Loading...
Item 4C - Memo M E M O R A N D U M September 24, 2024 TO: Alison Ortowski, City Manager FROM: David Miller, Director of Community Services SUBJECT: Approval of an SPDC matching funds request from Grapevine Southlake Soccer Association (GSSA) for the purchase of 10 soccer goals to be utilized at Bob Jones Park in an amount not to exceed $45,000 Action Requested: Approval of an SPDC matching funds request from Grapevine Southlake Soccer Association (GSSA) for the purchase of 10 soccer goals to be utilized at Bob Jones Park in an amount not to exceed $45,000. Background Information: Staff has been working with the Grapevine Southlake Soccer Association (GSSA) on a proposed SPDC matching funds request for the purchase of 10 soccer goals to be utilized at Bob Jones Park on the new multipurpose turf fields 4-6. The current goals being utilized by GSSA on the new turf fields are outdated and very heavy which has an operational impact on both City staff and GSSA. Currently, the goals must be moved by City staff, which involves bringing equipment out onto the turf. There is also an adverse impact on the turf over time where these heavier goals are placed. The new goals GSSA is proposing to purchase are lightweight, on wheels, and can be moved without equipment. This will allow GSSA and City staff to easily program games on the turf fields, utilizing the field configuration that was built into the new turf seamlessly. City Staff has reviewed the request from the GSSA and recommends approval based on the request meeting the criteria designated within the SPDC Matching Funds Policy. Financial Considerations: Approval of a matching funds request will assist with offsetting City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Alison Ortowski, City Manager Meeting Date – October 01, 2024 Page 2 of 2 the costs for these park improvements. The total anticipated project cost is estimated to be $40,866 to be split 50/50 ($20,433 each) between the City of Southlake and GSSA. The “do not exceed” amount of $45,000 includes allowances for any pricing increases from the vendor between the time of quote and the approval of this item. Funding of $1,001,680 is available within the approved SPDC CIP for the Matching Funds program. Strategy Link: The matching funds request is linked to the City’s Strategy Map Related to the focus areas of Infrastructure & Development and Partnerships and Volunteerism and meets the corporate objective to deliver outstanding customer experiences through innovation, passions, and a strong culture, and collaborate with select partners to implement service solutions. Citizen Input/ Board Review: The Parks and Recreation Board recommended approval (6- 0)at the September 09, 2024, meeting, and SPDC & City Council will consider this item on October 1, 2024. Legal Review: N/A Alternatives: Alternatives include: •Approve request as presented •Approve request with input as desired •Decision not to approve the request. Supporting Documents: •SPDC Matching Funds Application from the Grapevine Southlake Soccer Association •Pioneer Athletics Quote from the Grapevine Southlake Soccer Association •Matching Funds Policy Staff Recommendation: City Council approval of an SPDC matching funds request from Grapevine Southlake Soccer Association (GSSA) for the purchase of 10 soccer goals to be utilized at Bob Jones Park in an amount not to exceed $45,000. Revised 03.08.12 1 PROPOSED SPDC MATCHING FUNDS PROJECT APPLICATION Project Name: Project Location: Contact Person: Organization: Mailing Address: City: State: ZIP: Phone: Cell: Fax: Additional Contact Person: Phone:_________________ Project Description: Project Justification: Proposed Start Date: Proposed Completion Date: Projected Cost: Funds Requested: Check One: Standard Match OR In-Kind Match %Match Proposed: Does the individual/organization currently have its portion of the requested funds match? If not, when does the individual/organization anticipate having its portion of the match? SPDC Matching Funds Application Quote Order No.:QT-002447 Order Date:8/12/2024 Delivery Date: Expiration Date:9/11/2024 Pioneer Athletics 4529 Industrial Parkway Cleveland, OH, 44135 Phone: 800-877-1500 Web: www.pioneerathletics.com Customer ID:CI6018 Currency:USD BILL TO:SHIP TO: CITY OF SOUTHLAKE 1400 Main St Ste 420 Southlake TX 76092-7642 United States of America CITY OF SOUTHLAKE BOB JONES PARK 3975 N WHITE CHAPEL SOUTHLAKE TX 76092 United States of America Attn: PERCY COMAFAY CUSTOMER P.O. NO.TERMS CONTACT NET 15 Justin Kupper FOB POINT SHIPPING TERMS SHIP VIA Freight Carrier NO.ITEM QTY.UOM PRICE EXTENDED PRICE 1 SGA300: SOCCER GOAL ALUMAGOAL CLASSIC 8'x24x3'x8.5 WHITE/PR 4.0000 EA 4,099.0000 16,396.00 2 SGA302: SOCCER GOAL ALUMAGOAL CLASSIC 6.5'x18.5x2'x7' WHITE/PR 6.0000 EA 3,265.0000 19,590.00 3 SCGWHLXX: SOCCER GOAL WHEELS - ALUMAGOAL (SET OF 2) 20.0000 EA 244.0000 4,880.00 4 BUYBOARD: BUYBOARD 665-22 0.0000 EA 0.0000 0.00 Total Weight (LB):2680 Sales Total:40,866.00 Total Volume (GAL):0 Freight & Misc.:0.00 Tax Total:0.00 Total (USD):40,866.00 Page: 1 of 1 Pioneer Athletics Quote City of Southlake Policies and Procedures Policy: Southlake Parks Development Corporation Matching Funds Policy Source: City Council/SPDC/Parks & Recreation Board Category: Parks and Recreation I.Statement of Purpose The Southlake Parks Development Corporation (SPDC) Matching Funds Policy enables the City to leverage its capital funding to assist with the ongoing advancement of the Parks, Recreation & Open Space/Community Facilities Master Plan, and implementation of the City’s Strategy Map. The purpose of this policy is to provide a process for considering requests by petitioning individuals or organizations for Southlake Parks Development Corporation (SPDC) Matching Funds projects. The following policy will become effective immediately upon approval of City Council. Proposed SPDC Matching Funds projects will be considered on a project by project basis. The City will determine the percentage match up to 100%. Proposed projects requesting in-kind services matching will be handled per Section V of this policy. A.Strategic Alignment – This policy is linked to the City’s Strategy Map related to the Focus Areas of Quality Development and Partnerships and Volunteerism, and meets the Corporate Objectives to Invest to Provide and Maintain High Quality Public Assets; Provide Attractive and Unique Spaces for the Enjoyment of Personal Interests; and to Promote Opportunities for Partnerships and Volunteer Involvement. II. SPDC Matching Funds Project Application Procedures A.Anyone proposing a SPDC Matching Funds project should submit a proposal in writing to the Director of Community Services by April 30th for consideration for the following fiscal year (October 1 – September 30). Other projects may be considered after April 30th as funding is available. A form for this purpose will be available through the Department of Community Services. B.The proposal should include a complete and detailed description of the project and, to the extent applicable, pictures and/or detailed drawings, estimated budgets, preferred location of the project, mechanism of funding the project, any stipulations that might go along with the project, and a justification for the project. C.The City Council, at its discretion, may grant variances to this policy. III. SPDC Matching Funds Project Evaluation Criteria A.Proposed projects will be considered on a project by project basis and should be consistent with the overall intended use of the parks as per the adopted Parks, Recreation & Open Space/Community Facilities Master Plan as well as the following criterion: 1.Is the project linked to the City’s Strategy Map? 2.Is the project linked to the Focus Areas and Objectives of the City’s Strategy Map? Matching Funds Policy SPDC Matching Funds Policy Approved 6-0 by City Council March 20, 2012 Page 2 of 5 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 2 3. Is the project related to a currently funded CIP project? 4. Is the project related to a project in the adopted 5-year CIP? 5. Does the project benefit Southlake residents? 6. Does the project enhance a current parks and recreation system asset? 7. Does the project assist with the acquisition of a capital purchase? 8. Does the project have a useful life of at least (5) years? 9. Does the project accelerate the completion of a CIP or Parks, Recreation & Open Space/Community Facilities Master Plan project? B. The City of Southlake reserves the right to accept or reject any project submitted for approval, and while every intention is to complete approved projects, the City reserves the right not to complete a project if found to be in the best interest of the City, and any costs incurred by the petitioner will not be refunded. The petitioner will receive the City’s decision in writing after the decision is made. IV. SPDC Matching Funds Project Approval Process A. The Director of Community Services will review the proposed project for its consistency with the overall intended use of the City’s parks and recreation system as per the adopted Parks, Recreation & Open Space/Community Facilities Master Plan, and the evaluation criteria listed in Section III. B. If the Director of Community Services determines that the project is consistent with the Parks, Recreation & Open Space/Community Facilities Master Plan, and/or is consistent with the evaluation criteria, he/she will place the proposal on an agenda for the Parks and Recreation Board to consider recommending to the SPDC and the City Council. C. If the Director of Community Services determines that the project is not consistent with the Parks, Recreation & Open Space/Community Facilities Master Plan, and/or is not consistent with the evaluation criteria, he/she will inform the petitioning individual or organization in writing of the decision and the reasons for the finding. The petitioning individual or organization may appeal the Director’s decision not to consider the project to the Parks and Recreation Board. The Parks and Recreation Board will make a recommendation as to whether the project should be considered. D. The Parks and Recreation Board will consider the proposed project and make its recommendation to the SPDC and the City Council. The Parks and Recreation Board’s consideration of the proposed project will be based on the extent to which the project is consistent with the overall intended use of the City’s parks and recreation system as per the adopted Parks, Recreation & Open Space/Community Facilities Master Plan, the evaluation criteria, and the overall benefit of the project to Southlake residents. E. Following the Parks and Recreation Board’s consideration of the proposed project, the Director of Community Services will place the proposed project and the corresponding matching funds request on an agenda for the SPDC to discuss, and on a subsequent SPDC agenda for their consideration and recommendation to the City Council. SPDC Matching Funds Policy Approved 6-0 by City Council March 20, 2012 Page 3 of 5 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 3 F. The SPDC will consider the proposed project and the corresponding matching funds request and make its recommendation to the City Council. The SPDC’s consideration of the proposed project and the corresponding matching funds request will be based on the extent to which the project is consistent with the overall intended use of the City’s parks and recreation system as per the adopted Parks, Recreation & Open Space/Community Facilities Master Plan, the evaluation criteria, the overall benefit of the project to Southlake residents, and the funding available for the project. G. Following the SPDC consideration of the proposed project and the corresponding matching funds request, and if subsequently recommended for approval by the SPDC, the Director of Community Services will place the proposal on an agenda for the City Council to consider for final approval. H. The petitioner (individual or organization) reserves the right to withdraw the proposed project at any time during the approval process. I. All approved projects will be managed by the City; will become the property of the City once completed or received; and will be used at the sole discretion of the City. J. The length of time required to complete the project will be determined by the Director of Community Services, and will be used when considering the project. K. The petitioner must complete any fundraising requirements, if necessary, and deliver their portion of the matching funds to the City before the City will begin work on the project. L. The petitioner must deliver their portion of the matching funds to the City within six (6) months of the final approval date unless additional time is granted at the time of approval. If the petitioner fails to meet this requirement, the petitioner will be required to reapply for matching funding. M. The projects status will be monitored by the Director of Community Services. V. In-Kind Services Matching In-kind services that result in a tangible asset may be eligible. Examples include, but are not limited to, Architectural/Engineering drawings, Construction Management services, materials. In-kind services will only apply to expenses that the City would typically incur for project implementation. The Director of Community Services will work with the Finance Director to determine if the proposed in-kind request results in a tangible asset. A. Applications for in-kind services matching should typically be approved prior to the in-kind service being rendered or materials being purchased. B. The petitioner for in-kind services matching must provide sufficient financial documentation from third party vendors regarding typical industry standard costs for materials and/or services. The Director of Community Services will review the documentation, evaluate it using comparable industry standard costs the City typically incurs, and make a recommendation to the SPDC on a reasonable market value of the material costs and/or service fees. SPDC Matching Funds Policy Approved 6-0 by City Council March 20, 2012 Page 4 of 5 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 4 C. A timeline by which the in-kind services will be completed/received shall be submitted with the application. D. The SPDC may recommend, and the City Council will determine the percentage in- kind match after their analysis to determine what benefit is being received by the City versus the requesting entity with completion of the project. E. Matching funds for in-kind services will not be expended until the in-kind services are completed/received as determined by the Director of Community Services. F. The Parks and Recreation Board will consider the proposed project and make its recommendation to the SPDC and the City Council. The Parks and Recreation Board’s consideration of the proposed project will be based on the extent to which the project is consistent with the overall intended use of the City’s parks and recreation system as per the adopted Parks, Recreation & Open Space/Community Facilities Master Plan, the evaluation criteria, and the overall benefit of the project to Southlake residents. G. Following the Parks and Recreation Board’s consideration of the proposed project, the Director of Community Services will place the proposed project and the corresponding matching funds request (including the in-kind services match) on an agenda for the SPDC to discuss, and on a subsequent SPDC agenda for their consideration and recommendation to the City Council. H. The SPDC will consider the proposed project and the corresponding matching funds request (including the in-kind services match) and make its recommendation to the City Council. The SPDC’s consideration of the proposed project and the corresponding matching funds request (including the in-kind services match) will be based on the extent to which the project is consistent with the overall intended use of the City’s parks and recreation system as per the adopted Parks, Recreation & Open Space/Community Facilities Master Plan, the evaluation criteria, the overall benefit of the project to Southlake residents, and the funding available for the project. I. Following the SPDC consideration of the proposed project and the corresponding matching funds request (including the in-kind services match), and if subsequently recommended for approval by the SPDC, the Director of Community Services will place the proposal on an agenda for the City Council to consider for final approval. VI. Recognition of Matching Funds Projects As determined by the Director of Community Services, a permanent plaque may be designated in the park or facility in recognition of the project to include the name of the project, its contributor(s), date of the project, and reference that the project was completed with funding through the SPDC Matching Funds Program. The Director of Community Services will determine the placement location and content of the plaque. Approval Date: June 3, 1997 Approved by: City Council 1. Amendment Date November 2, 1999 Approved by: City Council 2. Amendment Date March 2, 2010 Approved by: City Council 3. Amendment Date March 20, 2012 Approved by: City Council