2006-02-21 SPDC PacketCity of Southlake, Texas
SOUTHLAKE PARKS DEVELOPMENT CORPORATION BOARD
MEETING
February 21, 2006
LOCATION: Town Hall Council Chamber
1400 Main Street, Southlake, Texas
REGULAR SESSION 5:00 P.M.
1. Call to order.
2. Executive Session: Pursuant to the Open Meetings Act, Chapter 551 of the
Texas Government Code, Section 551.071, consultation with attorney, Section
551.072, deliberation regarding real property, and/or Section 551.073,
deliberation regarding prospective gift, Executive Session may be held for the
Southlake Parks Development Corporation to seek advise from the City
Attorney as to the posted subject matter of this Southlake Parks Development
Corporation meeting.
3. Reconvene: Action necessary on item discussed in Executive Session.
4. PUBLIC FORUM
5. ADMINISTRATIVE COMMENTS - No items this agenda.
CONSENT AGENDA:
All items listed below are considered to be routine by the Southlake Parks Development
Corporation Board and will be enacted with one motion. There will be no separate discussion
of items unless a Board member or citizen so requests, in which event the item will be removed
from the general order of business and considered in its normal sequence.
6. Consent:
A. Approval of the minutes for the SPDC meeting held January 17, 2006.
REGULAR AGENDA:
7. Consider:
A. Amendment to the current professional services agreement with Dunkin, Sims,
Stoffels, Inc., to include the design and engineering of the Loop Road parking
lot improvements at Bob Jones Park.
8. Discussion: No items this agenda.
9. Adjournment.
SPDC Meeting
Page 2 of 2
CERTIFICATE
I hereby certify that the above agenda was posted on the Official Bulletin Boards at Town Hail, 1400 Main Street,
on Friday, February 17, 2006 at 5:00 p.m. pursuant to the Texas Government Code, Chapter 551.
a�THt,gk r+•++
Lori A. Farwell, TRMC
City Secretary • : ds
If you plan to attend this meeting and have a d
Office 48 hours in advance at (817) 748-8016,
needs, please advise the City Secretary's
ons will be made to assist you.
EXECUTIVE SESSION
Southlake Parks Development Corporation Board
SECTION 551.071 CONSULTATION WITH ATTORNEY
The Southlake Parks Development Corporation Board may conduct a private consultation with
its attorney when the Board seeks the advise of its attorney concerning any item on this agenda,
about pending and contemplated litigations, or a settlement offer, or on a matter in which the
duty of the attorney to the Southlake Parks Development Board under the Texas Disciplinary
Rules of Professional Conduct of the State Board of Texas clearly conflicts with Chapter 551.
SECTION 551.072 DELIBERATION REGARDING REAL PROPERTY
The Southlake Parks Development Corporation Board may conduct a closed meeting to
deliberate the purchase, exchange, lease or value of real property.
SECTION 551.073 DELIBERATION REGARDING PROSPECTIVE GIFT
The Southlake Parks Development Corporation Board may conduct a closed meeting to
deliberate a negotiated contract for a prospective gift or donation to the City.
A FINAL ACTION, DECISION, OR VOTE ON A MATTER DELIBERATED IN A
CLOSED MEETING MAY ONLY BE MADE IN OPEN SESSION.
City of Southiake, Texas
MEMORANDUM
February 14, 2006
TO: SPDC Board of Directors
FROM: Steve Polasek, Director of Community Services
SUBJECT: Agenda Item Comments and Other Items of Interest for Southlake Parks
Development Corporation Meeting — Tuesday, February 21, 2006
Please note the meeting will be held on Tuesday, February 21' at 5:00 p.172, preceding the
regular City Council meeting.
Agenda Item No. 4. PUBLIC FORUM: This is the public's opportunity to address the
Board about non -agenda items. During this proceeding it is important that the Board not
deliberate (discuss among yourselves) or take action on any item brought up at this time.
The Boards' options during this topic are 1) to listen, 2) ask questions and respond to the
presenter only, 3) request staff to look into the issue and report back to the Board or 4)
request that the Chair put the item on a future agenda for the Board to discuss or consider.
2. A enda Item No. 5. Administrative Comments: No items this agenda.
3. Agenda. Item No. 6A. Approval of the minutes for the SPDC meetingheld January17 2006.
If you have corrections to the meeting minutes, please let Deputy City Secretary Tara Brooks
know in advance or make it part of the motion for consideration. Tara can be reached via e-
mail at tbrooks@ci.southlake.tx.us or by calling her at (817) 748-8015,
4. A enda Itezxz No. 7A. Consider amendment to the current professional services a regiment
with Dunkin Sims Stoffels Inc, to include the desi n and gin ineerin of the looproad
parking lot improvements at Bob Jones Park - Parks Board, at their January 9, 2006
meeting, recommended and SPDC and City Council approved an agreement with Dunkin,
Sims, Stoffels, Inc., for the professional services relative to the parking lot improvements
at Bob Jones Park. As part of their motion, SPDC requested staff to contact Dunkin, Sims,
Stoffels, Inc., to inquire about expanding their scope of services to include the design and
engineering for improvements to the gravel loop road parking lot. The additional parking is
anticipated to alleviate current parking shortages resulting from activities at the softball
facilities, dog park, during special events, and from general park use.
The contract with Dunkin, Sims, Stoffels for design services relating to parking lot
improvements at Bob Jones Park has been reviewed by the City Attorney. The action
presented simply expands the scope of services provided by Dunkin, Sims, Stoffels, Inc.
The proposed amendment to the current agreement for survey, design and engineering
services of the loop road parking lot improvement is for an amount not to exceed $5,800
SPDC Board of Directors
Board Meeting — Tuesday, January 17, 2006
Page 2
based on a projected construction budget of $60,000. Should the decision be made to move
forward with this project funding may be derived from the SPDC project reserve ($61,846)
and/or SPDC unencumbered proceeds ($281,836). The Parks Board will review this item at
their February 16, 2006 meeting and City Council will consider at their meeting on
February 21, 2006 immediately following SPDC. Staff will provide a brief presentation at
your upcoming meeting.
5. Other item included in your packet for your information:
• Sales. Tax Report
Capital Projects Status Report dated February 2006
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) 748-8018.
SP
STAFF CONTACT INFORMATION:
Steve Polasek, Director of Community Services, (817) 748-8018
Chris Tribble, Deputy Director of Community Services (817) 748-8021
Sharen Jackson, Director of Finance, (817) 748-8042
SOUTHLAKE PARKS DEVELOPMENT CORPORATION MEETING: JANUARY 17 2006
LOCATION: 1400 Main Street, Southlake, Texas
Council Chambers in Town Hall
Board Members Present: Vice -President Carolyn Morris, Secretary Sherry Berman and Board
Members Elaine Cox, Laura K. Hill, Mike Mills, and Virginia M. Muzyka.
Board Members Absent; President Keith Shankland.
Staff Present: Assistant City Manager James C. Blagg, Director of Community Services Steve Polasek,
Director of Finance Sharen Jackson, and Deputy City Secretary Tara Brooks.
Agenda Item No. L Call to order.
The meeting was called to order by Vice -President Morris at 4:37 p.m.
Agenda Item No. 2. Executive Session 1 Agenda Item No. 3 Reconvene.
No executive session was necessary.
Agenda Item No. 4. Public Forum.
No one spoke during the public forum.
A enda Item No. 5. Administrative Comments.
There were no administrative comments.
CONSENT AGENDA
Agenda Item No. 6A. Approval of the minutes for the SPDC meeti"CFheld December 6 ZOOS.
Motion was made to approve the minutes of December 6, 2005, as presented.
Motion: Muzyka
Second: Mills
Ayes: Muzyka, Mills, Berman, Hill, Cox, Morris
Nays: None
Approved: 6-0
REGULAR AGENDA
A-Mvenda Item No. 7A. Resolution No. SPDC 06-001 Consider all matters incident and related to
the issuance and sale of "Southlake Parks Develo ment Corporation Sales Tax Subordinate Lien
Revenue Bonds Series 2006" includin the holdin of a ublic hearing and the ado tioza of a
resolution authorizing the issuance of such bonds to fund ark improvements including
ac uisition of additional ark land. Jim Sabonis from First Southwest Company presented this item
UNOFFICIAL Southlake Parks Development Corporation Meeting Minutes, January 17, 2006
Page 1 of 3
UN-1
to the Board. The Board and Mr. Sabonis discussed the recent bond ratings and the current financial
outlook for the City.
Motion was made to approve Resolution SPDC 06-001, Consider all matters incident and related to the
issuance and sale of "Southlake Parks Development Corporation Sales Tax Subordinate Lien Revenue
Bonds, Series 2006."
Motion: Cox
Second: Muzyka
Ayes: Mills, Berman, Cox, Muzyka, Hill, Morris
Nays: None
Approved: 6-0
Agenda Item No. 7B. Consider SPDC Matching Funds Request from Southlake Baseball
Association SBA for professional services for the conce tual planning and schematic design of
the undeveloped west side of Bicentennial Park. Director Polasek presented this item to the Board.
Spencer Sunstrom from the Southlake Baseball Association answered the Board's questions. The Board
discussed possible uses and design of the west side of Bicentennial Park.
Motion was made to approve the SPDC matching funds request from Southlake Baseball Association for
professional services for the conceptual planning and schematic design of the undeveloped west side of
Bicentennial Park in the amount of $25,000.
Motion: Berman
Second: Cox
Ayes: Berman, Cox, Hill, Muzyka, Mills, Morris
Nays: None
Approved: 6-0
Agenda Item. No. 7C. Consider enterin into a rofessional services a reement with Schrickel
Rollins and Associates Inc. for the conce tual tannin and schematic design of the undeveloped
west side of Bicentennial Park. There was not a separate presentation on this item.
Motion was made to approve entering into a professional services agreement with Schrickel, Rollins and
Associates, Inc. for the conceptual planning and schematic design of the undeveloped west side of
Bicentennial Park.
Motion: Berman
Second: Mills
Ayes: Cox, Hill, Muzyka, Mills, Berman, Morris
Nays: None
Approved: 6-0
Agmuda Item No. 7D. Consider enterin into a Professional services agreement with Dunkin
Sims Stoffels Inc. for desi n and % ineerin of parking
lot 1 iiiDrovements at Sob Jones Park.
Director Polasek presented this item to the Board. The Board discussed the parking needs at Bob Jones
Park.
Motion was made to approve entering into a professional services agreement with Dunkin, Sims,
Stoffels, Inc. for design and engineering of parking lot improvements at Bob Jones Park for an amount
UNOFFICIAL Southlake Parks Development Corporation Meeting Minutes, January 17, 2006
Page 2 of 3
�eK-,;x
not to exceed $24,700, with an additional $3,750 for reimbursable expenses for printing costs, ADA
review, and preparation of SWPP plans; requiring environmental impacts be considered in concert with
the consideration of additional parking spaces; and requiring staff investigate the feasibility of additional
parking on the loop road.
Motion: Mills
Second: Muzyka
Ayes: Hill, Muzyka, Mills, Berman, Cox, Morris
Nays: None
Approved: 6-0
Age da Item No. 8. Discussion.
There was no discussion.
Agenda Item No 9. Adiournment.
With there being no other business to discuss, Vice -President Morris adjourned the meeting at 5:34 p.m.
ATTEST:
Tara Brooks
Deputy City Secretary
Carolyn Morris
Vice -President
UNOFFICIAL Southlake Parks Development Corporation Meeting Minutes, January 17, 2006
Page 3 of 3
0,b--5
City of Southlake, Texas
MEMORANDUM
February 14, 2006
TO: Southlake Parks Development Corporation
FROM: Steve Polasek, Director of Community Services
SUBJECT: Consider amendment to the current professional services agreement with Dunkin,
Sims, Stoffels, Inc., to include the design and engineering of the loop road parking
lot improvements at Bob Jones Park
Action Requested: SPDC consideration and recommendation to City Council regarding an
amendment to the current professional services agreement with Dunkin, Sims,
Stoffels, Inc,, for the design and engineering of parking lot improvements at Bob
Jones Park for an additional amount not to exceed $5,800.
Background
Information: Parks Board, at their January 9, 2006 meeting, recommended and SPDC and City
Council approved an agreement with Dunkin, Sims, Stoffels, Inc., for the
professional services relative to the parking lot improvements at Bob Jones Park.
As part of their motion, SPDC requested staff to contact Dunkin, Sims, Stoffels,
Inc., to inquire about expanding their scope of services to include the design and
engineering for improvements to the gravel loop road parking lot. The additional
parking is anticipated to alleviate current parking shortages resulting from
activities at the softball facilities, dog park, during special events, and from
general park use.
Typical services to be provided by Dunkin, Sims, Stoffels (DSS) as a part of the
contract include conceptual design, schematic design, construction documentation
and specifications, cost estimation, assistance in pre -bid and pre -construction
meetings, construction administration to include pay submittal review and
progress analysis, shop drawing review, and responsibility for clarification of
construction issues as needed.
The Parks Board will review this item at their February 16, 2006 meeting and
City Council will consider at their meeting on February 21, 2006 immediately
following SPDC.
Financial
Consideration: The proposed agreement for survey, design and engineering services is $5,800
based on a projected construction budget of $60,000. SPDC project reserve funds
in the amount of $61,846 and unencumbered proceeds in the amount of $281,836
are available as potential funding sources.
Financial Impact: Not Applicable
'AK.�
SPDC
February 14, 2006
Page 2
Citizen Input)
Board Review: The City Council approved the Professional Services Agreement with DSS at their
January 17, 2006 meeting.
The Southlake Parks Development Corporation recommended approval of the
professional services agreement with DSS at their January 17, 2006 meeting, and
requested staff to contact Dunkin, Sims, Stoffels, Inc., to inquire about expanding
their scope to include the design and engineering for improvements to the gravel
loop road parking lot.
The Parks Board recommended approval of the professional services agreement
with DSS at their January 9, 2006 meeting.
Legal Review: The contract with Dunkin, Sims, Stoffels for design services relating to parking
lot improvements at Bob Jones Park has been reviewed by the City Attorney.
The action presented for consideration simply expands the scope of services to be
provided by Dunkin, Sims, Stoffels, Inc.
Alternatives: Alternatives may include:
■ SPDC recommendation for approval as submitted
• SPDC recommendation for approval with input as desired
• SPDC decision not to recommend the proposed amendment
Supporting
Documents: Supporting documents include the following:
• Proposal from Dunkin, Sims, Stoffels, Inc.
• Copy from Master Plan document of Bob Jones Park conceptual plan
• SPDC CIP Spreadsheet
Staff
Recommendation: SPDC consideration and recomendation to City Council regarding an
m
amendment to the current professional services agreement with Dunkin, Sims,
Stoffels, Inc., for the design and engineering of parking lot improvements at Bob
Jones Park for an additional amount not to exceed $5,800
SPDC
February 14, 2006
Page 3
46 4
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SPDC
February 14, 2006
Page 4
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SPDC
February 14, 2006
Page 5
4T m RWH•: .,,; A0t 11 ao of Estimato to s - Oct Pfapoaod Proposed Proposed
" "° 713#fxaOS Compdota Tatsl r'r"✓,.-....'`
;.�, q��'Cos1�m. �,-a zrr •� py xaasroT Fr xuorraa Pv xooluoe Pr xnoawo
�,ryry 2a1,836 $ 206,836 $ 60,836 $ (14,164)
canvvmw esaancrs $ 1,128.882 $
µ ""'""�* 50,000
1,200 $ 300 $ 1,5D0 $ 26.000 $ 50,000 $ 25,000 $
Interosl eami�s x '"' $ - - $ - $ -
°" r^° .:_.. 5,500 $ - $ 52.500
$ 2
peer Fund Translar $ - $
Grantproceeds $ 100,000 $ 200,000
$ 117,500 $ 117,600 ". i.,zr"% $ f00,000 $ 200,400 $
banationsfMatchln9 � �'n'=�,w $ 5 Oi`, 8 - 2r_�.,00 Ofl(1 $_-....,,,,- 2�+0 Q00
Bond Proceeds �..: � 125,000 $ 2,750,000 $ 125,000 $ 2,750,000
$ 53,700 $ 117,800 $ 171,n�00 $
Total Proceeds
406,836 $ 2,956,836 $ 185,836 $ 2,735,836
TOIPI Avakabla Funds i,i82>582 $ 117,800 $ 1.300,382 �8
E?CF%BfF(IIfi.1YB5
Carry, Fonvard °
0& $ 3D T3 $ 30,0 80
ne
Bob 3os Park DevnlaPmanl^ -
Natur3 Conler lmprPvernents i �3100
'' $ 10,564
Special pmecls 02.03 p ,G
Special Projocio 03-04 ^a $✓
DPe pork 30-0DR $3
IONO $ 30,000
0 . $ srS85Di(i $ 235,000
Mnd
atehing Funds-----
,, :,�„� •. �(; {w - '."• 80D,ODD
perk Pmporty Porchase. Evans §,,..... 009 $ 793,656 ;$,�6
Nalare Coster Fmprovamenirs ' '� ,...,»._ $ - 6 $........................................................................
- s a;IQb 4k $ 1
6lberlY Qarden Phase N �r=--'�•_____________»_-• - -
10 070 s �
Proposed {s- s
�,„..-'40i3iTR -:!1 �p$ 200,000 $ 400,000 $ 200,060 $ 400,000
Malch!ng Funds(t) A
Royal and Annie Sndih perk Ds eiopment (2)
Bob Jonas Pxk OewWpmanl 1parmwsOi)(3)
Lltserly Psrk al ShallPnwmod {A} ti� -
Land APgninIlWO
200Oa
Lacrosse Fx9k4y (0} ✓r uyc-c". ° .
'Trail
lmprovemonls (N. OfFM gYoe{ "'" CO. w, $ 1,330,000
3 60� $ 61,000
Bicanlennlal want{ hied fields arrd roads (S)
Khkwaodrsebro Llnem park (g)� '. $ 70,000
70,000
Coker HikefBlke Trail {10) ��`�2. �� ,�,�
NobfetOaksaparklvemanls{it3)(sxw0� --- _--._"�?
>
KnalalY Perk pro ..........................
murtlt &,vkesolicos(14j� - � �00 '�'; ,,,:z $ 270,00D
com
Y $ 148,000
301no Nockoy Rlnk Shado 0OVarl-9 (15) y„✓ -
Chasapeaka Park improvemonls 16 �, t�r,�, '�'d- ." 90,000
Bob.lonas Park- North Ptaygro d Cover (17) "° QOD. $ 90,000
dvenMw- All., Rubbedzod Surl-(10) " •' • $ 78,{i0D
►cb Jone8 - Nodh Playground Rubbr lzed 9a1tauln0 0% �h '� ^ m, $ 77,000
8MX lgk:yofe FaciillY (211 760
�xF
1
$72.000
SkateParK120) ..............
.........._...___.
BlcantenaEast Drain a S 2f (SO
BEcehtonnlat West Drelnago RWonllon Pond(23) $ :8 0DpMY ---------------- _--------- ___---------- ____----------
_.
Pecreallon Canter [6i __..„_____________________________
Total Project .=• $ 783,656 $ 50a,306 $ t,285,540$4" .D $ 200,000 S 2,800,00D $ 200,000 $ 1,784,000
Ex a diture_s
98,000 56,380
a
Pra}ect Roserva Ia46 - exc3udes Matching Fnndsrland ncga€sitian) � ».. ,
$ 806,476
$ 14,842 � , � S 206,836 $ 60,836 S (14,164)
Total Procoods Less Total Commitmunta
,�kwV5
SOUTNLAKE PARKS DEVELOPMENT CORPORATION
112% SALES TAX REPORT
2005-06 Collected Budget Balance
Budget to pate Balance Percent
$ 3,405,532 $1,121,696 $2,283,836 67.06%
FISCAL
FISCAL
FISCAL
YEAR
% Inc
YEAR
% Inc
YEAR
% Inc
MONTH
03-04
-Dec
04-05
-Dec
05-06
-Dec
October
$196,025
9.2%
$203,269
3.7%
$459,781
126.2%
November
207,624
13.5%
231,403
11.5%
256,504
10.8%
December
295,221
-1.4%
354,293
20,0%
405,410
14.4%
January
199,814
14.8%
214,607
7.4%
-100.0%
February
156,632
-0.7%
202,142
29.1%
-100. %
March
253,443
1.9%
314,982
24.3%
-
-100.0%
April
222,233
8.6%
242,241
9.0%
-
-100.0%
May
206,482
-7.6%
241,379
16.9%
-100.0%
June
262,967
18.6%
309,404
17.7%
-100.0%
July
201,226
-0.8%
221,883
10.3%
-
-100A%
August
200,172
4.4%
255,788
27.8%
-
-100.0%
September
259,852
4.8%
301,937
16.2%
-100.0%
$2,661,692
$3,093,328
1,121,696
TOTALI
1
Three Year Revenue Comparison
by Month
$450,000-
r a
a
$350,000
$250,000s�
$200,000
$150,000
' =
$100,000
_d
$50,000
$0
CO" `ao� Cp �a� Leo
LM FISCAL YEAR 03-04 El FISCAL. YEAR 04.05 19 FISCAL YEAR 06-06
Actual Budget Actual Estimated (budget-est.)
%
2004-05 2005-06 2005-06 2005-06 Difference
Chan e
October $
203,269 $ 219,531 $ 459,781 $ 459,781 $ 240,251
118.19%
November $
231,403 $ 249,916 $ 256,504 $ 256,504 $ 6,589
2,85%
December $
354,293 $ 382,637 $ 405,410 $ 405,410 $ 22,774
6.43%
January $
214,607 $ 231,775 $ - $ 231,775 $ -
0.00%
February $
202,142 $ 218,313 $ - $ 218,313 $ -
0.00%
March $
314,982 $ 340,181 $ - $ 340,181 $ -
0,00%
April $
242,241 $ 261,620 $ - $ 261,620 $ -
0.00%
May $
241,379 $ 277,586 $ - $ 277,586 $ -
0.00%
June $
309,404 $ 355,814 $ $ 355,814 $ -
0,00%
July $
221,883 $ 255,166 $ $ 255,166 $ -
0,00%
August $
255,788 $ 294,156 $ - $ 294,156 $ -
0.00%
September $
301,937 $ 318,839 $ - $ 318,839 $ -
0.00%
TOTALS $
3,093,328 $ 3,405,532 $ 1,121,696 $ 3,675,145.24 $ 269,613
127,47%