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2006-07-17 SPDC Packetfl;4— —* TnvaC MEMORANDUM File July 12, 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 Regular Meeting - Monday, July 17, 2006 Please note the meeting time - Monday, July 17' at 5:00 .m. in Town Hall Rooms 3C and D, preceding the joint meeting with Parrs and Recreation Board. Agenda Item No. 4. PUBLIC FORUM: This is the public's opportunity to address the Corporation about non -agenda items. Daring this proceeding it is important that the Corporation not deliberate (discuss among yourselves) or take action on any item brought up at this time. The Corporation's 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 Corporation or 4) request that the Chair put the item on a future agenda for the Corporation to discuss or consider. 2. A enda Item No. 6A. Consent: Approval of the minutes for the SPDC meeting held June 20 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. 3. Agenda Item No. 7A. Consider: Recommendation for award of bid to TurnKe Environmental for asbestos abatement at Bob Jones Nature Center - As part of the contract with Schrickel, Rollins and Associates for conceptual plans for the Bob Jones Nature Center an asbestos study was performed by Aztec Environmental Services. A cost estimate of approximately $38,000 to $55,000 was provided for abatement of asbestos in the Tucker House dependent on the scope of work being performed at one time or in phases. Staff received a proposal in the amount of $27,979 from a TXMAS cooperative purchasing contractor, TurnKey Environmental LLC, to perform the abatement. In addition, but not part of the Boards action on this item, Texas State law requires an asbestos consultant licensed by the Texas Department of State Health Services to act as an independent P party during abatement projects. The Consultant performs air monitoring and project management, collects air samples, and documents the activities of the contractor. Staff has received bids for these asbestos consulting services with the low bid submitted by Terracon Consulting Engineers in the amount of $7,550. Funding for this project in the amount of $37,825 has been previously approved by the City Council on April 18, 2006 as a mid -year budget amendment. Anticipated costs for abatement ($27,979) and consulting services ($7,550) total $35,529, excluding potential contingency amounts ($2,296). Staff recommends award of bid to TurnKey Environmental in the amount SPDC Board of Directors Board Meeting —Monday, July 17, 2006 Page 2 of $27,979 for asbestos abatement at the Tucker House located in the Bob Jones Nature Center, The Parks Board reviewed and recommended approval (8-0) at their July 10, 2006 meeting and the City Council will consider at their July 18, 2006 meeting. 4. Agenda Item No. 7B. Consider: Review and recommendation for a roval of the desi s for the Bob Jones Pak parking lot improvements — Included within the approved FY 2005-06 SPDC Capital Improvements Plan is approximately $330,000 for the construction of additional parking at Bob Jones Park to accommodate general park use, softball complex users, dog park patrons, and special events attendees. The current design allows for the addition of 122 new parking spaces, thus increasing the total number of spaces from the current 197 to 319. This equates to approximately 53 spaces per field, compared to the general design standard of 50 spaces per field. The proposed design efficiently captures the desired transition from the softball complex, to the parking lot, and into the natural/wildlife areas, by the utilization of grasstone pavers in the parking spaces and native landscaping. The project's original goal was to add approximately 150 new parking spaces; however, the total number of potential spaces achieved was 122 based on increased materials cost associated with the eco-design. The larger parking lot utilizing the eco-design will include 99 spaces and the smaller "Loop Road" lot will feature a regular paved surface and include 23 spaces. As mentioned, the total number of available spaces remains well within acceptable standards and should reduce current parking shortages. The Parks Board recommended approval (8-0) at their July 10, 2006 meeting and Planning and Zoning and City Council will consider at upcoming meetings in August. 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 rt�� _I-- tT �......e .. SOUTHLAK.E PARKS DEVELOPMENT CORPORATION BOARD MEETING July (p 17, 2006 S:00 p.m. LOCATION: Southlake Town Hall Training Rooms 3c and 3d 1400 Main Street Southlake, Texas REGULAR SESSION: 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 subj cot 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 from the June 20, 2006 Southlake Parks Development Corporation regular meeting. REGULAR AGENDA: 7. Consider: A. Recommendation of award of bid to TurnKey Environmental for asbestos abatement at Bob Jones Nature Center B. Recommendation for approval of the designs for the Bob Tones Park parking lot improvements 8. Discussion: No items this agenda. SPDC Meeting Page 2 of 3 9. Adjourmrnent. CERTIFICATE i hereby certify that the above agenda was posted on the Official Balletin Boards at Town. Hall, 1400 Main Street, on Friday, July 14, 2006 at 5.00 p.m. pursuant to the Texas Govem ment Code, Chapter 551. :� f�0�1 Lori A. Farwell, TRMC City Secretary If you plan to attend this meeting and hav91evdiLaWiy that requires special needs, please advise the City Secretary's Of0ce 48 hours in advance at (817) 748 8016, and reasonable accommodations will be made to assist you. SPDC Meeting Page 3 of EXECUTIVE SESSION Southlake Parks' Development Corporation ,hoard SECTION 551.071 CONSDLTATION 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 Parrs 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. SOUTHLAKE PARKS DEVELOPMENT CORPORATION MEETING: JUNE 20 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, Gregory Jones, Mike Mills, and Virginia M. Muzyka. Board Members Absent: None. Staff Present: Assistant City Manager James C. Blagg, Director of Community Services Steve Polasek, Deputy Director of Community Services Chris Tribble, and Deputy City Secretary Tara Brooks. Allenda Item No. I. Call to order. The meeting was called to order by Vice -President Morris at 4:06 p.m. Agenda Item No. 2. Executive Session / A enda Item No. 3 Reconvene. No Executive Session was necessary. Agenda Item No. 4. Public Forum. No one spoke during the public forum. Agenda Item No. 5A. JuLy meeting date. Director Polasek discussed future SPDC meeting dates. Agenda Item No, 5B. Trail Grant Application. Director Polasek advised the Board that Southlake Mounted Patrol is applying for a grant for trail improvements in the Corps of Engineers property adjacent to and in Bob Jones Park. New member, Gregory Jones, took the oath of office, CONSENT AGENDA: Agenda Item No. 6A. Approval of the minutes .for the SPDC meeting held March 21 2006. Motion was made to approve the minutes of March 21, 2006, as presented. Motion: Berman Second: Mills Ayes: Berman, Cox, Hill, Jones, Mills, Muzyka, Morris Nays: None Approved: 7-0 Unofficial Southlake Parks Development Corporation Meeting Minutes, June 20, 2006 Page I of 3 U P�_\ REGULAR AGENDA: Agenda Item No. 7A. Recommendation of ry used trail im rovement ro'eet on Shad Oaks drive from FM 1709 to Lave Henry_Court. Director Polasek presented this item to the Board. The Board discussed this item. Motion was made to recommend the proposed trail improvement project on Shady Oaks Drive from FM 1709 to Love Henry Court. Motion: Cox Second: Mills Ayes: Berman, Cox, Hill, Jones, Mills, Muzyka, Morris Nays: None Approved: 7-0 Agenda Item No. 7B. Recommendation for approval of the Bob Jones Nature Center Conceptual Plan. Director Polasek presented this item. Suzanne Sweek and Ron Horton with Schrickel, Rollins and Associates, Inc. made a presentation, and answered the Board's questions. Motion was made to recommend the approval of the Bob Jones Nature Center Conceptual Plan, as presented, and requiring staff to investigate longer guarantees for the roof and adding additional windows and lighting. Motion: Jones Second: Hill Ayes: Berman, Cox, Hill, Jones, Mills, Muzyka, Morris Nays: None Approved: 7-0 Agenda Item No. 7C. Recommendation to amend the rofessional services agreement with Schrickel Rollins and Associates Inc. for the desi n and en ineerin of the Bob Jones Nature Center. Director Polasek presented this item. Motion was made to amend the professional services agreement with Schrickel,Rollinand Associates, Inc. for the design and engineering of the Bob Jones Nature Center for $5$'700, plus reimbursable expenses of $3,000, for a total amount of $61,700, based on a project design budget of $552,000. Motion: Mills Second: Berman Ayes: Berman, Cox, Hill, Jones, Mills, Muzyka, Morris Nays: None Approved: 7-0 Agenda item No. 8. Discussion. There were no items for discussion. Agenda Item No. 9. Adjournment. With there being no other business to discuss, Vice -President Morris adjourned the meeting at 5:04 p.m. Unofficial Southlake Parks Development Corporation Meeting Minutes, June 20, 2006 Page 2 of 3 i&, N"-, -A. ATTEST: Tara Brooks Deputy City Secretary Carolyn Morris Vice -President Unofficial Southlake Parks Development Corporation Meeting Minutes, June 20, 2006 Page 3 of 3 MEMORANDUM July 12, 2006 To: Southlake Parks Development Corporation (SPDC) From: Steve Polasek, Director of Community Services Subject: Recommendation for award of bid to Turnkey Environmental for Asbestos Abatement at Bob Jones Nature Center Action Requested: SPDC recommendation to City Council for award of bid to Turnkey Environmental in the ainount of $27,979 for asbestos abatement in the Tucker house at the Bob Jones Nature Center. Background Information: As part of the improvement plans for remodeling the Tucker house as a nature center building, an asbestos study was conducted by Aztec Environmental Services indicating a cost estimate for asbestos abatement to include approximately $38,000 for a single removal project, or up to $55,000 if performed on areas separately and at different times. In February of 2006, the Park Board voted to recommend to Council a budget amendment to reallocate up to $37,825 from the SPDC Project Reserve for asbestos removal at the Nature Center. Recommendation was approved by Council on April 18, 2006 as part of ord.889 amending the Fiscal Year 1005-06 Annual Budget. TurnKey Environmental, LLC issued a proposal as per TBPC Contract TXMAS 4-599010 in the amount of $27,979 to perform the asbestos abatement. In addition, but not included as part of the proposed action by the SPDC, Texas State law requires the City to retain an Asbestos Consultant licensed by the Texas Department of State Health Services (TDSHS) to prepare an Abatement Specification and to perform. Air Monitoring/Project Management for the abatement. The Consultant will collect air samples inside and outside of the containment area before, during and after the abatement to document that the abatement contractor has not caused a release of asbestos fibers, and that the contractor has performed the work following the specifications and TDSHS rules. Staff has received three proposals from asbestos consultants with the low proposal submitted by Terracon Consulting Engineers in the amount of $7,550. Financial Consideration: Funding for this project in the amount of $37,825 has been previously approved by the City Council on April 18, 2006 as a mid -year budget amendment. Anticipated costs for abatement ($27,979) and consulting ($7,550) total $35,529 excluding potential contingency amounts ($2,296). 7A-1 Southlake Parks Development Corporation. July 12, 2006 Page 2 Financial Impact: Not applicable. Citizen Input/ Board Review: Parks Board recommended approval (8-0) at their July 10, 2006 meeting. City Council will consider this item at their July 18, 2006 meeting. Legal Review: Proposal is currently being reviewed by City Attorney. Alternatives: Alternatives may include: ■ SPDC recommendation for award as presented. • SPDC recommendation for Re -bid of project Supporting Documents: Supporting documents include: Proposal from TurnK.ey Environmental, LLC for abatement Staff Recommendation: SPDC recommendation to City Council for award of bid to Turnkey Environmental in the amount of $27,979 for asbestos abatement in the Tucker house at the Bob Jones Nature Center. 7A-2 Southlake Parks Development Corporation July 12, 2006 Page 3 517�3747,4900 Offt TurnKey EnvirOnMentalt L. u2znwa, fax 8,204 N. LaMr BI-A, SV-' CC' tMM*eyeMVkOo7*M Au--th TX 78753-S,94'5 Tult a... MM Via Emq: i& Idie Do pffl"- P.rojel coordiaator Cite �f stale, soikdAalcet Texas Tjury,ey fOIAb,wiuSTWwKey the O'P. OThmitY tOP'V7ae'ysett w'th the fOLIO'wiuSFTOM'Il for the above refarmcedprojett. The scope of voxh*, Wort yIMwAPfidugI)4owreffW SOMAM& - =Iinsluuce4or TIMhce-I "Viurovide all une'WrY supenIsEou, laver, lute d'a'--, eqlApmat, fae lemng d diiposal of AGA vinyliheet floollug (qpTa%uwteIy 25%0, AO'd OWM8 textae (14prWdIna tely 3-1 M--� md.p:CM aymftplbed Mxtlo *RV'WMII17 WI.Orkplaln" TwuKey, G W is based on the fOlIOWing dmU ig &,umtated wilhAestos wain sips and Oantiou tape all doors, wutdolvs, rents uOdd Openta td 's, at A 0 estWiA ne gvm,-e Air Filmfion Dvvicj�s equipped %g1h HEPA filten UO �e We led air eujzneerins wntols. '7 Placed fil thdl thomw_bly- wetted wft ceded jeer wd re"ed 8nd Pla 2 sixuil POIY b R-9A lab --led fOr asbestos -f�w WWAn the re lea �vork-am s1will bi� &e oleo Wit REPA vIMM M �, 'ad'I"t-wsa 7A - 3 Southlake Parks Development Corporation July 12, 2006 Page. 4 Waste Disp All on this pTVed njaylNe-wetedwith = ended water. double-bkgped aft,&OT ,Vr0ap* 7xjth ."�1 -Taiisl P4yeehylene Sheeting, and libeled as asbesto s ecwTaasw ahis he getatr oW'd0"0e pprovd dqal site. The PT(Ypo,al i tdio rinwdbITumK)'- In IheeZ �ttj�dei Pre ubjet toebneIt it lmdentatlate0wrs ste. geuit-d. kmthis pr*ct. -Natiolial Emit sioii Standards for Hazaledc,u' A-W PIIIIIAMLS (NISHAP) labeb shall be of red. to all waste. bags. Tim- Xelv shall pE-Ovide. ycu. -Wien wist.e nj,�est& upon receipt from the. Isadfill. Frojea Schedule- -een Sam alki %jje. anticipate (hij project toeke hows etw appmx i1nttely 15 day . Viozyj ue b 6pm. K!�'t t~`ts> AsbestosAlmtelneat ................ ...... ............ ................................ — ......... ** ........ , ..... A27,979 AnumPtion!Y �CIYSIG�uv- 1. Asbestos, sFerfficati0IW?lt'd5, and ureyjejjjjtq to be pro,A&d. for dean olit aaS. jer Ifties tricajPCrVerweer,& toilet fid 3, iks-,lullet condnuow wofk Mt h no pauses, delay 5 or re'nobilizatioUs. 4. Tun, Ke3r ,40sjuLes free and clear access to all walk areas. 5. Tmigq is -not MIPOM ible for airy delays caused by filctor's 011t Of itl C t 01- 6. owner shall provide adequate ,dace fc(y oar rehideftaileT aTs doi e to'building IS possible. 7. paymerA is dins net 30 dad the date of TuniKey5 immice(s): 8'. Rog S5 pqwmts May be billed to olwnu mrery 30 workdays all proposals. 9, TUIIKe73's �ta-adard Envirome=l Services Agreement EFplieS to 10. 'njis propotil shall become part Of MY contmt doumientt 16UPPIM& by OlxneT, 11Price is good for 90 days 12'. price doe-5 not itclu&e any apphcable taxes ar:,- of souftl*g Tuckw Pok Fmsiaaaca pgp- 2 of 7A-4 southlake Parks Development Corporation July 12, 2006 Page 5 J� 3,011 agree with to scope 01work, workFLju, PTking W'd tMus, of dAs.. propo�ol, aigm wd ret�M' the sigamt�-, section Of tu!� YMP05 . 11 to Tw.�ey's office ass �;Our to F"Ceed. 11-you hve, my qyesdow pleW CWMOt.me at (512� 3-174900- Th-,q* YM for alloniiig T=Kq Opporauliq, to Mu , qt yolt in yotnr new far asbeeos 3hatement semices, 12, Sim-aultorr, �Secfiolr- A=qt tw's, prowva- By "'Y $igMtxj,- �e 1 sjn vitithorize4 to accept dfis =,j aj#horize R=Kq EwVir,%UC to proceed ,dffi rite &enfifes M OlItlined in the, se tfons abo,.re, This 011tract is deeined, ,,s baring bten jua& in t�je. Stem o;f Tex ,kCCEPTED Eff: Muted Nagel Mw---� ------- C�v of "SmOd's TKO"1213 Pq,-- 3 of 3, 7A - 5 City of Southlake, Texas MEMORANDUM July 11, 2006 TO: Southlake Parks Development Corporation FROM: Steve Polasek, Director of Community Services SUBJECT: Recommendation for approval of the designs for the Bob Jones Park parking lot improvements Action Requested: SPDC review and recommendation to City Council the approval of the designs for the Bob Jones Park parking lot improvements. Background Information: Included within the approved FY 2005-06 SPDC Capital Improvements Plan is approximately $330,000 for the construction of additional parking at Bob Jones Park. This project, included in the 2005 Parks Master Plan, will increase the number of parking spaces adjacent to the softball fields from 197 to 319 (an increase of 122 total spaces within the park) to accommodate not only the softball complex users, but also general park use, dog park patrons, and special events. Although these parking lots facilitate usage by all park users, the general design standard for number of parking spaces per softball field is fifty (50). The proposed design allows for fifty-three (53) spaces per field given the extra park activities. Based on direction provided from the boards, staff worked with the consultant on the design of the parking area directly south of the softball complex to incorporate an efficient and eco-friendly transition from an active area (softball complex), to the parking lot, and into the existing natural/wildlife areas. This was accomplished through the use of grasstone pavers in the parking spaces and native plant material. The project's original goal was to add approximately 150 new parking spaces; however, the total number of potential spaces achieved was 122 based on increased materials cost associated with the eco-design. The larger parking lot utilizing the eco-design will include 99 spaces and the smaller "Loop Road" lot will feature a concrete paved surface and include 23 spaces. As mentioned, the total number of available spaces remains within acceptable standards and should reduce current parking shortages, Financial Consideration: SPDC funding in the amount of 3fee e$3�,250 S00s�resulting i Yapproved n $33,550 for this 1 Current design and reimbursable construction costs for both parking areas. Alternate bid items for landscaping 7B - 1 SPDC July 11, 2006 Page 2 totaling $27,516 are also included in the design should the construction bids allow . Financial Impact: Not Applicable Citizen Input/ Sward Review: Park Board recommended approval (8-0) at their July 10, 2006 meeting. Planning and Zoning and City Council will consider at upcoming August meetings . Legal Review: Not Applicable Alternatives: Alternatives may include; ■ SPDC recommendation for approval as submitted ■ SPDC recommendation for approval with input as desired ■ SPDC decision not to recommend approval Supporting Supp rting Supporting documents include the following: Docu■ Parking Lot Improvements conceptual site plans M Parking Lot improvements cost estimates Staff Staff enclatian: SPDC review and recommendation to City Council the approval of the designs Recommfor the Bob Jones Park parking lot improvements. 7B-2 SPDC July 11, 2006 Page 3 --------------------- ---- - - - - - - - - - - - - - - - - --------------- Z -------------------------------- ------------------------------------------- 'U� �z BOB JONES PARK IMPROVEMENTS GO OF SOUTHIAE, TEX* DUNKIN IMS STOFFELS, INC. Lands Pe I Pl*-hbm it SPDC July 11, 2006 Page 4 ------------------------- ---------- 14 -f m -t> BOB JONES PARK IMPROVEMENTS CITY OF 9OUTHLAKE. TEXAS DUNKIN S MS 4TOFFTI-SP INC- La"_pd I=Kocts I ptamom Ph. r(Xp—"41f(d�.5lm , SPDC July 11, 2006 Page 5 Bob Jones Park -Parking lot additions Southlake, Texas Dunkin Sims Stoffeis, Inc. Landscape Architects Date: July 5, 2006 Item Demolition Existing gravel parking lot Existing tree removal Total Parking lot #1 (23 spaces) Soil Stabil. & Erosion Controll Earthwork Parking lot & drives Concrete curb Traffic Signage Wheel stops Concrete flatwork Parking Lot #1 Hardscape Total Parking lot #2 (99 spaces) Soil Stabii. & Erosion Controll Earthwork Grasstone Pavers Concrete edge Traffic Signage Wheel stops Concrete Drive Approach & ADA Concrete flatwork Parking Lot #2 Hardscape Total Landscape at Parking Lot #2 Irrigation Landscape Total Total of all Base items: Quantity Unit Unit Price 415 S.Y. 1.75 $ Item Total 726.25 2,500,00 Subtotal $ 3,226,25 5500 S.F. 0.15 $ 825.00 $ 4,000,00 8900 S.F. 3.5 $ 31,150.00 525 L.F. 15 $ 7,875.00 1 EA. 750 $ 750.00 7 EA. 77 $ 539.00 650 S.F. 3.25 $ 2,112.50 $ 50,477.75 23000 S.F. 0.15 $ 3,450.00 $ 13,000.00 14520 S.F. 7.5 $ 108,900.00 2075 L.F. 11 $ 22,825.00 7 EA. 750 $ 5,250.00 99 EA. 77 $ 7,623,00 21385 S.F. 3.5 $ 74,847.50 5798 S.F. 3.25 $ 18,843.50 $ 254,739.00 0.8 Acre 15000 $ 12,000.00 $ 12,000.00 7B-5 $ 320,443.00 SPDC July 11, 2006 Page 6 Alternate Landscape at Parking Lot #2 Trees 30 EA. Shurbs 91 EA. Hydromulch Bermudagrass 17000 S.F. Hydromulch Native Grass 12500 S.F. Placing on -site Boulders Crush Stone Mulch wl weed barrier 530 S.F. Metal Edging 40 L.F. Temp. Irrigation 0.4 Acre Landscape Total Total of all Alternate items: 450 35 0.1 0.07 12 3 15000 7B-6 $ 13,500,00 $ 3,185.00 $ 1,700.00 $ 875.00 $ 1,500.00 $ 636.00 $ 120.00 $ 6,000.00 $ 27,516.00 $ 27516.00