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2006-03-01 SOUTHLAKE CRIME CONTROL & PREVENTION DISTRICT BOARD MEETING Wednesday, March 1, 2006 7:00 p.m. MINUTES Location: Southlake East DPS, DPS Training/Community Room, 667 N. Carroll Ave., Southlake, TX 76092 REGULAR SESSION: Board Members Present: President Martin Schelling, Bob Mundlin, Stuart Spencer, Lou Ann Heath, Frank Pittman and Richard Sandow. Board Members Absent: Craig Sturtevant Staff Members Present: Director Rick Smith, Chief of Police Wade Goolsby, Fire Chief Robert Finn, Director of Finance Sharen Jackson and Secretary Diana Green. Guest Present: Gary Frazier, Lee Lewis Construction and Robert Garza, RPGA. Agenda Item No. 1. Call to Order. The March 1, 2006 CCPD meeting was called to order by President Martin Schelling at 7:02 p.m. Agenda Item No. 2. Executive Session. No executive session scheduled. Agenda Item No. 3. Reconvene. No executive session to reconvene. Agenda Item No. 4. Public Forum No public forum. Agenda Item No. 5. Administrative Comments. A. CCPS finance update. Director Jackson gave an update on the sales tax collection. A hand out was provided outlining fiscal year and percentage increase/decrease form 2003-04 through to present and actual and budgeted details from 2004-05 through to present. Director Jackson pointed out that collections for the month of October were 20% above that collected for the previous year in the month of October and 130% above what was budgeted. She is investigating the large increase. A spreadsheet was provided outlining CCPD funds showing how the District has performed since its inception in 1997-98 through 2005-06 and projected performance through 2015-16. It is anticipated that the Board will have collected 1 8 6 million by the end of 2005-06. Discussion took place as to what the Board should do with this much cash in the bank. Funding of the new facility was discussed. Three options were given on how the new facility might be funded: 1) self fund, 2) establish reserve for future capital requirements or 3) purchase any required land for future facility. A question was posed concerning investment of CCPD funds and the Board was informed that funds are invested in low risk investments. Debt assumption was discussed in detail. Director Jackson provided three options for debt assumption: 1) Transfer out - the assumption that the Board use debt service to fund a new facility, 2) Personnel - the assumption that the SROS would be phased out or 3) Sales tax - the assumption that a 5% increase in sales tax revenues will occur each year Projected revenue over the life of the District was discussed. Options were discussed as to how reserve funds could be handled. It was recommended reserving a portion of the funds for future needs. B. Town Center presentation Chief Goolsby gave a Power Point presentation "The Challenge of Growth"; challenges the City will have to deal with as a result of the Town Center's growth. The presentation outlined the goal and challenges of creating and presenting a safe area for Southlake citizens and visitors. The presentation also outlined some expectations and needed resources to accomplish the goal of making the Town Center a safe and secure area. A question was asked in reference to liability for the parking garages and the areas around Town Square. The Board was informed that the parking garages will become the property of the City October 1, 2006. Surveillance cameras were discussed at length: placement and financial burden. Board Members were interested in whether the growth of Town Square will necessitate additional staffing/police officers. Staff informed that an increase in staffing will need to be determined at a later date when actual information is available However, the plan for now is to use different techniques to create the image of an increased presence The proximity to Town Square of the new facility being established on the East site was discussed. It is considered to be a major benefit for security and response time to have the new facility so close to Town Square. C DPS Facility project update - West facility. Current needs for the West facility were brought before the Board. 1) Furniture needs with an estimated cost of $10,000 00 and a shelving system for the newly crated records section with an estimated cost of $10,000 00 2) Structure issues with the West facility building; there is some foundation movement 2 Staff has consulted with Brown Foundation companies. An estimate of $40,000.00 was given for the repair of structural issues and an estimate of $9,6000.00 was give to repair the superficial damage. Staff recommended that a structural engineer should be consulted to advise on the magnitude of damage to foundation and structure. Staff advised that consultation with a structural engineer would aid with the decision about what course of action to take; to repair the damage or whether legal action should be taken against the original contractor. The building in no longer under warranty. Carpet replacement was discussed at length. The Board asked if the estimate given included whole carpet and/or carpet squares. Staff was uncertain but would find out. Alternative flooring was also discussed. Board would like Staff to come back with an estimate for carpet to include carpet squares and alternative flooring such as tile or other hard services. D. Adoption of "action" style minutes Staff reported that the City Secretary strongly suggested that the Board consider adoption of "action" style minutes for the purpose of consistency with City Council and other Boards. The Board was reminded that there is usually an audio tape recording of the meeting available for review. A Board member expressed his objection/concems with the adoption of "action" style minutes. He pointed out that this was a Board of Directors and not City Council; that documentation of some discussion over issues should be recorded. His expressed concern is to show that the Board is fulfilling its fiduciary obligation. CONSENT AGENDA Agenda Item No. 6. Consent. A. Approve minutes of the CCPD meeting of March 1, 2006. A motion was made to approve the minutes from the March 1, 2006 meeting with corrected spelling. Motion: Sandow Second: Pittman Ayes: Heath, Sandow, Schelling, Pittman & Spencer Nays: None Abstain: Mundlin Approved: 5-0 REGULAR AGENDA Agenda Item No. 7. Consider. A. Approval to hire structural engineer to review and evaluate the foundation movement at DPS West. There was discussion between the Board and Staff concerning the location of the structural damage and how severe the damage appears to be. Questions were asked by the Board and answered by Staff concerning the cost of hiring a 3 structural engineer The Board deliberated and proposed that Staff identify a couple of structural engineers and bring back a recommendation and estimate of cost to be considered at the next meeting. B. Approval for Staff to purchase a shelving system for the Records Section at DPS West facility not to exceed $10,000.00. C. Approval for Staff to proceed with refurbishment and building maintenance of DPS West facility. D. Approval for Staff to purchase furniture for the DPS West facility not to exceed $10,500.00. Items B, C and D were discussed and deliberated. A Board Member expressed his doubts as to whether refurbishment and carpet replacement falls under CCPD funds. He is of the opinion that these issues fall under maintenance and should be paid for out the of DPS budget. The Board proposed that action be postponed on the carpet issue until next meeting. The Board asked Staff to put together a proposal for replacement of carpet to include different types of flooring such as tile or other hard surfaces. A motion was made to authorize Staff to purchase a shelving system for the Records Section at DPS West facility not to exceed $10,000 00 and to authorize Staff to purchase furniture for the DPS West facility not to exceed $10,500.00. Motion: Pittman Second: Mundlin Ayes- Sandow, Heath, Spencer, Schelling, Mundlin and Pittman Nays None Approved- 6-0 Agenda Item No. 8. Discussion. A. Discuss DPS West facility needs No further discussion on DPS West facility needs B. Discuss Town Center needs Town Center needs discussed earlier in the meeting. It was pointed out by the Board that the issue of surveillance cameras in Town Square is a technology issue and the Board questioned whether funds to purchase cameras should come from CCPD funds. This issue will be brought back to the Board with some proposed figures at a later date. C. Discuss architectural contract Staff gave an update on the progress of contract negotiation. Staff would like for the Board to consider changing the project delivery method for the new facility 4 . from Construction Manager Agent to Construction Manager at Risk. The two delivery methods were reviewed for the Board. CM at risk was explained as a method in which the construction manager would take on the risk of contracts with, invoices from, and payments to subcontractors. The construction manager would take on all responsibility for work performed. This method gives the construction manager the option of bonding subcontractors. CM Agent was explained as a method in which contracts with, invoices from and payments to subcontractors would be the City's responsibility. Bonds would be required from all subcontractors and all contracts would be subject to legal review by City Attorney. A decision from the Board is required before any contract is entered into because the decision of the Board will have a direct bearing on what type of contract is drawn up. A Board member expressed his concern over making a shift in delivery method; he is of the opinion that a more in depth understanding of the two options is needed to aid in the decision making. Discussion and deliberation took place. The Board requested that Staff put together a presentation defining/explaining the two types of delivery methods to include pros and cons of each method and that they would entertain a motion to vote on one or the other. No other discussion. Agenda Item No. 9. Adjournment. A motion was made to adjourn the CCPD meeting of March 1, 2006. Motion: Mundlin Second: Sandow Ayes: Schelling, Heath, Spencer, Pittman, Mundlin and Sandow Nays: None Approved: 6-0 Meeting adjourned at 8:43 p.m. Martin Schelling, President A st., Diana Green, Secretary 5