2001-01-02City of Southlake, Texas
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MEMORANDUM
December 29, 2000
TO: SPDC Board of Directors
FROM: Kevin Hugman, Director of Community Services
SUBJECT: Board Meeting - Tuesday, January 2, 2001
Thank you for your flexibility and patience in accommodating us with these special meetings
necessary to move the Bob Jones construction project along quickly.
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. 3A. Award of bid to Botanical Technologies for Bob Jones Park
improvements. As you recall, the initial bids received on this project in November were
significantly above the budgeted amount. Consequently, staff requested SPDC reject all bids
and allow staff to reduce the scope of the project to bring it within the budgeted amount. We
discussed proposed reductions with SPDC at the November 16 meeting. One alternate
discussed was removal of the concrete header along the edge of pavement for the loop road.
SPDC members noted that this should be left in the project if possible.
Bids were opened on Thursday, December 28, 2000. The lowest bid received, from Botanical
Technologies, was in the amount of $2,529,041.23. The budget allocates $2,403,748 for the '
components of this phase, therefore, staff recommends that the reserve contingency
appropriated in the FY 2000/01 CIP ($190,760), be used to make up the difference between
the low bid and budgeted funds.
The add alternate for a concrete header is $32,850, which if added to the base bid, would
result in an award of $2,561,891.23, requiring funds from the reserve contingency of
$158,143. Although the concrete header would improve the road edge durability and
appearance, it would be possible to add this header at a later date if more funds are available
in the future, or if added into another phase of park construction.
4. Agenda Item No. 3B. Award of bid to Marpave, Inc. for Lonesome Dove Park sidewalk
construction. Award of this bid will allow for the addition of a six-foot wide sidewalk/trail
SPDC Board of Directors
Board Meeting - Tuesday, January 2, 2001
Page 2of2
around the perimeter of Lonesome Dove Park. This was a major component of the planned
improvements budgeted for in the SPDC CIP. The sidewalk/trail has been requested by a
majority of the residents in the neighborhood who use this park. As noted in the memo,
construction of the sidewalk and the board walk (also requested by the neighborhood) will
expend the remaining available funding for improvements at this time to Lonesome Dove
Park. Staff has also identified other needed improvements such as a drinking fountain,
benches, additional irrigation and trees, parking lot striping and signage, but will address
these as possible within existing funds, or review as part of the next fiscal year budgets.
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
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
City of Southlake, Texas
MEMORANDUM
December 28, 2000
TO: Billy Campbell, City Manager
FROM: Kevin Hugman, Director of Community Services (xt. 1527)
SUBJECT: Award of bid to Botanical Technologies for Bob Jones Park Phase II
Improvements
Action Requested: SPDC award of bid to Botanical Technologies in the amount of
$2,529,041.23 for construction of Bob Jones Park Phase II Improvements.
Background
Information: Staff has been working with the engineering firm of Cheatham and Associates
on the design of the next phase of improvements for Bob Jones Park. The
major components of the project include six (6) practice ballfields, parking
lots, small pond, amphitheater, multi -use trails (hard and soft),
concession/restroom building, pavilion/boardwalk, day camp area, a portion
of the loop road, and associated infrastructure. Additional deductive
alternates such as benches and trash receptacles were also included as part of
the bid. The engineering estimate on the base items of the project was
approximately $2.4 million.
The City received and opened three bids on December 28, 2000 in
accordance with State bidding procedures. Bids on the project ranged from a
high of $3,179,228.25 to a low of $2,529,041.23, with low bid being
submitted by Botanical Technologies.
Botanical Technologies is a firm known for having constructed numerous
parks and park related facilities. They have completed work for such entities
as the City of Fort Worth, City of Greenville, City of Brownsville, and the
City of Dallas. A reference check was performed with the aforementioned
entities and Botanical Technologies has earned a reputation for providing
professional, quality workmanship.
Financial
Considerations: Funding in the amount of $2.4 million is currently available for this project
in the SPDC fund. Low bid was submitted in the amount of $2,529,041.23.
The approved SPDC CIP allocates funding of $2,403,748 for construction of
this phase ($832,000 from FY 98/99 and $1,800,000 from FY 2000/01, less
engineering fees and Corp of Engineers tree mitigation costs). The approved
FY 2000/01 CIP also allocated $290,760 for reserve contingencies. Staff
recommends that this reserve contingency be used to meet the additional
funding needed for this project.
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Billy Campbell, City Manager
December 28, 2000
Page 2
An additive alternate was included to price a concrete header on each edge of
the loop road, which was discussed by SPDC at the November 16 meeting.
Should SPDC include this item, the contract award amount would increase
$32,850 for a total amount of $2,561,891.23.
Citizen Input/
Board Review: Not applicable.
Legal Review: Process followed State bidding procedures.
Alternatives: • Approve base bid as submitted.
• Approve base bid plus alternate for concrete header for loop road
• Reject all bids
Supporting
Documents: Bid Tabulation
Staff
Recommendation: SPDC award of bid to Botanical Technologies in the amount of
$2,529,041.23 for construction of Bob Jones Park Phase II Improvements.
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NOW City of Southlake
COMMUNITY SERVICES DEPARTMENT
BID TABULATIONS
F
ow
PROJECT NAME: Bob Jones Park Improvements
PROJECT NO: 01302004A
DATE: December 28, 2000
ENGR. EST.: $ 2,400,000
Vendor
Bid Bond
(5%)
PIA
Total
Randall & Blake Inc.
x
$ 3,179,228.25
Architectural Utilities Inc.
x
$ 2,819,707.51
Botanical Technologies Inc.
x
$ 2,529,041.23
06-63.0003
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City of Southlake, Texas
MEMORANDUM
December 28, 2000
TO: Kevin Hugman, Director of Community Services
FROM: Ben Henry, Park Planning and Construction Superintendent (ext. 1584)
SUBJECT: Award of bid to Marpave, Inc. for Lonesome Dove Park Sidewalk Construction
Action Requested: SPDC award of bid to Marpave, Inc. in the amount of $47,340 for the
construction of a concrete sidewalk in Lonesome Dove Park.
Background
Information: Lonesome Dove Park is an eight (8) acre neighborhood park located in the
northeast section of the City in the Lonesome Dove Estates sub -division. The
park includes a pavilion, picnic tables, benches, playground with swings,
parking lot, and open space.
The proposed sidewalk would circle predominantly around the exterior of the
park and provide approximately .45 miles of walking/running surface. The
concrete sidewalk would be six feet in width and would tie into the existing
sidewalk to the east. The southern portion of the sidewalk along Emerald
Estates would be placed north of the existing berm in order to provide adequate
buffer for the adjacent homeowners to the south. A boardwalk eight feet in
width and approximately 100 feet in length will be featured within the storm
water detention area.
Financial
Considerations: Funding in the amount of $60,000 has been allocated in the fiscal year 1998-99
SPDC budget for improvements at Lonesome Dove Park. Escrowed funding
from the developer equals $3,375. The low bid submitted by Marpave, Inc. for
concrete improvements total $47,340. The low quote submitted by American
National Fence for construction of the boardwalk totals $12,500. Additional
items have been completed at a cost of $3,345. With award of this bid and
construction of the boardwalk, there will be a balance of unexpended funding
of $190.
Citizen Input/
Board Review: Staff met with SPIN #3 to introduce the trail project and to gather comments.
During the meeting, it became necessary to create a committee to develop a
consensus toward trail alignment and amenities. Committee members
included: Augie Schilling, Joe Mast, Ed Ramesh, Mike Howe, and Susan
Colon. On September 28, 2000, staff presented the revised trail project to
SPIN #3.
In addition to the boardwalk, amenities requested by the residents as bid
alternates included: concrete drainage pilot channel and sidewalk concrete
stain and/or stencil. The stain and/or stencil alternate will not be incorporated
with the requested improvements due to budget constraints.
Kevin Hugman, Director of Community Services
December 28, 2000
Page 2
Park Board approved the trail design at their October, 2000 meeting.
to
Legal Review: Process followed State bidding procedures.
Alternatives: Approve reject the bids as submitted.
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Supporting
Documents: Bid tabulation.
Staff
Recommendation: SPDC award of bid to Marpave, Inc. in the amount of $47,340 for the
construction of a concrete sidewalk in Lonesome Dove Park.
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City of Southlake, Texas
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MEMORANDUM
December 28, 2000
TO: Kevin Hugman, Director of Community Services
FROM: Ben Henry, Park Planning and Construction Superintendent
SUBJECT: Lonesome Dove Park Concrete Sidewalk Bid Tabulation
In accordance with state bidding guidelines, the referenced project was advertised and bids were
opened December 12, 2000. Plans and specifications were acquired by (21) contracting
companies. Ten (10) bids were submitted as tabulated below:
Company Bid #1 Bid #2 Total
Marpave Inc.
$43,390
$3,410
$47,340
Onycha Industries
$44,660
$3,300
$47,960
Sierra Contractors
$48,950
$4,600
$53,550
B.T. Construction
$48,300
$8,250
$56,550
R-Con Inc.
$51,750
$5,087.50
$56,837.50
Tri-Dal
$54,067
$4,600
$58,667
J.L. Steel
$59,898
$6,573
$66,471
M.A.Vinson
$64,975
$4,262.50
$69,237.50
Jeske Construction
$72,000
$5,200
$77,200
R.B.I.
$69,575
$8,937.50
$78,512.50
Bid Item #1 represents 23001.f. of concrete sidewalk to a 6-foot width.
Bid Item 42 represents 275 l.f. of drainage pilot channel to a 24-inch width.
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1. City of Southlake, Texas
A
r SOUTHLAKE PARKS DEVELOPMENT CORPORATION: Monday, January 22, 2001
LOCATION: City Hall Council Chamber
667 N. Carroll Ave., Southlake, Texas
REGULAR SESSION 6:00 P.M.:
1. Call to order.
2. Executive Session: Pursuant to Open Meetings Act, Chapter 551 of the Texas
Government Code, Section 551.072, land acquisition.
3. Reconvene: Action necessary on items discussed in executive session
4. PUBLIC FORUM
CONSENT AGENDA:
All items listed below are considered to be routine by the Southlake Parks Development Corporation
Board and will be enacted with one motion. There will be no separate discussion of items unless a
Board member or citizen so requests, in which event the item will be removed from the general order
of business and considered in its normal sequence.
5. Consent:
A. Approval of minutes for the Special SPDC meeting of November 16, 2000 and the
Special SPDC meeting of January 2, 2001.
REGULAR AGENDA:
6. Consider:
A. Matching funds request from Southlake Baseball Association for shade structures for
baseball fields in Bicentennial Park. Public Hearing
B. Matching funds request from Southlake Baseball Association for irrigation improvements
for Bicentennial Park baseball fields #4, #5, and #10. Public Hearing
C. Reject bids for batting cage lights at Bicentennial Park.
7. Discussion:
A. Sales Tax Report
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SPDC Agenda
January 22, 2001 Meeting
Page 2
B. Project Status Report
8. Adjournment
CERTIFICATE
I hereby certify that the above agenda was posted on the Official Bulletin Boards at City Hall, 667
North Carroll Avenue and Town Hall, 1400 Main Street, Southlake, Texas, on Friday, January 19,
5:00 p.m. pursuant to the Texas Government Code, Chapter 551.
, 0111111111"s
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Sandra L. LeGrand
City Secretary -, ' •....•• '
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If you plan to attend this meeting and have a disability that requires special needs, please advise the
City Secretary 48 hours in advance at 481-1519, and reasonable accommodations will be made to
assist you.
SOUTHLAKE PARKS DEVELOPMENT CORPORATION MEETING
January22, 2001
a
MINUTES
Board Members Present: President Ronnie Kendall; Members: Sherry Berman, Gary Fawks, Rex
Potter (6:30), Rick Stacy, Tad Stephens, and Cara White.
Staff Present: Director of Community Services Kevin Hugman, Finance Director Sharen Elam, Parks
Planning and Construction Superintendent Ben Henry, and Executive Secretary Kim Bush.
Agenda Item No. 1, Call to order. The meeting was called to order by President Ronnie Kendall at
6:00 p.m.
Agenda Item No. 7A, Discussion, Sales Tax Report.
(President Kendall announced that the sales tax report would be discussed first so that the finance
director could return to her meeting with the auditors.)
Board member Fawks asked why the month of December reflected a lower projected collection in
sales tax than the other months. Finance Director Sharen Elam explained that historically the month
of December has always been lower than the other months. She also noted that the sales tax collected
` in December is actually for November sales - each month reflects the prior month's sales.
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Board member Berman asked whether or not the school sales tax holiday was having much of an
impact on our projected collections. Ms. Elam explained that it was not significantly noticeable.
Agenda Item No. 2, Executive Session.
No Executive Session was necessary.
Agenda Item No. 4. Public Forum.
There were no requests to speak during public forum.
CONSENT AGENDA.
Agenda Item No. 5A. Approval of the minutes for the Special SPDC meeting of November 16,
2000 and the Special SPDC meeting of January 2, 2001.
kw Motion was made to approve the minutes of the Special SPDC meetings of November 16, 2000 and
January 2, 2001.
Motion: White
SPDC MEETING MINUTES FOR JANUARY 22, 2001 - PAGE 1 OF 4
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Second: Fawks
Ayes: Berman, Fawks, Kendall, Stacy, Stephens, White
Nays: none
Approved: 6-0
Agenda Item No. 6A , Matching funds request from Southlake Baseball Association for shade
structures for baseball fields in Bicentennial Park and Item No. 6C, Reject bids for batting cage
lights at Bicentennial Park.
Community Services Director Kevin Hugman informed the Board that the Southlake Baseball
Association had previously requested and was granted matching funds to light the new batting cages.
However, since the bids came in significantly above the available funding, SBA decided to forego that
project, and instead, has elected to put their funding towards the bleacher shade structures for baseball
Fields #4 through #10. Mr. Hugman stated that the cost is estimated at $130,000 for engineering,
design, and installation - making the City's commitment $65,000 as part of the FY2000-01 SPDC
matching funds program.
Mr. Hugman informed the Board that in last year's budget, SPDC did not fund the entire $100,000 in
matching funds, and the portion not appropriated was moved forward into the carryover balance. He
commented that the Park Board recommended approval (5-0), however, they did have some concerns
with allocating this large an amount this early in the budget year. He recommended to the Park Board
that if there should be more requests later in the year that would take us over the remaining matching
funds, he would come back to the Park Board and SPDC to ask for an increase in that line item.
® Mayor Stacy questioned the design engineering fees and asked that staff look into the vendor
providing the engineering services to save SPDC some money. Board member Fawks also agreed and
commented that SPDC spent approximately $3,000 on engineering for the batting cages and now that
project is not going to be built.
Bill Stroope, President of Southlake Baseball Association, was present to answer questions of the
Board. Mr. Stroope commented that the amount estimated by Sun Ports for this type of project did
include engineering fees.
Mayor Stacy asked staff about the rejection of bids for the batting cage lighting. He wanted to know
if there was any way to get the cost down to where it would be feasible to also do this project. Ben
Henry, Park Planning and Construction Superintendent, explained that staff has been looking at other
manufactures for a similar product and believes the project could be done for approximately $30,000 -
35,000 total. Mr. Henry commented there were still some issues to work through, but it appeared
that the cost would be significantly lower than the bids received for this project.
Bill Stroope commented that their Board would need to get back together again to discuss the lighting
project. He stated that they have limited funds and for right now they wanted to concentrate on the
shade structure project.
Motion was made to reject the bids for batting cage lights at Bicentennial Park as presented.
Motion: Stacy
Second: White
SPDC MEETING MINUTES FOR JANUARY 22, 2001 - PAGE 2 OF 4
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Ayes: Berman, Fawks, Kendall, Stephens, Stacy, White
Nays: none
Approved: 6-0
There were no comments duringthe public hearing. p a mg.
Motion was made to approve the matching funds request for the Southlake Baseball Association for
shade structures as presented.
Motion: Fawks
Second: Berman
Board member Stephens asked whether or not there was any guarantee on these structures. He
commented that the shade structures will be hit a lot by foul balls, and he wanted to be
reassured that the structures would not need to be replaced that often at our expense. Ben
Henry commented that they should be able to handle the foul balls. He stated that these are
the same kind of structures that are used at car dealerships to protect against hailstorms. Mr.
Henry also commented that the fabric is guaranteed for five years and the majority of the costs
for the structure is for the steel.
Ayes: Berman, Fawks, Kendall, Stephens, Stacy, White
Nays: none
Approved: 6-0
"r Agenda Item No. 6B, Matching funds request from Southlake Baseball Association for irrigation
improvements for Bicentennial park baseball fields #4, #5, and #10.
Director Hugman informed the Board that SBA has brought this request forward for consideration of
matching grant funds to assist in irrigation improvements to baseball fields #4, #5, and #10. SBA has
indicated that they would provide $2,500 towards the irrigation improvements since no funding had
been allocated towards this project.
There were no comments during the public hearing.
Motion was made to approve the matching funds request from Southlake Baseball Association in the
amount of $1,250.
Motion: Fawks
Second: White
Ayes: Berman, Fawks, Kendall, Stephens, Stacy, White
Nays: none
Approved: 6-0
Agenda Item No. 711, Project Status Report.
Board member Berman asked staff about the status of the trails on Continental Boulevard between
White Chapel and Peytonville. Director Hugman commented that the trail will be built following
SPDC MEETING MINUTES FOR JANUARY 22, 2001 - PAGE 3 OF 4
reconstruction of Continental Boulevard, however, he was not sure where the City was in that
process. He commented that he would find out and report back to the Board.
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Agenda Item No. 8. Adjournment.
Director Hugman reminded the Board about the groundbreaking for Bob Jones Park improvements.
Motion was made and carried to adjourn the meeting at 6:30 p.m..
Presi ent Ronnie Kendall
ATTEST:
Kim ush
Ex cutiveSecretary
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SPDC MEETING MINUTES FOR JANUARY 22, 2001 - PAGE 4 OF 4
City of Southlake, Texas
MEMORANDUM
January 19, 2001
TO: SPDC Board of Directors
FROM: Kevin Hugman, Director of Community Services
SUBJECT: Board Meeting — Monday, January 22, 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. Agenda Item No. 5A. Approval of minutes for the Special SPDC meeting of November
16, 2000 and the Special SPDC meeting of January 2, 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
kbush(ae ci. southlake. tx. us or by calling her at 481-1420.
4. Agenda Item No. 6A. Matching funds reauest from Southlake Baseball Association for
shade structures for baseball fields in Bicentennial Park. As you may recall, SBA had
received previous approval (FY 2000 SPDC budget) for matching funds to light the new
batting cages. Since the bids came in significantly above the available funding, SBA has
decided to forego that project, and instead, has elected to put their funding towards the
bleacher shade structures for Fields #4 through #10 (baseball fields). Staff concurs with
the project and recommends approval. The Park Board recommended approval (5-0) at
their January 8, 2001 meeting.
Also note that agenda item number 6C is to reject the bids received for batting cage lights,
which will then de -obligate the matching grant funding approved in last years' SPDC CIP
budget.
5. Agenda Item No. 6B. Matching funds reauest from Southlake Baseball Association for
irrigation improvements for Bicentennial Park baseball fields #4. #5 and #10. SBA had
approached staff and the Park Board last fall about turf improvements to fields #4, #5 and
#10. As discussed with the Park Board at that time, staff determined that the
improvements required some grading work, turf replacement and irrigation improvements.
In discussing the improvements with SBA, they indicated they would provide $2,500
towards the irrigation improvements since no funding had been allocated towards this
SPDC Board of Directors
Board Meeting — Monday, January 22, 2001
Page 2
project. Ben Henry developed the irrigation design and then requested quotes on the
project. To fund the irrigation improvements, we intend to use SPDC Special Projects
funds ($3,500), Parks maintenance operating funds ($2,000) and SBA funds ($2,500). We
have also spent approximately $2,700 from the parks maintenance budget for new turf and
topsoil for the fields, with the work being done by parks maintenance staff.
SBA is requesting SPDC matching funds of $1,250 towards their $2,500 contribution. The
Park Board recommended approval (5-0) at their January 8, 2001 meeting.
6. Agenda Item No. 6C. Reject bids for batting cage lights at Bicentennial Park. Staff
requests SPDC rejection of bids for this project. As noted in the staff cover memo, the
bids were well above the budgeted amount of $22,000 for construction. In April 2000,
SPDC approved a match of $12,800 towards the design and construction (SGSA -- $600
for design only; SBA -- $12,200 for design and construction.) Design costs were $3,600,
therefore the City's portion would be $1,800. The remainder of the approved $12,800
would be de -obligated funds from the FY 2000 SPDC CIP budget and would carry over
into the undesignated balance.
Staff has determined that the high bids were predominantly a result of the cost of the
lighting fixtures specified. In addition, only two bids were received. SBA has elected to
forego this project and has instead, focused on the shade structures as the preferred
%aw improvement project.
7. Agenda Item No. 7A. Sales tax report. The monthly sales tax report is included in your
packet.
8. Agenda Item No. 7B. Project Status Report. The monthly status report is included in your
packet.
OTHER ITEMS
9. Bob Jones Park Groundbreaking. Please mark your calendars for the Bob Jones Park
Improvements Groundbreaking, to be held at 9:00 a.m. on Monday, January 29.
Invitations have been mailed so you should receive yours soon if you have not already.
10. Recreation Center proposed site. As you probably know, the City Council discussed the
possible use of the Timarron/Richards site for the proposed recreation center and were
receptive to this use of the property. Council directed staff to proceed with a conceptual
plan that could be discussed with the SPIN neighborhood. Two Timarron residents in
attendance spoke favorably of the project and their desire to work with staff in developing a
conceptual plan that would address the issues of concern.
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SPDC Board of Directors
Board Meeting — Monday, January 22, 2001
Page 3
In order to proceed expeditiously, we have chosen to develop the concept plan with in-
house staff. Park Planning and Construction Superintendent Ben Henry and Senior Parks
Planner Chris Carpenter will coordinate the conceptual design for the site, including the
existing Senior Activity Center, proposed recreation center, future library, parking, passive
areas and other park amenities. Their design expertise, as well as their knowledge of City
ordinance requirements will provide us with a draft concept plan that can be presented to
area residents for their comment and review. After meeting with SPIN, we will take a site
recommendation to the Park Board. We hope to come back before City Council for a
formal site approval by March. Once a location has been approved, we will enter into a
contract for architectural and design services for the recreation center building and site
improvements.
11. Park Board minutes. We normally try to have the Park Board minutes in your packet for
your review, especially if there are items that are carried over from that meeting. We were
not able to accomplish that this month since we are currently without a department
secretary. The minutes will be provided to you though once they are completed. Once we
are again back to full staff, we will have the Park Board minutes promptly.
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
City of Southlake, Texas
MEMORANDUM
January 18, 2001
TO: Billy Campbell, City Manager
FROM: Kevin Hugman, Director of Community Services
SUBJECT: Matching funds request from Southlake Baseball Association for shade
structures for baseball fields in Bicentennial Park
Action Requested: SPDC consideration of request from the Southlake Baseball Association
(SBA) for matching grant funding in the amount of $65,000 for bleacher
shade structures on Bicentennial Park baseball fields #4, #5, #6, #7, #8, #9,
and #10.
Background
Information: The Southlake Baseball Association has submitted a request to the City for
consideration of matching funds for the design, purchase, and installation of
bleacher shade structures on Bicentennial Park baseball fields #4, #5, #6, #7,
#8, #9, and #10. The shade structures would consist of a galvanized pole
support structure covered with a UV shade fabric. The fabric will be similar
to that used on the existing shade structures at the Bob Jones Park soccer
fields and the Southlake Tennis Center. The recommended fabric colors of
burgundy and forest green will match the existing dugout shade covers.
The proposed shade structures are estimated to cost $130,000 and would
provide much needed relief from the summer sun for numerous spectators,
players, coaches, and officials. The construction timeline, should the project
be approved, would provide for an estimated completion date of July 2001.
In addition to the SPDC recognition signage required on all matching funds
projects, the SBA is asking for the ability to place a single donor sign within
each structure. Staff would work with the SBA and incorporate this request
into the design process, insuring that the recognition signage would not
detract from the overall appearance of the structure or impede its
functionality. A design will be presented to the Parks and Recreation Board
for review, as well as the SPDC if so desired.
Financial
Considerations: Acceptance of this proposal would commit the City to fund shade structure
costs of up to $65,000 as part of the FY2000/01 SPDC Matching Funds
Program. The approved SPDC Matching Funds budget is $100,000 and no
other matching fund projects have been approved to date for this fiscal year.
Billy Campbell, City Manager
January 18, 2001
Page 2
Citizen Input/
Board Review: Staff met on December 15, 2000 with members of the Southlake Baseball
Association to review the proposed shade structure project.
The Parks and Recreation Board recommended approval of this request at
their January 8, 2001 meeting (5-0).
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
■ Site map of Bicentennial Park
• General diagram of shade structures
Staff
Recommendation: Place as an item on the January 22, 2001 SPDC agenda for approval City
participation in the design, purchase, and installation of shade structures at
L'"' the baseball fields in Bicentennial Park for an amount not to exceed $65,000
with funding allocated through the SPDC Matching Funds Program.
City of Southlake, Texas
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PROJECT MATCHING FUNDS REQUEST FORM
Project Name: Shade Structures - Bicentennial Park Baseball Fields
Contact Person: Bill Stroope, President of Southlake Baseball Association (SBA)
Mailing Address: 909 Hillcrest Trail
City: Southlake State: Texas ZIP: 76092 Day Phone: (214)965-2344
Night Phone: 817-481-9729 Fax Number: 214-965-4725
Additional Contact Person: Ginny Elder Day Phone: 817-488-0344
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PROJECT DESCRIPTION:
This project request is for the design, purchase, and installation of bleacher shade structures for
fields 94, #5, #6, #7, #8, #9,and #10 at Bicentennial Park. The shade structures will be
commercial grade, utilizing galvanized metal poles with a UV shade fabric, and colors to match
the existing dugout covers (burgundy and forest green). They will provide much needed relief
from the sun for thousands of spectators, players, coaches, and officials. Additionally, they will
serve to improve the aesthetics of Bicentennial Park.
Proposed Start Date: 3/1101 Projected Completion Date: 7/1/01
Projected Cost: S130,000 Amount of Funds Requested: ,S65,000
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City of Southlake, Texas
MEMORANDUM
January 18, 2001
TO: Billy Campbell, City Manager
FROM: Kevin Hugman, Director of Community Services
SUBJECT: Matching funds request from Southlake Baseball Association for irrigation
improvements for Bicentennial Park baseball fields #4, #5, and #10
Action Requested: Parks and Recreation Board consideration of request from the Southlake
Baseball Association (SBA) for matching grant funding in the amount of
$1,250 for irrigation improvements on Bicentennial Park baseball fields #4,
#5, and #10.
Background
Information: The Southlake Baseball Association has submitted a request to the City for
consideration of matching funds for the installation of irrigation
improvements on Bicentennial Park baseball fields #4, #5, and #10. During
November and December, the Parks Maintenance Division reworked the
partially skinned infields of fields #4 and #5 to address drainage issues that
were resulting in uneven field conditions and standing water. This project
involved removing the existing turf and infield clays, leveling the infields,
and installing a new grass infield.
In order to provide appropriate irrigation coverage on the new infield turf
areas, as well as the remaining playing surfaces for all three fields, a new
irrigation design was developed and quotes received for installation. The
Southlake Baseball Association has committed to spending up to $2,500 to
help offset the cost of the installation estimated at approximately $8,000.
SBA is seeking matching funds in the amount of $1,250 for this project.
Financial
Considerations: Acceptance of this proposal would commit the City to fund irrigation
improvements on Bicentennial Park fields #4, #5, and #10 at a cost of up to
$1,250 as part of the FY2000/01 SPDC Matching Funds Program. The
approved SPDC Matching Funds budget is $100,000 and no other matching
fund projects have been approved to date for this fiscal year.
Citizen Input/
Board Review: Staff discussed verbally with SBA a contribution on their part to help offset
the cost of the irrigation improvements. SBA committed $2,500 at that time.
During a December 15, 2000 meeting with City staff, SBA indicated they
would seek matching funds in the amount of $1,250 for the project.
b The Parks and Recreation Board recommended approval of this request at
their January 8, 2001 meeting (5-0). (0& I
Billy Campbell, City Manager
January 18, 2001
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Legal Review: Not Applicable.
Alternatives: SPDC discussion and consideration.
Supporting
Documents:
Staff
Recommendation:
Supporting documents include the following items:
■ SPDC Matching Funds request form
■ Site map of Bicentennial Park
Place as an item on the January 22, 2001 SPDC agenda to consider a request
from the Southlake Baseball Association in the amount of $1,250 for
irrigation improvements on Bicentennial Park fields #4, #5, and #10 with
funding allocated through the SPDC Matching Funds Program.
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PROJECT MATCHING FUNDS REQUEST FORM
Project Name: —Irrigation Improvements - Bicentennial Park Fields #4, #5, & #10
Contact Person: Bill Stroope, President of Southlake Baseball Association (SBA)
Mailing Address: 909 Hillcrest Trail
City: Southlake State: Texas ZIP: 76092
Night Phone: 817-481-9729 Fax Number:
Additional Contact Person: Ginny Elder
PROJECT DESCRIPTION:
Day Phone: (214)965-2344
214-965-4725
Day Phone:
817-488-0344
This project would involve SBA's contribution towards the currently planned irrigation
improvements for Bicentennial Park baseball fields #4, #5, and #10. During the months of
November and December fields 94 and #5 were reworked from a partially skinned infield to a
totally grassed infield. In addition, minor drainage improvements were also implemented. As a
part of these improvements, a new irrigation design was also developed to provide adequate
coverage and improved water scheduling control on the previously mentioned fields.
SBA seeks matching funds in the amount of $1,250 in order to help offset the cost of the fields
#4, #5, and #10 irrigation improvements.
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Proposed Start Date:
1/1S/01
Projected Completion Date:
2115/01
Projected Cost:
$2,500
Amount of Funds Requested:
S1,250
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City of Southlake, Texas
MEMORANDUM
January 18, 2001
TO: Kevin Hugman, Director of Community Services
FROM: Ben Henry, Park Planning and Construction Superintendent
SUBJECT: SPDC rejection of bids for Bicentennial Park Batting Cage Lighting
Action Requested: SPDC rejection of bids for Bicentennial Park Batting Cage Lighting.
Background
Information: Staff has been working with the engineering firm of Friberg Associates on the
batting cage light design in Bicentennial Park.
The City received and opened two bids on October 23, 2000 in accordance
with State bidding procedures. Groves Electrical Service, Inc. in the amount of
$97,210 submitted low bid on the project. The other bid received was in the
amount of 109,430 by J.C. Electric, Inc.
Funding for this project has been withdrawn by the Southlake Baseball
Association and applied toward the baseball backstop shade structures.
Financial
Considerations: Approximately $24,000 was budgeted through the SPDC matching funds
program and the Southlake Baseball Association
Citizen Input/
Board Review: Not applicable.
Legal Review: Not applicable.
Alternatives: None.
Supporting
Documents: None
Staff
Recommendation: Place on the January 22, 2001 agenda SPDC rejection of bids for the
Bicentennial Park Batting Cage Lighting.
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SOUTHLAKE PARK DEVELOPMENT CORPORATION
Capital Projects Status Report
January 18, 2001
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.
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.
Phase 11 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
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. A
groundbreaking ceremony is scheduled for January 29, 2001.
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.
Noble Oaks Park - F.Y. 2000-01
Status: A concept plan developed by Southlake resident and architect Scott
Martin, was presented to the Parks and Recreation Board at the September, 2000
meeting.
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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. SPIN and the Park and
Recreation Board have accepted the loop walk improvements. Construction contracts
have been awarded with completion anticipated this spring.
"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 park, 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.
"Sheltonwood" Park'- F.Y.
Status: None.
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ISTEA Grant Cottonbelt Trail - F.Y. 1997-98
Status: Termination of all agreements is complete.
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.
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Recreation Center -
Status: Following City Council recommendation, staff will design the conceptual
site plan on the Timarron/ Richards property.
Southlake Baseball Association
Southlake Girls Softball Association -
Southlake Equestrian Association —
Approved by SPDC: September 27,1999
1 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.
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Northeast Tarrant Tennis -
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 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: All project requirements are completed. The Texas Forest Service grant money
assisted in the planting of five hundred and twenty-eight (528) trees at Senior Tree Farms #1
and 42, utilizing five hundred and eighty-three (583) volunteer hours.
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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.
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.
Signagefor all Parks -
' 2000 -
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Status: Staff has installed Bicentennial Park signage.
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
2001-
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
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In Progress $ 7,200.00 Tree Transplanting
In Progress $ 3,486.00 Bicentennial Park Ballfield Irrigation #4, #5, and #10
In Progress $ 1,500.00 Lonesome Dove Park Grubbing and Clearing
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SOUTHLAKE PARKS DEVELOPMENT CORPORATION
1 /2% SALES TAX REPORT
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Actual
Budget A
1999-00
2000-01 20
October
$155,259
$168,404 $
November
150,165
162,810
December
125,632
136,241
January
176,808
191,776
�r
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
1,997,670 $
$ 1,841,902
$
Estimated sales tax collections as a % compared to FY 1999-2000
;tual
Estimated
(budget-est.)
%
)0-01
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%
191,776
-
0.00%
147,228
-
0.00%
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%
520,978 $ 2,051,192 $ 53,522
11.36%