleased to inform you that today the Texas Parks and Wildlife Commission
awarded National Recreational Trail funds and your Bob Jones Park Trailhead project
was selected to receive partial grant funding of $6,317. Our advisory board
recommended that the round pens should not be funded with trail funds and were
deleted form the project.
MARK E WATSON. JA. We have begun environmental and historical resource reviews of the awarded projects.
SAN Ahr*NO The Historical Commission reviews the project for potential impacts to known
":�; archeology sites and our Resource Protection staff looks for potential natural resource
Fr. Weary impacts. These reviews should be completed within two months. After these reviews
are completed and assuming there are no resource issues to be resolved, 1 will make
An Ow{w SA•.1VY
o..=L.�, arrangements to meet with you and view the trail site and proposed work to be
accomplished with the grant funds. At this time, you will receive copies of our billing
procedures and a project agreement to execute.
Because your project is located on federal property t still need a letter from the Corps
of Engineers that approves you putting this project on their property. Please furnish
h) ,,,r„ matr• and this as soon as possible.
,wmar,% '!„• .ralw,a!
,,.,-r, t,r,•,.", ,.•..,,,.r,,, No construction may begin before these clearances are completed. I Iowcver, if you
art building a new trail segment and need to flag tin route and/or have anything more
+,/nvn,.•:r oi�W•.•,t Jean a quick resource assessment (archeological testing, plant survey etc.), we can sign
=n,! /f,�=vr .;. a� rn,.•;..� a project agreement that will allow costs incurred for this work to count toward the
grant project.
Please feel free to contact me at (512) 389-4737 if you have any questions.
Congratulations for submitting such a worthy proposal.
Sincerely,
.1
Andrew Goldbloom
Program :Manager
♦,IT 7e1,5'yt.41.91
City of Southlake, Texas
MEMORANDUM
March 22, 2001
TO: Kevin Hugman, Director of Community Services
FROM: Steve Polasek, Deputy Director of Community Services
SUBJECT: Matching funds request from Grapevine Southlake Soccer Association for
additional soccer goals for Bob Jones Park
Action Requested: SPDC approval of request from the Grapevine Southlake Soccer Association
(GSSA) for matching grant funding in the amount of $5,000 for additional
soccer goals for use at Bob Jones Park.
Background
Information: The Grapevine Southlake Soccer Association has submitted a rrradditional
t to the
City for consideration of matching funds for the purchase of
sets of soccer goals for use at Bob Jones Park. The proposed soccer goals
are estimated to cost $10,000 and would provide flexibility in the scheduling
of games for various age groups and allow the site to host future
tournaments. The estimated order and installation time for the soccer goals is
forty-five days.
Financial
Considerations: Acceptance of this proposal would commit the City to fund the purchase of
soccer goals for a cost of up to $5,000 as part of the FY2000/01 SPDC
Matching Funds Program. The approved SPDC Matching Funds budget is
$100,000. Matching funds in the amount of $66,250 have been allocated to
date for other projects, leaving an unencumbered balance of $33,750.
Citizen Input/
Board Review: The Parks and Recreation Board recommended approval on consent agenda
(6-0) at their March 19, 2001 meeting. The Grapevine Southlake Soccer
Association Board approved applying for the SPDC Matching Funds Grant at
their March 5, 2001 meeting.
Legal Review: Not Applicable.
Alternatives: SPDC discussion and consideration may result in various project alternatives.
Supporting
Documents: Supporting documents include the following items:
■ SPDC Matching Funds request form
Kevin Hugman, Director of Community Services
March 22, 2001
Page 2
Staff
Recommendation: SPDC approval of matching grant funding for the purchase of additional
soccer goals for use at Bob Jones Park for an amount not to exceed $5,000.
�-6 - Z
City of Southlake, Texas
MEMORANDUM
March 22, 2001
TO: Kevin Hugman, Director of Community Services
FROM: Steve Polasek, Deputy Director of Community Services
SUBJECT: Interlocal Agreement for Carroll Independent School District Natatorium
Action Requested: SPDC consideration of the proposed Interlocal Agreement for Carroll
Independent School District (CISD) Natatorium.
Background
Information: The CISD is currently under construction of the natatorium. The natatorium
will be used by the District to provide both educational and athletic
programs. It will also afford an opportunity for the City and District to offer
community based programming such as open swim, learn -to -swim, and water
aerobics, to name a few.
City and District staff met on several occasions throughout the last year to
develop and review a proposed interlocal agreement for the CISD
Natatorium. The agreement was developed by CISD and City staff
approximately one year ago and has been reviewed and discussed at the Joint
Utilization Committee (JUC) meetings on numerous occasions during that
time. The proposed draft interlocal agreement includes information defining
the following key items:
■ Commitment of City funding through SPDC in the amount of $1.25
million.
■ Allows for revenue generated through donations, sponsorships, etc., to be
split evenly with each entity receiving 50% up through the first $1.2
million received.
■ Allocates all revenue generated by the natatorium to the CISD.
■ Lists the CISD as being responsible for the operations and maintenance of
the natatorium.
■ Establishes a minimum of 68 hours per week for operations.
■ Gives priority use of the natatorium for (1) CISD programs, followed by
(2) CISD and City community programs, (3) lease or rental to private
groups, (4) and specialized training for City personnel.
city of SoutniaKe, i exas
PROJECT MATCHING FUNDS REQUEST FORM
Project Name: Soccer Goals for Bob Jones Park
Contact Person: Peter Gaal (GSSA Southlake Fields Commissioner)
Mailing Address: 223 Timber Lake Wi
City:
Southlake State: TX ZIP: 76092
Night Phone:
Fax Number:
Day Phone: 817-424-1471
Additional Contact Person: Kim Pannell Day Phone: 817-410-9950
PROJECT DESCRIPTION:
The Grapevine/Southlake Soccer Association (GSSA) provides organized, youth, recreational soccer
within Grapevine and Southlake Game fields are located in both cities Within Southlake, Bob Jones
Park is the area allotted for soccer play. The vision of GSSA is to have Bob Jones Park become the
premier soccer complex within Southlake to service the needs of the soccer playing community of the
City.
This matching funds request is to purchase f ve (5) sets of goals and nets for use at Bob Jones [three (3)
sets of U11+ adult -sized goals and nets and two (2) sets of U10 goals and nets]. The GSSA is prepared to
pay our portion of the matching grant
The purchase of these goals will allow the GSSA in conjunction with the City to:
A) Provide adult -sized game fields at Bob Jones where none currently exist This begins the
process to provide a facility with sufficient fields to accommodate league and tournament play.
The fields also allow the City to pursue the creation of an adult recreation league
B) Expand the availability of U10 game fields beyond the current two (2) fields to provide a facility
with sufficient fields to accommodate league and tournament play.
L) Grow the facility to accommodate the growth of soccer in Southlake Soccer participation
grows yearly with the population increase of the city.
D) Provide convertibility of fields based on the needs of each season. To accomplish this, goals
must be portable and a sufficient number of goals must be on hand to allow for conversion of
fields based on the needs of the season or tournament play.
E) Compete with surrounding cities to host North Texas soccer tournaments with the additional,
larger game fields at one location. This would provide an economic and prestige benefit to the
city.
F) Decouple the reliance on Grapevine fields for league and tournament play. For example,
currently three (3) game fields at Oak Grove in Grapevine are unusable due to the high water
level of Grapevine Lake. Only one of these fields can currently be duplicated at Bob Jones
Upon purchase of the goals and the subsequent partitioning of game fields, Bob Jones Park will move a
step closer to becoming a complete soccer complex
Proposed Start Date: 4/1S/0l Projected Completion Date: S/1S/01
Projected Cost: S10,000 Amount of Funds Requested: S5,000
City of Southlake, Texas
MEMORANDUM
March 22, 2001
TO: Kevin Hugman, Director of Community Services
FROM: Steve Polasek, Deputy Director of Community Services
SUBJECT: Interlocal Agreement for Carroll Independent School District Natatorium
Action Requested: SPDC consideration of the proposed Interlocal Agreement for Carroll
Independent School District (CISD) Natatorium.
Background
Information: The CISD is currently under construction of the natatorium. The natatorium
will be used by the District to provide both educational and athletic
programs. It will also afford an opportunity for the City and District to offer
community based programming such as open swim, learn -to -swim, and water
aerobics, to name a few.
City and District staff met on several occasions throughout the last year to
develop and review a proposed interlocal agreement for the CISD
Natatorium. The agreement was developed by CISD and City staff
approximately one year ago and has been reviewed and discussed at the Joint
Utilization Committee (JUC) meetings on numerous occasions during that
time. The proposed draft interlocal agreement includes information defining
the following key items:
■ Commitment of City funding through SPDC in the amount of $1.25
million.
■ Allows for revenue generated through donations, sponsorships, etc., to be
split evenly with each entity receiving 50% up through the first $1.2
million received.
■ Allocates all revenue generated by the natatorium to the CISD.
■ Lists the CISD as being responsible for the operations and maintenance of
the natatorium.
■ Establishes a minimum of 68 hours per week for operations.
■ Gives priority use of the natatorium for (1) CISD programs, followed by
(2) CISD and City community programs, (3) lease or rental to private
groups, (4) and specialized training for City personnel.
UC-'-\
Kevin Hugman, Director of Community Services
March 22, 2001
Page 2
■ Establishes an Aquatics Commission consisting of City and CISD staff to
identify and implement educational and recreational programming.
■ Establishes that 50 % of the annual operating hours of the facility shall be
dedicated to the full or partial use of the natatorium for community based
aquatics programming.
■ The term of the agreement is for 15 years, and automatically renews for
additional 5 year periods. The agreement may only be terminated if
mutually agreed upon by both parties.
Financial
Considerations: The City has currently obligated $1.25 million in SPDC funding towards the
construction of the natatorium ($500,000 in FY-2000/01, $500,000 in FY-
2001/02, and $250,000 in FY-2002/03).
The agreement would further reiterate the CISD's obligation to make a good
faith effort to seek grant funding and donations. The intent is to reduce
and/or reimburse a portion of the City's contribution up to an amount not to
exceed $600,000, with the City and the CISD each receiving fifty percent of
the first $1.2 million received. Also, all revenue generated through the use
of the natatorium would belong to the CISD and used to offset maintenance
and operational costs of the facility.
Citizen Input/
Board Review: This item was approved by the Joint Utilization Committee by a vote of 5-2
(Carlucci and Harold against) at their March 8, 2001 meeting.
Legal Review: The document follows the same general format as the existing interlocal
agreement for joint use. The City Attorney is presently reviewing the
proposed Agreement.
Alternatives: Input towards the proposed Agreement as desired.
Supporting
Documents: Supporting documents include the following:
■ Draft Interlocal Agreement for Carroll Independent School District
Natatorium.
Staff
Recommendation: Place as an item on the March 26, 2001 SPDC agenda to consider the
Interlocal Agreement for the Carroll Independent School District Natatorium.
INTERLOCAL AGREEMENT FOR
CARROLL INDEPENDENT SCHOOL DISTRICT NATATORIUM
STATE OF TEXAS §
COUNTY OF TARRANT §
This Agreement is made by and between the City of Southlake, a home rule municipality,
acting herein by and through its duly authorized City Council, referred to as the "City," and the
Carroll Independent School District, a special purpose unit of government organized and acting under
the laws of the State of Texas, acting herein by and through its duly authorized Board of Trustees,
hereinafter referred to as the "CISD", for documenting the joint -use of the District natatorium located
on the District campus on Southlake Boulevard.
WITNESSETH:
WHEREAS, both the City and the CISD have determined the need for providing aquatic
opportunities for the students and residents of the community; and
WHEREAS, voters of the CISD approved a $5.5 million bond sale to build a natatorium for
providing aquatic opportunities for the students of the CISD; and
WHEREAS, the CISD will construct, maintain, and operate a natatorium facility; and
WHEREAS, the City, through the Southlake Parks Development Corporation, has
committed to allocating up to $1,250,000 towards the construction of the natatorium facility; and
WHEREAS, both the City and the CISD acknowledge that joint use of the natatorium
facility can benefit both entities, recognizing that school purposes and the educational and athletic
needs of children are the highest priority; and
WHEREAS, the CISD, through its Board of Trustees, desires to cooperate with the City,
through its City Council, in the joint use of the natatorium facility for the enjoyment and benefit of
all citizens.
NOW, THEREFORE, for and in consideration of the mutual premises herein contained, the
mutual benefits flowing to both the City and the CISD and other good and valuable consideration
recited herein, the receipt and sufficiency of which is hereby acknowledged, the City and the CISD
do hereby contract, covenant, warrant and agree as follows:
M AContracta\Natatorium2000. doc
L c -3
March 8, 2001
I. ADMINISTRATION
The CISD Superintendent or his or her designee and the City Manager or his or her designee
shall be responsible for implementing and administering the policies and procedures as set forth in this
Agreement.
H. FUNDING
The City shall allocate a total amount not to exceed $1,250,000 towards the construction of
the natatorium facility. Funding in the amount of $500,000 shall be payable in the City's fiscal year
2000/01, $500,000 payable in the City's fiscal year 2001/02, and $250,000 payable in the City's fiscal
year 2002/03. The CISD agrees to make a good faith effort to seek grant funding and donations with
the intent of reducing and/or reimbursing a portion of the City's contribution up to an amount not to
exceed $600,000, with the City and the CISD each receiving fifty percent of the first $1.2 million
received.
All revenue generated from the use of the natatorium facility, whether it be through
community programs, open swim, facility reservations, or any other functions, shall belong to the
CISD and used to offset the maintenance and operational costs of the facility.
M. OPERATIONS
The CISD shall be responsible for the daily operations of the natatorium facility. The CISD
shall hire a natatorium facility director who will be responsible for the daily operations, maintenance,
and programming of the facility.
The natatorium shall operate a minimum of six days per week, Monday through Saturday,
excluding CISD holidays where the facility may be closed. Estimated hours of operations shall be
a minimum of sixty-eight (68) hours per week, excluding CISD holidays where the facility may be
closed.
The natatorium shall have a portable multi -purpose, accessible ramp in place and in good
working condition at all times during regular operations with the exception of swim and diving meets,
special events, or other miscellaneous activities which may require the temporary removal of the
ramp.
M:\Contracts\Natatorium2000.doc
IV. FACILITY USAGE
2 L_L-
March 8, 2001
The City and the CISD agree that priority use of the natatorium facility shall be given to the
educational and athletic programs of the CISD. Community based aquatics programming such as
open swim, learn -to -swim, water aerobics, or other public programs shall be given the next highest
priority, followed by the lease or rental of the facility to other groups, agencies, entities, or the public,
and specialized emergency training for City personnel. In regards to the aforementioned priorities,
the City and the CISD recognize the need to balance the CISD and community use of the natatorium
facility.
V. SCHEDULING
The City and CISD agree to create an Aquatics Commission in order to establish a schedule
of community based programs. The Commission shall meet two times per year or on an as needed
basis. Their responsibilities shall be to identify the educational and recreational programming needs
of the community, and the implementation of such programs.
The Commission will consist of three (3) voting representatives from the City to include the
Director of Community Services or his/her designee, the Recreation Supervisor, and an additional
Recreation staff member, and four (4) voting representatives from the CISD to include the Executive
Director for Athletics, the Natatorium Facility Director, the Assistant Superintendent of
Administrative Services, and an additional CISD staff member.
The City and the CISD agree that a minimum of fifty percent of the annual operating hours
of the facility shall be dedicated to full or partial use of the natatorium facility for community based
aquatics programming. The City shall work with the CISD to coordinate the advertisement and sign-
up of community based aquatic programs.
VI. MAINTENANCE AND OPERATING COSTS
The CISD shall be responsible for all maintenance and operating costs associated with the
natatorium including but not limited to personnel costs, utilities, general maintenance, and upkeep.
VH. INDEMNIFICATION
With respect to the CISD Property, the City does hereby agree, insofar as permitted by law,
to hold harmless the CISD from any claims, damages, injuries, lawsuits, or causes of action arising
out of or in any way connected with the use of the CISD Property for a City activity during the time
the City is conducting the activity on the CISD Property. The liability insurance policy carried by the
CISD and by the City, shall name the other party as an additional insured with respect to joint use
facilities, to the extent as permitted by law.
M:\Contracts\Natatorium2000.doc
March 8, 2001
VM. TERM
The term of this Agreement shall be for a period of fifteen (15) years beginning from the date
of execution of this Agreement. This Agreement shall be automatically extended for additional five
(5) year periods. This Agreement may only be terminated if mutually agreed upon by the governing
bodies of the City and the CISD.
If the term of any addenda attached hereto remains in full force and effect past the termination
date of this agreement, then this agreement shall also remain in full force and effect until expiration
or termination of the addenda.
This Agreement and any exhibits shall be reviewed by both parties on an as needed basis and
may be amended if agreed upon by both parties.
IX. ENCUMBRANCES
Neither party to this Agreement shall, without first obtaining written consent of the other
party, assign, pledge, or in any way encumber this Agreement, in whole or in part, or sublet the CISD
Property or any part thereof.
X. CLAIMS
Nothing in this Agreement shall change or affect the duties, responsibilities, liabilities or
immunities provided to the parties under the Texas Tort Claims Act, Sections 101.001 et seq., of the
Texas Civil Practice and Remedies Code.
XI. ADDITIONAL AGREEMENTS
This Agreement contains all of the agreements made by and between the parties hereto
regarding the joint use of the CISD natatorium and no additional agreements or understandings shall
be applicable to the use of CISD natatorium unless first agreed to, in writing, by the parties.
XH. VENUE
This Agreement and all of its terms and provisions, as well as the rights and duties of the
parties hereto, shall be governed by the laws of the State of Texas. In the event that a lawsuit is filed
by either party arising out of the terms and provisions of this Agreement, venue for the lawsuit shall
be in Tarrant County, Texas.
XIH. AUTHORIZATION
The undersigned officers of the parties are the properly authorized officials and have the
necessary authority to execute this Agreement on behalf of the parties. Each party hereto certifies
M:\Contracts\Nat,torium2000.doc
4
( c. -
March 8, 2001
to the other that any necessary resolutions or orders extending said authority have been duly passed
and are now in full force and effect.
CITY OF SOUTHLAKE (CITY)
By:
Rick Stacy, Mayor
Date:
ATTEST:
Sandra LeGrand, City Secretary
M:\Contracts\Natatorium2000.doc
5
CARROLL INDEPENDENT SCHOOL
DISTRICT (CISD)
By:
Robert Glover, President
Board of Trustees
Date:
ATTEST:
Steve C. Harold, Secretary
Board of Trustees
March 8, 2001
City of Southlake, Texas
MEMORANDUM
TO: SPDC Board of Directors
FROM: Sharen Elam, Director of Finance, Ext. 1713
SUBJECT: Resolution No. SPDC 01-01
Action Requested: Approval of Resolution No. SPDC 01-01 as initial step to issue certificates of
obligation for capital improvement projects.
Background
Information: Once this Resolution is approved, the City may issue less than that amount, but
cannot exceed it. The Resolution authorizes the publication of a notice in the
newspaper of the City's intent to issue certificates of obligation. The City
would receive funding mid May. The proceeds from the bonds will be used for
park improvements.
Financial
Considerations: This will be repaid through the '/z cent sales tax.
Citizen Input/
Board Review: The Resolution is the first step in issuing certificates of obligation. Public
hearing is scheduled for May 15, 2001 at 5:00.
Legal Review: Ed Esquivel with the law firm Fulbright and Jaworski serves as the City's bond
counsel, and as such has prepared the Resolution.
Alternatives: In the absence of issuing certificates, capital projects would be funded on a
pay-as-you-go basis. Budgets and the timing of projects would be prioritized
based on the amount of revenue projected by fiscal year.
Supporting
Documents: Resolution No SPDC 01-01
Staff
Recommendation: Approval of Resolution No. SPDC 01-01
.i
1oZUdtcL Jlo. 5PM at-o(
A RESOLUTION setting a public hearing on the Southlake Parks Development
Corporation undertaking projects; and approving and authorizing
QW publication of notice of such public hearing.
WHEREAS, the Board of Directors of the Southlake Parks Development Corporation
hereby finds and determines the Corporation should undertake the following projects, to wit: (i)
___(identify projects)_; and
WHEREAS, prior to undertaking such projects, the Board of Directors is required to hold
a public hearing on Corporation's involvement in such projects; now, therefore,
BE IT RESOLVED BY THE BOARD OF DIRECTORS OF THE SOUTHLAKE PARKS
DEVELOPMENT CORPORATION THAT a public hearing on undertaking the following projects,
to wit: (i) —(identify project)_ shall be and is hereby resolved to the held on the 15th day of
May, 2001, during a meeting of the Board of Directors to the held at �Yt _ o'clock P.M. in the
City Council Chambers at the City Hall of Southlake, Texas, and the Secretary
of the Board of Directors is hereby authorized and directed to cause a notice of such public
hearing, substantially in the form and content of ExhibitA hereto attached and incorporated herein
by reference as a part of this resolution for all purposes, to be published in one or more
newspapers having a general circulation in the City of Southlake, Texas with the publication of
such notice to appear in such newspaper at least 60 days prior to the date of said public hearing.
PASSED AND ADOPTED, this March 26, 2001.
ATTEST;
Secretary, Board of Directors
(Corporate Seal)
0151951
�D-4
Southlake Parks Development Corporation
President, Board of Directors
Exhibit A
NOTICE OF PUBLIC HEARING ON PROJECTS
TO BE UNDERTAKEN BY SOUTHLAKE PARK DEVELOPMENT CORPORATION
NOTICE IS HEREBY GIVEN that a public hearing is to be held by the Board of Directors
of the Southlake Park Development Corporation during a meeting to be held at "J.'Oib'clock _.M.
on May 15, 2001 in the City Council Chambers at the City Hall of Southlake, Texas,
Southlake, Texas on the Corporation undertaking the following projects, to wit: (i)__(identify
projects)
@45}9§1e
Secretary, Board of Directors
Southlake Park Development Corporation
�0a-a
SOUTHLAKE PARKS DEVELOPMENT CORPORATION
1/2% SALES TAX REPORT
Actual
Budget
1999-00
2000-01
October
$155,259
$168,404
November
150,165
162,810
December
125,632
136,241
January
176,808
191,776
February
135,803
147,228
March
120,289
130,448
April
182,799
198,169
May
148,210
160,812
June
150,396
163,210
July
190,883
206,959
August
153,898
167,005
September
151,760
164,608
$ 1,841,902 $ 1,997,670 $
Actual
Estimated
(budget-est.)
%
2000-01
2000-01
Difference
Change
$196,516
$196,516
$28,112
16.69%
161,845
161,845
(965)
-0.69%
162,616
162,616
26,375
17.10%
259,882
259,882
68,106
53.55%
151,056
151,056
3,828
3.29%
130,448
-
0.00%
198,169
-
0.00%
160,812
-
0.00%
163,210
-
0.00%
206,959
-
0.00%
167,005
-
0.00%
164,608
-
0.00%
Estimated sales tax collections as a % compared to FY 1999-2000
931,915 $ 2,123,126 $ 125,456
15.27%
r7A-i
SOUTHLAKE PARK DEVELOPMENT CORPORATION
fir► Capital Projects Status Report
March 20, 2001
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 Parr pending completion of the revised Bicentennial Park Master
Development Plan.
-��• ..G;1r9u&.9t,tx ciuits wccc oe reviewea and addressed following the completion
of the Bicentennial Park Master Development Plan currently being developed by
Shrickel, Rollins and Associates.
Design - Phase II Contract Began• Janua 3 2000
Consultant: Cheatham Associates Design Contract: $178,752.00
Status: The site plan was presented and reviewed by SPIN #1, the Parks and
Recreation Board, and SPDC and City Council. The Texas Parks and Wildlife
Department and the U.S. Army Corp of Engineers have approved completed plans.
Construction has progressed very well despite above average precipitation. The pond is
estimated to be complete within two weeks. Improvements will become visible for the
pond pavilion / boardwalk, amphitheater, and restroom facility.
Status: Recommended improvements developed by the architectural design firm of
Schutts Magee Associates, Inc. will be presented to Park Board for approval in April.
Primary utilities will be installed as part of Bob Jones construction.
Page 1
Status: Termination of all agreements is complete.
Design - Phase II Contract Completed:
Consultant: Dunaway Associates, Inc.
Status: The designed 6-foot pathway is scheduled to begin within available areas
not affected by road improvements.
Status: Park Board approved the Timarron/Richards location. With City
Council approval, city staff will seek an architectural proposal.
Approved by SPDC:
Status: Proposed shade structures around the baseball backstops of fields #4, #S, #6,
#7, 98, #9, and #10 will be prepared for bid with SPDC approval. Installation could be
expected within the month of June, 2001.
Approved by SPDC: September 27,1999 /
Approved by Park Board: September 13,1999 / March 19, 2001
Status: SPDC approved $10, 000 at the September 1999 meeting to install various
items requested by the Southlake Equestrian Association. Completion of the northern
parking lot is pending dry conditions.
Page 3
IM
14
Complete
$ 2,817.85
Complete
$ 3,000.00
Complete
$14,604.00
Complete
$ 499.00
Complete
$ 459.00
Complete
$ 1,300.00
Complete
$ 1,657.50
Complete
$ 3,619.70
Complete
$ 1,000.00
Complete
$ 6,000.00
Complete
$ 3,356.83
Total $37,228.87
Bicentennial Park Erosion Control.
Tree Transplanting at Bob Jones Park.
Bicentennial Park Phase II Wrought Iron Fencing.
Tennis Center Pro -Shop Window Tinting.
Tennis Center Signage.
Bob Jones Park Water Well Discharge Piping.
Bicentennial Park Pond Aeration Electric
Bicentennial Park Ballfield Concrete Improvements
Senior Tree Farm Capital Items.
Bicentennial Park Bermuda Hydro -mulch.
Bicentennial Park Baseball Security Lighting
In Progress
$ 1,500.00
Bicentennial Park Trinity Well Repairs
In Progress
$ 7,200.00
Tree Transplanting
Complete
$ 3,486.00
Bicentennial Park Ballfield Irrigation #4, #5, and #10
Complete
$ 1,500.00
Lonesome Dove Park Grubbing and Clearing
In Progress
$ 5,000.00
Bob Jones Roll -off Dumpsters
Complete
$ 1,600.00
Lonesome Dove Park Furniture
Complete
$ 5,000.00
Chesapeake Water Well Upgrade
Total $25,286.00
Page 5
LIM
SOUTHLAKE PARK DEVELOPMENT CORPORATION
Capital Projects Status Report
March 20, 2001
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.
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.
Design - Phase II Contract Began: Ja11 nuary 3, 2000
Consultant: Cheatham Associates Design Contract: $178,752.00
Status: The site plan was presented and reviewed by SPIN #1, the Parks and
Recreation Board, and SPDC and City Council. The Texas Parks and Wildlife
Department and the U.S. Army Corp of Engineers have approved completed plans.
Construction has progressed very well despite above average precipitation. The pond is
estimated to be complete within two weeks. Improvements will become visible for the
pond pavilion / boardwalk, amphitheater, and restroom facility.
Status: Recommended improvements developed by the architectural design firm of
Schutts Magee Associates, Inc. will be presented to Park Board for approval in April.
Primary utilities will be installed as part of Bob Jones construction.
Page 1
Status: The perimeter 8-foot pathway is included in
widening of South Carroll Ave. A concept plan for the,
resident and architect Scott Martin, was presented to the P
the September, 2000 meeting. No direction was given
improvements at this time.
Status: All requested improvements are complete.
Status: SPDC approved $50,000 for planning and
improvements in FY 1999-2000. The conceptual park plan
Parks, Recreation, and Open Space Master Plan update.
construction plans for the
c developed by Southlake
and Recreation Board at
d no funding exists for
!truction of initial park
be addressed within the
Status: All requirements of the developer's agreement are addressed. Pavilion
lighting, irrigation and playground improvements are complete. SPIN and the Park and
Recreation Board have accepted the loop walk improvements. Construction contracts
have been awarded with completion anticipated this spring.
.... _.......
Consultant: Carter Burgess Inc. Matching Fun(
Approved by Parks Board: February 14, 2000
Approved by SPDC: February 28, 2000
Status: Minor earthwork remains. Trail implementa,
irrigation improvements to follow. Staff is providing p
construction. Upon completion of the park, the developer
approved items for reimbursement. Staff will coordinate the
the shade and ornamental trees in the park.
Status: None.
Page 2
Approved: $35,794
began in early July with
ieral assistance during
submit invoices for the
^urement and planting of
0
Status: Termination of -all agreements is complete.
Design - Phase II Contract Completed:
Consultant: Dunaway Associates, Inc.
Status: The designed 6-foot pathway is scheduled to begin within available areas
not affected by road improvements.
Status: Park Board approved the Timarron/ Richards location. With City
Council approval, city staff will seek an architectural proposal.
Approved by SPDC:
Status: Proposed shade structures around the baseball backstops of fields #4, #S, #6,
#7, #8, #9, and #10 will be prepared for bid with SPDC approval. Installation could be
expected within the month of June, 2001.
Approved by SPDC: September 27, 1999 /
Approved by Park Board: September 13,1999 / March 19, 2001
Status: SPDC approved $10, 000 at the September 1999 meeting to install various
items requested by the Southlake Equestrian Association. Completion of the northern
parking lot is pending dry conditions.
Page 3
Approved by SPDC: September 27,1999
Approved by Park Board: August 9,1999
Status: NETT has issued a check to the City in the amount of $2,500 towards their
matching requirement. Funds have been used to purchase var'ous 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
this fall.
Approved by SPDC:
Approved by Park Board:
Status: All project requirements are completed. The T as Forest Service grant money
assisted in the planting of five hundred and twenty-eight (528) 1 rees at Senior Tree Farms #1
and #2, utilizing five hundred and eighty-three (583) volunteer ours.
Approved by City Council: June 15,1999
Approved by Park Board: June 7,1999
Status: The Texas Forest Service Grant of $8, 600 ($4
$4, 300 Required Match or in -kind services) began on October
has been established as an extension to Tree Farm #2 located
hundred (400) saplings (Lacebark Elm, Cedar Elm, Shuma
February 12, 2000.
Status: Available as
Status: Available as
Page 4
300 Grant Award with a
1, 1999. The third phase
at 275 Shady Oaks. Four
d Oak) were planted on
u
KI
4
Complete
$ 2,817.85
Complete
$ 3,000.00
Complete
$14,604.00
Complete
$ 499.00
Complete
$ 459.00
Complete
$ 1,300.00
Complete
$ 1,657.50
Complete
$ 3,619.70
Complete
$ 1,000.00
Complete
$ 6,000.00
Complete
$ 3,356.83
Total $37,228.87
Bicentennial Park Erosion Control.
Tree Transplanting at Bob Jones Parka
Bicentennial Park Phase II Wrought Iron Fencing.
Tennis Center Pro -Shop Window Tinting.
Tennis Center Signage.
Bob Jones Park Water Well Discharge Piping.
Bicentennial Park Pond Aeration Electric
Bicentennial Park Ballfield Concrete Improvements
Senior Tree Farm Capital Items.
Bicentennial Park Bermuda Hydro -mulch.
Bicentennial Park Baseball Security Lighting
In Progress
$ 1,500.00
Bicentennial Park Trinity Well Repairs
In Progress
$ 7,200.00
Tree Transplanting
Complete
$ 3,486.00
Bicentennial Park Ballfield Irrigation #4, #5, and #10
Complete
$ 1,500.00
Lonesome Dove Park Grubbing and Clearing
In Progress
$ 5,000.00
Bob Jones Roll -off Dumpsters
Complete
$ 1,600.00
Lonesome Dove Park Furniture
Complete
$ 5,000.00
Chesapeake Water Well Upgrade
Total $25,286.00
(W Page 5