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1998-07-20 SOUTHLAKE PARKS DEVELOPMENT CORPORATION MEETING July 20, 1998 MINUTES Board Members Present: President Scott Martin; Members: Ronnie Kendall, Rick Stacy, Bethann Scratchard, Ralph Evans, Norm Lyons, and Robin Jones Staff Present: City Manager Curtis E. Hawk, Assistant City Manager Shana Yelverton, Interim Director of Parks and Recreation Kevin Hugman, Finance Director Lou Ann Heath, Parks and Recreation Intern Christel Bartlett, Park Planning and Construction Superintendent Ben Henry, and Secretary to the City Manager Kim Bush Work Session. President Scott Martin called a work session at 6:45 p.m. Mr. Martin explained that the Board would be having a brief work session to discuss items on the agenda. He suggested that if the Board was in agreement a work session could become a regular part of the meeting. He commented that the City Council finds them very helpful. Board member Evans suggested that a work session could be scheduled at 5:30 p.m. with the regular meeting to follow at 6:00 p.m. Prior to discussion of items on the agenda, Mr. Martin introduced Larry Abernathy. Mr. Abernathy briefed the Board on the status of building pavilions at Bicentennial Park. Mr. Abernathy estimates that it will take $50,000 to build three pavilions - one large and two small - of which he has approximately $15,000. Mayor Stacy suggested that Mr. Abernathy proceed with the project since there is already $30,000 when the matching funds from SPDC are included. Scott Martin commented that the Board has already earmarked the matching funds for this project. Board members agreed that Mr. Abernathy could proceed and not have to hold off on the project until formal action could be taken to allocate the funds in the budget. Agenda Item No. 1. President Martin called the Regular Session to order at 7:00 p.m. Agenda Item No. 2. Executive Session. President Martin 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. SPDC adjourned for Executive Session at 7:05 p.m. SPDC returned to open session at 7:35 p.m. MINUTES OF SPDC MEETING, JULY 20, 1998 Page 1 Agenda Item No. 3. Reconvene. Motion was made to authorize the City Manager to proceed with the lease purchase of the Wilkinson property. Motion: Kendall Second: Scratchard Ayes: Kendall, Scratchard, Martin, Lyons, Jones, Evans, Stacy Nays: none Approved: 7-0 Agenda Item No. 5. Consent Agenda: 5A. Approval of the June 15, 1998 meeting minutes. Scott Martin asked that the last motion on item #6 be verified and corrected if necessary. 5B. Approve Change Order #2 for Ratliff Iron Works to extend the pipe rail fence at Bob Jones Park. This change order will add approximately 400 linear feet to the present fence under the original contract with Ratliff Iron Works, Inc. The approximate 400 linear feet requested would completely satisfy the needed northeast fencing at an additional cost of $6,712. 6G. Moved to consent. Authorization to advertise for bids for water well drilling at Bob Jones Park. The existing pond's function is to maintain fish life and supply the turf irrigation system, and the pavilion has been designed to accept a constant water level. These factors, in addition to water evaporation losses during mid to late summer months, have established the need for a water well. Motion was made to approve items 5A, 5B, and 6G. Motion: Stacy Second: Kendall Ayes: Stacy, Kendall, Scratchard, Martin, Lyons, Jones, Evans Nays: none Approved: 7-0 Agenda Item No. 6A. Approve Change Order #1 for Pittman Construction to modify drainage improvements for Bicentennial park Expanison, Phase II. Park Planning and Construction Superintendent Ben Henry reminded the Board that at its April 20, 1998 meeting, staff agreed to work with Mesa and Pittman Construction to design a more efficient drainage system. A plan submitted by Inform Construction (once considered for award of the contract) to reduce the cost of drainage improvements proved not to be a viable alternative for this site. Mr. Henry commented that staff and Mesa reviewed various options to resolve the drainage conditions and have come up with a plan to include a detention facility which will satisfy the need for fill material without hauling from Bob Jones Park. He MINUTES OF SPDC MEETING, JULY 20, 1998 Page 2 commented that the ability to save the hauling costs associated with the necessary fill material allows the savings of approximately $40,000. Another change in the plan includes the use of plastic pipe instead of concrete. The cost saving for the underground storm system totals $19,377, however, there is an increase in costs for adding the detention facility of $14,250. Motion was made to approve Change Order #1 for Pittman Construction to modify drainage improvements for Bicentennial Park Expansion, Phase II. Motion: Stacy Second: Evans Ayes: Stacy, Evans, Scratchard, Kendall, Jones, Lyons, Martin Nays: none Approved: 7-0 Agenda Item No. 6B. Approve Change Order #2 for Pittman Construction for Concrete Material Cost. President Martin commented that the Board had touched on this earlier about the rising cost of concrete. Motion was made to approve Change Order #2 for Pittman Construction for concrete material cost. Motion: Scratchard Second: Evans Ayes: Scratchard, Evans, Stacy, Kendall, Jones, Lyons, Martin Nays: none Approved: 7-0 Agenda Item No. 6C. Approve design plans for tennis pro shop at Bicentennial Park. Ben Henry introduced Robin McCaffrey, the architect for the project. Mr. McCaffrey explained in detail the plans and layout for the facility with the Board. Ben Henry commented that the elevations included in the packet have changed. The elevations presented are the result of meetings since the Park Board meeting with members of the Tennis Association and Robin Jones and Scott Martin. Mr. McCaffrey stated that the cost should be no more than estimated for the previous building and should not be more than $115/per ft. Motion was made to approve the design and elevation plans and materials as presented tonight for the tennis pro shop at Bicentennial Park. Motion: Stacy Second: Jones Ayes: Stacy, Jones, Scratchard, Evans, Kendall, Lyons, Martin Nays: none Approved: 7-0 MINUTES OF SPDC MEETING, JULY 20, 1998 Page 3 Agenda Item No. 6D. Approve materials palette for Bicentennial Park Expansion Phase II. Robin McCaffrey presented to the Board the material palette for use at Bicentennial Park. President Martin commented that he is in agreement with the architects that another color needed to be tied into the existing color scheme at the park. Motion was made to approve the materials palette as presented for Bicentennial Park Expansion Phase II. Motion: Jones Second: Kendall Ayes: Jones, Kendall, Stacy, Scratchard, Evans, Lyons, Martin Nays: none Approved: 7-0 Agenda Item No. 6E. Authorization to advertise for bids for Bid Package #2 (courts), Bid Package #2A (lighting), and Bid Package #3 (tennis pro shop/restrooms) for Bicentennial Park, Phase II. Ben Henry informed the Board that package #2 includes all 13 tennis courts, 3 basketball courts and the inline hockey court. Mr. Henry commented that lighting is included in #2A because contractors that would be interested in bidding on the courts would have to subcontract the lighting if they were included in the same bid package. Mr. Henry also commented that staff would like to also add lighting for fields 1 and 3 to the bid specifications. Mr. Henry further explained that bid package #3 includes all buildings, including the tennis pro shop and restroom facility. Ben Henry informed the Board that staff is making every attempt to have the tennis facility open by February 1999, followed by the completion of inline hockey and then basketball courts. Motion was made to authorize staff to advertise for bids for Bid Package #2 (courts), Bid Package #2A (lighting), and Bid Package #3 (tennis pro shop/restrooms) for Bicentennial Park Phase II. Motion: Kendall Second: Scratchard Ayes: Kendall, Scratchard, Stacy, Robin, Evans, Lyons, Martin Nays: none Approved: 7-0 Ben Henry noted for the Board that the windscreens are not included in the bid package. Staff will look into this more as the project progresses. MINUTES OF SPDC MEETING, JULY 20, 1998 Page 4 Agenda Item No. 6F. Approve materials palette for pavilion at Bob Jones Park. Ben Henry presented to the Board the suggested materials to be used at Bob Jones Park. Mr. Henry stated that staff was looking at two options for the roofing material - Tundra Gray and Slate Gray. Mr. Henry commented that he wanted to hold off on that decision until he could get color samples of the material to see how it would fit with the "rustic/country" effect staff is trying to achieve at the park. President Martin commented that he would not have a problem with changing the material color. Motion was made to approve the materials palette for the pavilion at Bob Jones Park as presented. Motion: Evans Second: Scratchard Ayes: Evans, Scratchard, Jones, Kendall, Lyons, Stacy, Martin Nays: none Approved: 7-0 President Martin requested that staff run calculations on the number of square feet of roof surface that will be visible from the road. Agenda Item No. 7A. Status Report of SPDC Projects. Ben Henry presented to the Board the Capital Projects Status Report for July 15, 1998. President Martin questioned whether the bid opening on March 6 for softball field #3 lights was still a valid bid. Mr. Henry commented that the bids came in much higher than anticipated so the Board did not award the bid and the bids expired. Mr. Henry stated that staff is working with TU Electric to come up with a better master electrical plan that will hopefully bring the cost for lighting closer to the budgeted amount. Agenda Item No. 7B. Financial Report/Budget. Finance Director Lou Ann Heath provided to the Board a draft multi-year plan to be used as a place to start to prioritize future land purchases, projects, etc. Ms. Heath explained that she met with Ben Henry, and they estimated what would actually be spent in the remainder of this fiscal year and what would be carried over to the next fiscal year. Those estimates are included in this multi-year plan. Ms. Heath commented that she also met with the City's Financial Advisor Jim Sabonis who was able to size the bond potential based on the projected sales tax expected over the next several years. Ms. Heath commented that the recommendations that came forward from the Park Board (as provided by Kevin Hugman) for long-range capital improvements have not been placed into the plan. Ms Heath commented that this is something SPDC will need to review and prioritize. MINUTES OF SPDC MEETING, JULY 20, 1998 Page 5 Agenda Item No. 8. Adjournment. Assistant City Manager Shana Yelverton suggested to the Board that they consider having a joint meeting with the Parks and Recreation Board including an executive session to discuss land needs and potential purchases. Mayor Stacy suggested a September meeting time. President Martin questioned the Board on whether or not they had a concern with changing the regular meeting date from the third Monday to the fourth Monday. Board members suggested that this issue be placed on the next agenda for consideration. President Martin also questioned the Board on whether or not to include a work session on the agenda. Mayor Stacy suggested that work sessions only be scheduled when the Board felt it necessary. Mayor Stacy commented that a Public Forum item could be added to the agenda to address those who may want to speak before the Board. There being no further business to discuss the meeting was adjourned at 9:00 p.m. President Scott Martin ATTEST: 'o~~ im Bush Se etary to the City Manager MINUTES OF SPDC MEETING, JULY 20, 1998 Page 6