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2000-06-07 Crime Control and Prevention District Board Meeting June 7, 2000 MINUTES Board Members Present: President Andy Wambsganss; Members: Peter Gaal, Pam McCain, Bob Mundlin, Frank Pittman, and Martin Schelling. Board Members Absent: Lou Ann Heath Staff Present: Assistant City Manager Shana Yelverton, Public Safety Director Garland Wilson, Fire Chief Ricky Black, Police Lieutenant Barry Hinkle, Finance Director Sharen Elam, and Executive Secretary Kim Bush. Agenda Item No. 1. Call to Order. President Wambsganss called the meeting to order at 7:10 p.m. Agenda Item No. 2. Executive Session. No executive session was held. Agenda Item No. 4. Administrative Comments. There were no administrative comments. Agenda Item No. 5A. Approval of the April 5, 2000 meeting minutes. Board member Pittman commented that it would be more appropriate to state that Board member Heath "pointed out that there is nothing better for a community then to have imported tax dollars" rather than refer to the comment as "jokingly." Board member Gaal stated that he thought the comment was a post meeting comment and not intended to be included in the minutes. Motion was made to approve the minutes. Motion: Mundlin Second: Pittman Ayes: Gaal, Mundlin, Pittman, Schelling, Wambsganss Nays: none Abstained: McCain Approved: 5-0-1 MINUTES FOR SCCPD MEETING - JUNE 7, 2000 Page 1 of 5 Agenda Item 6A. Design / Development Plans for DPS West Site Facility. Director Wilson presented to the Board the design and development plans for DPS west site facility. Mr. Wilson commented that the projects would be going before the Planning and Zoning Commission and the City Council in June and July. He pointed out that with the District choosing this site for a DPS site reduced the use from C-2 zoning to S-P-1 zoning with CS Community Service District uses. Public Safety will generate minimal traffic compared to the current zoning. Mr. Wilson reviewed for the Board the chain of events leading up to this point. He stated that Council authorized the department to spend $30,000 to conduct a space need analysis, which was funded through the Department of Public Safety (DPS) budget under professional services. In November 1999, DPS awarded the architectural contract to PSA who is the architect and design developer. The cost of the facility is broken down into the following: Administration - $914,355; staff areas $654,345; vehicle value approximately $1 million; furniture / graphic - $190,000; site development - $394,000; contingency $263,000, which brought the total to $3,478,575. Director Wilson explained that one of the things the Board asked staff to do was increase some of the office areas because they felt it was too tight, thus some of the office space was increased from 120 square feet to 150 and 180. The larger office space will accommodate two people. This brought the total square footage of the building to approximately 21,573. He stated that areas not included in the cost data include: telephones, network in dispatch, equipment - emergency generator, training props, architectural and engineering fees, non-structural testing, landscaping, soil bores, site surveying, reimbursables, and bid documents. Director Wilson stated that these cost bring the total estimated cost for the facility to $3,766,880, a difference of $288,305 over the original estimate. A further breakdown of some of those cost include: generator - $94,500; furniture, fixtures and equipment - $491,000; and, an architectural accent wall - $281,880. Director Wilson stated that staff would bring forward to the next meeting how those costs can be addressed. Director Wilson commented on the accent wall. He explained that the wall was originally a cement / masonry unit - haydite tile with brick veneer because it was going to be a retaining wall. The original location of the wall itself was going to be next to about 15 large trees, which would have meant that the tree roots would be damaged if the wall were placed as close as originally planned. He commented that staff is recommending moving the wall in order to save those trees. Out of the approximate 125 trees on the site, the revised plan will allow for 80 of the trees to be saved. He also stated that in moving the wall the berm would no longer be needed and therefore will not have to be maintained. Staff believes the estimated cost of $280,00 will be reduced. He stated that he believes the neighbors would also prefer the fence be moved than lose the trees. He assured the Board that the wall would still be a nicely structurally designed masonry wall, possibly brickcrete, and it would still provide a MINUTES FOR SCCPD MEETING - JUNE 7, 2000 Page 2 of 5 shield for headlight and noise pollution. Director Wilson said that he would be visiting with the homeowners in Myers Meadow again to inform them of the change. Board member Pittman asked whether or not the project was under estimated because the costs for the other items were not included or was it a turnkey estimate. Director Wilson explained that some things were not included in the original estimate because staff was not sure at the time how they were going to address it i.e., the generator. Other costs were included based on a percentage, however, until you actually get something drawn up you are not exactly sure what you will need i.e., whether you will need 20 lockers or 40. Board member Pittman also asked if the homeowners would notice a difference with the wall being moved 15 feet. Director Wilson explained that the wall is over 250' away and the homeowners should not be able to tell 15' one way or the other. He further stated that the wall will also be adequate landscaped. Director Wilson commented that another change to the wall is a recommendation to reduce the length from approximately 493 feet to approximately 393 feet. This could save approximately $80,000 - $100,000. He stated that he would also visit with the homeowners on this change. Director Wilson commented that the wall is a screening requirement of city ordinances - it could have been wooden, but the homeowners wanted brick to help further cut down on noise and light pollution. In addressing the concept plan to be presented to Council and the Commission, Director Wilson stated that a driveway variance would be requested for all drives - one on FM 1709 and two on Randol Mill Avenue. He commented that the driveway for lot CR2 would not be constructed, as part of the construction of the DPS facility - whoever buys that lot, will build that drive. The other drive on Randol Mill will be a private drive for the DPS facility. He also stated that anything that is in the future training area would not be constructed at this time; it will be a future consideration of the Crime Control Board. Board member Mundlin asked what the timing would be on the sale of the commercial lot. Assistant City Manager Shana Yelverton commented that there is a process to go through and after approvals to sell are received from the Board and City Council it would probably take a couple of months. It could be done this calendar year. Ms. Yelverton stated that the money from the sale of the property would go back into the CIP budget and be used capital projects. She stated that staff had hoped to be able to sell two lots at this location, but the driveway ordinance made it impossible to do so. Board member Schelling asked if staff was proposing to make up the shortfall in construction of the west site with money from the general fund. Director Wilson explained that some costs would - computers, personal property, etc. Items that are attached to the building will be submitted to the Board. Ms. Yelverton stated that all the costs would be brought forward with the budget. She also stated that staff would MINUTES FOR SCCPD MEETING - JUNE 7, 2000 Page 3 of 5 provide historical information about the cost of the land and recovery of some of the funds through the sale of residual property. President Wambsganss asked if it was the consensus of the Board to sell lot 2R. Board member Pittman stated that the Board would need to consider holding on to the property for a year or two if they were advised that there was a change for more of a return. Ms. Yelverton commented that it would depend on when you needed the money and how you could use it. She explained that requests for sealed bids would be advertised and then the Board and City Council would consider whether or not to accept the bid. If a profitable bid was not received, they could be rejected and bid again some other time. Board member Pittman asked whether or not the drainage had been adequately addressed and whether any drainage would be going onto Myers Meadows. Director Wilson commented that drainage will be handled on site - none of the drainage from the DPS facility will go into the Myers Meadow pond. In reviewing information about facility needs, Board member McCain suggested that staff consider two dishwashers and a 60" range with a 10" duct. She also suggested that an ice machine might be needed. In closing Director Wilson commented that at the next meeting the Board would receive a corrected copy of the cost projection and material list. He also asked for volunteers to work with him on a committee to decide on colors, stone, carpet, trim, etc. He commented that an alternate he has included in the plans is for a faux slate roof instead of an asphalt shingle roof. He explained that this type of roof has a 50-year guaranteed and can withstand hail and winds up to 70mph. The cost is $110,340 more than for the cost of an asphalt shingle roof. Board member Pittman commented that three asphalt shingle roofs could be purchased for the price of one faux roof. Board member Schelling suggested that staff check on whether or not there would be an insurance discount on the faux roof. Director Wilson stated that staff was more concerned with interruption of service if during a storm roof repairs would be necessary than with the higher cost. He commented that he feels confident that emergency service would not be interrupted due to roof damage with the faux roof. Motion was made to approve the design plans for DPS west site facility. Motion: Pittman Second: McCain Ayes: Gaal, McCain, Mundlin, Pittman, Schelling, Wambsganss Nays: none Approved: 6-0 MINUTES FOR SCCPD MEETING - JUNE 7, 2000 Page 4 of 5 Agenda Item No. 7. Sales Tax Report. Finance Director Sharen Elam explained that as of the end of April the district had collected 68% of the budgeted sales tax for this fiscal year and has received about a 24% increase of sales tax to date compared to the same time period last year. President Wambsganss asked if the district was still falling behind when compared to SPDC collections. Ms. Elam stated that there was not as much difference as there was in the first year of the District compared to the current year. She commented that she would bring a comparison to the next meeting. Agenda Item No. 8. Adjournment. There being no further business to discuss the meeting adjourned at 8:10 p.m. And Wambsganss, President ATTEST: Kim ush Ex cutive Secretary MINUTES FOR SCCPD MEETING - JUNE 7, 2000 Page 5 of 5