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1999-08-04 Crime Control and Prevention District Board Meeting MINUTES August 4, 1999 Board Members Present: Vice President Martin Schelling; Members: Kim Clancy, Jerry Farrier, Pam McCain, Bob Mundlin, and John Swift. Board Members Absent: President Andy Wambsganss Staff Present: Assistant City Manager Shana Yelverton, Public Safety Director Garland Wilson, Police Chief Gary Gregg, Fire Chief Ricky Black, Deputy Director Support Services John Knight, and Secretary to the City Manager Kim Bush. Agenda Item No. 1. Call to Order. Vice President Martin Schelling called the meeting to order at 7:00 p.m. Agenda Item No. 2. Executive Session. Vice 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, land acquisition and Section 551.075, conference with employees. SCCPD adjourned for Executive Session at 7:00 p.m. SCCPD returned to Open Session at 7:45 p.m. Agenda Item No. 3. Reconvene. There was no action necessary as a result of the Executive Session. Agenda Item No. 4. Administrative Comments. Assistant City Manager Shana Yelverton asked the Board about moving the regularly scheduled meeting for September 1 to September 8 due to Director of Public Safety Garland Wilson being out of town during the regular meeting date. Board members will contact staff if there is a problem with their schedules. Ms. Yelverton also informed the Board that Council appointments would be necessary for four members whose terms expire in September. Those members include Jerry Farrier, Kim Clancy, John Swift, and Martin Schelling. She asked that those members interested in serving another term to please contact City Secretary Sandra LeGrand. MINUTES OF SCCPD MEETING, August 4, 1999 Page 1 of 4 Agenda Item No. 5A. approval of the June 2, 1999 meeting minutes. Motion was made to approve the minutes of June 2, 1999 as presented. Motion: Farrier Second: McCain Ayes: Clancy, Farrier, McCain, Mundlin, Schelling, and Swift Nays: None Approved: 6-0 Agenda Item No. 6. There were no items for consideration. Public Safety Director Garland Wilson introduced James Hoglund a resident of Meyers Meadow Subdivision who is interested in attending the Crime Control meetings to learn more about the process and construction of the new DPS facilities. Agenda Item No. 7A. Discussion: FY99-00 Annual Operating Budget. Public Safety Director Wilson handed out updated forms including Crime Control District Fund summary and proposed budget. Mr. Wilson explained the decrease between the adopted and revised interest income for the current fiscal year due to the unanticipated low amount of sales tax collected during the first part of the year, thus negatively impacting the calculation of interest. He explained that recently the sales tax collections have been steadily increasing. Mr. Wilson also explained to the Board that the expenditures for personnel and operations expenditures in the current year and the proposed new fiscal year are different because of the timing on hiring the SROs. Director Wilson stated that the figures for the FY99-00 proposed budget are very preliminary. He explained that staff plans to have more details and a final recommendation at the next meeting in September. Board member Farrier stated that the interest income appeared to be too conservative and that staff should have a better idea of what to anticipate based on the proposed sales tax collection. Director Wilson explained each line item included in the FY99-00 proposed budget. Board member McCain commented that she would like to see a column on the budget document that shows year-to- date expenditures. Mr. Wilson stated that staff should be able to provide that information. On another issue, Director Wilson informed the Board that he met with Financial Advisor Jim Sabonis. Mr. Sabonis informed him that the City will be able to issue an additional $2.6 million on behalf of the Crime Control District. MINUTES OF SCCPD MEETING, August 4, 1999 Page 2 of 4 Agenda Item No. 7C. Discussion: Relationship plan for DPS west site facility. Director Wilson presented to the Board the footprint and orientation of the proposed DPS west site facility. He explained that the size has been increased from approximately 20,000 sq. ft. to approximately 22,000 sq. ft. He explained the relocation of the access drive, and stated that he worked with City planning staff to bring the plan into compliance with City requirements. Director Wilson pointed out to the Board the proposed north side buffering and proposed brick fence. He explained that he has been meeting with the surrounding neighbors to make sure their concerns regarding aesthetics and noise are being addressed where possible. Board members expressed some concern with the large number of parking spaces required and suggested that Director Wilson check with the planning staff to be sure that the square footage for the bay area is not being included in the calculation as office space. Board members also suggested that Lot 1 be relocated to front on Southlake Boulevard because of the potential for a higher resale value. Agenda Item No. 711. Discussion: Authorization to negotiate a contract with an architectural and engineering firm for DPS facilities. Director Wilson informed the Board that he would like authorization to negotiate a contract with PSA. He explained that they are a very dynamic company that specializes in public safety facilities. Shana Yelverton noted that the Board has at least two options for determining the architect to use for the west site project. She noted that option A would be to attempt to negotiate a favorable contract with the firm currently being used for space planning. The firm has extensive experience with designing police and fire facilities and has worked well with the staff thus far on planning the project. If the Board prefers, however, it could instruct staff to draft a "Request for Proposals" and solicit qualified architects and structure a formal selection process. The law does not permit selecting an architect based on fees, however, potential architects could be reviewed based upon design concepts, budget philosophy, etc. Staff hoped to get direction from the Board on how to proceed. Assistant City Manager Shana Yelverton further explained how state law exempts certain services from the competitive bidding process, such as architectural services. She explained that in procuring architectural or engineering services, a governmental entity has to first select the most highly qualified provider of those services on the basis of demonstrated competence and qualification but not on the price for those services. Only after a provider is decided upon can a governmental entity negotiate with that provider a contract at a fair and reasonable price. Ms. Yelverton explained that staff needed direction on whether to proceed with negotiations with PSA or prepare a more elaborate study of other companies. Vice President Schelling expressed concern with not knowing what an appropriate fee for this type of service should be without comparing to other companies. Board member Farrier stated that he has worked on PSA projects in the past and knows that they are a good company, but a very expensive company. Board members agreed that they needed more information. MINUTES OF SCCPD MEETING, August 4, 1999 Page 3 of 4 As a comparison, staff suggested that they conduct a survey of other cities and prepare a matrix of what was included in other facilities, what company provided the service, and the range of fees charged. Agenda Item No. 7D. Discussion: Sales Tax Report. Director Wilson presented the sales tax report and commented that collections continue to rise. He expects that by the end of this fiscal year the actual amount collected will meet or exceed the budget estimate. Agenda Item No. 8. Adjournment. ■ Board member McCain asked that new 3-ring binders be provided for the upcoming year and asked that the packets be 3 hole punched. ■ Bob Mundlin expressed concern about the 50% possible turn over in the Board membership and asked about the possibility of the reappointment of the current members. When asked what could be done, Ms. Yelverton suggested that he contact City Council to express his concerns, since it is Council's responsibility to make the appointments. There being no further business to discuss, the meeting was adjourned at 8:30 p.m. GMartin Schelling, Vice-President ATTEST: 14Z Adl/ Kim ush Secr ary to the City Manager M:\ W D-FILES\CRIME\MINUTES\99-08-04. DOC/kb MINUTES OF SCCPD MEETING, August 4, 1999 Page 4 of 4