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2007-06-12 City ofSouthlake Crime Control & Prevention District Meeting Minutes 6/11//200- SOUTHLAKE CRIME CONTROL & PREVENTION DISTRICT BOARD MEETING Tuesday, June 12, 2007 MINUTES Location: Southlake East DPS, DPS Training/Community Room, 667 N Carroll Ave., Southlake, TX 76092 REGULAR SESSION: Board Members Present: Frank Pittman, Richard Sandow, Martin Schelling, Craig Sturtevant Board Members Absent: Lou Ann Heath, Biff McGuire, Bob Mundlin Staff Present: Assistant City Manager Jim Blagg, Police Chief Wade Goolsby, Fire Chief Robert Finn, Finance Director Sharen Jackson, Architect Robert Garza, Secretary Diana Green. Agenda Item No. 1. Call To Order. The June 12, 2007 CCPD meeting was called to order by President Martin Schelling at 7.05 p.m. Agenda Item No. 2. Executive Session. No executive session. Agenda Item No. 3. Reconvene. No actions. Agenda Item No. 4. Public Forum. No public forum. Agenda Item No. 5. Administrative Comments. A. CCPD Sales Tax update. It was reported that the tax collected is down for the last period. B. CCPD annual report A hand out was provided in the meeting packet. It summarizes what was accomplished during the year, where the Crime Control and Prevention District stands at present, and the direction for the next year. Agenda Item No. 6. Consent. A. Approve minutes of the April 10, 2007 Crime Control and Prevention District Board 1 City ofSouthlake Crime Control & Prevention District Meeting Minutes 612//200- A motion was made to approve the minutes from the CCPD meeting held April 10, 2007. Motion. Sturtevant Second: Sandow Ayes. Pittman, Sandow Schelling, Sturtevant Nays- None Approved. 4-0 Agenda Item No. 7. Discussion. A. Central facility update An update was given by staff on the progress of the central facility project. Zoning has been received and will be presented to the City Counsel June ISP. Work continues with RPGA. on the elements of design. Renditions of drawings for the central facility were presented. The Style of the design was discussed. The addition of the Municipal Court to the new facility was discussed. B. Interim facility update The initial staff planning has been completed for the interim facility. Housing of the fire personnel was discussed. A house located on the property has been determined suitable to be used as a bunk room for fire personnel. The City and CISD agreed to include the use of this structure in the scope of the contract. The City Counsel approved the inter- local agreement with CISD for the use of the Carroll Intermediate School building. The next step will be to identify what type of non-permanent structures will be needed to divide the class rooms. Discussion took place concerning what section of the building would be used by DPS Agenda Item No. 8. Consider. A. Approve funding the revised architectural contract with RPGA Design Group to reflect the change in scope of the DPS Central Station project and revised construction cost of $23.5 million. Staff reported that due to the added space for the Municipal Court the scope of the project has changed so therefore the contract with RPGA will be revised. The original contract was based on the $12,000,000 original construction cost and the architect fees were 8% of that cost. The revised contract leaves that original portion intact but with the added $11.5 million the architect fees will change resulting in an overall cost of $1,765,000. The revised projected contract cost break down. 8% of $12 million (original cost) $960,000 7% of $11.5 million (additional cost) $805,000 $1,765,000 A motion was made to approve funding the revised architectural contract with RPGA Design Group to reflect the changes in scope of the DPS Central Station project and revised construction cost of $23.5 million. Motion. Pittman 2 City ofSouthlake Crime Control & Prevention District Meeting Minutes 6112/1200' Second: Sandow Ayes: Pittman, Sandow, Schelling, Sturtevant Nays: None Approved: 4-0 B. Approve the purchase of approximately 2.13 acres from Cooper and Stebbins for the site of the new DPS central facility in the amount of $932,550. The amount of the additional acreage and the appraisal of the land were discussed. The City had the land appraised in December 2006 which resulted in an amount of $9.00 to $11.00 per square foot for an estimated amount of $1,020,611 for the 2.13 acres. Cooper and Stebbins had an appraisal performed in November 2005 on a number of parcels in the area which appraised at $12.75 per square foot which would total $1.182 million for the additional 2.13 acres needed for the new facility. The cost of the infrastructure was discussed. It was determined that Cooper and Stebbins' portion of that amount would come to $342,000 but they would not be required to pay their portion until such time that they developed the adjoining property Staff negotiated an up front discounted payment of $250,431 which could decrease the property cost by that amount bringing the purchase price of the land to $932,550. Estimated closing on the property, if the proposed purchase price is approved, should take place by the end of September 2007. The discounted amount and any future obligations for the City were discussed. It was brought to the Boards attention that there would be closing costs in addition to the purchase price of the land. A question concerning mineral rights was brought up and it was suggested that any exclusions referencing mineral rights be omitted. A motion was made to approve the purchase of approximately 2.13 acres from Cooper and Stebbins for the site of the new DPS central facility in the amount of $932,550 plus closing cost. The contract would also include a waiver from Cooper and Stebbins to any TIF (Tax Increment Finance) and omit any exclusion in reference to mineral rights Motion. Pittman Second: Sandow Ayes. Pittman, Sandow, Schelling, Sturtevant Nays: None Approved: 4-0 C. Approve funding the contract with Red Moon, Inc in the amount of $275,138 for the installation and maintenance of a security camera system to monitor the Town Square area. Staff advised that four companies attended the pre-bid meeting but only one, Red Moon, Inc, submitted a bid. The camera system will consist of 31 cameras, a combination of pan-tilt zoom and fixed cameras with an archival system. The proposal includes purchase, delivery and installation of the system at a cost of $257,513. Training and one year maintenance would be an additional cost of $17,000 for a total purchase price of $274,513. The cost of on going maintenance (cleaning, calibration, etc) and warranty issues were discussed. Installation of the total system was discussed. The time frame for 3 City of Southlake Crime Control & Prevention District Meeting Minutes 6/12112007 approval of the contract was discussed. The Board advised that they would like more information on the maintenance and warranty of the system. No action was taken on this item. Agenda Item No. 9. Adjournment. A motion was made to adjourn the June 12, 2007 CCPD meeting. Motion: Pittman Second: Sandow Ayes: Pittman, Sandow, Schelling, Sturtevant Nays: None Approved: 4-0 The meeting adjourned at 7:53 p.m. Martin Schelling, President Diana Green, Secretary 4