2006-09-05 SPDC PacketCity of Southlake, Texas
MEMORANDUM File
August 29, 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, September 5, 2006
Please note the meeting time - Tuesda Se tember 5at 4:00 .m, in Town Hall Council
Chambers. SPDC will meet 4-5:00 p.m. to allow the Public Works Department to present a
Storm Water Workshop during the City Council's regular Work Session from 5:00 - 6.00 p.m.
Agenda Item No. 4. PUBLIC FORUM: This is the public's opportunity to address the
Corporation about non -agenda items. During 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. Agenda Item No. 5A. Administrative Comments: Open Government Training - Staff will
provide a brief presentation to you concerning required training on the Open Meetings
Act and Public Information Act. State law now requires all elected and appointed
officials to complete this training.
Agenda Item No. 6A. Consent; Annroval of the minutes for the SPDC meeting held
August 1, 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. Agenda Item No. 7A. Consider: Election of SPDC Officers for 2006-07 - Following the
recent appointments in May and August to SPDC, members may desire to elect a
President, Vice -President and Secretary at this meeting. Terms are typically one-year
and/or through May 31" of each year and upon expiration of the terms each officer
shall have the right to be reappointed or reelected. Officers elected for 2005-06 included
Keith Shankland, President; Carolyn Morris, Vice -President; and Sherry Berman,
Secretary.
5, Agenda Item No. 7B. Consider: SPDC Matchinp- Funds Request from Southlake DPS
Citizens Association for professional architectural and engineering services for
Bicentennial Park Safety Town. - The Southlake DPS Citizens Association (SDCA) is
requesting SPDC Matching Funds in the amount of $9,000 for professional services for
the planning and design of the proposed Safety Town. Safety Town was previously
SPDC Board of Directors
Board Meeting — Tuesday, September 5, 2006
Page 2
approved by the Parks Board for placement in Bicentennial Park and is currently
incorporated as part of the park conceptual planning and schematic design. The
professional services requested totals $15,000 plus reimbursable costs in the amount of
$3,000 and is based on an estimated construction value of $277,000. The work would
be performed by Schrickel, Rollins and Associates who are currently providing
professional services to the City for the master planning and schematic design of
Bicentennial Park.
If approved, the request will allow for preliminary planning and site design,
architectural services, and cost estimates. The cost for professional services presented
by Schrickel, Rollins and Associates represents 5.4 % of the construction budget and is
a substantial reduction from typical fees. Unencumbered SPDC Matching Funds in the
amount of $166,500 are currently available in fiscal year 2005-06.
The Parks Board reviewed and recommended approval (8-0) at their August 14, 2006
meeting and City Council will consider immediately following SPDC at their September
5, 2006 meeting. A representative from the Southlake DPS Citizens Association will be
available at your meeting to provide additional information should you have questions.
6. Agenda Item No. 7C. Consider: Noble Oaks Park Pond improvements. — Included with
the SPDC Operating Fund budget is $100,000 for improvements to the pond at Noble
Oaks Park to include re -grading of the pond and the addition of a well to allow for a
constant water level. As part of the design process, staff and the engineering firm of
Cheatham and Associates worked with teacher representatives from Old Union
Elementary and Councilmember Carolyn Morris to develop a plan that includes not
only the budgeted improvements but additional amenities such as landscaping and a
pavilion that are listed as bid alternate items should funding allow. The proposed design
creates a more useable and attractive pond area with gentle grades along the slope and a
well to allow for a constant water source. The plan also diverts a drainage line around
the pond, provides for landscaping, and a pavilion with dry stack stone columns, green
shingle roof, with water and electricity.
SPDC funding in the amount of $100,000 is currently approved for this project. The
proposed cost estimate of $142,000 exceeds the budgeted amount and items such as the
pavilion and landscaping will be carried as alternates and may be awarded for
construction should funding allow.
As an informational note, Parks Board also approved naming the pond after Ms. Linda
Pfleger, a former teacher at Old Union Elementary who passed away during 2001-02
Christmas break from meningitis. Ms. Pfleger was a beloved colleague and teacher and
it is the desire of many in the community and from the school to remember her by
naming the pond in her honor. If the project is approved, staff would work with the
SPDC Board of Directors
Board Meeting -- Tuesday, September 5, 2006
Page 3
school district to locate a small plaque and seating area next to the pond in her
remembrance
Parks Board recommended approval (8-0) at their August 14, 2006 meeting. Planning
and Zoning will review at their September 21, 2006 meeting.
7. Agenda Item No. 7D. Consider: Recommendation for approval of the designs for Bob
Jones Park parking lot improvements. — Parks Board recommended approval of the
original desigia for the Bob Jones Park parking lot improvements as submitted on July 10,
2006. SPDC, at their July 17, 2006 meeting, recommended this item be referred back to
Parks Board to consider a revision from paver parking spaces to concrete and reduction in
wheel stops, thus allowing for an increase in the total number of spaces from 122 to
approximately 150, Staff has reviewed these changes, including revised cost estimates,
with the Parks Board, and they recommended approval (7-0-1) at their August 14, 2006
meeting.
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
Wa4.T Vi a.---
SOUTHLAIKE PARKS DEVELOPMENT CORPORATION BOARD
MEETING
September 5, 2006
4:00 — 5:00 p.m.
LOCATION: Southlake Town: Hall
City Council Chambers
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 seem 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
A. Open Goverment Training
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 August 1, 2006 Southlake Parks Development
Corporation regular meeting.
REGULAR AGENDA:
7. Consider:
A. Election of SPDC Officers for 2006-07.
B. SPDC Matching Funds Request from Southlake DPS Citizens Association for
professional architectural and engineering services for Bicentennial Park Safety
Town.
SPDC Meeting
Wage 2 of 3
C. Noble Oaks Park Pond Improvements.
D. Recommendation for approval of the designs for Bob Jones Park parking lot
improvements.
8. Discussion: No items this agenda.
9. Adjournment.
CERTIFICATE
I hereby certify that the above agenda was posted on the Official Bulletin Boards at Town. Hall,
1400 Main Street, on Friday, September 1, 2006 at 5:00 p.m. pursuant to the Texas Government
Code, Chapter 551. ,p0` aU� [t".',i..
. 0♦
(foa-'j A't'�W
�.o• :a-
Lori A. Farwell, RMC ;
City Secretary c
erF�►►F1F►1►►O `a�
xf you plan to attend this meeting and have altft lieAat requires special needs, please advise
the City Secretary's Office 48 hours in advance at (817) 748-8016, and reasonable
accommodations will be made to assist you.
SPDC Meeting
Page 3 of 3
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.
integrity
Innovation City board
and
Accountability
Commitment to members
Excellence commission
Teamwork
0
r
tpen Government Training
Integrity
Innovation
Accountability
Commitment to
Excellence
Teamwork
• The Open Meetings Act and the Public Information
Act (Govt. Code 551 and 552) apply to nearly
every governmental body in Texas, yet there has
been no consistent way for public officials to
receive training on how to comply with these laws.
• Failure to comply may result in civil and criminal
penalties for public officials and can also lead to a
general breakdown of confidence in our governing
bodies.
• The office of the Attorney General has found that
in most cases where a governmental body violates
the open government laws, it is the result of public
officials simply not knowing what the law requires.
2
Integrity
Innovation
What is SB 286?
• SB 286 is effective January 1, 2006, and adds
Sections 551.005 and 552.012 to the Government
Code.
Accountability
Commitment to Requires elected and appointed officials and
Excellence designated public information officers to complete
Teamwork a training course on the open Meetings Act and
the Public Information Act. (one hour each)
• Allows City Council to delegate the Public
Information Act portion of the training to the public
information coordinator. (City Secretary)
3
Integrity
Innovation
Accountability
Commitment to
Excellence
Teamwork
Who
• Officials who are in office before January 1, 2006
have one year to complete the gaining.
• Officials who are elected or appointed after
January 1, 2006 have 90 days to complete the
training.
M
Integrity
Innovation
Accountability
Commitment to
Excellence
Teamwork
r
How often is training required?
• Officials and others subject to the requirements
must complete a training course at least once.
• There is no requirement for continuing education
or "refresher" courses.
5
Integrity
Innovation
Next Steps
• Watch the video(s) and obtain the identification
codes) at the end.
Accountability Access the Attorney General's website at
0
Commitment to
(� Excellence www.oa .state.tx.us, click on Open Government
Teamwork Training, watch the video, record the code at the
end, and print the certificate of completion.
• City Secretary maintains a record of completion.
101
Integrity
Innovation
Accountability
Commitment to
G Excellence
`a Teamwork
Questions/Comments
7
SOUTHLAKE PARKS DEVELOPMENT CORPORATION MEETING: AUGUST 1 2006
LOCATION: 1400 Main Street, Southlake, Texas
Council Chambers in Town Hall
Board Members Present: Vice -President Carolyn Morris and Board Members Elaine Cox, Laura K.
Hill, Mike Mills, and Virginia M. Muzyka.
Board Members Absent: Secretary Sherry Berman and Board Member Gregory Jones.
Staff Present: Director of Community Services Steve Polasek, Deputy Director of Community Services
Chris Tribble, and Deputy City Secretary Tara Brooks.
Agenda Item No. 1. Call to order.
The meeting was called to order by Vice -President Morris at 4:34 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.
Agenda Item No. 5. Administrative Comments.
There were no administrative comments.
CONSENT AGENDA:
Agenda Item No. 6A. Approval of the minutes from the July 17 2006 Southlake Parks
Development Corporation regular meeting.
Motion was made to approve the minutes from the July 17, 2006 meeting, as presented.
Motion:
Cox
Second:
Muzyka
Ayes:
Cox, Hill, Mills, Muzyka, Morris
Nays:
None
Approved:
5-0
Agenda Item No. 6B. Approval,, of the minutes from the July 172 2006 Joint Southlake Parks
Development Corporation and Parks Board meetin1j.
Motion was made to approve the minutes of July 17, 2006 joint meeting, as presented.
Motion: Mills
Unofficial Southlake Parks Development Corporation Meeting Minutes, August 1, 2006
Page 1 of 2
6A - 1
Second: Muzyka
Ayes: Cox, Bill, Mills, Muzyka, Morris
Nays: None
Approved: 5-0
REGULAR AGENDA:
AlZenda Item No. 7A. Recommendation to enter into a professional services agreement with Halff
and Associates for architectural design and engineering of Royal and Annie Smith Park and
Liberty Park at_Shel_tonwood. Director Polasek presented this item to the Board. The Board discussed
this item.
Motion was made to recommend to City Council to enter into a professional services agreement with
Halff and Associates for architectural design and engineering of Smith Park and Liberty Park at
Sheltenwood for an amount not to exceed $98,500, with an additional $4,000 for reimbursable expenses.
Motion: Mills
Second: Hill
Ayes: Cox, Hill, Mills, Muzyka, Morris
Nays: None
Approved: 5-0
Agenda item No. _8_.Discussion.
There were no items for discussion,
A enda item No. 9. Adjournment.
With there being no other business to discuss, Vice -President Morris adjourned the meeting at 4:45 p.m.
Carolyn Morris
ATTEST: Vice -President
Tara Brooks
Deputy City Secretary
Unofficial Southlake Parks Development Corporation Meeting Minutes, August 1, 2006
Page 2 of 2
6A-2
Cifv of CQnnfhlalra TPYac
MEMORANDUM
August 29, 2006
TO: Southlake Parks Development Corporation
FROM: Steve Polasek, Director of Community Services
SUBJECT: Election of SPDC Officers for 2006-07
Action Requested: Election of officers by the newly seated Southlake Parks Development
Corporation.
Background
Information: Section 3.1(a) of the SPDC by-laws states: ". .. terms of office shall be
one (1) year with the term of office expiring on May 31 of each year.
Upon expiration of the terms each officer shall have the right to be
reappointed or reelected. "
City Council appointments to SPDC were made May 16 and August 1,
2006. As such, SPDC may desire to elect a President, Vice -President
and Secretary at this meeting.
Officers elected in 2005: Keith Shankland, President; Carolyn Morris,
Vice -President; and Sherry Berman, Secretary.
Financial
Considerations: NIA
Citizen Input/
Board Review: NIA
Legal Review: NIA
Alternatives: NIA
Supporting
Documents: Article 3, Bylaws of Southlake Parks Development Corporation.
Staff
Recommendation: SPDC election of new officers for one-year terms in accordance with the
Corporation by-laws.
7A-1
ARTICLE III
OFFICERS
Section 3.1 Titles and Terms of Office.
(a) The officers of the Corporation shall be a president, a vice president, a secretary and a treasurer, and such other
officers as the Board may from time to time, elect or appoint. Initial officers, appointed or elected in January 1994, will serve
through May 31, 1995. Thereafter, terms of office shall be one (1) year with the term of office expiring on May 31 of each year.
Upon the expiration of the terms each officer shall have the right to be reappointed or reelected.
(b) All officers shall be subject to removal from office at any time by a vote of a majority of the City Council.
(c) A vacancy in the office of any elected officer shall be filled by a vote of a majority of the directors.
Section 3.2 Powers and Duties of the President. The president shall be the chief operating executive
officer of the Corporation, and subject to the authority of the Board, the president shall be in general charge of the properties and
affairs of the Corporation, and execute all contracts, conveyances, franchises, bonds, deeds, assignments, mortgages, notes and
other instruments in the name of the Corporation. The President shall preside over the meetings of the Corporation.
Section 3.3 Vice President. The vice president shall have such powers and duties as may be prescribed by the
Board and shall exercise the powers of the president during that officer's absence or inability to act, in their respective order. Any
action taken by the vice president in the performance of the duties of the president shall be conclusive evidence of the absence or
inability to act of the president at the time such action was taken.
Section 3.4 Treasurer. The Treasurer shall be the Chief Fiscal Officer of the Corporation, and shall have
the responsibility to see to the handling, custody, and security of all funds and securities of the Corporation in accordance with
these bylaws. When necessary or proper, the treasurer may endorse and sign, on behalf of the Corporation, for collection or
issuance, checks, notes, and other obligations in or drawn upon such bank, banks or depositories as shall be designated by the
Board consistent with these bylaws. The treasurer shall see to the entry in the books of the Corporation full and accurate accounts
of all monies received and paid out on account of the Corporation. The treasurer shall, at the expense of the Corporation, give
such bond for the faithful discharge of his/her duties in such form and amount as the Board or the City Council may require. The
Director of Finance of the City of Southlake shall serve as the Treasurer of the Corporation. All check writing authority will
follow all applicable City policies concerning authorizations, signatures and disbursements.
Section 3.5 Secretary. The secretary shall keep the minutes of all meetings of the Board and books
provided for that purpose, shall give and serve all notices, may sign with the president in the name of the Corporation, and/or attest
the signature thereto, all contracts, conveyances, franchises, bonds, deeds, assignments, mortgages, notes and other instruments of
the Corporation, shall have charge of the corporate books, records, documents and instruments, except the books of account and
financial records and securities, and such other books and papers as the Board may direct, all of which shall at all reasonable times
be open to public inspection upon application at the office of the Corporation during business hours, and shall in general perform
all duties incident to the office of secretary subject to the control of the Board.
Section 3.6 Executive Director, The City Manager of the City of Southlake will serve as the Executive
Director of the Corporation to provide administrative support services for the corporation, and perform duties as prescribed by
Board and City Council.
Section 3.7 The president, vice president, and the secretary shall be named from among the members of
the Board. The treasurer shall be the Director of Finance for the City. Any assistant secretary may, at the option of the Board, be
employees of the City. The legal counsel shall be the attorney for the City and he/she shall designate any other attorney needed by
the Corporation.
Section 3.8 Compensation, Officers who are members of the Board shall not receive any salary or
compensation for their services, except that they shall be reimbursed for the actual expenses incurred in the performance of their
official duties as officers.
7A-2
Cit v of Smithlake- Tpxos
MEMORANDUM
August 24, 2006
TO: Southlake Parks Development Corporation
FROM: Steve Polasek, Director of Community Services
SUBJECT: SPDC Matching Funds Request from Southlake DPS Citizens Association
for professional architectural and engineering services for Bicentennial Park
Safety Town
Action Requested: SPDC recommendation of the Matching Funds Request in the amount of
$7,500 from the Southlake DPS Citizens Association for professional
services for the design of Bicentennial Park Safety Town plus $1,500 for
reimbursable expenses for a total not to exceed $9,000.
Background
Information: The Southlake DPS Citizens Association (SDCA) is requesting SPDC
Matching Funds in the amount of $9,000 for professional services for the
planning, and design for the proposed Safety Town to be located in
Bicentennial Park as previously approved by Parks Board. The
professional services (total of $15,000 plus reimbursable expenses
$3,000) are based on an estimated construction value of $277,000 and
would be performed by Schrickel, Rollins and Associates. As you may
recall, Schrickel, Rollins is currently providing professional services to
the City for the master planning and schematic design of Bicentennial
Park and were selected in part by SDCA for this reason.
If approved, the request will allow for preliminary planning and site
design, architectural services, and cost estimates, The cost for
professional services presented by Schrickel, Rollins represents 5.4 % of
the construction budget and is a substantial reduction from typical fees.
A representative from the Southlake DPS Citizens Association will be
available at your meeting to provide additional information should you
have questions.
Financial
Considerations: Fiscal Year 2005-06 SPDC Matching Funds in the amount of $200,000
are budgeted and there have been two allocations to date in the amount
of $8,500 for BooBoo's Buddies concrete work at the dog park and
$25,000 to the Southlake Baseball Association for Bicentennial Park west
side schematic design. If approved in the amount of $9,000, an
unencumbered balance of $157,500 would remain.
78-1
Southlake Parks Development Corporation
August 24, 2006
Page 2
Financial Impact: Not applicable.
Citizen Input/
Board. Review: Parks Board recommended approval (8-0) at their August 14, 2006
meeting.
City Council will consider immediately following SPDC at their
September 5, 2006 meeting.
Legal Review: Not applicable
Alternatives: SPDC review and recommendation of SPDC Matching Funds request
from Southlake DPS Citizen Association.
Supporting
Documents: Supporting documents include:
• Matching Funds Request Form
■ Proposal from Sehrickel, Rollins and Associates
Staff
Recommendation: SPDC recommendation of a Matching Funds Request in the amount of
$7,500 from the Southlake DPS Citizens Association for professional
services for the design of Bicentennial Park Safety Town plus $1,500 for
reimbursable expenses for a total not to exceed $9,000.
7B-2
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August 24, 2006
Page 4
Schrickel, Rollins and Associates, Inc. 1NIM"
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Lati(#scape Archirecturo IL CiA I lngineeri ng *?Ian n i rig
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Vicki K Oaxtex, ASLA
Kent S. &Slay, A,53,A
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July 11, 2006
Od�,Irt W, Hims, ASLA
Ms. Anne Wis-0, President
SoAilaka DPS Utlzen.&,.soeiation
Alb�-m V4 Rkghm, PE
904 Brazos Drive
ChfNrsao 500trr- ff
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Southlake., Texas 76092
('1147. VOAMe—AMA
Genetm5-N905)
RE., Pmliosalfor Professional Servicav
Bicentennied Park Safety Vown - SouddaAe, Texas
Dear M& Wise
We bave estimated the probable costs needed to design and constmot the Safety Town project
ineluding the following f4emmis:
# Topographic survey
m Geottehnical investigation and soils report
ft preparation, dmolition and eardmork
* Concrete (alms -for towientry sidewalks, foundadort for teaohing ga2obo)
* Buildings (concrete tilt -wall with metal roofs)
Gazebo and shade sheltor
Ommonfal nietal fencing ,%ith entry quad exit -gqop qurrounding conore'to slab
• Pave-inent striping for crosswalks, si&w-alks and streets
Utilities (water and electrio sem,,Ice lines.)
Lighting (area fighting, pedestrian Ughting and traffic light-6)
Landscaping and irrigation . grass, perennials, shrubs, trees, tree gmte, raised back
pion r, planting, mix)
Site amenifies (traffic signs, benches, picnic tables, tTasbcans)
■ Drinking fountains with sorvior. lines
Constrmdo-n design, dooummts
The following is a tabular smeary of costs:
to Topogtuphic survey ........ ........ ....... _.S1,500
a Geotoolufir-ul investigation and report........ ........ -.34,000r
a Probable oons-truction value— -$277,000
* Design thru complefion of construction. doctunents., . S2LOOo
$303,500
:1161 CoTwke Ildve Vv�%L SOC 7_'Wikrnpgton, TY 76006 # i f 7,649.!'�2 t 6 * Nkt�-m 4-T7.fA0,Q! 2 # 0 1 7,60,7645 * �PAO,�SICN.COM,
Southlake Parks Development Corporation
August 24, 2006
Page 5
V R11F
IMAIMM
�Will be deducted froze oompensation if City of Southlake has wailabla for our uRe the
appropriate geoterhnical reports perforrned for the toustmction of the existing tennis centm
our opinion ofprobahle construction costs is $277,000, Sur* figmes ire often used as an
industry strndard as tht basis for dctomnimlrig professional dzsip fees. However, due to the
apecial mtare of this project and its importance to the Community, it is our desire to offer a
discounted compensation.
Tho anioutit of K 9,000 for compensation, will inelude the topographic survey, the ge'atecluilMl
investigation and report the design. sendms. Compensation will be reduced to $15,000 if the
4V.ropriatz gootechnical report is provided by the City. Tlfis is indicated in the attached
Proposal for Profwsio=l SeTvicessLetter Of Agroemom
Please let me, imow if you have any questions or mod additional infibi ination
sin"rely,
SCHRICKEL, ROLLINS AND ASSOCIATES, JNC.
Unda' or all
Senior` Plwmer
1437i
7B- 5
Southlake Parks Development Corporation
August 24, 2006
Page 6
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July 12, 2006
Teoy E. CLNf"tOkr
MZO.. ferfalF';' P�
Om*A & linqfwn' it
Ms. Ame Wiso, President
roc.
DOhw Hih.',
LaHue, P.7
Southlake UPS A&iociation
I�Aey' K,
904 Brazos Dfive
AIWO: %Y,. PVIFir, K
Soiatblaka, Tmas 76092
ChriitiavWhifltpi, PC,
Svzawiz C Ssswk, ASA
Cti nt T.. Wvffrsd ASO
RE., Proposalfar Nofessional Sorpicey
G-N. S6.rIC41 0927-21105,t
BWntEimial Pai* Safety Town — Soathlake, 7 "micas
Dear Mi. Wise:
Schrick-el, Rohl', and Associates, Inc, (lureinafter. SRA), is pleasiA to present this Proposal and
Utter Df Agreement to Southlake DPS Citizen Association (hereinafter, SDCA) for Professional
Service for the Safety Town project to be looatvd in Bicentetmial Park in Southlako,'rexas. SRA
shall perform. the following Professional Services,
flRF
TagU I - Prdladnary PlannintE & Enigneerine To-vestismflon &AnalvA.5
* SRA vd11 conduct, a site visit to ass ms site issues such as, topogral)hy, vegetation, soils,
ass and surr=ding property condifion,5 as they may relate w oT impact the p1qject si W.
to SRA will investigate a-,,,ailability mid rnaans: of providing utilities (water and clecArioit)) to
the project site.
* SRA will evaluate she gmdhig and drahiAgt, issues as they peitain to potential develcypim-ut
within the project site and surrounding area.
* SRA. will hire subconsullants to proyide a topogmpWc, survoy and a geotechnical
investigation and report.
Ta Ek_. a Z; �-Jfto P 12 n
SRA will prepare one (1) site plan depiOug the site arrangenmut naeded for road aligiments
and traffic patterns, building locstiQns and locatimis of site enhancements and amenities,
, ucb as shade structure, landsoape development, etc. for development of the project site.
• TJw site Plan. shall be prepared to City of Southlake standards as required for submittal,
revk�v and approval promses.
Upon .reviewand direction by SDCA, SRA,%411 make revisions to the site p4ai one (1) thne
and pre'simt, tho rinal site plan to SDCA for approval.
Pap I of.';
1161 C4*NiAe Divo ' V&A, SORe 2, 00 Arlin -pin. TX 7600t 4, 312,(1493216 * Metru al �. 640.V, 12 17,64 9.7645 * SPADE51 GNJ-,CJ,,14
Southlake Parks Development Corporation
August 24, 2006
Page 7
V 4 1 Ir'd WA
WOMM
* Additional revisions to: the site plan arc not included in the scope of sonlioes, but may be
requested by SDCA and performed by SRA on an boiu-ly basis if agreed-lo in writing by both
patties.
* SRA will prepar-, a. pz,-Ij rnhiary opinion of probable costs for constraotion of the project
based on the site plan approved by MCA.
I-Olk 3 - CO-ag"M OLD& D—Gquxnenis
SRA will prepare coristruWon documents which include the following elements:
constmetion layout aid details.
• Utilities layout and deWl s.,
Irrigation layout and details.
Grading plan, with erosion control.
Planting plan.
_A.1 CH1TE,QrURE
"ask .4- redesign
Reports and Code Cn
SRA \xU prepare: or provide predesiga criteria for the &l sign of the gazebo, sliade, shol ter a�jd
storage builditg including the followigg element�.,
* Provide code roview for occupancy of the gazebo, shade shelWr and storage building.
* Desip the gazebo, shade shelter and storage building to ADA and TAS codes.
* Provide soi6i repoit for struotural foundation(s).
* Design, straoural foundafion{s) as required.
a Provide complete construction documents for the gazebo, shade Aelter and storage building.
la—Sh 5 - RUL101).ig Dell Dgvelopmgnt and Con siLiLetion, Rocam 'en - ts
SPA will prepare design development and colistruction docwnents in I c - luding the following
elements.-.
• Floor p1mis of building structures.
• Engineo-ring details for a t3,pkal building structure.
• Constration. documents to build the planned SafeV Town,
Pagge 2 of 5
Southlake Parks Development Corporation
August 24, 2006
Page 8
K441
WWAN LIWAM
OPINYON OF FAPBAUL9 r ,0SIS
SRA will prepare a fin -al opinion ofprobable costs for develogmerit of the property based an the site
plan approved by MCA,
MI9(XJ,LANF,!2jYa SERY!"S
k&e0ges; A maximum of four (4) meetings are included in tbisswope (Yf services. SRA will
attend additiortal meetings (not included in this scope of services) as needed and requested in
writing by WCAN if SRA is covipemated on an hourly invoice basis,
.cldi ansi Ntn �iees- I _ Additional Services are services that are not specifically inclu(jed ill t1lis.
scope, of services, Said services shall be described and the compansatioti established and
authorized by SDCA in writing prior to SRA perfomitag services.
—&—imbitrsablo Rximnses; Roinibmable Expenses are, in; ad&ion to SRA's xrnpmsation for
Professiotal Services, and include expanses ineurred by SRA in the interest of the project.
These hiclude primarily printing/reptoducticul costs.
E XCLUSILONS AND. LIMITATIONS
Ille f-blIoNving items are specifically excluded from sere cts provided in this agreement:
I Excluded fro the Basic Ptofcssioxtal Service%, miles$ otherwise pro-videdhor as Additiowd
Professional Services in a Mire Agreement, are the production, provision, coordination or
socuring of.,
A, Environmental Msesments;
B. Pennitfing processes and perm. its,
C. Zoning aud. platting servicw,
D. Relocations of existing utility services,;
E. Trash removal and hamrdous waste removal that may be associated with. the site
preparation and eardnvork;
F. Any situ visits, construatio:n. observations or adminisumfi-ve services during, the
COUstrUCtIOn phase Of the: prOje4Zf,
G. Prof sional representations on behalf of SDCA and as requited ofSDCA by the City of
Soutblake, neighborhood groups and/or at public 13=ings are: not included in this scope
of servlcm ,
R SRA will provido suggesu-d artwork exaiap)os for storefronts and building facades that
will replicate mmples found in SoWhlako Town 8qu . However, produced are , 1�0 p d c designs of
page � of 5
7B - 8
Southlake Parks Development Corporation
August 24, 2006
Page 9
041 PXT
SWAN MWAN
the actuol attwork on the build i4� facades, signage, etc. is not included in this sGoIx of
gen'iees.
2. It is undorstood and agreed that ISM, in satisfying the conditions of this AgrWirleat, is
actin indepciidently, and that SRA assumes no responsibility or liabilities tomiy third party
in connection with this Agremout. This -agreement does not create any tights or henefits for
parties other ftn SRA and MCA.
1 It i.5 understood that the genexal coteaactor and his mbconftactms employed to car Ty out and
install thework get forth i. -a the congtmotion. documents of plans and speci ficallons prepared
by SRA w4l be an independent oontractor, responsible to the SDCA for the proper execufi()n
and performance, of matters "uimd by those construction documents. It is undentood, that
fabrIcatms,material suppliers, artists, laborers, voluntze,7,
and the like who are neruited by tto SDCA. to participate in conamction of the Safety Town
project are solely responsible to the MCA for their acts, intentional or otherwise..
4. SRA does not parAntee, nor is re3ponsi:ble for, the performanmof the Pao ntractor and his
subcommctors who hAs been fmployed by the SMA to perform and carry out the work, nor
for the P eoprmmr"� (A czdh M-M, ra"hauics, fabdoators, mattrial stipplirrs, artists, laborers,
volunteers and the like Who are recmitcd by the SDCA to porform and carry out work on the
Safety Town project, 9RA is not raspopsible f6r delays, darnages, dcfQQt5, car other
imperfections caused by the ccstrt otor or tla.e s u er nan aed parties recruited for iffie, project by
SDCA. SRA is not rtspansiblc' for the means, inethods, sequences, and
tochmiques of constmetion, Nor is SRA rcp -sonsible in any way dot ot tho safety precaution-g
and safety dbligatlom of all related and named parries in connection with: the work.
5., 111'recognition of the relative risks and bmetf L� of theprojeat to both the SDCA and SRA, the
Hs", have, been allocated suelt that SDCA agrees, to the fullest extim)t permitted by law, to
limit the liability of SRA. and its siihoonsultants to the SDCA and to all construction
contracWrs and subcontractou; and uraftnen, mmhanics, fabricators, materiai suppliers,
arti-sts, fabmrs, volunteem and the like who are recruited by the SDCA on the project for
any and all el aims, Josses, oosts, damages of any -nature. whatsoever or c]617,� evpm-,es frGni
any cause or causes, so that. tile WWI aggregate liability of SRA tind itsqtibcomultants to all
thow named shall not excel five thousand dollars ($5,000,00) or SRA's fee for design
services rmderod on thir J . pr*o hichever is the lesser amo-unt. Such claims and causes
include, but are -not limited to, negligence, professional errors or Omissions, strict liability,
bs;ash of contract or waaanty.
Page 4 of 5
Southlake Parks Development Corporation
August 24, 2006
Page 10
Lq Kwi
MMIMMM
TE RMIN IONT ATH
This Letter of Agreoment shall contiuuc until teimination by either party by ghdDg seven (7)
calendar days pflor written notice to the, other party,
C.OMPENSATION FOR P_ROMMS ALSERVICE_$ Corapeasation for Professional Services shall bo the stipulated suui of $19,000. Compensation
will be reduced to $1.5,000 if the appropriate gQotechnical rep art is provided by the City.
SDCA will. be billed on a montbly basis for charges ineatTed the previous month, Povnients K'Iflbe
6Lge 30 days & "i he invoice -g, Invoices not paid within 60 days Of mceipt will I-esult i a stop
L -&L so
work directive from the project manager until full. payniontis rocoivctL
We are entlimimtic about this pTojeot and ready to bcghi upon your written notioc to proceed.
Please acknowledp youraciDeptanae cif this Proposal as the offlicial madauthofi2ed representative of
SDCA by your signal arc mid date of authonizadeii below.
Sire rely,
Sc I ROLLINS AND ASSOCIATES, INC.
Terry Che,6k, L.A., ASLA
Acc-epted:
A Wise, Pment Dar
SDCA
]Wi
1'ago 5 Of 5
7B- 10
City of Southlake, Texas
MEMORANDUM
August 27, 2006
TO: Southlake Parks Development Corporation
FROM: Steve Polasek, Director of Community Services
SUBJECT: Noble Oaks Park Pond Improvements
Action Requested: SPDC review and recommendation for approval of the design of the Noble Oaks
Park pond improvements.
Background
Information: Included with the SPDC Operating Fund budget is $100,000 for improvements to
the pond at Noble Oaks Park to include re -grading of the pond and the addition of
a well to allow for a constant water level. As part of the design process, staff and
the engineering firm of Cheatham and Associates worked with teacher
representatives from Old Union Elementary and Councilmember Carolyn Morris
to develop a plan that includes not only the budgeted improvements but additional
amenities such as landscaping and a pavilion that are listed as bid alternate items
should funding allow.
The proposed design creates a more useable and attractive pond area with gentle
grades along the slope and a well to allow for a constant water source. The plan
also diverts a drainage line around the pond, provides for landscaping, and a
pavilion with dry stack stone columns, green shingle roof, with water and
electricity.
As a side note, Parks Board at their August 14, 2006 meeting approved naming of
the pond after Ms. Linda Pfleger, a former teacher at Old Union Elementary who
passed away during 2001-02 Christmas break from meningitis. Ms. Pfleger was a
beloved colleague and teacher and it is the desire of many in the community and
from the school to remember her by naming the pond in her honor. If the project
is approved, staff would work with the school district to locate a small plaque and
seating area next to the pond in her remembrance.
Financial
Consideration: SPDC operational funding in the amount of $100,000 is currently approved for
this project. The proposed cost estimate of $142,000 exceeds the budgeted
amount and items such as the pavilion and landscaping will be carried as
alternates and may be awarded for construction should funding allow.
Financial Impact: Not Applicable
Citizen Input/
Board Review: Parks Board recommended approval (8-0) at their August 14, 2006 meeting
specifically to include funding for the pond improvements and well (#'s 1 and S of
7C - 1
August 27, 2006
Page 2
the cost estimate), with the other items to be considered as future funding becomes
available.
Planning and Zoning will review this item at their upcoming September 21, 2006
meeting.
Legal Review: Not Applicable
Alternatives: SPDC review and recommendation
Supporting
Documents: Supporting documents include:
Cost estimate
■ Location map
Site layout
Pavilion details
Staff
Recommendation: SPDC review and recommendation for approval of the design of the Noble Oaks
Park pond improvements.
7C-2
August 27, 2006
Page 3
CHEATHAM & ASSOCIATES
1250 E, COPELAND RD. SUITE 900
ARUNGTON, TEXAS 76011
SHEET I OF I
ENC4NEER'S OPINION OF PROBABLE COST
PARK IMPROVEMENTS CONTINENTAL @ CARROLL
SOUTHLAKE 1662
DATE, August 8, 2006
ITEM ITEM DESCRIPTION UNIT PLAN UNIT TOTAL
NO. QTY. PRICE COST
1
900 FT, WATER WELL Q 20-30 GPM W17.6 HP PUMP & STEEL
CASING VVIREQUIRED ELECTRICAL& CQNIROLS
L.S.
1
50000.00
$50,000,00
2
POLYGONGAZEBOGXO-22 SP WITH CONCRETE SLA13 -
N5424W7, ELECTRICAL SERVICE & ROCK COLUMNS
L.S.
1
40000.00
$40,000,00
3
LANDSCAPE IMPROVEMENTS - PLANTINGS - BOULDERS
L.S.
1
7000,00
$7 000-00
4
UTILITIES -WATER SERVICE TO GAZEBO
L.S.
1
1.0000,00
$10,000-00
5
POND IMPROVEMENTS INCL, SPILLWAY, STORM DRAIN,
SOD, EROSION CONTROL AND EXCAVATION
L.S.
1
36000.00
$35,000.00
... ......... ... . . .
........ ..
...
SUBTOTAL CONST. COST
7C - 3
August 27, 2006
Page 4
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August 27, 2006
Page 5
LANDSCAPEPLAN
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August 27, 2006
Page 6
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7C- 6
City of Southlake, Texas
MEMORANDUM
August 27, 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 for approval of the designs for the Bob Jones
Park parking lot improvements.
Background
Information: Parks Board recommended approval of the originally submitted design for the
Bob Jones Park parking lot improvements on July 10, 2006. SPDC, at their July
17, 2006 meeting, discussed the function and maintenance issues involved with
the larger parking lot as it relates to an ecological -friendly designed parking lot
using rocks, wheel stops, Grasstone pavers, and landscape and irrigation
improvements. SPDC recommended that this item be referred back to Parks
Board to consider revisions from Grasstone paver parking spaces to concrete,
thus increasing the total number of spaces to approximately 150 from 122, and
reducing the number of wheel stops. The proposed design of the large parking
area would still incorporate all of the other design elements to include sheet flow
drainage, transitional landscape and irrigation with native landscaping along the
southern edge of the parking lot.
The Parks Board re --considered this item per the recommendations from SPDC
and recommended approval (7-0-1) at their August 14, 2006 meeting.
Based on recommended changes, primarily the utilization of concrete for the large
parking lot, the consultant has provided the revised cost estimate:
— Demolition $ 3,226
— Parking lot # 1 (23 spaces) $ 50,477
Parking Lot#1 (127 spaces) $196,187
— Alternates $ 57,000
• Landscaping, irrigation, and walkways
Total $306,370
Contingency $ 24,000
Funding Available $331,000
Financial
Consideration.: SPDC funding in the amount of $365,800 is currently approved for this project.
Current design and reimbursable fees are $34,250, resulting in $331,550 for
construction costs for both parking areas. Alternate bid items for landscaping
7D - 1
August 27, 2006
Page 2
totaling $27,516 are also included in the design should the construction bids
allow.
Financial Impact: Not Applicable
Citizen Input/
Board Review: Parks Board recommended approval (7-0-1), as per SPDC recommendations, at
their August 14, 2006 meeting.
SPDC recommended referring the parking lot improvement project back to Parks
Board to consider revisions from paver parking spaces to concrete, increasing the
total number of spaces to approximately 150, and to reduce the number of wheel
stops required.
Parks Board recommended approval (8-0), as originally submitted, at their July
10, 2006 meeting.
Planning and Zoning Council will consider at their upcoming September 7, 2006
meeting.
Legal Review: Not Applicable
Alternatives: SPDC review and consideration
Supporting
Documents: Parking lot site plans
Staff
Recommendation: SPDC review and recommendation for approval of the designs for the Bob Jones
Park parking lot improvements.
7'D-2
August 27, 2006
Page 3
BOB JONES PASTS
aasarsrassrs aa.
impliovemma Ewa
wex�-awmxue-
7D-3
August 27, 2006
Page 4
BOB JONES PARK
DUNKIN SIM$ STOFFELS, INC,
L..d.e p. A,chlte I 1p",
IMPROVEMENTS
CRY OF SOUTHLAKE, TEM
7D-4