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2000-08-02 r Crime Control and Prevention District Board Meeting August 2, 2000 MINUTES Board Members Present: Peter Gaal, Lou Ann Heath, Bob Mundlin, and Frank Pittman. Board Members Absent: Pam McCain, Martin Schelling, and Andy Wambsganss. Staff Present: Assistant City Manager Shana Yelverton, Public Safety Director Garland Wilson, Chief of Fire Services Ricky Black, Police Lieutenant Barry Hinkle and Finance Director Sharen Elam. Agenda Item No. 1. Call to Order. The meeting was called to order by Board member Bob Mundlin at 7:05 p.m. Agenda Item No. 2. Executive Session. There were no items for discussion during Executive Session. Agenda Item No. 4. Administrative Comments. Assistant City Manager Shana Yelverton pointed out that terms for three members of the Board are expiring. She said Andy Wambsganss, Bob Mundlin, and Pam McCain's positions are up for reappointment. The City Secretary has received applications and it has been well publicized. The City Council will be taking action on those appointments on August 15, 2000, and at the next meeting the Board will have either new members or reappointed members. Director of Public Safety Garland Wilson advised that current members need to fill out an application if they want to reapply for the positions that they now hold. Staff will contact members Wambsganss and McCain to make them aware of this since they are not in attendance at tonight's meeting. Agenda Item No. 5A. Approval of the June 7, 2000 meeting minutes. Motion was made to approve the June 7, 2000 minutes as presented. Motion: Pittman Second: Heath Ayes: Gaal, Heath, Mundlin, Pittman Nays: none Approved: 4-0 Agenda Item No. 6A. Approval of FY 00-01 Operating Budget and Capital Improvements Program. CRIME CONTROL AND PREVENTION DISTRICT MEETING MINUTES, AUGUST 2, 2000 Page 1 of 4 City Finance Director Sharen Elam discussed the operating budget. She advised of a projected 15 % increase in sales tax revenues; proposed personnel expenditures of $126,610 for School Resource Officers; $127,811 allocated for the 800 mhz radio lease; and an operating transfer of 1.9 million for debt service to cover payments for bonds issued. Frank Pittman asked if staff was comfortable with the projected increase. Ms. Elam said she consulted with the Director of Economic Development to determine new growth and the resulting projected sales revenue and she does feel comfortable with the number. Lou Ann Heath noted that Kohl's would be opening next week and we will have a full year of revenue from that shopping center. Ms. Elam discussed the Capital Improvements Budget. She stated that in 2001, the budget reflects revenues from the sale of excess property of $1.4 million - $450,000 for one lot at the west site and $960,000 for approximately 20 acres at the north site. Peter Gaal asked about the sale of the north property and if we are really willing to do this now? Ms. Yelverton discussed the need to show the sale in order to fully finance the District's program, specifically to build the west station and buy the east site. As we move forward and if it looks as if the District will not be reauthorized, then we will need to get serious about selling that property so we can complete the projects that the Board has committed to. Frank Pittman asked if the Board was authorizing the land sale tonight and Ms. Yelverton said no, just conceptually. She said staff couldn't enter into a contract without the Board and Council's specific action. She commented that the Board is approving the concept of knowing it is residual property, and at some point we will try to recoup the funds. Director Wilson reviewed the construction costs for the west site and discussed the analysis done by PSA on anticipated costs. He said of the 3.4 million dollars originally estimated, $300,000 for architectural engineering fees was not included. He said most of the extra cost was in the design, generator addition, addition of the brick wall, and the articulation in the lighting scheme that allowed us to comply with City ordinances. That increased the cost with a $385,000 difference that we did not account for. Director Wilson said the CIP was developed by following the probable costs estimated by PSA and he put it in the plan of how he thought it would be spent. He said one issue was the use of alternate bids. He considered the base bid for the "normal" materials because it should lower the cost. For example, asphalt shingles with an alternate bid of slate will result in a $110,000 savings, and a $130,000 savings will be realized for using overhead doors versus a hydraulic door. Another major cost savings will be to use brickcrete for the screening wall versus an alternate of masonry brick. The Board may, however, need to go with the more expensive epoxy on the bay floor due to its longevity, instead of a clear seal, and use sod instead of hydromulch due to the timeframe that hydromulch needs to be down by August 15, and this date will not coincide with the completion of the building in December. Director Wilson said if the bids come in low, we will look at the alternates and decide if we want to increase the value to the building with the better quality alternate materials. He also advised the Board that TML confirmed that they consider ten years to be the maximum life of a roof, and there is no insurance reduction if we place a 20 or 50 year roof on the building. CRIME CONTROL AND PREVENTION DISTRICT MEETING MINUTES, AUGUST 2, 2000 Page 2 of 4 c Director Wilson stated the estimate of $3.7 million is the total projected cost for the building. This is $385,000 over the $3.478 million, excluding architectural fees that were part of last year's budget. The original estimates did not include the screening wall, FF&E, the telephone system, and other geotechnical costs. Director Wilson said it is important to note that we have contingencies built into the cost estimates. He said he is comfortable with the CIP and construction costs estimated and he thinks the project will be completed within budget. The Board then discussed reauthorization election procedures and timelines. It was noted that advertising needs to be twelve months out. Ms. Yelverton said there is an abundance of experience on the Board in garnering public support and it should be relatively easy to develop a plan. Staff is putting together a list of election benchmarks that will be submitted to the Board in the next few months. Frank Pittman commented that the budget does not include a lot of margin for error and it needs to be monitored closely. Motion was made to approve the FY00-01 Operating Budget and Capital Improvements Program. Motion: Heath Second: Gaal Ayes: Gaal, Heath, Mundlin, Pittman Nays: none Approved: 4-0 Agenda Item No. 7A. Discussion: Preliminary design estimates and probable construction costs for West DPS facility. Director Wilson stated that the expected date to break ground on the west site is October of this year with a completion date of December 2001. This will consist of a 12-month construction period and a month or two to work out the punch list. Bob Mundlin said design estimates and probable construction costs have been addressed above, however, an item not on the agenda is the color scheme/materials presentation. PSA representative Dan Lutrell gave a PowerPoint presentation overview of the various tile, carpet, paint, etc. materials to be used in the building. Director Wilson advised the Board that the dedication plaque cost will not be sent out for bid. He said this is a $1000 extra expense that can be done in-house for half the cost. Lou Ann Heath questioned the SRO's being funded from the Crime Control District and if this had any bearing on the recent CISD issue with DARE funding. The School District does fund DARE positions, but not SRO positions. Funding for SRO's was for three years from the Crime Control District's budget, now in the third year. Agenda Item No. 8. Adiournment. CRIME CONTROL AND PREVENTION DISTRICT MEETING MINUTES, AUGUST 2, 2000 Page 3 of 4 There being no further business to discuss the meeting was adjouArned Board m ATTEST: -LIU, Shana Yelvert~/anager Assistant City CRIME CONTROL AND PREVENTION DISTRICT MEETING MINUTES, AUGUST 2, 2000 Page 4 of 4