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1998-01-07 CRIME CONTROL AND PREVENTION DISTRICT Board Meeting Wednesday, January 7, 1998, 7:00 p.m. MINUTES Board Members Present: Kim Clancy, Jerry Farrier, Pam McCain, Bob Mundlin, Martin Schelling, and John Swift. Board Member Absent: President Andy Wambsganss. Staff Present: Assistant City Manager Shana Yelverton, Public Safety Director Billy Campbell, Finance Director Lou Ann Heath, Deputy Director Police Services Gary Gregg, Training Coordinator Bobby Finn, Deputy Director Fire Services Garland Wilson, and Secretary to City Manager Kim Bush. Agenda Item No. 1. Call to Order. Due to the absence of Board President Andy Wambsganss, vice-president Martin Schelling called the meeting to order at 7:00 p.m. Agenda Item No. 2. Administrative Comments, Assistant City Manager Shana Yelverton announced to the Board that the next meeting (including the public hearing on the FY97-98 annual budget) would be on Wednesday, January 21, 7:00 p.m. at the C.I.S.D. board room. Ms. Yelverton also discussed setting a regular meeting date that would best fit the Board's schedule. She commented that Southlake Municipal Court could work with the Board on a regular meeting place at City Hall either the first or second Wednesday of each month. The Board agreed that the first Wednesday would work the best for them. This being the case, the next regular meeting of the Board would be February 4--whether this meeting will be necessary or not can be decided on January 21. Agenda Item No. 3. Consider Approval of December 17, 1997 Meeting Minutes Motion was made to approve the minutes of December 17, 1997, as presented. Motion: McCain Second: Mundlin Ayes: Clancy, Farrier, McCain, Mundlin, Schelling, Swift Nays: None Approved: 6-0 Agenda Item No 4 Discussion FY 1997-98 Annual Budget Director of Public Safety Billy Campbell presented to the Board the proposed annual budget which includes estimated expenditures of $3,894,445 for FY97-98. (The proposed budget is attached and included as part of the minutes.) Director Campbell discussed in detail the following points: • School Resource Officer (SRO) positions: The budget includes two positions to be funded at full cost through the District. CISD has indicated their willingness to consider funding for Crime Control and Prevention District Board Meeting Minutes, 1/7/98 Page 1 of 4 half the cost of these officers in the future. Salaries are a little higher than previous proposals due to a newly implemented City pay plan. The budget also includes all costs associated with the positions, such as uniforms, radios, duty handguns, and vehicles. Uniforms are purchased by the individual officers, but the City pays the employee $65.00/month for uniform allowance, i.e., cleaning, replacement, etc. Duty handguns can be purchased, through the City, by the employee and it remain the property of the employee, or the City can purchase the duty handguns, for the employee, and it would then remain the property of the City. The purchase of two vehicles will be added to the DPS fleet to be used by the department. • Land acquisition: The budget includes estimated costs associated with the purchase of three DPS sites one central station 8-acre site and two substation 3-acre sites. Staff was available to explain factors used for selecting the DPS sites. City land purchase consultant Dee Ekstrom was available to explain to the Board the availability and estimated costs of potential sites to assist the Board with its budgeting process. The proposed budget reflects what staff and the consultant believe to be the best estimate for the cost of land. Pam McCain questioned the procedure for purchasing items at the best price. Campbell explained that staff thoroughly researches before purchasing any item. Ms. Yelverton commented that staff will use the same policy and procedures used to purchase items with City funds. Jerry Farrier questioned the need for 3-acre substation sites. Campbell explained the need to deal with expansion, allow for meeting facilities (both for the department and the public), and to allow for extensive landscaping to buffer neighborhood subdivisions. Campbell agreed with the Board to provide a draft "footprint" plan of the facilities to better visualize how the property would be used. John Swift suggested that staff could provide a summary of what departments in other areas are doing that might be in a similar situation as the City of Southlake. Kim Clancy questioned the site locations and her concerns with locating on roads that will need major repair especially on the north side. Campbell explained that their first choice sites are located on, or have access to, roads that are not anticipated to have major expansion. Mr. Wilson commented that emergency staff is having to run those roads now. Ms. Clancy also questioned whether there would be any problems with radio equipment due to airport traffic, and Campbell commented that there would not be any tower antennas to experience interference from the airport. Mr. Wilson explained other reasons for choosing potential sites, i.e., they do not want to be located at a traffic light - they want to pull out and get going without waiting. Director Campbell explained that his number one priority, with choosing a site, is with response time. Response times are critical and must be carefully considered when siting a DPS facility. Pam McCain questioned whether three sites would be enough or should there be smaller sites but more of them. Campbell explained that the three sites are being considered to handle a nighttime population of 45,000. Campbell will work with the bigger corporate/retail sites, i.e., along SH114, to provide volunteer manpower similar to a "store front" operation. In short, staff studies indicate that three sites will provide excellent coverage for the City. Crime Control and Prevention District Board Meeting Minutes, 1/7/98 Page 2 of 4 Shana Yelverton explained to the Board the procedures that would be followed prior to actually purchasing any property. She explained that a contract to purchase will be brought forward to the Board in executive session. At that time, if the Board decides to proceed with the purchase they will take action and vote in open session. Kim Clancy questioned Dee Ekstrom and staff regarding the taking of land by eminent domain. Mr. Ekstrom explained the costs associated with this procedure including, appraisal fees, attorney fees, etc. and the fact that the City often ends up paying the same price that the property owner is asking. He would only recommend eminent domain as a last option, particularly since it is a very adversarial process. Martin Schelling questioned the funding procedure proposed in this initial phase of the district. Finance Director Lou Ann Heath explained that the City would initially transfer funds in, and as the District collected its sales tax, they would budget to reimburse the City. Otherwise, the district would have to wait for almost a year for sales tax revenues to come in before it had funds to operate. In response to Ms. Clancy's questions, Campbell commented that the SRO positions would be for the next school year, but the hiring process would start right away to allow time for training. Campbell also explained that DARE officers provide services to 4th and 5th graders while the School Resource Officers provide services to the middle and junior high schools. Pam McCain requested that staff provide, at the next meeting, the radial map which shows the response time for available sites located in each "hub." Campbell commented that he wanted everyone to understand that numerous studies have been done regarding the level of service that will be needed for the City of Southlake. Population and development will influence the service needed, impacting the number/type of sites needed. There is always the possibility that ten years from now if things should change considerably, such as the location of large office or retail development along SH114, the need for additional sites may need to be reviewed. Agenda Item No. 5. Consider Administrative Services Contract with the City of Southlake Shana Yelverton presented to the Board the draft Administrative Services Contract which is the instrument used to clarify the relationship between the District and the City, and outlines what services the City will provide to the District. She noted that the draft provided to the Board was a compilation of agreements obtained from other cities and should be revised to meet the requirements of Southlake. She pointed out that there is no provision in the contract for the District to pay the City for services, and the contract shall expire on September 30, 1999. Thereafter, the contract would be renewed on an annual basis. Ms. Yelverton explained that this is the same draft presented at the last meeting with the exception of the added indemnification clause highlighted in Section III D. Ms. Yelverton explained that at the last meeting Board President Wambsganss questioned the legal ramification with the City attorneys also representing the District. Ms. Yelverton wanted the Board to understand that should any conflict arise, the City attorney would represent the City. Therefore, the Board may want to consider putting something in this agreement, or a separate agreement, that Crime Control and Prevention District Board Meeting Minutes, 1/7/98 Page 3 of 4 states should a conflict arise between the City and the District, the Board would retain their own legal counsel. Mr. Swift commented that should a conflict arise, the Board could deal with it at that time. He did not think it would be necessary to include in an agreement. In response to Ms. Clancy's questions regarding the audit procedures, Ms. Yelverton explained that services provided by an independent auditor are required for the City as well. Martin Schelling suggested that the agreement be considered after the annual budget is approved. The Board agreed and no action was taken on this item. Agenda Item No. 6. Adjournment. Motion was made and carried to adjourn the meeting at 9:10 p.m. Martin Schelling, Vice-President ATTEST: AYhanaelv On Board Secretary D:\ WD-FILES\CRIME\M INUTES\98-01-07. DOC/kb Crime Control and Prevention District Board Meeting Minutes, 1/7/98 Page 4 of 4