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1998-04-20 SOUTHLAKE PARKS DEVELOPMENT CORPORATION MEETING April 20, 1998 MINUTES Board Members Present: President David Yelton; Members: Robin Jones, Scott Martin, Rick Stacy, Bethann Scratchard, Ralph Evans, Pamela Muller Staff Present: Assistant City Manager Shana Yelverton, Park Planning and Construction Superintendent Ben Henry, Secretary to the City Manager Kim Bush, Interim Parks and Recreation Director Kevin Hugman and Chief Accountant Lynn Martinson. Agenda Item No. 1. Call to order. The meeting was called to order by President Yelton at 6:00 p.m. Shana Yelverton informed the Board that City Manager Curtis E. Hawk was expected back from Austin later this evening and asked that the Board move the executive session to the end of the agenda so that he could hopefully make it back in time to be present during the executive session. Agenda Item No. 4. Approval of the March 16. 1998 meeting minutes. Scott Martin asked that on page 4, 1st paragraph, last sentence, the wording be changed to read: "Mr. Sabonis...sales tax for the prior year funds could fund approximately $145,000 in new debt. Motion was made to approve the minutes of March 16, 1998 as amended. Motion: Stacy Second: Scratchard Ayes: Stacy, Scratchard, Evans, Martin, Muller Nays: none Abstained: Jones, Yelton Approved: 5-0-2 Agenda Item No. 5. Award of Bid for Bicentennial Park - Phase II. Assistant City Manager Shana Yelverton stated that she hoped the information provided in the packet explained well enough the issues related to this item. Ms. Yelverton explained that the City did not receive favorable bids, however, staff has provided several options for the Board to review and consider. Scott Martin commented that it was difficult to understand exactly what each of the bid packages included. He asked that Ben Henry explain what is included in each bid package as he went through the options provided by staff. MINUTES OF SPDC MEETING APRIL 20, 1998 PAGE 1 OF 6 Parks Planning and Construction Superintendent Ben Henry explained that bid package one included all of the earth work to achieve rough grades, utilities (water, sewer, electricity), and all vehicular paving (including reinforcing, striping). Ben Henry further stated that package one contains the following items from the budget: site development, loop road, 100 parking spaces, proportional cost for design contract, proportional cost for general contractor, and proportional cost for contingency. The estimated budget for this package was $367,665. Based on the bid received from Pittman Construction the total costs for package one exceeds the estimated budget by $311,106. Ben Henry explained to the Board that parking lot lights are a separate issue not included with this bid. The same format used in Phase 1, leasing the lights from TU Electric, was going to be followed. The City will only be digging the trench for the lighting and then pay a monthly fee to TU Electric. Staff explained that the bid specifications, as prepared by MESA Design, were very confusing to the contractors. The contractors did make a good effort to provide a bid based on the information provided. The Board discussed the possibility of rejecting all bids and starting over. Staff explained the risk of bids coming back higher if they were all rebid, and suggested that the Board award bid package one to Pittman Construction for $590,646 without alternate #1 and consider awarding a change order to James Arnold Construction to haul the fill material needed from Bob Jones park to Bicentennial Park. The costs estimates from Arnold Construction is $88,125 which covers additional excavation at Bob Jones Park as well as the hauling costs under consideration. This amount will be pro-rated between the two projects. Ms. Yelverton commented that the Board may want to award bid package one as explained and then rebid for package two. Ben Henry explained to the Board that items included in package two included eight tennis courts with lighting, including all equipment, fencing and windscreens, and a hockey rink (with an alternate for lighting). Ben Henry commented that separate alternate bids were included in the specifications: one to include four additional tennis courts reconfigured to get the most efficient layout for lighting and one for basketball courts. Ben Henry commented that MESA Design presented to Inform a new drainage plan which Inform indicated would lower the bid by $90,000. Mr. Henry commented that if Pittman would agree with the new drainage plan and the cost savings, their bid would decrease. Ms. Yelverton explained that although Inform Construction was the low bidder on package one, they would only accept the project if they were also awarded package two. Staff confirmed with Inform that they would not except award of package one without package two. Ben Henry explained that part of the difference between the bid costs received and the estimated budget were due in part to underestimating the drainage design and the requirement for having to bring in fill material. Ralph Evans questioned whether we could use asphalt instead of concrete to lower the cost. Ben Henry commented that he had considered asphalt, but the problem is where there would be a good transition from concrete to asphalt without it looking too awkward. Staff recommended going forward with the award of package one so that we could get started and be able to have construction completed by July or August. Staff explained to the Board that a rebid of MINUTES OF SPDC MEETING APRIL 20, 1998 PAGE 2 OF 6 package two could be ready soon and, if needed, a special meeting could be arranged to consider award of package two so that there would not be any further delays with getting the tennis courts built. Ms. Yelverton commented that if the Board wants to see the project move forward as quickly as possible then they need to consider awarding under option one as outlined by staff. Ben Henry commented that he was concerned that so many questions were left unanswered in the specifications for package two. The Board agreed that they were not ready to go forward with package two because of so many unanswered questions. Rick Stacy pointed out that option one, which includes consideration of a change order for James Arnold to do the hauling for $88,125, is twice as much as that Inform quoted in their bid. Ms. Yelverton explained that Arnold's costs included excavation work needed for Bob Jones Park. Mayor Stacy also questioned the number of loads of fill that was needed at the Bicentennial Park. He stated that he did not realize that we were looking at having to build the area up that much. Motion was made to proceed with awarding bid package one to Pittman Construction without alternate #1, and direct staff to rework and rebid package two. Motion: Jones Second: Muller Rick Stacy stated his concern was with not knowing whether Pittman would accept the new drainage plan and accept the reduction in cost of $90,000. Scott Martin suggested that the motion be amended to include that staff negotiate on both ends of the contract the Pittman contract portion to lessen the financial impact by studying those various alternatives and the same thing with James Arnold. Motion was made to amend the motion by adding that staff would negotiate with Pittman Construction and James Arnold Construction the various alternatives to reduce the total cost. Motion to Amend: Jones Second: Muller Ayes: Jones, Muller, Martin, Scratchard, Yelton Nays: Stacy, Evans Approved: 5-2 Mayor Stacy commented that he would not be willing to go ahead with the project if the parties were not willing to negotiate the cost. David Yelton commented that at this point he would recommend proceeding with discussions regarding the City's relationship with MESA Design. Mr. Yelton asked staff if it would be possible to have the city attorneys review the contract with MESA to see what it would take to end the contract as soon as possible. Ms. Yelverton commented that she would recommend that we at least look at our options. She stated that staff would try to have something at the next meeting. MINUTES OF SPDC MEETING APRIL 20, 1998 PAGE 3 OF 6 Agenda Item No 6 Approval of Change Order #1 to the contract with James Arnold Construction for grading work at Bob Jones Park. Shang Yelverton commented that at the request of SPDC staff approached James Arnold Construction with the possibility of doing additional grading for practice fields plus complete additional grading on the slope of the lake. Ms. Yelverton stated that the costs for grading the practice fields and the pond and hauling fill out of Bob Jones Park and to Bicentennial Park would not exceed the 25 % limit of the original contract. Ben Henry commented that this includes grading of five ballfields. Ben Henry informed the Board that this would complete the work to be done by James Arnold Construction. Motion was made to approve Change Order #1 to the contract with James Arnold Construction for additional grading work at Bob Jones Park to include the hauling of fill dirt from Bob Jones Park to Bicentennial Park. Motion: Stacy Second: Evans Ayes: Stacy, Evans, Jones, Muller, Martin, Scratchard, Yelton Nays: none Approved: 7-0 Agenda Item No. 7. Approval of schematic plans for Bob Jones Park - Phase I - Part B (Grant). Shang Yelverton explained to the Board that Architect Ron Hobbs and Landscape Architect Lauren Griffith reviewed the items brought up at the last meeting, but Mr. Hobbs would not be able to attend the meeting tonight. Mr. Hobbs sent a copy of the revised plan to staff this afternoon. Ms. Yelverton stated that Ben Henry reviewed the plans and will go over the changes with the Board in the absence of Ron Hobbs. Ben Henry commented that the plan calls for 2x8 treated boards for the boardwalk, a stone wall lowered by two feet on the two wings and four feet in the picnic area to address the visibility issue. He noted that handrails will only be in the area around the pavilion where there would be the most mingling, and the pavilion would have a steel framed roof with standing seam. Scott Martin questioned the finished pond level related to the deck level. Ben Henry commented that the ability to fish and launch play boats from the edge of the pond would be achievable. Ben Henry commented that the handrail issue will need to be looked into more not only to address aesthetics but also safety concerns and code requirements if a handrail is used. Ben Henry also clarified for the Board that the tree plans around the playground would remain, however, the location of the trees was changed from outside the sidewalk to inside the sidewalk. Ben Henry stated that staff recommends the Board accept the schematic plans so that they can move forward with the project and any issues i.e., the handrails can be worked out during the construction plans. MINUTES OF SPDC MEETING APRIL 20, 1998 PAGE 4 OF 6 Motion was made to approve the revised schematic plans for Bob Jones Park - Phase I - Part B (Grant). Motion: Stacy Second: Jones Ayes: Stacy, Jones, Muller, Evans, Martin, Scratchard, Yelton Nays: none Approved: 7-0 Agenda Item Nos 8 and 9 Financial Report/Budget and Status Report of SPDC Projects Shana Yelverton informed the Board of the outcome of the Brunson lawsuit and the award of the jury to the Brunson of $1.127 million for the property. Ms. Yelverton commented that this amount was not reflected in the budget because at this point the court had not yet entered the judgment. Ms. Yelverton stated that in addition to the cost of the property, the city will be required to pay some interest. Regarding the budget, Scott Martin had several questions including: where KSB was on the planting material part of the Waterscape; the overage on the tree farm ($1500 vs $1619) Ms. Yelverton confirmed that the city's match was only $1500; the status of the total costs for the senior house renovation staff is still waiting for the costs on the parking lot; and, the difference in line 91, fence award of contract at $36,625 + plus change order of $2100 did not add up to the budget of $38,750 - - Ms. Yelverton explained that the $38,750 was the "adopted budget." Agenda Item No. 2. Executive Session. President Yelton 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 7:50 SPDC returned to Open Session at 8:12 Agenda Item No. 3. Reconvene. There was no action necessary as a result of the Executive Session. Agenda Item No. 14. Adjournment. Motion was made and carried to adjourn the meeting at 8:15 p.m. MINUTES OF SPDC MEETING APRIL 20, 1998 PAGE 5 OF 6 L~ r Pr side t Davi ton ATTEST: im ush Secretary to the City Manager MINUTES OF SPDC MEETING APRIL 20, 1998 PAGE 6 OF 6