Loading...
1997-09-16 CRIME CONTROL DISTRICT BOARD MEETING 667 North Carroll Avenue Southlake, Texas September 16, 1997 MINUTES MEMBERS PRESENT: Rick Stacy, W. Ralph Evans, David Harris, Scott F. Martin, Pamela Muller, Gary Fawks, and Wayne Moffat. STAFF PRESENT: Curtis Hawk, City Manager; Shana Yelverton, Assistant City Manager; Darcey Imm, Assistant to the City Manager; Lou Ann Heath, Director of Finance; Billy Campbell, Director of Public Safety; Garland Wilson, Deputy Director of Public Safety, Fire Services; Malcolm Jackson, Public Safety Coordinator; Ben Henry, Park and Recreation Project Coordinator; Greg Last, Director of Community Development; Johnny Knight, Deputy Director of Public Safety, Communication Services; Sean Leonard, Court Administrator; and, Sandra L. LeGrand, City Secretary. Agenda Item #1, Call To Order. The meeting of the Temporary Board of the Crime Control and Prevention Board was called to order at 5:15 p.m., by Mayor Rick Stacy. Agenda Item #2, Approval of the Minutes The Minutes of the September 2, 1997 meeting of the Temporary Crime Control and Prevention Board were approved as presented. Motion: Evans Second: Harris Ayes: Evans, Harris, Martin, Muller, Moffat, Stacy Nays: None Absention: Fawks Approved: 6-0-1 vote Agenda Item#3, CD Order 97-1, Establishing Rules for the Adoption of the Crime Control and Prevention District Budget. Shana Yelverton, Assistant City Manager, stated consideration must be given to CD Order 97-1, which establishes rules for the adoption of the Crime Control and Prevention District Budget. The order establishes the fiscal year according to Section 363.204 of the Local Government Code. C CRIME CONTROL AND PREVENTION BOARD MEETING 9/16/97 PAGE 1 OF 3 (6, Motion was made to adopt CD Order 97-1, as presented. Motion: Harris Second: Moffat Mayor Rick Stacy read the caption of the order into the record. Ayes: Harris, Moffat, Muller, Martin, Evans, Fawks, Stacy Nays: None Approved: 7-0 vote Agenda Item #4. Adoption of the Crime Control Plan and Budget (Public Hearing). Billy Campbell, Director of Public Safety, commented on the Crime Control Plan and Budget, stating the preliminary budget estiamtes presented for review of the Southlake Crime Control and Prevention District were based on acquisition costs and land sites available at that time. The adjusted budget estimates reflect a modified assessment of projected costs based upon a myriad of factors, including the revision of available land sites and inflation costs of purchaes made at future dates over a three year period. A copy of the memorandum from Director Campbell dated September 12, 1997, is hereby attached to the minutes of this meeting. Councilmember Gary Fawks asked Director Campbell if it gives him a problem funding officers with this short term program? Mayor Stacy noted the City can start collecting funds one full quarter after approval of the creation of the Southlake Crime Control and Prevention District and the adoption of a proposed local sales and use tax at a rate of one-half of one percent. April 1, 1998, is our funding start date. PUBLIC HEARING: No comments were received during the public hearing. Agenda Item #5. CD Resolution No. 97-1. Calling an Election for Crime Control Board CD Resolution 97-1, Calling an election to determine whether the voters desire to create a Crime Control and Prevention District in the City and levy a sales and use tax to support the crime reduction programs of the District, was approved. Motion: Harris Second: Martin Mayor Rick Stacy read the caption of CD Resolution No. 97-1. Ayes: Harris, Martin, Evans, Fawks, Muller, Moffat, Stacy Nays: None Approved: 7-0 vote CRIME CONTROL AND PREVENTION BOARD MEETING 9/16/97 PAGE 2 OF 3 Agenda Item #6. Adjournment. The meeting was adjourned at 5:50 p.m. Motion: Muller Second: Evans Ayes: Muller, Evans, Fawks, Moffat, Harris, Martin, Stacy Nays: None Approved: 7-0 vote (to adjourn) May r Rick Stacy ATTEST: `‘���u igil i,,,� Jfl \ OF O4r Citak. 44144A,Lee C Sandra L. LeGrand r` m City Secretary Vt ,44i g'''�n/pNIflNfa```� D:\WP-FILES\CRIME.MIN (...„ C CRIME CONTROL AND PREVENTION BOARD MEETING 9/16/97 PAGE 3 OF 3 City of Southlake, Texas — _ MEMORANDUM September 12, 1997 TO: Shana Yelverton, Assistant City Manager FROM: Billy Campbell, Director Public Safety SUBJECT: Budget Estimate Adjustments for Southlake Crime Control and Prevention District The preliminary budget estimates presented for review of the Southlake Crime Control and Prevention District were based on acquisition costs and land sites available at that time. The adjusted budget estimates reflect a modified assessment of projected costs based upon a myriad of factors, including the revision of available land sites and inflation costs of purchases made at future dates over a three year period. The details contained herein explain each cost estimate. LAND ACQUISITION Site#1 Central Facility (010 The preliminary budget estimate reflected the acquisition costs of eight (8) acres at $1.75 per square foot, resulting in an estimated expenditure of$609,000 However, the land acquisition cost did not include the extension of utilities to the location and any projected increase in land prices. The revised estimates reflect a $3.50 per square foot estimate for land, which includes the extension of utilities and initial site preparation. Although there may be some budgetary savings at the actual time of land negotiations, the revised estimates are adjusted to $1,218,000 (8 X 43,500 X $3.50 = $1,218,000). Site#2 Sub-station #1 The $3.50 per square foot preliminary estimate reflected the acquisition costs of three (3) acres of property available at the time the analysis was conducted. The adjusted estimate of$652,500 reflects the current land costs of$5.00 per square foot. (3 X 43,500 X $5.00 = $652,000) Site#3 Sub-station #2 The preliminary budget estimate of$3.50 originally projected was based on the actual purchase price of available land for sale at the desired site at the time the analysis was conducted. However, that property is currently under contract negotiations and not currently available. The optional location available reflects a$5.00 per square foot sale price. The adjusted budget projection of$652,500 reflects the actual cost of available property at $5.00 per square foot. (3 X 43,500 X $5.00 = $652,000) Shana Yelverton, Assistant City Manager glow Budget Estimate Adjustments for Southlake Crime Control and Prevention District September 12, 1997 Page 2 BUILDING DESIGN AND CONSTRUCTION Site#1 Central Facility The preliminary $8,081,720 budget projection provided an opportunity to review the total project costs for all programs based on acquisition at today's cost. Subsequent revenue projections necessitated the review and prioritization of individual projects, resulting in a recommendation to delay construction of the central facility until the third fiscal year for the district. The adjusted figure of$8,888,792 reflects the anticipated impact of a 5% annual inflation rate. Site#2 Sub-station #1 The $1,680,000 preliminary project estimate reflected the current construction costs of a 12,000 square foot facility. With consideration of the actual construction being delayed until 1999, annual inflationary costs of 5% per year provide for an adjusted budget projection of$1,848,000. Site#3 Sub-station #2 The $1,680,000 preliminary project estimate reflected the current construction costs of a 12,000 square foot facility. With consideration of the actual construction being delayed until 1999, annual inflationary costs of 5% per year provide for an adjusted budget projection of$1,848,000. Furnishings The costs for furnishings is estimated at 10% of the total project costs for any single new location. The adjusted budget allocations are based on inflationary increases generated by delayed construction of the central facility and acquisition of the related furnishings. ENHANCED TECHNOLOGY AND EQUIPMENT The cost estimates provided in the initial program budget indicated acquisition at today's market price. The adjustments include annual inflationary costs associated with the delayed acquisition. L (119 Shana Yelverton, Assistant City Manager Budget Estimate Adjustments for Southlake Crime Control and Prevention District September 12, 1997 Page 3 PROFESSIONAL DEVELOPMENT The preliminary budget projections incorporated much of the costs associated with this component as a part of the building design and construction, which provides for enhanced training and research facilities. The volatility in costs associated with computerized training modules, combined with the exponential rate of innovations in training technology, does not lend itself to any current realistic budgetary projections for acquisitions occurring in the forth and fifth years. Therefore, no budgetary projections are included beyond those associated with the building design and construction. PERSONNEL The personnel costs identified in the preliminary budget estimates reflected only the first-year costs. The adjusted budget extends those costs over the three fiscal years shown. It should be noted that the most significant adjustments rest in the land prices and the extension of personnel costs over a three year period. The availability of land, in conjunction with the escalating costs, dictate a necessity in focusing the initial efforts towards land acquisition in order to avoid any future adverse ramifications. I am available should there be any additional questions or comments. BC/mwj n. Southiake Crime Control and Prevention District Exhibit 1 Plan and Budget Summary STRATEGIES: FY97-98 FY98-99 FY99-00 Unfunded One: Enhance Community Safety Through Modern, Efficient Facilities *Land Acquisition Costs: 1) Site 1 -Central Facility (6-8 acres @ 3.50 sf) $ 1,218,000 2) Site 2 -Substation (Est. 3 acres @ 5.00 sf) $ 652,500 3) Site 3 -Substation (Est. 3 acres @ 5.00 sf) $ 652,500 • *Building Design & Construction: 1) Site 1 -Central Facility ((Est. 55,736 sf) $ 8,888,792 Loy 2) Site 2 -Substation (Est. 12,000 sf) $ 1,848,000 3) Site 3 -Substation (Est. 12,000 sf) $ 1,848,000 4) Furnishings-2 Substations (10% project cost) $ 369,600 Contingencies 5 % -land $ 396,158 acquisition for three facilities Subtotal Strategy One $ 2,919,158 $ 4,065,600 $ - $ 8,888,792 Two: Enhance Community Safety Through the Use of Modern Technology and Equipment • 1) Three network servers with software $ 36,560 $ 19,111 and wiring 2) One RF network transmitter server for WAN $ 30,250 Low 3) Hand held computers $ 74,750 Page 1 of 2 Southlake Crime Control and Prevention District Exhibit 1 Plan and Budget Summary STRATEGIES FY97-98 FY98-99 FY99-00 Unfunded 4) Upgrades to existing computers $ 49,500 5) Software/Licenses $ 16,500 6) Three emergency generator systems (2@$25K/1 @$75K) $ 55,000 $ 86,250 7) Three UPS Units @$20,000 $ 44,000 $ 23,000 8) 800 MHz Radio $ 491,327 9) Mobil Command Center $ 172,500 10) Two Equipped Police Patrol Vehicles @$53,767 $ 118,287 Subtotal Strategy Two $ 118,287 $ 231,810 $ 738,577 $ 128,361 Three: Enhance Community Safety L., Through Professional Development $ - $ - $ - Four: Enhance Community Safety Through Special Police Initiatives 1) Two School Resource Officers (SRO) $ 79,024 $ 79,024 $ 79,024 2) Uniforms &equipment for SROs $ 8,820 Subtotal Strategy Four $ 87,844 $ 79,024 $ 79,024 $ Reserve for Unanticipated Projects $ 503,817 GRAND TOTAL $ 3,125,289 $ 4,376,434 $ 1,321,418 $ 9,017,153 Total Budget FY1997-98 to FY2001-02 $ 8,823,141 Short term debt may be used for implementing the Plan and Budget. L Page 2 of 2 City of Southlake,Texas SOUTHLAKE CRIME CONTROL AND PREVENTION DISTRICT CD ORDER NO. 97-1 AN ORDER OF THE TEMPORARY BOARD OF THE SOUTHLAKE CRIME CONTROL AND PREVENTION DISTRICT ESTABLISHING RULES FOR THE ADOPTION OF THE CRIME CONTROL AND PREVENTION DISTRICT BUDGET AND ESTABLISHING THE FISCAL YEAR. WHEREAS, Section 363.204 of the Local Government Code permits the temporary board of the Crime Control and Prevention District to develop and adopt procedures for adopting a budget different from the procedures outlined in the statute, NOW THEREFORE, BE IT ORDERED BY THE BOARD OF DIRECTORS OF THE SOUTHLAKE CRIME CONTROL AND PREVENTION DISTRICT, Section 1 Adoption of Budget The following rules are hereby established for the adoption of the annual budget for the Southlake Crime Control and Prevention District (the "District"). a. Public Hearing. The Temporary Board of the Crime Control and Prevention District (the "Board") shall hold a public hearing on the proposed annual budget. Any resident of the district is entitled to be present and participate at the hearing. b. Notice of Public Hearing. The Board shall publish notice of the public hearing in a newspaper with general circulation in the district not later than the tenth (10th) day before the date of the hearing. c. Inspection of Proposed Budget. The draft of the proposed budget shall be made available for public inspection at least ten (10) days prior to the public hearing. d. Adoption of Budget. After the public hearing, the board may make any changes in the proposed budget that in its judgment, is in the interest of the taxpayers of the District. The board may adopt the budget immediately following the public hearing or at any time within ten (10) days following the public hearing. e. City Council Public Hearing and Approval. The board shall submit the budget to the City Council of Southlake for consideration. The City Council may approve or reject the budget, but may not amend it. If the City Council rejects the budget, the City Council and the board shall meet and together amend and approve the budget before the beginning of the fiscal year. f. Amendment. The budget may be amended after the beginning of the fiscal year upon approval of the board and the City Council. Section 2 Fiscal Year The fiscal year for the Crime Control and Prevention District shall begin on October 1 of each year and end on September 30 of each year; provided however, the first fiscal year shall begin on the date the district is created and end on September 30. PASSED AND APPROVED BY THE TEMPORARY BOARD OF DIRECTORS OF THE SOUTHL KE CRIM CONTROL AND PREVENTION DISTRICT this the day of 1997. President Attest: liAS4444- oard Secretary City of South lake,Texas MEMORANDUM (kw January 9, 1998 TO: Sandra LeGrand, City Secretary FROM: Shana K. Yelverton, Assistant City Manager SUBJECT: Southlake Crime Control and Prevention District Minutes I recently reviewed the minutes from the September 16, 1997 meeting of the Temporary Board of Directors for the Southlake Crime Control and Prevention District, and noted that the action taken by the Board regarding the plan and budget was not recorded. I realize that these minutes have been approved by the Temporary Board and no amendment can be made at this time, however, I would request that this partial transcript be placed in the minutes file. Having the partial transcript available with the official minutes will alleviate potential confusion regarding the Temporary Board's action on this item. Thank you for your attention to this matter. d / S ! C Crime Control and Prevention District Temporary Board Meeting September 16. 1997 (partial transcript) No comments during public hearing. Closed. Motion was made to approve CD-97-1. Harris Martin SKY: We are on item #4, the Crime control plan and budget. Mayor: That's what he just outlined basically all that stuff. So, first what to do in order just give me a motion to adopt the crime control plan and budget as presented by the Chief. Harris: I move we adopt the Crime Control Plan and Budget as presented by the Chief. Martin: Second. Mayor: We have a motion and a second. Any questions? Call for a vote. Sandy Legrand named: Evans: Yes Fawks: yes Muller: yes Moffat: yes Martin: yes Harris: yes Stacy: yes Mayor: Now, Mr. Harris, if you would dive on into #5. Harris: I move we approve CD-Resolution 97-1. etc...