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2021-04-06 SPDC PacketCity of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork M E M O R A N D U M March 31, 2021 TO: Southlake Parks Development Corporation FROM: Chris Tribble, Director of Community Services SUBJECT: Agenda Item Comments for the Southlake Parks Development Corporation Meeting – Tuesday, April 6, 2021 ________________________________________________________________ Please note: The regular meeting will begin at 4:30 p.m. in the Council Chambers. 1. Agenda Item No. 1. Call to order 2. Agenda Item No. 2A. Consent: Approval of the minutes from the January 5, 2021 SPDC meeting – Please make any corrections to the minutes part of the motion for consideration. 3. Agenda Item No. 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 No. 4A. Consider: Approve the purchase and installation of tennis court lighting from Musco Lighting for an amount not to exceed $135,000 – The purpose of this item is to consider the purchase and installation of new tennis court lights for the two public tennis courts located on the northeast corner of Bicentennial Park. 5. Agenda Item No. 5A. Sales Tax Report – The Sales Tax report is included in the packet. Chief Financial Officer Jackson is available if you have any questions. 6. Agenda Item No. 5B. Discussion: SPDC Attendance Report – Please let staff know if you have any questions regarding the attendance record. 7. Adjournment Southlake Parks Development Corporation Meeting Date – April 6, 2021 Page 2 of 2 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 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 – January 5, 2021 Page 1 of 2 SOUTHLAKE PARKS DEVELOPMENT CORPORATION MEETING MINUTES JANUARY 5, 2021 LOCATION: Southlake Town Hall, Council Chambers, 1400 Main Street, Southlake, Texas SPDC MEMBERS PRESENT: President John Huffman, Vice President Ronell Smith, Secretary Francis Scharli, and members Shawn McCaskill, Chad Patton, Tamara McMillan, and Lori Palmer STAFF PRESENT: Director of Community Services Chris Tribble and Deputy City Secretary Veronica Lomas REGULAR AGENDA: 1. CALL TO ORDER President John Huffman called the meeting to order at 4:34pm. 2. CONSENT 2A. APPROVAL OF THE MINUTES FROM THE AUGUST 4, 2020 SOUTHLAKE PAKS DEVELOPMENT CORPORATION AND PARKS BOARD JOINT MEETING. President John Huffman presented Item 2A, and there were no questions from the board. APPROVED BY SPDC A motion was made to approve the minutes from the August 4, 2020, Southlake Parks Development Corporation and Parks Board joint meeting. Motion: McMillan Second: Palmer Ayes: Huffman, Smith, Scharli, McCaskill, Patton, McMillan and Palmer Approved: 7-0 3. PUBLIC FORUM President John Huffman opened the public forum at 4:37pm. There being no one wishing to speak, President John Huffman closed the public forum at 4:37pm. 4. CONSIDER 4A. APPROVE A CONTRACT WITH O’DONNELL’S LANDSCAPE SERVICES, INC. FOR AN AMOUNT NOT TO EXCEED $339,000 FOR CONTRACT LANDSCAPE SERVICES. Director of Community Services Chris Tribble presented Item 4A and answered questions from the Board. 2A-1 Southlake Parks Development Corporation – January 5, 2021 Page 2 of 2 APPROVED A motion was made to approve Item 4A, approval of a contract with O’Donell’s Landscape Services, Inc., for an amount not to exceed $339,000 for contract landscape services. Motion: McMillan Second: Palmer Ayes: Huffman, Smith, Scharli, McCaskill, Patton, McMillan and Palmer Approved: 7-0 5. DISCUSSION 5A. SALES TAX REPORT Director of Community Services Chris Tribble provided an overview of the sales tax report, and no action was required. 5B. SPDC ATTENDANCE REPORT Director of Community Services Chris Tribble provided an overview of the attendance report, and no action was required. 6. ADJOURNMENT Meeting was adjourned by President John Huffman at 4:43pm. MINUTES APPROVED BY SPDC ON THIS, THE ____ DAY OF _______, 2020. _____________________________________ John Huffman, President Southlake Parks Development Corporation ATTEST: ___________________________________________ Amy Shelley, City Secretary Southlake Parks Development Corporation Liaison 2A-2 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork M E M O R A N D U M March 31, 2021 TO: Southlake Parks Development Corporation FROM: Chris Tribble, Director of Community Services SUBJECT: Approve the purchase and installation of tennis court lighting from Musco Lighting for an amount not to exceed $135,000 ______________________________________________________________________ Action Requested: SPDC approval of the purchase and installation of tennis court lighting from Musco Lighting for an amount not to exceed $135,000 Background Information: The purpose of this item is to purchase and install new tennis court lights for the two public tennis courts located on the northeast corner of Bicentennial Park. The existing lights will be replaced with new LED lighting and will complete the conversion of all sports field lighting within Bicentennial Park to the Musco Light-Structure Green™ System. The cost includes all labor and materials for new light poles and lights, as well as, a 25-year warranty. The Southlake Parks Development Corporation will consider this item prior to the City Council on April 6, 2021. Financial Considerations: Funding for the project is available and was included within the Bicentennial Park Improvements Phase 3 project budget that was adopted in the FY 2018 SPDC CIP. Strategic Link: Approval of the contract is linked to the City’s Strategy Map related to the focus areas of Quality Development and Infrastructure and meets the corporate objectives to Provide attractive and unique spaces for enjoyment of personal interests and Invest to provide and maintain high quality public assets. 4A-1 Southlake Parks Development Corporation Meeting Date – April 6, 2021 Page 2 of 2 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Citizen Input/ Board Review: SPDC consideration on April 6, 2021 City Council consideration April 6, 2021 Legal Review N/A Alternatives: Alternatives may include: • Approve as presented • Approve with changes • Decision not to approve Attachments: Quote from Musco Recommendation: SPDC approval of the purchase and installation of tennis court lighting from Musco Lighting for an amount not to exceed $135,000 4A-2 Musco Sports Lighting, LLC 2009, 2012 M-1290-enUS-3 1 Bicentennial Park Tennis Courts Southlake, Texas Light Structure System – TLC LED Buy Board Quote Contract Number: 592-19 Commodity: Parks/Rec & Field Lighting Date: March 9, 2021 Equipment Description Light-Structure Green™ System delivered to your site in Five Easy Pieces™ • 4 - Pre-cast concrete bases • 4 – 50’ Galvanized steel poles • UL Listed remote driver component enclosure • Pole length wire harness • 12 - Factory-aimed and assembled 600W LED luminaires for the courts • 4 - Factory-aimed and assembled 400W LED luminaires. One on each pole for the parking lot area and the water tower area Also Includes: • 50% less spill and glare light than Musco’s prior industry leading technology • Musco Constant 25™ warranty and maintenance program that eliminates 100% of your maintenance costs for 25 years, including labor and materials • Guaranteed constant light level of 50 footcandles for 25 years • Control Link® Control & Monitoring System for flexible control and solid management of your lighting system • Lighting Contactors • Push button player activation • Structural Engineering • Electrical Engineering • Bonding • Turnkey Installation Quote Musco’s Light Structure Green™ as described above……………………………………………………..$132,411 Pricing furnished is effective for 60 days unless otherwise noted and is considered confidential. 4A-3 Musco Sports Lighting, LLC 2009, 2012 M-1290-enUS-3 2 Payment Terms Net 30. Musco will attempt to coordinate shipment so that delivery corresponds with the customer’s payment schedule. We will expect payment within the terms described above unless there is a written statement from Musco’s corporate headquarters stating the acceptance of different terms. • Delivery to the job site from the time of order, submittal approval, and confirmation of order details including voltage and phase, pole locations is approximately 30-45 days. Due to the built-in custom light control per luminaire, pole locations need to be confirmed prior to production. Changes to pole locations after the product is sent to production could result in additional charges. Notes Quote is based on: • Shipment of entire project together to one location • Structural code and wind speed = 2015 IBC, 115 MPH • Two tennis courts • Confirmation of pole locations prior to production Thank you for considering Musco for your sports-lighting needs. Please contact me with any questions. Chris Johnson Senior Sales Representative Musco Sports Lighting, LLC Cell: 214-733-2927 E-mail: chris.johnson@musco.com Fax: 800-374-6402 4A-4 Vendor Contract Information Summary Musco Sports Lighting, LLCVendor Name Amanda HudnutContact 8008256030Phone Number musco.contracts@musco.comEmail www.musco.comWebsite 42-1511754Federal ID YesAccepts RFQs 100 1st Ave WestAddress Line 1 OskaloosaVendor City 52577Vendor Zip IAVendor State USAVendor Country 30Delivery Days FOB DestinationFreight Terms Net 30 DaysPayment Terms Pre-paid and added to invoiceShipping Terms Common CarrierShip Via NoIs Designated Dealer YesEDGAR Forms Received NoService-Disabled Veteran Owned NoMinority Owned NoWomen Owned YesIs National YesNo Excluded Foreign Terrorist Orgs YesNo Israel Boycott Certificate NoIs MWBE All Texas RegionsRegions Served All StatesStates Served Parks and Recreation Equipment and Field Lighting ProductsContract Name 592-19Contract # 10/01/2019Effective Date 09/30/2022Expiration Date 196290Quote Reference Number No returns, repairs are covered by Musco's Warranty Department Return Policy Musco Sports Lighting, LLC, Round Rock, TXAdditional Dealers 3/26/2021 9:06:12 AM 4A-5 2021 Collected Budget Balance Budget to Date Balance Percent 7,120,000$ 2,835,906$ ($4,284,094)-60.17% FISCAL FISCAL FISCAL YEAR % Inc YEAR % Inc YEAR % Inc MONTH 2019 -Dec 2020 -Dec 2021 -Dec October $638,533 8.37%$651,380 2.01%$662,048 1.64% November $580,979 -0.55%$667,147 14.83%$552,571 -17.17% December $821,889 1.73%$1,015,651 23.58%$981,377 -3.37% January $524,740 5.72%$693,275 32.12%$639,909 -7.70% February $557,501 9.41%$515,256 -7.58%$0 -100.00% March $673,314 -0.12%$592,439 -12.01%$0 -100.00% April $659,219 19.71%$528,939 -19.76%$0 -100.00% May $659,880 10.29%$587,511 -10.97%$0 -100.00% June $649,191 -6.02%$700,796 7.95%$0 -100.00% July $600,697 7.50%$606,259 0.93%$0 -100.00% August $685,121 17.44%$628,475 -8.27%$0 -100.00% September $689,940 2.20%$721,474 4.57%$0 -100.00% TOTAL $7,741,005 $7,908,601 $2,835,906 Actual Budget Actual Estimated (budget-est.)% 2020 2021 2021 2021 Difference Change MONTH October $651,380 588,400$ $662,048 662,048$ 73,648$ 11.60% November $667,147 534,500$ $552,571 552,571$ 18,071$ 3.12% December $1,015,651 756,000$ $981,377 981,377$ 225,377$ 27.49% January $693,275 515,000$ $639,909 639,909$ 124,909$ 24.02% February $515,256 492,000$ $0 492,000$ -$ 0.00% March $592,439 612,300$ $0 612,300$ -$ 0.00% April $528,939 606,000$ $0 606,000$ -$ 0.00% May $587,511 607,000$ $0 607,000$ -$ 0.00% June $700,796 597,000$ $0 597,000$ -$ 0.00% July $606,259 552,000$ $0 552,000$ -$ 0.00% August $628,475 625,000$ $0 625,000$ -$ 0.00% September $721,474 634,800$ $0 634,800$ -$ 0.00% TOTAL 7,908,601$ 7,120,000$ 2,835,906$ 7,562,006$ 442,006$ 5.78% SOUTHLAKE PARKS DEVELOPMENT CORPORATION 1/2% SALES TAX REPORT $0 $200,000 $400,000 $600,000 $800,000 $1,000,000 $1,200,000 Three Year Revenue Comparison by Month FISCAL YEAR 2019 FISCAL YEAR 2020 FISCAL YEAR 2021 5A-1 Lori Palmer a 0 0 100%0.25 John Huffman a 0 0 100%0.25 Ronell Smith a 0 0 100%0.25 a In attendance Shawn McCaskill a 0 0 100%0.25 r Not in attendance, no substitute Chad Patton a 0 0 100%0.25 m Substitute in attendance Frances Scharli a 0 0 100%0.25 n Vacant position Tamara McMillan a 0 0 100%0.25 0 Meeting Canceled *Meeting Canceled due to no quorum 100%0 0 Change in Representative Total Hrs Per Month 0.25 0 0 0.25 2021 100% 5/4/21 6/1/21 7/6/21 2021 Place Name 1/5/21 2/2/21 3/2/21 Average Monthly Attendance Rate Southlake Parks Development Corporation Attendance Report Individual Attendance Rate Hrs To Date8/3/21 9/7/21 10/5/21 11/2/21 12/7/21 Meeting Attendance Rate (includes substitutions) 4/6/21 5B-1