Item 4F - MemoCITY OF
SOUTHLAKE
MEMORANDUM
February 25, 2025
TO: Alison Ortowski, City Manager
FROM: David Miller, Director of Community Services
Item 4F
SUBJECT: Approval of a Southlake Parks Development Corporation
(SPDC) matching funds request from the Watermere at
Southlake Condominium Association for the refurbishment of
the Watermere at Southlake Park Gazebo in an amount not to
exceed $25,000.
Action
Requested: City Council approval for an SPDC matching funds request
from the Watermere at Southlake Condominium Association
for the refurbishment of the Watermere at Southlake Park
Gazebo in an amount not to exceed $25,000.
Background
Information: Staff have received a request from Watermere regarding a
proposed SPDC matching funds request for the
refurbishment of the Watermere Park Gazebo, for an amount
not to exceed $25,000.
In December 2024, the gazebo sustained significant damage
due to a fire. The wood within the structure has also either
rotted out or is beginning to rot and requires repair.
Consequently, the gazebo is dilapidated and in a state of
disrepair following the fire and currently unusable, which is
why the Watermere Condominium Association is requesting
a Matching Funds project from the City to help cover the
repair costs.
The Watermere at Southlake Condominium Association has
full responsibility for the maintenance of the Watermere at
Southlake Park, which was dedicated to the City as part of
the original developer's agreement for the neighborhood.
City Staff has reviewed the request from the Watermere
Condominium Association and recommends approval based
on the request meeting the criteria designated within the
SPDC Matching Funds Policy.
Alison Ortowski- City Manager
Meeting Date — March 04, 2025
Page 2 of 2
The Park and Recreation Board recommended approval (5-
0) of the request during their February 10, 2025, meeting.
The total cost of the project would not exceed $25,000, and
the City's match would not exceed $12,500.
A copy of the SPDC Matching Funds application is included
with the memo for your review.
Financial
Considerations: Approval of a matching funds request will assist with offsetting
the costs for the gazebo repairs.
SPDC will consider the financial aspects of the project, but the
total anticipated project cost is estimated to be $22,275.51 to
be split 50/50 ($11,137.55 each). The do not to exceed
amount of $25,000 includes allowances for any pricing
increases from the vendor between time of quote and the
approval of this item. Funding of $981,246 is available within
the approved SPDC CIP for the Matching Funds program.
Strategy Link: The matching funds request is linked to the City's Strategy
Map Related to the focus areas of Infrastructure &
Development and Partnerships and Volunteerism and meets
the corporate objective to invest to provide and maintain high
quality public assets and collaborate with select partners to
implement service solutions.
Citizen Input/
Board Review: Parks and Recreation Board recommended February 10,
2025 (5-0)
SPDC & City Council Consideration March 4, 2025.
Legal Review: N/A
Alternatives: Alternatives include:
• Approve request as presented
• Approve request with input as desired
• Decision not to approve request.
Supporting
Documents
• Matching Funds Policy
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Alison Ortowski- City Manager
Meeting Date — March 04, 2025
Page 2 of 2
• SPDC Matching Funds Application from Watermere
HOA
• DRI Construction Quote
Staff
Recommendation: City Council approval for an SPDC matching funds
request from the Watermere at Southlake Condominium
Association for the refurbishment of the Watermere at
Southlake Park Gazebo in an amount not to exceed
$25,000.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Matching Funds Policy
City of Southlake
Policies and Procedures
Policy: Southlake Parks Development Corporation Matching Funds Policy
Source: City Council/SPDC/Parks & Recreation Board
Category: Parks and Recreation
I. Statement of Purpose
The Southlake Parks Development Corporation (SPDC) Matching Funds Policy enables
the City to leverage its capital funding to assist with the ongoing advancement of the
Parks, Recreation & Open Space/Community Facilities Master Plan, and implementation
of the City's Strategy Map.
The purpose of this policy is to provide a process for considering requests by petitioning
individuals or organizations for Southlake Parks Development Corporation (SPDC)
Matching Funds projects. The following policy will become effective immediately upon
approval of City Council.
Proposed SPDC Matching Funds projects will be considered on a project by project
basis. The City will determine the percentage match up to 100%. Proposed projects
requesting in -kind services matching will be handled per Section V of this policy.
A. Strategic Alignment — This policy is linked to the City's Strategy Map related to the
Focus Areas of Quality Development and Partnerships and Volunteerism, and meets
the Corporate Objectives to Invest to Provide and Maintain High Quality Public
Assets; Provide Attractive and Unique Spaces for the Enjoyment of Personal
Interests; and to Promote Opportunities for Partnerships and Volunteer Involvement,
II. SPDC Matching Funds Project Application Procedures
A. Anyone proposing a SPDC Matching Funds project should submit a proposal in
writing to the Director of Community Services by April 301h for consideration for the
following fiscal year (October 1 — September 30). Other projects may be considered
after April 301" as funding is available. A form for this purpose will be available
through the Department of Community Services.
B. The proposal should include a complete and detailed description of the project and,
to the extent applicable, pictures and/or detailed drawings, estimated budgets,
preferred location of the project, mechanism of funding the project, any stipulations
that might go along with the project, and a justification for the project.
C. The City Council, at its discretion, may grant variances to this policy.
III. SPDC Matching Funds Project Evaluation Criteria
A. Proposed projects will be considered on a project by project basis and should be
consistent with the overall intended use of the parks as per the adopted Parks,
Recreation & Open Space/Community Facilities Master Plan as well as the following
criterion:
1. Is the project linked to the City's Strategy Map?
2. Is the project linked to the Focus Areas and Objectives of the City's Strategy
Map?
SPDC Matching Funds Policy
Approved 6-0 by City Council March 20, 2012
Page 2 of 5
3. Is the project related to a currently funded CIP project?
4. is the project related to a project in the adopted 5-year CIP?
5. Does the project benefit Southlake residents?
6. Does the project enhance a current parks and recreation system asset?
7. Does the project assist with the acquisition of a capital purchase?
8. Does the project have a useful life of at least (5) years?
9. Does the project accelerate the completion of a CIP or Parks, Recreation &
Open Space/Community Facilities Master Plan project?
B. The City of Southlake reserves the right to accept or reject any project submitted for
approval, and while every intention is to complete approved projects, the City
reserves the right not to complete a project if found to be in the best interest of the
City, and any costs incurred by the petitioner will not be refunded. The petitioner will
receive the City's decision in writing after the decision is made.
IV. SPDC Matching Funds Project Approval Process
A. The Director of Community Services will review the proposed project for Its
consistency with the overall intended use of the City's parks and recreation system
as per the adopted Parks, Recreation & Open Space/Community Facilities Master
Plan, and the evaluation criteria listed in Section III.
B. If the Director of Community Services determines that the project is consistent with
the Parks, Recreation & Open Space/Community Facilities Master Plan, and/or is
consistent with the evaluation criteria, he/she will place the proposal on an agenda
for the Parks and Recreation Board to consider recommending to the SPDC and the
City Council.
C. If the Director of Community Services determines that the project is not consistent
with the Parks, Recreation & Open Space/Community Facilities Master Plan, and/or
is not consistent with the evaluation criteria, he/she will inform the petitioning
individual or organization in writing of the decision and the reasons for the finding.
The petitioning individual or organization may appeal the Director's decision not to
consider the project to the Parks and Recreation Board. The Parks and Recreation
Board will make a recommendation as to whether the project should be considered.
D. The Parks and Recreation Board will consider the proposed project and make its
recommendation to the SPDC and the City Council. The Parks and Recreation
Board's consideration of the proposed project will be based on the extent to which
the project is consistent with the overall intended use of the City's parks and
recreation system as per the adopted Parks, Recreation & Open Space/Community
Facilities Master Plan, the evaluation criteria, and the overall benefit of the project to
Southlake residents.
E. Following the Parks and Recreation Board's consideration of the proposed project,
the Director of Community Services will place the proposed project and the
corresponding matching funds request on an agenda for the SPDC to discuss, and
on a subsequent SPDC agenda for their consideration and recommendation to the
City Council
City of Southlake Values.
Integrity ♦ Innovation ♦ Accountability o Commitment to Excellence ♦ Teamwork
SPDC Matching Funds Policy
Approved 6-0 by City Council March 20, 2012
Page 3 of 5
F. The SPDC will consider the proposed project and the corresponding matching funds
request and make Its recommendation to the City Council. The SPDC's
consideration of the proposed project and the corresponding matching funds request
will be based on the extent to which the project is consistent with the overall intended
use of the City's parks and recreation system as per the adopted Parks, Recreation
& Open Space/Community Facilities Master Plan, the evaluation criteria, the overall
benefit of the project to Southlake residents, and the funding available for the project.
G. Following the SPDC consideration of the proposed project and the corresponding
matching funds request, and if subsequently recommended for approval by the
SPDC, the Director of Community Services will place the proposal on an agenda for
the City Council to consider for final approval.
H. The petitioner (individual or organization) reserves the right to withdraw the proposed
project at any time during the approval process.
I. All approved projects will be managed by the City; will become the property of the
City once completed or received; and will be used at the sole discretion of the City.
J. The length of time required to complete the project will be determined by the Director
of Community Services, and will be used when considering the project.
K. The petitioner must complete any fundralsing requirements, if necessary, and deliver
their portion of the matching funds to the City before the City will begin work on the
project.
L. The petitioner must deliver their portion of the matching funds to the City within six
(6) months of the final approval date unless additional time is granted at the time of
approval. If the petitioner fails to meet this requirement, the petitioner will be
required to reapply for matching funding.
M. The projects status will be monitored by the Director of Community Services.
V. In -Kind Services Matching
In -kind services that result in a tangible asset may be eligible. Examples include, but are
not limited to, Architectural/Engineering drawings, Construction Management services,
materials. In -kind services will only apply to expenses that the City would typically incur
for project implementation. The Director of Community Services will work with the
Finance Director to determine if the proposed in -kind request results in a tangible asset.
A. Applications for in -kind services matching should typically be approved prior to the
in -kind service being rendered or materials being purchased.
The petitioner for in -kind services matching must provide sufficient financial
documentation from third party vendors regarding typical industry standard costs for
materials and/or services. The Director of Community Services will review the
documentation, evaluate it using comparable industry standard costs the City
typically incurs, and make a recommendation to the SPDC on a reasonable market
value of the material costs and/or service fees.
City of Southlake Values.
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
SPDC Matching Funds Policy
Approved 6-0 by City Council March 20, 2012
Page 4 of 5
C. A timeline by which the in -kind services will be completed/received shall be
submitted with the application.
D. The SPDC may recommend, and the City Council will determine the percentage in -
kind match after their analysis to determine what benefit is being received by the City
versus the requesting entity with completion of the project,
E. Matching funds for in -kind services will not be expended until the in -kind services are
completed/received as determined by the Director of Community Services.
The Parks and Recreation Board will consider the proposed project and make its
recommendation to the SPDC and the City Council. The Parks and Recreation
Board's consideration of the proposed project will be based on the extent to which
the project is consistent with the overall intended use of the City's parks and
recreation system as per the adopted Parks, Recreation & Open Space/Community
Facilities Master Plan, the evaluation criteria, and the overall benefit of the project to
Southlake residents.
G. Following the Parks and Recreation Board's consideration of the proposed project,
the Director of Community Services will place the proposed project and the
corresponding matching funds request (including the in -kind services match) on an
agenda for the SPDC to discuss, and on a subsequent SPDC agenda for their
consideration and recommendation to the City Council.
H. The SPDC will consider the proposed project and the corresponding matching funds
request (including the in -kind services match) and make its recommendation to the
City Council. The SPDC's consideration of the proposed project and the
corresponding matching funds request (including the in -kind services match) will be
based on the extent to which the project is consistent with the overall intended use of
the City's parks and recreation system as per the adopted Parks, Recreation & Open
Space/Community Facilities Master Plan, the evaluation criteria, the overall benefit of
the project to Southlake residents, and the funding available for the project,
I. Following the SPDC consideration of the proposed project and the corresponding
matching funds request (including the in -kind services match), and if subsequently
recommended for approval by the SPDC, the Director of Community Services will
place the proposal on an agenda for the City Council to consider for final approval.
vl. Recognition of Matching Funds Projects
As determined by the Director of Community Services, a permanent plaque may be
designated in the park or facility in recognition of the project to include the name of the
project, its contributor(s), date of the project, and reference that the project was
completed with funding through the SPDC Matching Funds Program. The Director of
Community Services will determine the placement location and content of the plaque.
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City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
SPDC Matching Funds Application from Watermere HOA
Revised 03,06.12
PROPOSED SPDC MATCHING FUNDS PROJECT APPLICATION
Project Name: W
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Project Location:__W&++�
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Contact Person:
Organization: -FGr 'Ak4n
Mailing Address:. 2 S1_.."fI o_rA4,zt, t
City: -, +I,% ( State: 7-W zip: '76 0 Z2-
Phone; 17-337- q 57 rya cell: 97117-965 ';W�j Fax: $17-337- g6'39
Additional Contact Person: D a A G-st-e, cis _ _ Phone: Jug -51 R — 3 S_ i
Project Description:
Project Justification: U4 'L4z,400
Proposed Start Date: Alft p Proposed Completion Date:
IL
Projected Cost:IT
`2. aZ.ri VL. Srl Funds Requested; It,131,710
Check One: Standard Match OR In -Kind Match %Match Proposed: J50
Does the individual/organization currently have its portion of the requested funds match? UpS
If not, when does the individual/organization anticipate having its portion of the match? �
DRI Construction Quote
DRI DRI CONSTRUCTION
CONSTRUCTION
Client: City of Southlake - Junior Camacho
Property: 200 Watermere Dr
Southlake, TX 76092
Operator: DEREKDAV
Estimator: Derek Davidson
Type of Estimate: Remodel
Date Entered: 10/31/2024 Date Assigned:
Price List: TXDP8X_AUG24
Labor Efficiency: Restoration/Service/Remodel
Estimate: SL WATERMERE PARK
This estimate is based on Tips/Taps Contract # 23010402
Business: (817) 733-0730
E-mail: derekdavidson77@gmail.
com
DRI
CONSTRUCTION
DRI CONSTRUCTION
SL_WATERMERE_PARK
Main Level
Pavillion
DESCRIPTION
Height: 8'
QTY UNIT PRICE TOTAL
I. General Demolition - remove existing stone columns around bottom 3
16.00 HR
50.38 =
806.08
ft of the cedar posts
2. Single axle dump trailer- per load - including dump fees
1.00 EA @
291.54 =
291.54
3. Temporary shoring post -jack
8.00 EA @
49.20 =
393.60
4. Column bracket
8.00 EA @
79.60 =
636.80
5. Cedar column - 8"x8"x 12'
8.00 EA @
464.11 =
3,712.88
6. Carpenter - General Framer - Labor to remove and replace the 8 cedar
32.00 HR @
84.72 =
2,71 1.04
columns and mounting brackets
7. Detach & Reset Corbel - wood - over 4" wide
4.00 EA @
57.47 =
229.88
8. Siding trim - I " x 6" fiber cement trim board around peremiter of the
32.00 LF @
8.51 =
272.32
columns
9. Siding trim - 2" x 6" cedar cap trim board around peremiter of the
32.00 LF @
8.51 =
272.32
columns on top of the stone cap
10. Counterflashing - Apron flashing where the stone cap meets the
32.00 LF @
12.25 =
392.00
column to prevent water from entering the stone base
11. Polyethylene vapor barrier, seam taping & joint caulking over the
261.09 SF @
0.57 =
148.82
posts behind the stone base to prevent moisture damage to column
12. Material Only Stone - natural stone - Oklahoma Chopped Stone
192.00 SF @
14.72 =
2,826.24
13. Masonry Labor - Oklahoma Chopped Stone - replace around
32.00 HR @
72.04 =
2,305.28
perimeter of the cedar column - includes weep holes for moisture
14. Painter - pressure wash and paint the wood columns, soffit, and
24.00 HR @
96.29 =
2,310.96
fascia
15. Install Deck guard rail - metal - detach and reset
4.00 EA @
25.38 =
101.52
16, Paint handrail -black semi gloss
24.00 LF @
11.56 =
277.44
17. Switch
1.00 EA @
119.44 =
119.44
18. Carless LED light fixture
4.00 EA @
142.89 =
571.56
19. Medallion - up to 8" diameter to cover ceiling fan light box
1.00 EA @
183.23 =
183.23
Grand Total Areas:
470.64 SF Walls
261.09 SF Floor
0.00 SF Long Wall
261.09 Floor Area
549.35 Exterior Wall Area
0.00 Surface Area
0.00 Total Ridge Length
261.09 SF Ceiling
29.01 SY Flooring
0.00 SF Short Wall
281.07 Total Area
61.04 Exterior Perimeter of
Walls
0.00 Number of Squares
0.00 Total Hip Length
731.73 SF Walls and Ceiling
58.83 LF Floor Perimeter
58.83 LF Ceil. Perimeter
470.64 Interior Wall Area
0.00 Total Perimeter Length
SL_WATERMERE_PARK 10/31/2024 Page:2
DDT DRI CONSTRUCTION
CONSTRUCTION
Line Item Total
Overhead
Profit
Replacement Cost Value
Net Claim
Derek Davidson
Summary
18,562.95
1,856.28
1,856.28
$22,275.51
$22,275.51
SL_WATERMERE_PARK 10/31/2024 Page:3
Main Level
Pavillion I
1
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Main Level
SL_WATGRMLRL PARK 10/3112024 Page:4
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