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2001-11-19 Southlake Crime Control and Prevention District Board Meeting November 19, 2001 MINUTES Board Members Present: President Martin Schelling; Members: Pam McCain, Bob Mundlin, Frank Pittman, Stuart Spencer, and Craig Sturtevant. Board Members Absent: Lou Ann Heath Staff Present: Assistant City Manager Shana Yelverton, Public Safety Director Rick Black, and Executive Secretary Kim Bush. Agenda Item No. 1. Call to Order. The meeting was called to order by President Martin Schelling at 7:03 p.m. Agenda Item No. 2. Executive Session. President Schelling announced that the Board would be going into Executive Session pursuant to the Open Meetings Act, Chapter 551 of the Texas Government Code, Section 551.072 deliberation regarding real property. Executive Sessions may be held at any time during the meeting that a need arises. SCCPD adjourned for Executive Session at 7:04 p.m. SCCPD returned to open session at 7:12 p.m. Agenda Item No. 3. Reconvene. Motion was made to accept bid received from ECN Properties for the property legally described as Lot 2R, Block 1, Corner Addition, and recommend to City Council that they enter into a contract with acceptable conditions at a price of $425,000. Motion: Pittman Second: Sturtevant Ayes: McCain, Mundlin, Pittman, Schelling, Spencer, Sturtevant Nays: none Approved: 6-0 Agenda Item No. 4. Administrative Comments. Assistant City Manager Shana Yelverton informed the Board that City offices would be closed for the Thanksgiving holidays November 22 and 23. She also informed the Board that due to the holidays, the City Council meeting dates had changed, therefore, Council consideration on the sale of the DPS residual lot should take place on Monday, November 26. Agenda Item No. 5A. CRIME CONTROL AND PREVENTION DISTRICT MEETING MINUTES November 19, 2001 Page 1 of 5 Motion was made to approve the minutes of the Crime Control and Prevention District meeting held Oct. 3, 2001 as amended with grammatical changes. Motion: Spencer Second: McCain Ayes: McCain, Mundlin, Pittman, Schelling, Spencer, Sturtevant Nays: none Approved: 6-0 Agenda Item No. 6A. Order No. 01-01, calling an election to determine whether voters desire to continue the levy of a sales and use tax to support the crime reduction programs of the Crime Control and Prevention District. Board member Sturtevant summarized for the Board his report on whether the Crime Control and Prevention District should be continued and, if so, for how long. After having visited with the Director of Public Safety Rick Black, Police Chief Marlin Price, residents of the community, and various other DPS departments in the area, Mr. Sturtevant recommended that the Board order a referendum for continuation of the District for a term of 15 years. He commented that one of the main reasons for recommending this length of time is the need to build both the new headquarters on the north site and the east site facility (see report attached to the minutes). Mr. Sturtevant feels comfortable that the Board has factual reasons for proceeding with a request to the citizens for a 15- year continuation. Mr. Sturtevant commented that a question had been raised about whether or not to consider lowering the half-cent rate of collection, but this could not be done with this election except through a separate ballot. However, the rate can be reduced at anytime, in 1/8 increments, or the District could be dissolved by an election, if the Board should decide that more sales tax has been collected than is needed. President Schelling commented that Finance Director Sharen Elam's projected amounts of collection are conservative. However, there will come a saturation point in the market on how much retail Southlake will support, and as development moves further west, we will have competition from other cities and towns like Westlake and Roanoke that will take away from our businesses. Assistant City Manager Shana Yelverton commented that the Board on its own motion can order a referendum to dissolve the District or it can be done at the request of the citizenry through a petition, or at the request of the City Council. Board member Pittman commented that he understands there is a new matrix, with only crime control related expenditures, that indicates a conservative funding within $4-$5 million to the red at 15 years (see revised matrix attached to the minutes). Board member Spencer stated that Southlake, because of its Department of Public Safety and law enforcement, is a premier community and although this is a Crime Control and Prevention District, equally as important is our fire services, which through the District, and where permitted by law, also is benefiting. Ms. Yelverton stated that because we are a Department of Public Safety, we are neither pure police nor pure fire. Because some functions of police and fire cannot be separated, fire services does benefit. Secondly, fire services benefits, as does the rest of the City, in that the District frees up funds that would otherwise come from the general fund. Library, parks and recreation, etc. all benefit due to the fact that DPS has this dedicated source of funding. She recommended that as the Board CRIME CONTROL AND PREVENTION DISTRICT MEETING MINUTES November 19, 2001 Page 2 of 5 members, in their private capacities, visit with the voters, one of the arguments to be made is that the Board has been very conscientious with the use of the sales tax because of the way this District has been managed from day one, i.e., we never really pursued operational costs as did NRH. We have had SROs, but we have always had a mechanism to phase them out. President Schelling commented that he feels comfortable that the voters will authorize the continuation, but he wants to make sure that we have consider all possible responses to questions and concerns from the public. Mr. Spencer stated that he feels comfortable with the 1/2 cent collection and he wants to make sure the public understands that we are not just servicing Crime Control - we have a broader service area. Board member Pittman commented that what he likes about requesting the 15- year reauthorization is that the projection shows a $4 million deficit rather than 20 years, which shows a $9 million surplus. He stated that we may need to scale back on some budgeted items, but this approach sends a message to the public that we are being conservative. Board member Mundlin requested that staff help him become more familiar with the budget so that he will be able to answer any questions of the public. Ms. Yelverton provided to the Board a copy of the Communications Plan, which outlines staff's involvement with getting general information about the District out to the public. She also explained that the Political Action Committee might decide to put together a speakers bureau. Staff will be available to meet with and work through a presentation with the PAC / Board. Board member Sturtevant confirmed that he, in his capacity as a private citizen, was working on pulling this all together. Motion was made to approve Order No. 01-01 calling an election for the consideration of continuing the Crime Control District for a term of 15 years. Motion: Pittman Second: Mundlin Ayes: McCain, Mundlin, Pittman, Schelling, Spencer, Sturtevant Nays: none Approved: 6-0 Agenda Item No. 6B. Resolution No. 01-01, approving terms and conditions of a contract for election services between the City of Southlake and the Southlake Crime Control and Prevention District. President Schelling commented that this resolution provides for the City to conduct the District's continuation election on behalf of the board. Motion was made to approve Resolution No. 01-01. Motion: McCain Second: Spencer Ayes: McCain, Mundlin, Pittman, Schelling, Spencer, Sturtevant Nays: none Approved: 6-0 CRIME CONTROL AND PREVENTION DISTRICT MEETING MINUTES November 19, 2001 Page 3 of 5 Agenda Item No. 6C. Election of Officers. President Schelling commented that normally the Board would elect officers in December, but staff anticipates that there will not be a need to meet in December, therefore, this item needs to be addressed tonight. Motion was made to reappoint Martin Schelling as President and Bob Mundlin as Vice President, and to continue with staff member Sharen Elam as Treasurer and staff member Shana Yelverton as secretary. Motion: Pittman Second: Sturtevant Ayes: McCain, Mundlin, Pittman, Schelling, Spencer, Sturtevant Nays: none Approved: 6-0 Agenda Item No. 7A. Discussion: Director Black commented that the programming "kick-off" meeting for the north facility was held on December 15, 2000. He stated that this facility will be the central DPS complex and will house the main jail, the main dispatching and training facility, and the first emergency operations facility. He introduced Mr. Gregory Schon with Phillip Swager & Associates the architectural engineer for the new DPS facilities. Mr. Schon made a presentation on a preliminary feasibility study and concept plan layout for the north side facility. Highlights of the presentation included: • Draft layout of a two-story building showing parking and future training areas • City is expected to be close to buildout within 10 years • Staffing and square footage scenarios were prepared for both a 2006 construction and a 2011 construction • At this stage, the programming indicates a need for 67,364 square feet • Future expansion has been provided • DWI/PI area and holding cell serve two different purposes • Building Services is an enforcement division which is why it has been placed under the direction of DPS President Schelling commented that he would like to see the zoning and concept plan processed through the City as soon as possible on this site because of the increased residential development near this facility. Agenda Item No. 7B. West DPS Facility Construction. Director Black reported on the progress of the west site construction. He informed the Board that staff is still anticipating a mid-January substantial completion on construction with furniture and fixtures expected to be delivered January 7 - 25. He offered to take Board members on a personal tour whenever they wanted. CRIME CONTROL AND PREVENTION DISTRICT MEETING MINUTES November 19, 2001 Page 4 of 5 Agenda Item No. 7C. Sales Tax Report. The sales tax report shows that collections for the fiscal year finished $306,801 above budget projections for a total collection of $2,232,251, which is a 27.75% increase in collections from the FY 99-00 collections. Ms. Yelverton commented that any effects from the Sept. 11 tragedy would probably not show up until the next report. Agenda Item No. 8. Adjournment. Ms. Yelverton commented that the City's Web site concerning information about the District and the upcoming election is being updated. She offered that Board members call her if they have any further suggestions on providing information to the public. There being no further business to discuss the meeting was adjourned 8:50 p.m. resident Martin Schellmg ATTEST: A°SQ T ALAK i o= Kim sh~1 Nan 3 d Exe tive Secretary CRIME CONTROL AND PREVENTION DISTRICT MEETING MINUTES November 19, 2001 Page 5 of 5