Loading...
1996-04-15SOUTHLAKE PARK DEVELOPMENT CORPORATION MEETING 667 North Carroll Avenue Southlake, Texas 76092 April 15,1996 OW01!131 MEMBERS PRESENT: David Yelton, President; W. Ralph Evans, Vice -President. Members: Gary Fickes, Janet Murphy, Lou Ann Heath. MEMBERS ABSENT: Sally Hall, Michael Richarme, Rod Johnson. STAFF PRESENT: Kim McAdams Lenoir, Director of Parks and Recreation Department; Sandra L. LeGrand, City Secretary. Agenda Item #2, Approval of the Minutes The Minutes of the January 15, 1996 and February 19, 1996 meetings were approved as presented. Agenda Item #3, Consider: Fiscal Policy Finance Director Lou Ann Heath presented the Fiscal Policy (attached to Minutes) to the members and explained each item. Ms. Heath stated that 15% of the SPDC current fiscal year's budgeted sales tax revenues is retained for operating reserve. This reserve will be used for unanticipated expenditures and to offset lower than expected sales tax receipts. Funds in excess of the minimum operating reserve may be used for park capital improvements when approved by the SPDC Board and Southlake City Council in the budget process or in a budget amendment during the budget year. The Fiscal Policy requires approval by the SPDC Board and can be changed at any time. SPDC President David Yelton commended Ms. Heath on developing the Policy. Gary Fickes made a motion to approve the Policy as presented. Ralph Evans seconded the motion. The committee voted 4-0 to approve the SPDC Fiscal Policy as presented. Agenda Item #4, Consider: Budget Amendments Kim McAdams Lenoir, Parks and Recreation Director, presented a memo (attached) outlining the proposed mid -year budget amendments and explained that these items are needed for park planning, new facilities, maintenance repairs and park maintenance projects planned for this summer. Ms. Lenoir commented that City Council approved the first reading of the items listed under "General Southlake Parks Development Corporation Meeting April 15, 1996 Page 2 Fund" and "Park Dedication Fees" at the April 9th Council meeting. SPDC needs to consider the iems under "Half -Cent Sales Tax." Those items are: #4 Shade structures, top soil, turf and irrigation for Adventure Alley & Bicentennial Park expansion. Account #300/975.50 at a cost of $35,000. The explanation was that there were no irrigation, turf or shade structures programmed for the Adventure Alley Playground and that additional turf and topsoil are needed for the new section of the park this summer as the rye grass dies and the Bermuda grass is established. #7 Durham Parking Lot Lights. Account #300/975.50 at a cost of $7,000. The explanation is that the Durham Elementary joint -use gym and cafetorium are used by the public in the evenings. There have been numerous complaints about the dark parking lots. The proposal will provide light for the two back (east) parking lots. The committee discussed these two proposals and noted that on item #7 (Durham Parking Lot Lights) the lights will be on timers and will operate the same as the other lights in front of the existing building. A motion was made by Gary Fickes to approve items #4 and #7 of the mid -year budget amendments. The motion was seconded by Ralph Evans. The committee voted 4-0 to approve budget items #4 and #7 amendments as presented. Agenda Item # 5, Consider: Update on Construction Projects Kim McAdams Lenoir briefed the committee on the construction projects. Bicentennial Park Expansion, Phase I is substantially complete. There are a few minor plumbing issues to be complete. It was noted that the construction contract includes a one-year maintenance agreement which is now being used to repair broken water lines, replace dead plant material and repair door hinges that have been broken. The contractor will hydro mulch the bare areas of the soccer and baseball fields in June. The soccer and baseball fields will be closed for the summer to establish the turf. City crews will be working to get Bermuda grass established throughtout the park. Ms. Lenoir mentioned that the City has acquired a drainage easement from Ralph Evans. The Carroll Middle School gymnasium and recreation center is substantially complete. There are A Southlake Parks Development Corporation Meeting April 15, 1996 Page 3 some minor items to be completed by the contractor. Agenda Item #6, Adjournment A motion was made by Gary Fickes to adjourn at 6:30 p.m. The motion was seconded by Ralph Evans and the committee voted 4-0 to adjourn. David Yelton, President ATTEST: Sandra L. LeGrand City Secretary C AWPFILES\SPDC\96-04-15.MIN /lc SOUTHLAKE PARKS DEVELOPMENT CORPORATION Fiscal Policy General Fiscal Policy. Southlake Parks Development Corporation sales tax receipts will be annually designated during the normal budget process: 1. For payment of annual requirements for principal and interest on sales tax revenue bond debt service; 2. To establish and maintain an operating reserve; 3. For Park Capital Projects; 4. For operational expenditures to support park projects. Reserve Policy. The Southlake Parks Development Corporation will retain, as a minimum, 15% of the current fiscal year's budgeted sales tax revenues as an operating reserve. This reserve will be used for unanticipated expenditures and to offset lower than expected sales tax receipts. Funds in excess of the minimum operating reserve may be designated for park capital improvements when approved by the SPDC Board and Southlake City Council in the annual budget process or in the form of a budget amendment during the budget year. A transfer from the SPDC Operating Fund to the SPDC Capital Projects Fund will be made for the approved park capital improvements. Revenue Policy Conservative estimates of sales tax receipts will be used for budget purposes. Estimates may be made using historical trends, anticipated new retail outlets, and existing retail sales tax base growth. Debt Management Polio Sales tax revenue bonded debt may be issued for approved capital projects only if projected annual sales tax receipts will equal or exceed one and one-half times the average annual debt service requirement. Budget Polio The SPDC will operate on a fiscal year basis, beginning October 1 and ending September 30. An annual operating, debt service, and capital projects budget will be adopted by the SPDC Board and presented to the Southlake City Council in conjunction with the annual budget process for the City of Southlake. Investment Policy. Investment of SPDC funds will be made according to the current approved Investment Policy of the City of Southlake. 7 From the Desk of ..... Linda Carpenter A� k A 0� (.. SP�L J City of Southlake, Texas April 11, 1996 TO: Southlake Park Development Corporation FROM: Kim McAdams, Director of Parks and Recreation SUBJECT: Mid -Year Budget New Items Requested Following is a summary of FY 1995-96 new requested budget amendments that are needed for park planning, new facilities, maintenance repairs and park maintenance projects planned for this year summer. New Mid -Year Requests Priority Item Descriptions Half -cent Dedication General Fees Fund (Acct# 300) (Acct #350) (Acct #145) 1 Horse Fence for Huse Homeplace (975) $8600 Trail 2 Citizen Survey - Park Master Plan (230) $6800 3 A/C replacement at Community (970) $9000 Center 4 Shade structures, top soil, turf & (975.5) irrigation for Adventure Alley & $35,000 Bicentennial Park Expansion 5 Lap Top Computer (950) $2000 6 Small frontend loaderibox blade (920) tractor $21,239 7 Durham Parking Lot Lights (975.50) $7,000 Totals $42,000 $15,400 $32,239 Justification of items requested are as follows: 1- Horse fence for the newly dedicated equestrian trail in the Harbor Oaks area which was approved by City Council in December 1995. It is a 1200 linear foot, three rails, a wooden split rail fence, installed. The developer and the public are ready for its installation ASAP. 2- Citizen survey is a "scientific" random telephone survey of 600 residents to gauge the public need for future park facilities and recreation programs. This will help us finalize the Park Master Plan Update with absolute validity. 3- A/C units in the small meeting rooms need to be replaced (discovered in September 1995). They are old side mounted units that are not efficient or effective. We had several citizen complain this past summer and need to replace these units. 4- No irrigation, turf or shade structures were programmed for the Adventure Alley Playground. Additional turf and topsoil are needed this summer for the new section of the park as the rye grass dies and bermuda grass is established. 5-The lap top computer is mainly for our Administrative Assistant to use at the office. It will also be used by the staff to take to the various committee and board meetings for entering minutes or data on sites which saves valuable staff time. 6- The new tractor is needed to better maintain the ballfields. The existing tractor (purchased in 1993) is too large and heavy to maneuverer on the ballfields. The smaller tractor is more versatile for the major maintenance, fertilizing, top dressing, aerating and reworking the infields which we must do regularly on the athletic fields. 7- The Durham Elementary Joint -use Gym and Cafetorium is used by the public in the evenings. We have received many complaints about the dark parking lots. This proposal will light the two back (east) parking lots with down lighting. City Council approved the first reading of the General Fund and Park Dedication Fee budget changes Tuesday. SPDC needs to consider the half -cent sales tux budget requests. Call me if you have any questions at 481-5581 ext 757. INSTI CITY OF SOUTHLAKE Southlake Parks Development Corporation Nlid-Year Review April 11, 1996 EXECUTIVE SUMMARY Issue Construction Projects Background The Bicentennial Park Expansion, Phase I is substantially complete. The contractor had a few minor plumbing issues to complete that were signed off on by city inspectors on April 4th. The contract includes a one year maintenance agreement which we are now using to repair broke water lines, replace dead plant material, repair door hinges that have broke, etc. In June the contractor will return to hydro mulch the bare areas of the soccer and baseball fields. City crews will be working hard this summer to get bermuda grass established throughout the park. Baseball and soccer fields will be closed for the summer so we can establish the turf. The City has acquired the drainage easement from Ralph Evans. Contract is attached for your review. The CMS Gym/Recreation Center is substantially complete. The contractor still has some minor items to complete. TPM, the CISD project manager is working with Ridgemont to complete those items. CITY OF SOUTHLAKE Southlake Parks Development Corporation Mid -Year Review April 11, 1996 EXECUTIVE SUMMARY Issue Park Planning Projects Background The Parks, Recreation and Open Space Master Plan was adopted by City Council in January 1992. The City Charter requires that it be reviewed and updated if necessary every four years. The Parks and Recreation Board and staff began the review "in house" in October 1995. The Park Board conducted two focus groups in January 1996 that have raised some issues that need further research. We need to produce a "scientific" random telephone survey to verify the facility needs and desires of the citizens. In the summer of 1995, we felt the Citizens Survey completed in January 1995 and the focus groups would meet our needs for the update. The facilities requested by the citizens are much more specific than the 1995 Citizens Survey analyzed. Assuming that we move forward with a telephone survey, the following revised time line is designed for the completion of the Parks, Recreation and Open Space Master Plan update. April - Survey Design May - Survey June - Analysis July - P&Z Review & Public Hearings August - Presentation to City Council West Beach/COE "City" Park Master Plan The City has acquired 80% of the targeted 131 acres which is adjacent to 200 + acres of the Corps of Engineers (COE) Walnut Grove Park. This park will be the City's largest park. The City applied for a $500,000 grant to complete the acquisition of the land and develop the first phase of construction. We should be notified this summer if we were selected for grant funding. We will pursue major community involvement in its design. The proposed time line is as follows: April -Data Collection May - Public Meetings June - Design Options / Final Plan July - Phasing Plan & Cost Estimates - SPDC August - Final Plans Presented to City Council The Bicentennial Park Master Plan is being done to address several issues. One aspect is to prepare a program for the phase II expansion project programmed for 1997. Secondly, we need to review the old and new sections of the park to bring the design elements throughout the park so it blends as one park. And thirdly, we need to address the needs and desires of the various interest groups for this park with a plan. The time line for this project is as follows: April -Data Collection May - Public Meetings June - Design Options / Final Plan July - Phasing Plan & Cost Estimates - SPDC August - Final Plans Presented to City Council The Trail System Master Plan was approved in August 1995. The Park Board has been asked by several citizens to save the equestrian trails now on private property that will be lost forever as the property is sold and developed. The Parks and Recreation Board will attempt to contact those property owners willing to see the trails preserved so as to maintain the "country atmosphere" that they have grown accustomed to and want to maintain. If the property owners cooperate with this proposal, the following time line is proposed for amending the Trail System Master Plan: April -Data Collection May - Public Meetings June - P&Z Review July - City Council Review CITY OF SOUTHLAKE Southlake Parks Development Corporation Mid -year Review April 11, 1996 EXECUTIVE SUMMARY Issue Joint Use Program Update Background In September 1995, the CISD/City Joint -use Durham Elementary Gym/Cafetorium and CMS Gym/Recreation Center opened to the public. Discussion Durham Elementary Gym/Cafetorium has been used by the City for its annual Harvest Festival (Halloween), four Masterwork Series Concerts, Parent/Child Valentine Dance, Indoor Soccer League, Jazzercize classes, Fun Time Live and Spring Break Camp. The total number of participants to date in these programs equals 6184. This summer the City will hold summer day camps in this facility. There have been some scheduling conflicts, but CISD and the City are working toward solving these issues. There has been a private after -school contractor in our office space which conflicts with the Joint -Use Agreement. The contract expires May 31 for this contractor and CISD will not renew it. One unsolved issue is the complaints we receive from the unlighted back parking lots. The cost of lighting the back two parking lots is $7,000. SPDC will consider this expenditure in April. This will not light the north parking lot. CMS Gym/Recreation Center has been used by the City for Men's Basketball Leagues, FunTime Live (bimonthly Saturday night dance/parry for teens), and karate classes. The total participants to date equal 3923. During Spring Break, the City held open gym daily and will continue it on Wednesdays and Saturdays until the summer. This week the Middle/ Intermediate After -school Program began. This summer the City will use this facility for open gym, for sports camps, Jazzercise for Kids, Fun Time Live and will staff the office. There have been a few scheduling conflicts, but CISD and the City are working together to resolve these. One unresolved issue is the need for more parking near the gym so people do not overload the circle in the front of the school. CISD is working on a proposed layout for a parking lot. In Summary City staff and CISD staff agree that there are great advantages in working together in full utilization of the facilities for the community. Some of the realizations of joint -use are that "school hours" are more than just 8:00 a.m. to 4:00 p.m., Monday through Friday. Schools are heavily used by the District after hours and seasonally. And CISD is having to realize that maintenance of facilities cannot be loosely scheduled for summer, Spring Break and Christmas break when the City is using the facility but must clearly schedule plans early and narrow in scope to work with the City program plans. To maximize use of the joint -use facilities, more staff will be needed in FY 1996-97. SI STAX96. WK4 1,025,061 CITY OF SOUTHLAKE SOUTHLAKE PARKS DEVELOPMENT CORPORATION SALES TAX REVENUES 1995-96 collected budget balance budget to date balance percent S670.500 S341.687 S'H.i£1,3 49.04% FISCAL FISCAL FISCAL YEAR YEAR % Inc YEAR % Inc MONTH 229A 2AM --D= 25Lk October $0 $44,975 n/a $64,344 43.1% November 0 26,049 n/a 55,958 114.8% December 0 33,622 n/a 51,987 54.6% January 0 47,843 n/a 70,181 46.7% February 0 34,007 n/a 47,635 40.1% March 0 28,300 n/a 51,581 82.3% April 0 44,106 n/a 0 -100.0% May 29,145 40,554 39.1% 0 -100.0% June 29,788 41,627 39.7% 0 -100.0% July 47,079 67,593 43.6% 0 -100.0% August 29,490 54,792 85.8% 0 -100.0% September 37 614 53,282 41.7% Q -100.0% TOTAL $173,116 $516,751 $341,687 59.1% W15/96 CITY OF SOUTHLAKE SALES TAX REVENUES six year comparison 1995-96 collected budget balance budget to date balance percent SI-341.UM e683 374 S657.626 49.040% MONTH FISCAL YEAR 90/91 FISCAL YEAR 91/92 % Inc -Dec 1 FISCAL 1 YEAR 92/93 % Inc -Dec FISCAL YEAR 93/94 % Inc -Dec FISCAL YEAR I 94/95 % Inc -Dec FISCAL YEAR f 95/96 % Inc -Dec- October $44,081 $46,731 6.0%f $50,956 9.0% $99,408 95.1%f $89,951 -9.5% $128,689 43.1% November 37,117 27,929 -24.8%! 42,126 50.8% 50,623 20.2% 52,099 2.9% 111,917 114.8% December 28,464 33,273 16.9% 33,950 1.7% 70,155 107.3% 67,243 -4.2% 103,975 54.6% January 47,106 40,012 -15.1% 67,713 69.2% 106,541 57.3% 95,697 -10.2% 140,362 46.7% February 22,487 40,106 78.4% 39,351 -1.9% 57,839 47.0% 68,015 17.6% 95,269 40.1% March 32,955 37,488 13.8% 44,176 17.8% 59,378 34.4% 56,600 -4.7% 103,163 82.3% April 41,445 57,543 38.8% 68,664 19.3% 87,438 27.3% 88,212 0.9% 0 -100.0% May 36,627 41,020 12.0% 54,623 33.2% 58,291 6.7% 81,109 39.1% 0 -100.0% •e 37,894 43,105 13.8% 52,027 20.7% 59,577 14.5% 83,253 39.7% 0 -100.0% July 47,017 51,357 9.2% 80,567 56.9% 94,157 16.9% 135,187 43.6% 0 -100.0% August 35,951 48,731 35.5% 48,290 -0.9% 58,980 22.1% 100,594 85.8% 0 -100.0% September 37,004 42,741 15.5% 54,395 27.3% 75,228 38.3% 106.563. 41.7% ¢ -100.0% TOTAL $448,148 $510,036 13.8% $636,738 24.8% $8772615 37.8% $1,033,502 17.8% $683,374 59.1% SISrAX%.WK4 REPORT DATE 04/15/96 • Fvst momh or 1/2 cent additional sales tu. , City of Southlake Sales Tax Analysis FY1995-96 1 % Sales Tax Actual Budget Actual Estimated (est-budg) % Month 19 4- 1995-96 1995-96 1995-96 Difference Chanae October 89,951 116,949 128,689 128,689 11,740 10.04% November 52,099 77,204 111,917 111,917 34,713 44.96% December 67,243 93,105 103,975 103,975 10,870 11.67% January 95,687 122,971 140,362 140,362 17,391 14.14% February 68,015 93,916 95,269 95,269 1,353 1.44% March 56,600 81,930 103,163 103,163 21,233 25.92% April 88,212 115,123 0 115,123 0 0.00% May 81,109 107,664 0 107,664 (0) -0.00% June 83,253 95,741 0 95,741 0 0.00% July 135,187 164,446 0 164,446 (0) -0.00% August 109,584 137,563 0 137,563 (0) -0.00% September 106,563 134,388 4 134,388 (W -0.00% Total 1,033,503 1,341,000 683,375 1,438,300 97,300 7.26% % increase 29.75% 39.17% 1 /2% Sales Tax Actual Budget Actual Estimated (est-budg) % Month 1_994-95 19 59� 9- 6 1995-96 1995-96 Difference Chanae October 44,976 58,474 64,345 64,345 5,870 10.04% November 26,050 38,602 55,959 55,959 17,357 44.96% December 33,622 46,553 51,988 51,988 5,435 11.67% January 47,844 61,486 70,181 70,181 8,695 14.14% February 34,008 46,958 47,635 47,635 677 1.44% March 28,300 40,965 51,581 51,581 10,616 25.92% April 44,106 57,561 0 57,561 (0) -0.00% May 40,555 53,832 0 53,832 (0) -0.00% June 41,627 47,870 0 47,870 (0) -0.00% July 67,594 82,223 0 82,223 (0) -0.00% August 54,792 68,782 0 68,782 0 0.00% September 53`282 67,194 0 67194 (W -0.00% Total 516,752 670,500 341,687 719,149 48,649 7.26% 04115M slsesft.wk4 Budget for 1995-96 assumes a 5% increase on actual estimated 1994-95 collections plus $405,000 annual for Walmart.