2004-01-07
Southlake Crime Control and Prevention District Board Meeting
January 7, 2004
MINUTES
Board Members Present: President Martin Schelling; Members: Bob Mundlin, Stuart Spencer,
Pam McCain, and Craig Sturtevant.
Board Members Absent: Lou Ann Heath, Frank Pittman
Staff Present: Director of Public Safety Rick Black, Finance Director Sharen Elam, Chief of
Police Services Marlin Price, Chief of Fire Services Robert Finn, Professional Standards
Coordinator Ashleigh Douglas, and Administrative Secretary Bobbye Shire.
Agenda Item No. 1. Call to Order. The meeting was called to order by President Martin
Schelling at 7:05 p.m.
Agenda Item No. 2 and 3, Executive Session. No Executive Session was held.
Agenda Item No. 4. Administrative Comments.
Director Rick Black introduced Professional Standards Coordinator Ashleigh Douglas to Board
Members and gave a brief overview of her responsibilities.
Agenda Item No 5A Approval of the Minutes of the Crime Control and Prevention
District Board Meeting held November 5, 2003.
Motion was made to approve the minutes as presented.
Motion: McCain
Second: Spencer
Ayes: Schelling, Sturtevant
Nays: None
Abstain: Mundlin
Approved: 4-0-1
Agenda Item No. 6A. Discussion - Sales Tax Report. Finance Director Sharen Elam stated
the report included in the packet shows that collections are above budget. Ms. Elam also advised
that this report would be the last to include Wal-Mart figures.
Agenda Item No 6B Discussion - North DPS Facility - Architect Presentation. Twenty
minute presentations were made by Phillips Swager Associates and RPGA Design Group, Inc.,
respectively.
Introductions for the Core Team of representatives for Phillips Swager Associates (PSA) were
made: Dean Roberts introduced himself as Planner Designer with national experience, police
and fire understanding, design awards recipient, who will commit firm resources. John Main,
Project Manager, introduced himself as the primary point of contact with public safety
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experience, Southlake Public Safety understanding, in charge of schedule control and
coordination with the Construction Manager. Donald Wertzberger, Project Architect, stated he
has public safety experience as well as technical expertise, and will be in charge of cost control,
detail follow through and documentation of quality control. Dirk Dalhausser introduced himself
as Design Principal/Design Charette Leader with public safety experience, in charge of design
quality control.
PSA plans to use the above Core Team on the North DPS project, just as they did on Southlake's
West DPS project. Overall the presenters emphasized PSA's experience and continuity of
service. They referenced past projects and provided color photos of previously completed
projects. Sketches of various views of concept buildings were presented. PSA spoke to the
functionality of space on each design and pointed out the assorted breakdowns in roof forms.
Each building design offered a general feel of an urban campus style setting. PSA stressed that
the City of Southlake will ultimately determine how the building will look and PSA, in turn, will
provide a quality project with emphasis geared towards their uniqueness, experience, design, and
track record on other projects. PSA pointed to their past experience working with Construction
Managers on projects similar to Southlake's and stated there have been many lessons learned
from working on a multitude of projects.
PSA's project schedule will consist of early CM involvement, stakeholder involvement, a
comprehensive planning process, bidding coordination with CM, and Construction
administration involvement. Their project cost outline includes design phase cost management,
construction phase cost management, a proven cost model, addressing all project costs, and
coordination with the Construction Manager.
In summary, PSA placed importance on their depth of experience, including 45 police facilities
and 30 fire facilities - eight of which are combination Police and Fire with shared and distinct
spaces; their demonstrated performance as to final cost and schedule; their design in relation to
response to context, participatory process, state of the art and timeless architecture; and their
desire.
President Schelling called a ten minute break at 7:30 between presentations.
Mr. Robert Garza introduced himself and Mr. Javier Lucio, Principals of RPGA Design Group,
Inc. He thanked the Crime Control & Prevention District Board and the Selection Committee for
allowing their firm to make their presentation.
Mr. Garza stated an assembled Team would work together on the project with each member
extending a shared philosophy and vast experience in each of their related fields. The Team
would consist of the following:
Owner, City of Southlake Department of Public Safety
Construction Manager Agent - To be Determined
Architect - RPGA Design Group, Inc.
Consultant Architect - McClaren Wilson & Lawrie, Inc.
Civil Engineer - Cheatham and Associates
Landscape/Irrigation - Ryba Landscape Architects
Structural Engineer - Accu Tech Consultants, LLC
MEP Engineer - Telios
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Mr. Garza said RPGA's goal and mission is to spend quality time with future occupants in order
to build a facility that will be functional to all users and one that will aesthetically enhance the
site and neighborhood. He presented drawings and explained that the designs were derived from
a research of Southlake's history, which provided the concept to convey a rural heritage feel to
the buildings. Additionally, Mr. Garza gave an overview on considerations that included process
overview bullets, methodology, planning and design goals, and project goals and issues. Mr.
Garza stated that both RPGA and McClaren Wilson & Lawrie will oversee the project, and he
assured Board Members that McClaren would have no problem in giving their full attention to
this project. He said RPGA and McClaren have completed numerous police and fire projects,
three of which were combined facilities, and with their mutual vision, philosophy and
experience, they will provide the City of Southlake with a facility that will meet their needs for
many years to come.
President Schelling advised Board Members that the selection committee, made up of Rick
Black, David Fleming, Bob Mundlin and himself, reviewed all RFQ's and selected three, the
third being eliminated because the CMA was left out of the equation. References were contacted
and facilities were visited with the outcome being that both PSA and RPGA were capable,
however, the RPGA Team that was assembled and the references were better than PSA.
Director Black suggested that PSA builds around aesthetics and RPGA builds around functions
for intended use. He said PSA did a good job with our 23,000 sq. ft. facility, however, building a
70,000 sq ft. building is very different and the Committee had to look at who was the most
appropriate firm to build what Southlake needs to take them to the next century.
President Schelling advised the Board Members that the next step would be to negotiate the
contract and bring it before the Board in March for approval. After approval of the contract, a
Professional Services Agreement will develop and go forward to Council.
Agenda Item No 7A Consider: - Approve funding for RPGA Design Group, Inc. as
architectural firm for the North DPS facility.
Motion was made to approve funding for RPGA Design Group, Inc. as architectural firm for the
North DPS facility and authorization was given for staff to enter into contract negotiations.
approved.
Motion: McCain
Second: Spencer
Ayes: Schelling, Sturtevant, Mundlin
Approved: 5-0
There being no further business to discuss the meeting adjourned at 8:32 p.m.
President Martin Schelling
ATTEST:
Bobbye Shire, Secretary
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