2022-06-21 SPDC packetCity of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
June 17, 2022
TO: Southlake Parks Development Corporation
FROM: Chris Tribble, Director of Community Services
SUBJECT: Agenda Item Comments for the Southlake Parks Development
Corporation Meeting – Tuesday, June 21, 2022
________________________________________________________________
Please note: The regular meeting will begin at 4:30 p.m. in the Council
Chambers.
1. Agenda Item 1. Call To Order
2. Agenda Item 2A. Consent: Approval of the minutes from April 5, 2022 SPDC
meeting – Please make any corrections to the minutes part of the motion for
consideration.
3. Agenda Item 3. Public Forum: Public Forum is the public's opportunity to
address SPDC about non-agenda items. During Public Forum, SPDC will not
discuss or take action on any item brought up at this time.
4. Agenda Item 4A. Consider: Election of Officers – The purpose of this item is
for the SPDC to elect officers.
5. Agenda Item 4B. Consider: Recommend approval of SPDC Matching funds
request for Watermere Park improvements in an amount not to exceed
$50,000- The purpose of this item is to allow for SPDC review and discussion
related to the matching funds request received from Watermere at Southlake
Condo Association, Inc., for Watermere Park improvements in an amount not
to exceed $50,000. A copy of the SPDC Matching Funds Application from the
Watermere at Southlake Condo Association Inc. is included within your packet.
6. Agenda Item 4C. Consider: Recommend approval of amendment to the
professional services contract with Parkhill, Inc. for the design and engineering
of the Bicentennial Park Pickleball Complex in an amount not to exceed
$160,000- The purpose of this item is to allow for SPDC consideration of an
amendment to the professional services contract with Parkhill, Inc. for design
services related to the Bicentennial Park Pickleball project.
Southlake Parks Development Corporation
Meeting Date – June 21, 2022
Page 2 of 2
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
The original contract in the amount of $150,000 approved November 16, 2021,
was based on a proposed construction budget of $1,055,000. The scope of the
project has increased significantly based on direction from the project team, the
Parks & Recreation Board and the SPDC during the design and site plan
approval processes.
The current OPCC, dated May 17, 2022, is $3,350,000. Based on the increase
scope of the project, additional design services are required. The $160,000
amendment will bring the total de sign services contract to $310,000 or 9.25%
of the construction cost which is well within industry standards.
A copy of the amendment is included within your packet.
7. Agenda Item 5A. Discussion: Sales Tax Report – Chief Financial Officer
Sharen Jackson is available if you have any questions.
8. Agenda Item 5B. Discussion: SPDC Attendance Report – Please let staff know
if you have any questions regarding the attendance record.
9. Agenda Item 6. Adjournment
As always, 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 (817)
748-8021.
CST
STAFF CONTACT INFORMATION:
Chris Tribble, Director of Community Services (817) 748-8021
Sharen Jackson, Chief Financial Officer, (817) 748-8042
Southlake Parks Development Corporation Meeting Minutes – April 5, 2022
Page 1 of 2
SOUTHLAKE PARKS DEVELOPMENT CORPORATION MEETING MINUTES
APRIL 5, 2022
LOCATION: Southlake Town Hall, City Council Chambers, 1400 Main Street, Southlake, Texas
SPDC MEMBERS PRESENT: Vice President Chad Patton, Members Kathy Talley, Tamara
McMillan, Francis Scharli, and Ronell Smith
SPDC MEMBERS ABSENT: President Randy Williamson and Member Lori Palmer
STAFF PRESENT: Director of Community Services Chris Tribble, Chief Financial Officer
Sharen Jackson, and City Secretary Amy Shelley.
REGULAR AGENDA:
1.CALL TO ORDER
Southlake Parks Development Corporation Vice President Chad Patton called the SPDC
meeting to order at 4:30pm.
2.CONSENT
2A. APPROVAL OF THE MINUTES FROM THE SOUTHLAKE PARKS DEVELOPMENT
CORPORATION MEETING HELD ON MARCH 1, 2022
Vice President Patton presented Item 2A, and there were no questions from the board.
APPROVED
A motion was made to approve the minutes from the March 1, 2022 meeting.
Motion: McMillan
Second: Smith
Ayes: Talley, Patton, Smith, McMillan, Scharli
Abstain: None
Absent: Williamson, Palmer
Approved: 5-0
3.PUBLIC FORUM
Vice President Patton opened the public forum at 4:31pm. There being no one wishing to
speak, Secretary Scharli closed the public forum at 4:31pm.
4.DISCUSSION
Item 2A-1
Southlake Parks Development Corporation Meeting Minutes – April 5, 2022
Page 2 of 2
4A. PICKLEBALL COMPLEX CONCEPT PLAN AND BUDGET
Director of Community Services Chris Tribble presented Item 4A and answered questions
from the Board.
The Board directed staff to move forward with the Pickleball Complex Concept Plan and
Budget.
4B. SALES TAX REPORT
Chief Financial Officer Sharen Jackson provided an overview of the sales tax report, and
no action was required.
4C. SPDC ATTENDANCE REPORT
There was no discussion on this item.
5. ADJOURNMENT
Meeting was adjourned by Vice President Patton at 5:08pm.
MINUTES APPROVED BY SPDC ON THIS, THE ____ DAY OF _______, 2022.
_____________________________________
Randy Williamson, President
Southlake Parks Development Corporation
ATTEST:
___________________________________________
Amy Shelley, City Secretary
Southlake Parks Development Corporation Liaison
Item 2A-2
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
June 17, 2022
TO: Southlake Parks Development Corporation
FROM: Chris Tribble, Director of Community Services
SUBJECT: Election of Officers for Southlake Parks Development Corporation
______________________________________________________________________
Action Requested: Election of President, Vice President, and Secretary for
Southlake Parks Development Corporation (SPDC).
Background
Information: The SPDC Bylaws address the process for election of
officers for Southlake Parks Development Corporation.
Annually, following the City Council appointments of new
SPDC members, the Corporation shall select officers,
including a President, Vice President and Secretary, to serve
until the next annual election.
Section 3.1(a) of the SPDC by-laws states: “. . . terms of
office shall be one (1) year with the term of office expiring on
May 31 of each year. Upon expiration of the terms each
officer shall have the right to be reappointed or reelected.”
The Treasurer position is held by the Chief Financial Officer
of the City of Southlake and is not subject to annual election.
City Council made appointments to SPDC at their recent
meeting in May, as such, any sitting member of the current
Corporation may be considered for the officer pos itions. The
current members are:
•Kathy Talley
•Ronell Smith
•Amy Torres-Lepp
•Randy Williamson
•Lori Palmer
•Tamara McMillan
•Frances Scharli
The attached Bylaws provide a list of duties performed by
each officer for your consideration.
Item 4A-1
Southlake Parks Development Corporation
Meeting Date – June 21, 2022
Page 2 of 4
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Financial
Considerations: N/A
Financial Impact: N/A
Citizen Input/
Board Review: N/A
Legal Review: N/A
Alternatives: N/A
Supporting
Documents: N/A
Staff Recommendation: SPDC election of officers
Item 4A-2
Southlake Parks Development Corporation
Meeting Date – June 21, 2022
Page 3 of 4
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
ARTICLE III
OFFICERS
Section 3.1 Titles and Terms of Office.
(a) The officers of the Corporation shall be a president, a vice president, a secretary and
a treasurer, and such other officers as the Board may from time to time elect or appoint. Initial
officers, appointed or elected in January 1994, will serve through May 31, 1995. Thereafter, terms
of office shall be one (1) year with the term of office expiring on May 31 of each year. Upon the
expiration of the terms each officer shall have the right to be reappointed or reelected.
(b) All officers shall be subject to removal from office at any time by a vote of a
majority of the City Council.
(c) A vacancy in the office of any elected officer shall be filled by a vote of a majority
of the directors.
Section 3.2 Powers and Duties of the President. The president shall be the chief
operating executive officer of the Corporation, and subject to the authority of the Board, the
president shall be in general charge of the properties and affairs of the Corporation, and execute all
contracts, conveyances, franchises, bonds, deeds, assignments, mortgages, notes and other
instruments in the name of the Corporation. The President shall preside over the meetings of the
Corporation.
Section 3.3 Vice President. The vice president shall have such powers and duties as
may be prescribed by the Board and shall exercise the powers of the president during that officer's
absence or inability to act, in their respective order. Any action taken by the vice president in the
performance of the duties of the president shall be conclusive evidence of the absence or inability to
act of the president at the time such action was taken.
Section 3.4 Treasurer. The Treasurer shall be the Chief Fiscal Officer of the
Corporation, and shall have the responsibility to see to the handling, custody, and security of all
funds and securities of the Corporation in accordance with these bylaws. When necessary or proper,
the treasurer may endorse and sign, on behalf of the Corporation, for collection or issuance, checks,
notes, and other obligations in or drawn upon such bank, banks or depositories as shall be
designated by the Board consistent with these bylaws. The treasurer shall see to the entry in the
books of the Corporation full and accurate accounts of all monies received and paid out on account
of the Corporation. The treasurer shall, at the expense of the Corporation, give such bond for the
faithful discharge of his/her duties in such form and amount as the Board or the City Council may
require. The Director of Finance of the City of Southlake shall serve as the Treasurer of the
Corporation. All check writing authority will follow all applicable City policies concerning
authorizations, signatures and disbursements.
Item 4A-3
Southlake Parks Development Corporation
Meeting Date – June 21, 2022
Page 4 of 4
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Section 3.5 Secretary. The secretary shall keep the minutes of all meetings of the
Board and books provided for that purpose, shall give and serve all notices, may sign with the
president in the name of the Corporation, and/or attest the signature thereto, all contracts,
conveyances, franchises, bonds, deeds, assignments, mortgages, notes and other instruments of the
Corporation, shall have charge of the corporate books, records, documents and instruments, except
the books of account and financial records and securities, and such other books and papers as the
Board may direct, all of which shall at all reasonable times be open to public inspection upon
application at the office of the Corporation during business hours, and shall in general perform all
duties incident to the office of secretary subject to the control of the Board.
Section 3.6 Executive Director. The City Manager of the City of Southlake will serve
as the Executive Director of the Corporation to provide administrative support services for the
corporation, and perform duties as prescribed by Board and City Council.
Section 3.7 The president, vice president, and the secretary shall be named from among
the members of the Board. The treasurer shall be the Director of Finance for the City. Any
assistant secretary may, at the option of the Board, be employees of the City. The legal counsel
shall be the attorney for the City and he/she shall designate any other attorney needed by the
Corporation.
Section 3.8 Compensation. Officers who are members of the Board shall not receive
any salary or compensation for their services, except that they shall be reimbursed for the actual
expenses incurred in the performance of their official duties as officers.
Item 4A-4
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
June 16, 2022
TO: Southlake Parks Development Corporation
FROM: Chris Tribble, Director of Community Services
SUBJECT: Recommend approval of SPDC Matching funds request for
Watermere Park improvements in an amount not to exceed $50,000
Action Requested: SPDC recommendation on a proposed matching funds
request received from Watermere at Southlake Condo
Association, Inc., for Watermere Park improvements in an
amount not to exceed $50,000.
Background
Information: Representatives from the Watermere at Southlake Condo
Association requested the removal of the existing , unused
playground equipment and landscape/hardscape
improvements at Watermere Park during the Southlake 2035
Parks Master plan update.
Staff has worked with the group to finalize the scope of the
park improvements, and recommends approval based on the
request meeting the criteria designated within the SPDC
Matching Funds Policy.
The Parks and Recreation Board recommended approval (4 -
0) at their June 13, 2022 meeting.
A copy of the SPDC Matching Funds application is included
with the memo for your review.
Financial
Considerations: Approval of a matching funds request will assist with offsetting
the costs for these park improvements.
Funding in the amount of $155,075 is available within the
approved FY 2022 SPDC CIP for the Matching Funds
program. The total anticipated project cost is $50,000 to be
split 50/50 ($25,000 each).
Item 4B-1
Southlake Parks Development Corporation
Meeting Date – June 21, 2022
Page 2 of 2
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Strategic Link: The matching funds request is linked to the City’s Strategy
Map related to the focus areas of Quality Development and
Partnerships and Volunteerism and meets the corporate
objectives to provide attractive and unique spaces for
enjoyment of personal interests, collaborate with select
partners to implement service solutions, and invest to provide
and maintain high quality public assets.
Citizen Input/
Board Review: The Watermere at Southlake Condo Association, Inc. has
committed funds in the amount of $25,000 towards the
proposed project.
Parks & Recreation Board recommended approval (4-0) June
13, 2022
SPDC & City Council consideration June 21, 2022
Legal Review: N/A
Alternatives: Alternatives include:
▪ Approve request as presented
▪ Approve request with input as desired
▪ Decision not to approve request
Supporting
Documents: SPDC Matching Funds Application from the Watermere at
Southlake Condo Association Inc.
Staff
Recommendation: SPDC recommendation to approve the matching funds
request received from Watermere at Southlake Condo
Association, Inc., for Watermere Park improvements in an
amount not to exceed $50,000.
Item 4B-2
Item 4B-3
Item 4B-4
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
June 16, 2022
To: Southlake Parks Development Corporation
From: Chris Tribble, Director of Community Services
Subject: Recommend approval of amendment to the professional services
contract with Parkhill, Inc. for the design and e ngineering of the
Bicentennial Park Pickleball Complex in an amount not to exceed
$160,000.
Action
Requested: SPDC recommendation of approval of the amendment to the
professional services contract with Parkhill, Inc. for design services
related to the Bicentennial Park Pickleball project.
Background
Information: The City Council prioritized a pickleball complex to be built in
Bicentennial Park within the adopted FY 2035 Parks, Recreation &
Open Space Master Plan. In addition, funding was approved in the
adopted FY 2022 SPDC CIP and Capital Budget.
Parkhill, Inc., has been the designer of record for most of all
Bicentennial Park Improvements since 2006. They also designed
North Park.
The original contract in the amount of $150,000 approved November
16, 2021, was based on a proposed construction budget of
$1,055,000. The scope of the project has increased significantly
based on direction from the project team, the Parks & Recreation
Board and the SPDC during the design and site plan approval
processes.
The current OPCC, dated May 17, 2022, is $3,350,000. Based on the
increase scope of the project, additional design services are required.
The $160,000 amendment will bring the total design services contract
to $310,000 or 9.25% of the construction cost which is well within
industry standards.
Funding in the amount of $1,250,000 is included in the approved FY
2022 SPDC CIP. An additional $2,600,000 is being proposed in the
FY 2023 SPDC CIP to complete the project.
Item 4C-1
Shana Yelverton, City Manager
Meeting Date – June 21, 2022
Page 2 of 2
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
The scope of work includes Landscape Architectural, Engineering and
Architectural services for the pickleball complex. The complex will
include, but not be limited to the following program elements:
demolition, earthwork, nine (9) lighted pickleball courts including a
championship court, a building/pavilion structure that incorporates
both men’s and women’s restrooms and a small office, small
pavilions/shade structures, sidewalks, utilities, storm drainage,
fencing, site lighting, site furnishings, landscape, and irrigation.
Financial
Considerations: Funding in the amount of $1,250,000 is included in the approved FY
2022 SPDC CIP. An additional $2,600,000 is being proposed in the
FY 2023 SPDC CIP to complete the project.
Strategic Link: This item is linked to the City’s Strategy Map related to the focus area
of Quality Development and Infrastructure and meets the corporate
objective to Invest to provide and maintain high quality public assets.
Citizen Input/
Board Review: SPDC to consider June 21, 2022
City Council to consider June 21, 2022
Legal Review: The proposed professional services agreement with Parkhill is a
standard contract that has been previously utilized for Bicentennial
Park, however, staff has requested a current review by the City
Attorney.
Alternatives: 1) Approval of the proposed agreement as presented
2) Approval with modifications to the proposed agreement
3) Denial of the proposed agreement
Supporting
Documents: Copy of proposed amendment to the agreement
Staff
Recommendation: SPDC recommendation of approval of the amendment to the
professional services contract with Parkhill, Inc. for design services
related to the Bicentennial Park Pickleball project.
Item 4C-2
May 17, 2022
Mr. Chris Tribble, Director
Parks & Recreation Department
City of Southlake
285 Shady Oaks Drive
Southlake, Texas 76092
Re: Additional Services Fee Proposal for Bicentennial Pickleball Complex
Dear Mr. Tribble:
As requested, we are providing the following Additional Services Fee Proposal for additional design work
for the Bicentennial Pickleball Complex as described below:
The project Construction Budget is to increase from $1,055,000 to $3,300,000 for the additional
amenities.
Expansion of the Restroom / Pavilion building to include an office, a women’s restroom with three
(3) lavatories, a men’s restroom with three (3) lavatories and HVAC.
A lighted championship pickleball court with covered seating.
Two (2) shade structures located between the 4-court banks of pickleball.
Entry monument sign.
Expansion of the complex site to incorporate the items listed above
Our proposed fee for this Additional Service will be for the stipulated sum of $165,250 which includes use
of the Design Contingency Allowance ($5,250) in the existing agreement.
You may indicate your acceptance of this Additional Services Fee Proposal by returning one signed copy
of this letter to our office. We will consider receipt of the letter as authorization to proceed.
If you have any questions regarding this proposal, please contact me at your earliest convenience.
Sincerely,
PARKHILL CITY OF SOUTHLAKE (OWNER)
By: Accepted By:
Victor W. Baxter Chris Tribble
Director of Business Development Director
for Landscape Architecture
Date:
JW/czg
Enclosures
“The Texas Board of Architectural Examiners, P.O. Box 12337, Austin, Texas 78711-2337 or 333
Guadalupe, Suite 2-350, Austin, Texas 78701-3942, (512) 305-9000, www.tbae.state.tx.us has jurisdiction
over complaints regarding the professional practices of persons registered as architects in Texas.”
\\Data1\Projects3\2020\8802.20\00_ADMIN\00_CONTR\01_FINAL\ADD-SERVICES_002\Arlington-Letterhead.docx
Item 4C-3
2022 Collected Budget Balance
Budget to Date Balance Percent
8,140,300$ 6,318,636$ ($1,821,664)-22.38%
FISCAL FISCAL FISCAL
YEAR % Inc YEAR % Inc YEAR % Inc
MONTH 2020 -Dec 2021 -Dec 2022 -Dec
October 651,380$ 2.01%662,048$ 1.64%821,929$ 24.15%
November 667,147$ 14.83%552,571$ -17.17%841,928$ 52.37%
December 1,015,651$ 23.58%981,377$ -3.37%1,251,441$ 27.52%
January 693,275$ 32.12%639,909$ -7.70%816,278$ 27.56%
February 515,256$ -7.58%498,428$ -3.27%707,532$ 41.95%
March 592,439$ -12.01%880,264$ 48.58%1,006,221$ 14.31%
April 528,939$ -19.76%749,324$ 41.67%873,307$ 16.55%
May 587,511$ -10.97%643,401$ 9.51%-$ -100.00%
June 700,796$ 7.95%1,317,415$ 87.99%-$ -100.00%
July 606,259$ 0.93%738,239$ 21.77%-$ -100.00%
August 628,475$ -8.27%727,230$ 15.71%-$ -100.00%
September 721,474$ 4.57%859,723$ 19.16%-$ -100.00%
TOTAL 7,908,601$ 9,249,930$ 6,318,636$
Actual Budget Actual Estimated (budget-est.)%
2021 2022 2022 2022 Difference Change
MONTH
October 662,048$ 673,000$ 821,929$ 821,929$ 148,929$ 23.45%
November 552,571$ 611,000$ 841,928$ 841,928$ 230,928$ 39.82%
December 981,377$ 864,000$ 1,251,441$ 1,251,441$ 387,441$ 47.25%
January 639,909$ 589,000$ 816,278$ 816,278$ 227,278$ 43.71%
February 498,428$ 563,000$ 707,532$ 707,532$ 144,532$ 26.04%
March 880,264$ 700,000$ 1,006,221$ 1,006,221$ 306,221$ 45.70%
April 749,324$ 693,000$ 873,307$ 873,307$ 180,307$ 27.53%
May 643,401$ 694,000$ -$ 694,000$ -$ 0.00%
June 1,317,415$ 682,000$ -$ 682,000$ -$ 0.00%
July 738,239$ 631,100$ -$ 631,100$ -$ 0.00%
August 727,230$ 714,500$ -$ 714,500$ -$ 0.00%
September 859,723$ 725,700$ -$ 725,700$ -$ 0.00%
TOTAL 9,249,930$ 8,140,300$ 6,318,636$ 9,765,936$ 1,625,636$ 21.25%
SOUTHLAKE PARKS DEVELOPMENT CORPORATION
1/2% SALES TAX REPORT
$-
$200,000
$400,000
$600,000
$800,000
$1,000,000
$1,200,000
$1,400,000
Three Year Revenue Comparison
by Month
FISCAL YEAR 2020 FISCAL YEAR 2021 FISCAL YEAR 2022
Item 5A-1
Lori Palmer 0 0 a r 0 50%0.5 2022 79%
Kathy Talley 0 0 a a 0 100%1
Ronell Smith 0 0 a a 0 100%1 a In attendance
Randy Williamson 0 0 a r 0 50%0.5 r Not in attendance, no substitute
Amy Torres-Lepp 0 0 a a 0 0%0 m Substitute in attendance
Frances Scharli 0 0 r a 0 50%0.5 n Vacant position
Tamara McMillan 0 0 a a 0 100%1 0 Meeting Canceled
*Meeting Canceled due to no quorum
0 0 86%71%
0
Change in Representative
Total Hrs Per Month 0 0 0.5 0.5 0 1
Place Name 1/4/22 2/1/22 3/1/22
Meeting Attendance Rate
(includes substitutions)
4/5/22
Southlake Parks Development Corporation Attendance Report
Individual
Attendance
Rate
Hrs To
Date Average Monthly Attendance
Rate
8/2/22 9/6/22 10/4/22 11/1/22 12/6/225/3/22 6/21/22 7/5/22
2022
Item 5B-1