1998-09-28 (2)
City of Southlake, Texas
SOUTHLAKE PARKS DEVELOPMENT CORPORATION MEETING
September 28, 1998, 6:00 p.m.
MINUTES
Board Members Present: President Scott Martin; Members: Ralph Evans, Robin Jones, Ronnie
Kendall, Norm Lyons (6:20 p.m.), and Bethann Scratchard
Board Members Absent: Rick Stacy
Staff Present: City Manager Curtis E. Hawk, Assistant City Manager Shana Yelverton, Interim
Director of Parks and Recreation Kevin Hugman, Park Planning and Construction Superintendent Ben
Henry, Director of Finance Lou Ann Heath, and Secretary to the City Manager Kim Bush.
Agenda Item No. 1, Call to order. The meeting was called to order by President Scott Martin at
6:10 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 6:15 p.m.
SPDC returned to open session at 6:25 p.m.
Agenda Item No. 3. Reconvene.
There was no action necessary as a result of the Executive Session.
Agenda Item No. 4. Public Forum.
There were no comments from the audience during Public Forum.
CONSENT AGENDA.
5A. Approval of August 17, 1998 meeting minutes.
Motion was made to approve the minutes of August 17, 1998 as presented.
Motion: Scratchard
Second: Lyons
Ayes: Scratchard, Lyons, Evans, Kendall, Jones, Martin
Nays: none
Approved: 6-0
SPDC MEETING SEPTEMBER 28, 1998, PAGE 1 OF 3
REGULAR AGENDA
Agenda Item No. 6A. Award of bid for Bid Package #3 (facilities) for Bicentennial Park
Expansion Phase II to McWilliams Enterprises, Inc.
Parks Planning and Construction Superintendent Ben Henry presented to the Board the results of the
bid opening of September 14. Mr. Henry stated that the low bid was for $443,259 submitted by
McWillams Enterprises, Inc. Mr. Henry explained that the pro shop was budgeted for $290,750
($194/sf based on a 1500sf facility). After various meetings with the Tennis Association and others,
the size of the pro shop was increased to 2,488sf. The bid amount for the tennis pro shop was
$384,507 ($154/sf based on a 2,488sf., facility). However, the restroom facility came in under
budget, which would help offset the pro shop costs, resulting in a cost for both facilities that is
$32,509 above the total budgeted amount. Mr. Henry commented that there may be some areas to
reduce actual construction costs to the restroom to help reduce the amount over budget.
President Martin agreed, but commented that he would rather there not be too many cost cuts if it was
going to sacrifice on maintenance or detract from the facility.
Mr. Henry also commented to the Board that with the increase in the size of the tennis facility there
would not be much room left for expansion possibly a little room on the sides of the facility.
Motion was made to award bid for Bid Package #3 (facilities) for Bicentennial Park Expansion Phase
H to McWilliams Enterprises, Inc. for the sum of $443,259.
Motion: Lyons
Second: Jones
Ayes: Lyons, Jones, Scratchard, Evans, Martin
Nays: none
Approved: 5-0
(Board member Kendall had to leave the meeting for a few minutes prior to the vote.)
Agenda Item No. 7A. Discussion. Financial Report/Budget.
Ms. Heath informed the Board that she has requested a report from the Comptroller's office. Ms.
Heath commented that the financial report, included in the packet, contains actual amounts paid on
each line item for FY97-98 and that the amount on other items that we have not yet let contracts on
were rolled over into the next budget year FY98-99.
Agenda Item No. 7B: Discussion. Status Report of SPDC Projects.
Kevin Hugman informed the Board that staff earlier thought the practice fields at St. Martin's in-the-
field were going to be impacted by the church's new construction. However, a new site plan has been
submitted by the church which confirms that their new construction will not affect the joint use
agreement they have with the city for the planned soccer practice fields. Mr. Hugman stated that the
SPDC MEETING SEPTEMBER 28, 1998, PAGE 2 OF 3
agreement has a three-month termination clause by either party. Ben Henry explained to the Board
the plans for installing the irrigation system for the fields which has been budgeted by SPDC for
$6,000. Mr. Henry commented that if the agreement was terminated the only loss would be the
irrigation pipe - other parts of the system would be able to be removed and used at other City
facilities. Mr. Henry commented that the church's long term plans will impact the fields.
Agenda Item No. 8. Adjournment.
Motion was made and carried to adjourn the meeting at 6:40 p.m.
President Scott Martin
ATTEST:
*retary o the Ci ty Manager
SPDC MEETING SEPTEMBER 28, 1998, PAGE 3 OF 3