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2023-08-01 SPDC PacketCity of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork M E M O R A N D U M July 27, 2023 TO: Southlake Parks Development Corporation Parks & Recreation Board FROM: Chris Tribble, Director of Community Services SUBJECT: Agenda Item Comments for the Joint Southlake Parks Development Corporation and Parks & Recreation Board Meeting – Tuesday, August 1, 2023 at 4:00p.m. ________________________________________________________________ Note: The meeting will be held at Southlake Town Hall in the 3rd Floor Training Rooms at 4PM. 1. Agenda Item No. 2A. Consent: Approval of the minutes from the June 6, 2023 SPDC meeting – Please make any corrections to the minutes part of the motion for consideration. (SPDC Action) 2. Agenda Item No 4A. Consider: Election of SPDC Vice President and Secretary – The purpose of this item is for the SPDC to elect a Vice President and Secretary. (SPDC Action) 3. Agenda Item No. 4B. Consider: Recommendation on proposed FY 2024 SPDC Operating Budget – Public Hearing – Staff will present the proposed FY 2024 SPDC Operating Budget. The proposed budget includes operational and capital line item expenditures. Director Tribble will present the budget at the meeting. (SPDC Action) 4. Agenda Item No 5A. Discussion: New Capital Budget and Multi-year CIP Cycle – Staff will present an overview of the new Capital Budget and Multi-year CIP Cycle. Contact Director Tribble with questions. (SPDC & Park Board item) 5. Agenda Item No. 5B. Discussion: Capital Project Priorities for FY 2024 – Staff will present an overview of the FY 2024 capital project priorities identified by the City Council at their summer workshop. Contact Director Tribble with questions. (SPDC & Park Board item) 6. Agenda Item No. 5C. Discussion: Sales Tax Report – The Sales Tax report is included in your packet. Contact Chief Financial Officer Sharen Jackson with questions. As always, we appreciate your commitment and service to the City. If you have any questions regarding the agenda or materials, please feel free to contact me at (817) 748-8021. CST Southlake Parks Development Corporation Parks and Recreation Board Meeting Date – August 1, 2023 at 4:00 pm Page 2 of 2 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork STAFF CONTACT INFORMATION: Chris Tribble, Director of Community Services (817) 748-8021 Sharen Jackson, Chief Financial Officer, (817) 748-8042 Southlake Parks Development Corporation Meeting Minutes – June 6, 2023 Page 1 of 3 SOUTHLAKE PARKS DEVELOPMENT CORPORATION MEETING MINUTES JUNE 6, 2023 LOCATION: Southlake Town Hall, City Council Chambers, 1400 Main Street, Southlake, Texas SPDC MEMBERS PRESENT: Members Tamara McMillan, Lori Palmer, Secretary Frances Scharli, Kathy Talley and Randy Williamson. SPDC MEMBERS ABSENT: Members Ronell Smith and Amy Torres-Lepp STAFF PRESENT: Director of Community Services Chris Tribble, Chief Financial Officer Sharen Jackson, and City Secretary Amy Shelley. REGULAR AGENDA: 1.CALL TO ORDER Southlake Parks Development Corporation President Randy Williamson called the SPDC meeting to order at 4:31 p.m. 2.CONSENT 2A. APPROVAL OF THE MINUTES FROM THE SOUTHLAKE PARKS DEVELOPMENT CORPORATION MEETING HELD ON MAY 2, 2023. President Williamson presented Item 2A, and there were no questions from the board. APPROVED A motion was made to approve the minutes from the May 2, 2023, meeting as written. Motion: Palmer Second: Scharli Ayes: Talley, Williamson, Scharli, Palmer Abstain: McMillan Absent: Smith, Torres-Lepp Approved: 4-0-1 3.PUBLIC FORUM President Williamson opened the public forum at 4:32 p.m. There being no one wishing to speak, President Williamson closed the public forum at 4:32 p.m. Item 2A-1 Southlake Parks Development Corporation Meeting Minutes – June 6, 2023 Page 2 of 3 4.CONSIDER 4A. RECOMMENDATION TO CITY COUNCIL OF THE PROPOSAL FROM FORD AUDIO- VIDEO SYSTEMS, LLC FOR PURCHASE OF EQUIPMENT AND SERVICES, AND INSTALLATION OF AUDIO-VIDEO COMPONENTS AND CAMERA COVERAGE AT THE PICKLEBALL COMPLEX IN AN AMOUNT NOT TO EXCEED $214,000. Director of Community Services Chris Tribble presented Item 4A and answered questions from the Board relative to funding. APPROVED A motion was made to approve Item 4A, approval of the proposal from Ford Audio-Video Systems, LLC for purchase of equipment and services, and installation of audio-video components and camera coverage at the pickleball complex in an amount not to exceed $214,000. Motion: McMillan Second: Scharli Ayes: Talley, Williamson, Scharli, McMillan, Palmer Abstain: None Absent: Smith, Torres-Lepp Approved: 5-0 4B. CONSIDER THE FY 2023 AND FY 2024 PERSONNEL RELATED EXPENDITURES FOR THE SOUTHLAKE PICKLEBALL AT BICENTENNIAL PARK FACILITY. Director of Community Services Chris Tribble presented Item 4B and answered questions from the Board relative to funding. APPROVED A motion was made to approve Item 4B, the FY 2023 and FY 2024 personnel related expenditures for the Southlake Pickleball at Bicentennial Park Facility. Motion: McMillan Second: Scharli Ayes: Talley, Williamson, Scharli, McMillan, Palmer Abstain: None Absent: Smith, Torres-Lepp Approved: 5-0 5.DISCUSSION 5A. SALES TAX REPORT Chief Financial Officer Sharen Jackson provided an overview of the sales tax report, and no action was required. 6.ADJOURNMENT Item 2A-2 Southlake Parks Development Corporation Meeting Minutes – June 6, 2023 Page 3 of 3 Meeting was adjourned by President Williamson at 4:56 p.m. MINUTES APPROVED BY SPDC ON THIS, THE 1ST DAY OF AUGUST 2023. _____________________________________ Randy Williamson, President Southlake Parks Development Corporation ATTEST: ___________________________________________ Amy Shelley, City Secretary Southlake Parks Development Corporation Liaison Item 2A-3 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork M E M O R A N D U M July 27, 2023 TO: Southlake Parks Development Corporation FROM: Chris Tribble, Director of Community Services SUBJECT: Election of Officers for Southlake Parks Development Corporation ______________________________________________________________________ Action Requested: Election of Vice President, and Secretary for Southlake Parks Development Corporation (SPDC). Background Information: The SPDC Bylaws address the process for election of officers for Southlake Parks Development Corporation. Annually, following the City Council appointments of new SPDC members, the Corporation shall select officers, including a Vice President and Secretary, to serve until the next annual election. Section 3.1(a) of the SPDC by-laws states: “. . . terms of office shall be one (1) year with the term of office expiring on May 31 of each year. Upon expiration of the terms each officer shall have the right to be reappointed or reelected.” The Treasurer position is held by the Chief Financial Officer of the City of Southlake and is not subject to annual election. City Council made appointments, including appointing Randy Williamson as President, to SPDC at their recent meeting in June. Any sitting member of the current Corporation may be considered for the other officer positions. The current members are: Randy Williamson, President Kathy Talley Ronell Smith Amy Torres-Lepp Lori Palmer Tamara A. McMillan Frances Scharli Item 4A-1 Southlake Parks Development Corporation Meeting Date – August 1, 2023 Page 2 of 4 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Financial Considerations: N/A Financial Impact: N/A Citizen Input/ Board Review: N/A Legal Review: N/A Alternatives: N/A Supporting Documents: N/A Staff Recommendation: SPDC election of officers Item 4A-2 Southlake Parks Development Corporation Meeting Date – August 1, 2023 Page 3 of 4 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork ARTICLE III OFFICERS Section 3.1 Titles and Terms of Office. (a)The officers of the Corporation shall be a president, a vice president, a secretary and a treasurer, and such other officers as the Board may from time to time elect or appoint. Initial officers, appointed or elected in January 1994, will serve through May 31, 1995. Thereafter, terms of office shall be one (1) year with the term of office expiring on May 31 of each year. Upon the expiration of the terms each officer shall have the right to be reappointed or reelected. (b)All officers shall be subject to removal from office at any time by a vote of a majority of the City Council. (c)A vacancy in the office of any elected officer shall be filled by a vote of a majority of the directors. Section 3.2 Powers and Duties of the President. The president shall be the chief operating executive officer of the Corporation, and subject to the authority of the Board, the president shall be in general charge of the properties and affairs of the Corporation, and execute all contracts, conveyances, franchises, bonds, deeds, assignments, mortgages, notes and other instruments in the name of the Corporation. The President shall preside over the meetings of the Corporation. Section 3.3 Vice President. The vice president shall have such powers and duties as may be prescribed by the Board and shall exercise the powers of the president during that officer's absence or inability to act, in their respective order. Any action taken by the vice president in the performance of the duties of the president shall be conclusive evidence of the absence or inability to act of the president at the time such action was taken. Section 3.4 Treasurer. The Treasurer shall be the Chief Fiscal Officer of the Corporation, and shall have the responsibility to see to the handling, custody, and security of all funds and securities of the Corporation in accordance with these bylaws. When necessary or proper, the treasurer may endorse and sign, on behalf of the Corporation, for collection or issuance, checks, notes, and other obligations in or drawn upon such bank, banks or depositories as shall be designated by the Board consistent with these bylaws. The treasurer shall see to the entry in the books of the Corporation full and accurate accounts of all monies received and paid out on account of the Corporation. The treasurer shall, at the expense of the Corporation, give such bond for the faithful discharge of his/her duties in such form and amount as the Board or the City Council may require. The Director of Finance of the City of Southlake shall serve as the Treasurer of the Corporation. All check writing authority will follow all applicable City policies concerning authorizations, signatures and disbursements. Item 4A-3 Southlake Parks Development Corporation Meeting Date – August 1, 2023 Page 4 of 4 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Section 3.5 Secretary. The secretary shall keep the minutes of all meetings of the Board and books provided for that purpose, shall give and serve all notices, may sign with the president in the name of the Corporation, and/or attest the signature thereto, all contracts, conveyances, franchises, bonds, deeds, assignments, mortgages, notes and other instruments of the Corporation, shall have charge of the corporate books, records, documents and instruments, except the books of account and financial records and securities, and such other books and papers as the Board may direct, all of which shall at all reasonable times be open to public inspection upon application at the office of the Corporation during business hours, and shall in general perform all duties incident to the office of secretary subject to the control of the Board. Section 3.6 Executive Director. The City Manager of the City of Southlake will serve as the Executive Director of the Corporation to provide administrative support services for the corporation, and perform duties as prescribed by Board and City Council. Section 3.7 The president, vice president, and the secretary shall be named from among the members of the Board. The treasurer shall be the Director of Finance for the City. Any assistant secretary may, at the option of the Board, be employees of the City. The legal counsel shall be the attorney for the City and he/she shall designate any other attorney needed by the Corporation. Section 3.8 Compensation. Officers who are members of the Board shall not receive any salary or compensation for their services, except that they shall be reimbursed for the actual expenses incurred in the performance of their official duties as officers. Item 4A-4 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork M E M O R A N D U M July 27, 2023 TO: Southlake Parks Development Corporation FROM: Chris Tribble, Director of Community Services SUBJECT: SPDC Recommendation on the proposed FY 2024 SPDC Operating Budget - PUBLIC HEARING ________________________________________________________________ Action Requested: SPDC recommendation for approval of proposed FY 2024 SPDC Operating Budget Background Information: The SPDC Operating fund accounts for revenues received through sales tax and interest earnings. The proposed Operating Budget includes operational and capital line item expenditures. Capital expenditures are permissible within the SPDC fund as authorized by Texas Revised Civil Statutes Article 5190.6, Section 4B. Staff will provide a presentation on the proposed FY 2024 SPDC Operating Budget at your upcoming meeting. In addition to the personnel costs ($337,857) associated with the operations of the new pickleball facility that were discussed at the June 6, 2023 meeting, the core of the proposed budget includes the following: •Contract Services – Landscape Services, Pond/Fountain Maintenance Services, Porter Services and CISD Joint Use Payment ($551,600) •Contract Services – ADA Recommendations ($100,000) •Supplies – Janitorial ($14,000) •Non-Capital Annual Park Improvements ($242,600) •Southlake 2035 Annual Projects Implementation ($100,000) •Non-Capital Field Equipment ($5,000) •Utilities – Electric ($278,000) •Utilities – Water ($242,000) •Utilities – Wastewater ($6,500) •Maintenance – Irrigation ($60,000) Item 4B-1 Joint SPDC and Parks & Recreation Board Meeting Meeting Date – August 1, 2023 @ 4:00 p.m. Page 2 of 2 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork •Maintenance – Sports Fields/Courts ($103,000) •Annual Joint Use Improvements/Maintenance ($20,000) •Capital – Field Equipment ($79,500) •Capital – Camera Replacement program ($393,000) Financial Considerations: SPDC Operating Fund projects an ending fund balance of approximately $11,194,715 after accounting for revenues ($10,203,824), proposed operating expenditures ($2,829,897) and transfers to the SPDC Debt Service Fund ($2,782,576), General Fund indirect charge ($408,153) and Capital Projects Fund ($5,500,000). Strategic Link: This item is linked to the City’s Strategy Map related to the focus areas of Infrastructure & Development and Performance Management & Service Delivery and meets the corporate objective of Investing to provide & maintain high quality public assets. Citizen Input/ Board Review: SPDC recommendation August 1, 2023 City Council consideration in September 2023 as part of the annual budget adoption process Legal Review: Not applicable Alternatives: Recommendation for approval as presented Recommendation for approval with input as desired Supporting Documents: SPDC Operating Fund Summary Staff Recommendation: SPDC recommendation for approval of proposed FY 2024 SPDC Operating Budget Item 4B-2 SPDC - OPERATING FUND Parks/Recreation 2024 Proposed and 2023 Revised Budget 05:03 PM 07/27/23 $ Increase/$ Increase/ 2022 2023 2023 (Decrease)% Increase/2024 (Decrease)% Increase/ Actual Adopted Amended Adopted -Decrease Proposed Adopted -Decrease REVENUES Sales Tax $10,610,993 $9,898,000 $9,898,000 $0 0.0%$9,898,000 $0 0.0% Rental Income 140,532 153,824 153,824 0 0.0%153,824 0 0.0% Interest (19,193)4,200 163,000 158,800 3781.0%152,000 147,800 3519.0% Total Revenues $10,732,332 $10,056,024 $10,214,824 $158,800 1.6%$10,203,824 $147,800 1.5% EXPENDITURES Personnel $299,035 $262,726 $296,526 $33,800 12.9%$629,827 $367,101 139.7% Operations $1,358,760 $1,428,425 $1,413,300 (15,125)-1.1%$1,727,570 299,145 20.9% Capital $62,404 $228,200 $316,944 88,744 38.9%$472,500 244,300 107.1% Total Expenditures $1,720,199 $1,919,351 $2,026,770 $107,419 5.6%$2,829,897 $910,546 47.4% Net Revenues $9,012,133 $8,136,673 $8,188,054 $51,381 $7,373,927 ($762,746) Transfers Out (7,195,113)(9,686,624)(9,692,976)$6,352 (8,690,729)(995,895) Proceeds from C.O. Sale 0 0 0 0 Total Other Sources (Uses)($7,195,113)($9,686,624)($9,692,976)($8,690,729) Beginning Fund Balance $12,199,419 $14,016,439 $14,016,439 $12,511,517 Ending Fund Balance $14,016,439 $12,466,488 $12,511,517 $11,194,715 Item 4B-3 2023 Collected Budget Balance Budget to Date Balance Percent 9,898,000$ 7,337,059$ ($2,560,941)-25.87% FISCAL FISCAL FISCAL YEAR % Inc YEAR % Inc YEAR % Inc MONTH 2021 -Dec 2022 -Dec 2023 -Dec October 662,048$ 1.64%821,929$ 24.15%924,613$ 12.49% November 552,571$ -17.17%841,928$ 52.37%923,897$ 9.74% December 981,377$ -3.37%1,251,441$ 27.52%1,277,303$ 2.07% January 639,909$ -7.70%816,278$ 27.56%784,281$ -3.92% February 498,428$ -3.27%707,532$ 41.95%731,863$ 3.44% March 880,264$ 48.58%1,006,221$ 14.31%935,411$ -7.04% April 749,324$ 41.67%873,307$ 16.55%870,350$ -0.34% May 643,401$ 9.51%879,169$ 36.64%889,340$ 1.16% June 1,317,415$ 87.99%913,290$ -30.68%-$ -100.00% July 738,239$ 21.77%818,878$ 10.92%-$ -100.00% August 727,230$ 15.71%845,223$ 16.22%-$ -100.00% September 859,723$ 19.16%835,797$ -2.78%-$ -100.00% TOTAL 9,249,930$ 10,610,994$ 7,337,059$ Actual Budget Actual Estimated (budget-est.)% 2022 2023 2023 2023 Difference Change MONTH October 821,929$ 900,000$ 924,613$ 924,613$ 24,613$ 3.79% November 841,928$ 860,000$ 923,897$ 923,897$ 63,897$ 11.72% December 1,251,441$ 1,200,000$ 1,277,303$ 1,277,303$ 77,303$ 7.93% January 816,278$ 803,000$ 784,281$ 784,281$ (18,719)$ -2.95% February 707,532$ 680,000$ 731,863$ 731,863$ 51,863$ 10.54% March 1,006,221$ 1,000,000$ 935,411$ 935,411$ (64,589)$ -7.60% April 873,307$ 850,000$ 870,350$ 870,350$ 20,350$ 2.81% May 879,169$ 800,000$ 889,340$ 889,340$ 89,340$ 14.18% June 913,290$ 700,000$ -$ 700,000$ -$ 0.00% July 818,878$ 635,000$ -$ 635,000$ -$ 0.00% August 845,223$ 720,000$ -$ 720,000$ -$ 0.00% September 835,797$ 750,000$ -$ 750,000$ -$ 0.00% TOTAL 10,610,994$ 9,898,000$ 7,337,059$ 10,142,059$ 244,059$ 3.04% 1/2% SALES TAX REPORT SOUTHLAKE PARKS DEVELOPMENT CORPORATION $- $200,000 $400,000 $600,000 $800,000 $1,000,000 $1,200,000 $1,400,000 Three Year Revenue Comparison by Month FISCAL YEAR 2021 FISCAL YEAR 2022 FISCAL YEAR 2023 Item 5C-1