2020-08-04 Joint SPDC & Park Board PacketCity of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
July 30, 2020
TO: Southlake Parks Development Corporation
Parks and Recreation Board
FROM: Chris Tribble, Director of Community Services
SUBJECT: Agenda Item Comments for the Joint Southlake Parks Development
Corporation and Parks & Recreation Board Meeting – Tuesday, August 4
2020 at 4:30p.m.
________________________________________________________________
Please Note: The meeting will begin at 4:30PM. Located at Southlake Town Hall in the 3rd
Floor Training Rooms.
1. Agenda Item No. 3A. Consent: SPDC Approval of the minutes from the March 3, 2020
SPDC meeting – Please make any corrections to the minutes part of the motion for
consideration.
2. Agenda Item No. 4A. Consider: SPDC Election of Officers – The purpose of this item
is for the SPDC to elect its officers for 2020-21.
3. Agenda Item No. 4B. Consider: SPDC recommendation on the proposed FY 2021
SPDC Operating Budget – Public Hearing – Staff will present the proposed FY 2021
SPDC Operating Budget. The proposed Operating Budget includes operational and
capital line item expenditures. Director Tribble will present the budget at the meeting.
4. Agenda Item No 4C. Consider: SPDC and Park Board recommendation on the
proposed FY 2021-2025 SPDC Capital Improvement Program and FY 2021 Capital
Budget – Public Hearing – A copy of the Proposed FY 2021-2025 CIP is included
within your packet, and Director Tribble will present the proposed CIP at your meeting.
5. Agenda Item No. 5A. Discussion: SPDC Sales Tax Report – The Sales Tax report is
included in your packet. Chief Financial Officer Sharen Jackson is available if you
have any questions.
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 – March 3, 2020 Page 1 of 2
SOUTHLAKE PARKS DEVELOPMENT CORPORATION MEETING MINUTES
MARCH 3, 2020
LOCATION: Southlake Town Hall, City Council Chambers, 1400 Main Street, Southlake,
Texas
MEMBERS PRESENT: President John Huffman, Vice President Shawn McCaskill, Secretary
Frances Scharli, and members Shahid Shafi, Chad Patton, Tamara McMillan, and Jonathan
Young
STAFF PRESENT: Director of Community Services Chris Tribble, Chief Financial Officer
Sharen Jackson, Public Works Project Manager Hunter Harris, and City Secretary Amy
Shelley.
REGULAR AGENDA:
1. CALL TO ORDER
President John Huffman called the meeting to order at 4:30 p.m.
2. CONSENT
2A. APPROVAL OF THE MINUTES FROM THE SOUTHLAKE PARKS DEVELOPMENT
CORPORATION MEETING HELD ON FEBRUARY 4, 2020
President John Huffman presented Item 2A, and there were no questions from the
board.
APPROVED
A motion was made to approve the minutes from the Southlake Parks Development
Corporation meeting held on February 4, 2020.
Motion: McMillan
Second: Patton
Ayes: Patton, Huffman, McCaskill, McMillan, Scharli and Young
Abstain: Shafi
Approved: 6-0-1
3. PUBLIC FORUM
President John Huffman opened the public forum at 4:31 p.m. There being no one
wishing to speak, President John Huffman closed the public forum at 4:31 p.m.
4. CONSIDER
3A-1
Southlake Parks Development Corporation Meeting Minutes – March 3, 2020 Page 2 of 2
4A. RECOMMENDATION TO APPROVE A CONSTRUCTION CONTRACT WITH DEAN
CONSTRUCTION FOR CONSTRUCTION SERVICES RELATED TO BICENTENNIAL
PARK PHASE 3 IMPROVEMENTS FOR AN AMOUNT NOT TO EXCEED $975,000.
Public Works Project Manager Hunter Harris presented Item 4A and answered
questions from the Board relative to turf, crash boards, water tower fencing and security
access.
APPROVED
A motion was made to approve Item 4A, recommendation to a construction contract
with Dean Construction for construction services related to Bicentennial Park Phase 3
improvements for an amount not to exceed $975,000.
Motion: McMillan
Second: Patton
Ayes: Shafi, Patton, Huffman, McCaskill, McMillan, Scharli and Young
Approved: 7-0
5. DISCUSSION
5A. SALES TAX REPORT
Chief Financial Officer Sharen Jackson provided an overview of the sales tax report,
and no action was required.
5B. SPDC ATTENDANCE REPORT
There was no discussion on this item.
6. ADJOURNMENT
Meeting was adjourned by President John Huffman at 4:42 p.m.
MINUTES APPROVED ON THIS, THE _____ DAY OF ___________________, 2020.
_____________________________________
John Huffman, President
Southlake Parks Development Corporation
ATTEST:
___________________________________________
Amy Shelley, City Secretary
Southlake Parks Development Corporation Liaison
3A-2
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
July 28, 2020
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 June, as such, any sitting member of the current
Corporation may be considered for the officer positions. The
current members are:
John Huffman (Current President)
Shawn McCaskill (Current Vice President)
Chad Patton
Ronell Smith
Frances Scharli (Current Secretary)
Tamara A. McMillan
Lori Palmer
The attached Bylaws provide a list of duties performed by
each officer for your consideration.
4A-1
Southlake Parks Development Corporation
Meeting Date – August 4, 2020
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: Article 3, Bylaws of Southlake Parks Development
Corporation.
Staff Recommendation: SPDC election of officers
4A-2
Southlake Parks Development Corporation
Meeting Date – August 4, 2020
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.
4A-3
Southlake Parks Development Corporation
Meeting Date – August 4, 2020
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.
4A-4
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
July 28, 2020
TO: Southlake Parks Development Corporation
FROM: Chris Tribble, Director of Community Services
SUBJECT: SPDC Recommendation on the proposed FY 2021 SPDC
Operating Budget - PUBLIC HEARING
________________________________________________________________
Action Requested: SPDC recommendation for approval of proposed FY 20 21
SPDC Operating Budget
Background
Information: The SPDC Operating fund accounts for revenues received
through sales tax and interest earnings. The proposed
Operating Budget includes operational and capital line item
expenditures. Capital expenditures are permissible within the
SPDC fund as authorized by Texas Revised Civil Statutes
Article 5190.6, Section 4B.
The highlights of the Proposed FY 2021 SPDC Operating
Budget include the following:
Contract Services – Landscape Services, Pond/Fountain
Maintenance Services, Porter Services and CISD Joint Use
Payment ($505,000)
Supplies – Janitorial ($9,000)
Non-Capital Annual Park Improvements ($158,000)
Utilities – Electric ($200,000)
Utilities – Water ($220,000)
Utilities – Water Wells ($12,000)
Utilities – Sewer ($3,000)
Maintenance – Irrigation ($60,000)
Maintenance – Sports Fields/Courts ($70,000)
Annual Joint Use Improvements/Maintenance ($20,000)
Capital Equipment – Two Spreaders ($20,000)
STC Annual Court Resurfacing ($25,200)
Staff will provide a presentation on the proposed SPDC
Operating Budget at your upcoming meeting.
4B-1
Southlake Parks Development Corporation
Meeting Date – August 4, 2020 @ 4:30 p.m.
Page 2 of 2
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Financial
Considerations: The SPDC Operating Fund projects an ending fund balance of
approximately $9,162,866 after accounting for
revenues ($7,333,824), proposed operating
expenditures ($1,561,688), and transfers to the SPDC Debt
Service Fund ($2,815,224) , General Fund indirect
charge ($293,353) and Capital Projects Fund ($2,000,000).
Strategic Link: This item is linked to the City’s Strategy Map related to the focus
areas of Quality Development, Infrastructure, and Performance
Management and Service Delivery and meets the corporate
objectives to Invest to Provide and Maintain High-Quality Public
Assets, Provide Attractive and Unique Spaces for Enjoyment of
Personal Interests, Achieve Best In-Class Status in all City
Disciplines, and Provide High Quality Services through
Sustainable Business Practices.
Citizen Input/
Board Review: SPDC recommendation August 4, 2020
City Council consideration in September 2020 as part of the
annual budget adoption process
Legal Review: Not applicable
Alternatives: Recommendation for approval as presented
Recommendation for approval with input as desired
Supporting
Documents: SPDC Operating Fund Summary
Staff
Recommendation: SPDC recommendation for approval of proposed FY 2021
SPDC Operating Budget
4B-2
SPDC - OPERATING FUND
Parks/Recreation
2021 Proposed and 2020 Revised Budget
11:45 AM
07/30/20
$ Increase/$ Increase/
2019 2020 2020 (Decrease)% Increase/2021 (Decrease)% Increase/
Actual Adopted Amended Adopted -Decrease Proposed Adopted -Decrease
REVENUES
Sales Tax $7,741,005 $7,650,000 $7,200,000 ($450,000)-5.9%$7,120,000 ($530,000)-6.9%
Rental Income 153,824 153,824 115,367 (38,457)-25.0%153,824 0 0.0%
Interest 165,256 145,000 65,000 (80,000)-55.2%60,000 (85,000)-58.6%
Total Revenues $8,060,085 $7,948,824 $7,380,367 ($568,457)-7.2%$7,333,824 ($615,000)-7.7%
EXPENDITURES
Personnel $201,138 $230,184 $250,184 $20,000 8.7%$257,508 $27,324 11.9%
Operations $1,076,938 $1,273,980 $1,253,980 (20,000)-1.6%$1,258,980 (15,000)-1.2%
Capital $128,201 $67,200 $67,200 0 0.0%$45,200 (22,000)-32.7%
Total Expenditures $1,406,277 $1,571,364 $1,571,364 $0 0.0%$1,561,688 ($9,676)-0.6%
Net Revenues $6,653,808 $6,377,460 $5,809,003 ($568,457)$5,772,136 ($605,324)
Transfers Out (7,398,490)(7,136,222)(7,115,022)($21,200)(5,108,577)(2,027,645)
Proceeds from C.O. Sale 0 0 0 0
Total Other Sources (Uses)($7,398,490)($7,136,222)($7,115,022)($5,108,577)
Beginning Fund Balance $10,550,008 $9,805,326 $9,805,326 $8,499,307
Ending Fund Balance $9,805,326 $9,046,564 $8,499,307 $9,162,866
4B-3
Project #Project Name
Total Prior
Funding FY 2021 FY 2022 FY 2023 FY 2024 FY 2025
Beyond /
Unfunded Total
Impact to
Annual
Operating
Budget
SPDC1 SPDC Matching Funds $278,323 $0 $0 $0 $0 $0 $0 $278,323 TBD
SPDC2 Southlake Sports Complex $8,700,000 $2,000,000 $4,000,000 $4,000,000 $4,000,000 $2,800,000 $0 $25,500,000 $200,000
SPDC3 BJNCP Trails Development $0 $0 $0 $0 $0 $0 $10,115,000 $10,115,000 $65,000
SPDC4 Central Park Improvements and Pedestrian Bridge $200,000 $0 $0 $0 $0 $0 $0 $200,000 $50,000
SPDC5 BJNCP Nature Trail Expansion $0 $0 $0 $0 $0 $0 $3,375,000 $3,375,000 $25,000
SPDC6 Bob Jones Park Improvements $0 $0 $0 $0 $0 $0 $26,930,000 $26,930,000 $130,000
SPDC7 North Park Improvements $0 $0 $0 $0 $0 $0 $2,165,000 $2,165,000 $15,000
SPDC8 BJNCP New Building Development $0 $0 $0 $0 $0 $0 $28,175,000 $28,175,000 $225,000
SPDC9 Liberty Park at Sheltonwood Improvements $0 $0 $0 $0 $0 $0 $3,430,000 $3,430,000 $20,000
SPDC10 Koalaty Park Improvements $0 $0 $0 $0 $0 $0 $1,605,000 $1,605,000 $30,000
SPDC11 Royal & Annie Smith Park Improvements $0 $0 $0 $0 $0 $0 $85,000 $85,000 $5,000
SPDC12 Chesapeake Park Improvements $0 $0 $0 $0 $0 $0 $3,285,000 $3,285,000 $40,000
SPDC13 Kirkwood/Sabre Linear Park $0 $0 $0 $0 $0 $0 $575,000 $575,000 $5,000
SPDC14 The Cliffs Park Improvements $0 $0 $0 $0 $0 $0 $2,040,000 $2,040,000 $25,000
SPDC15 Oak Pointe Park Improvements $0 $0 $0 $0 $0 $0 $100,000 $100,000 $1,000
$9,178,323 $2,000,000 $4,000,000 $4,000,000 $4,000,000 $2,800,000 $81,880,000 $107,858,323
PROPOSED FY 2021-25 SPDC CIP AND CAPITAL BUDGET
TOTAL
4C-1
2020 Collected Budget Balance
Budget to Date Balance Percent
7,650,000$ 5,251,598$ ($2,398,402)-31.35%
FISCAL FISCAL FISCAL
YEAR % Inc YEAR % Inc YEAR % Inc
MONTH 2018 -Dec 2019 -Dec 2020 -Dec
October $618,528 4.97%$638,533 8.37%$651,380 2.01%
November $648,255 10.97%$580,979 -0.55%$667,147 14.83%
December $888,801 10.01%$821,889 1.73%$1,015,651 23.58%
January $578,426 16.54%$524,740 5.72%$693,275 32.12%
February $537,657 5.52%$557,501 9.41%$515,256 -7.58%
March $637,342 -5.46%$673,314 -0.12%$592,439 -12.01%
April $558,526 1.42%$659,219 19.71%$528,939 -19.76%
May $694,827 16.13%$659,880 10.29%$587,511 -10.97%
June $658,234 -4.71%$649,191 -6.02%$0 -100.00%
July $614,403 9.95%$600,697 7.50%$0 -100.00%
August $644,617 10.50%$685,121 17.44%$0 -100.00%
September $625,392 -7.37%$689,940 2.20%$0 -100.00%
TOTAL $7,705,009 $7,741,005 $5,251,598
Actual Budget Actual Estimated (budget-est.)%
2019 2020 2020 2020 Difference Change
MONTH
October $638,533 635,000$ $651,380 651,380$ 16,380$ 2.58%
November $580,979 580,000$ $667,147 667,147$ 87,147$ 15.03%
December $821,889 820,000$ $1,015,651 1,015,651$ 195,651$ 23.86%
January $524,740 520,000$ $693,275 693,275$ 173,275$ 33.32%
February $557,501 555,000$ $515,256 515,256$ (39,744)$ -7.16%
March $673,314 670,000$ $592,439 592,439$ (77,561)$ -11.58%
April $659,219 655,000$ $528,939 528,939$ (126,061)$ -19.25%
May $659,880 660,000$ $587,511 587,511$ (72,489)$ -10.98%
June $649,191 645,000$ $0 645,000$ -$ 0.00%
July $600,697 600,000$ $0 600,000$ -$ 0.00%
August $685,121 670,000$ $0 670,000$ -$ 0.00%
September $689,940 640,000$ $0 640,000$ -$ 0.00%
TOTAL 7,741,005$ 7,650,000$ 5,251,598$ 7,806,598$ 156,598$ 2.05%
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 2018 FISCAL YEAR 2019 FISCAL YEAR 2020
5A-1
Lori Palmer 0 0%0
Ronell Smith 0 0%0
John Huffman 0 a a 0 0 0 0 100%0.5 a In attendance
Shawn McCaskill 0 a a 0 0 0 0 100%0.5 r Not in attendance, no substitute
Tamara McMillan 0 a a 0 0 0 0 100%0.5 m Substitute in attendance
Chad Patton 0 a a 0 0 0 0 100%0.5 n Vacant position
Frances Scharli 0 a a 0 0 0 0 100%0.5 0 Meeting Canceled
*Meeting Canceled due to no quorum
0 86%100%0 0 0 0 Change in Representative
Total Hrs Per Month 0 0.25 0.25 0 0 0 0 0.5
2020 93%
5/5/20 6/2/20 7/7/20
2020
Place Name 1/7/20 2/4/20 3/3/20
Average Monthly
Attendance Rate
Southlake Parks Development Corporation Attendance Report
Individual
Attendance
Rate
Hrs To
Date8/4/20 9/1/20 10/6/20 11/3/20 12/1/20
Meeting Attendance Rate
(includes substitutions)
4/7/20