2007-04-03 SPDC PacketCity of Southlake, Texas
MEMORANDUM
March 27, 2007 Extra Set
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 — Tuesday, April 3, 2007
Please note the meeting time — Tuesdav April 3rd at 4:00 p.m., in Town Hall Council
Chambers.
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: There are no administrative comments
for this meeting agenda.
3. Agenda Item No. 6A. Consent: Approval of the minutes for the SPDC meeting held
February 6, 2007. 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 tbrooksaci.southlake.tx.us or by calling her at (817)
748-8015.
4, Agenda Item No. 7A. Consider: SPDC Matching Funds request in the amount of $30,000
from the Southlake Girls Softball Association for Bob Jones Park Softball Complex
Improvements — The Southlake Girls Softball Association is requesting $30,000 in SPDC
Matching Funds for improvements to the softball complex at Bob Jones Park to include
concrete walkway expansion, eight bench seating areas, security lighting, playground
area lighting, warm-up area lighting, drainage and surface work in the batting cages, and
the development of a pitchers warm-up area. The proposed improvements will: 1)
provide for additional security and usage lighting between fields and in the plaza area
without resulting in an increase in foot candles along the perimeter of the fields; 2)
improve drainage in the batting cage areas resulting in reduced maintenance and
improved use; 3) establish defined warm-up areas for pitching thus providing added
protection for spectators and reduction in fence damage; and 4) improve the entrance
walkway with the addition of seating.
Funding in the amount of $100,000 ($200,000 total with match) is carried in the FY
2006-07 budget. Allocations to date equal $46,950. If approved in the amount of
$30,000, an unencumbered balance of $23,050 would remain. Parks Board
SPDC Board of Directors
Board Meeting — Tuesday, April 3, 2007
Page 2
recommended approval (5-0) at their March 26, 2007 meeting and City Council will
consider immediately following the SPDC meeting.
Agenda Item No. 7B. Consider: Award of bid to Quality Excavation, LTD, for Noble
Oaks Park Pond Improvements including add alternates for a total amount of $97,870. -
This project was originally bid in December 2006. Bids received far exceeded the
available funds and bids were rejected due to cost considerations. The project was
restructured to remove the well from the scope of work, and was re -bid. Bids were
opened on February 20, 2007, in the City Secretary's office. Two bidders responded and
Quality Excavation, LTD was the low bidder with a cost of $97,870 to include the
alternate items such as the pavilion, associated electrical and water line enhancements,
and landscaping (excludes transport of landscape boulders to be performed by City).
Funding for this project, including add alternate items, is available in the SPDC
Operating Fund. A reference check by the design engineer indicates that Quality
Excavation has performed similar projects and is capable of providing the services
requested. Parks Board recommended approval (6-0) at their March 26, 2007 meeting
and City Council will consider immediately following the SPDC meeting.
6. Agenda Item No. 8. Discussion: There are no discussion items for this agenda.
7. Other item included in your packet for your information:
® Sales Tax Report
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 BOARD
MEETING
April 3, 2007
4:00 p.m.
LOCATION: Southlake Town Hall
City Council Chambers
1400 Main Street
Southlake, Texas 76092
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 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 from the February 6, 2007, Southlake Parks
Development Corporation regular meeting.
REGULAR AGENDA:
Consider:
A. SPDC Matching Funds request in the amount of $30,000 from the Southlake Girls
Softball Association for Bob Jones Park Softball Complex Improvements.
B. Award of bid to Quality Excavation, LTD, for Noble Oaks Park Pond
Improvements including add alternates for a total amount of $97,870.
8. Discussion: No items this agenda.
SPDC Meeting
April 3, 2007
Page 2 of 3
9. Adjournment.
CERTIFICATE
I hereby certify that the above agenda was posted on the Official Bulletin Boards at Town Ball,
1400 Main Street, on Friday, March 30, 2007 by 5:00 p.m. pursuant to the Texas Government
Code, Chapter 551.
o`.ptlTH(
a o.,
Lori A. Farwell, TRMC = = 4
City Secretary
Ifyou plan to attend this meeting and Xtwp�„tdisqjt6lt'iy that 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
April 3, 2007
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.
SOUTHLAKE PARKS DEVELOPMENT CORPORATION MEETING: FEBRUARY 6, 2007
LOCATION: 1400 Main Street, Southlake, Texas
Council Chambers in Town Hall
Board Members Present: President Carolyn Morris, Vice -President Sherry Berman, Secretary Virginia
M. Muzyka, and Board Members Elaine Cox, Laura K. Hill, Gregory Jones (arrived at 4:45 p.m.) and
Mike Mills.
Board Members Absent: None.
Staff Present: Assistant City Manager Jim Blagg, Assistant to the City Manager Ben Thatcher, Director
of Community Services Steve Polasek, and Deputy City Secretary Tara Brooks.
Agenda Item No. 1. Call to order.
The meeting was called to order by President Morris at 4:34 p.m.
Agenda Item No. 2. Executive Session.
President Morris announced the Board would be going into Executive Session pursuant to the Texas
Government Code, Section 551.071, consultation with city attorney; Section 551.072, deliberation
regarding real property; and Section 551.073, deliberation regarding a prospective gift. The Board
adjourned for Executive Session at 4:35 p.m. Executive Session began at 4:37 p.m. and ended at 4:45
p.m.
Agenda Item No. 3. Reconvene.
President Morris reconvened the meeting at 4:47 p.m. and asked if a motion was necessary. No motion
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 December 5, 2006 Southlake Parks
Development Corporation regular meeting.
Motion was made to approve the minutes from the December 5, 2006 meeting, as presented.
Motion: Muzyka
Second: Mills
Unofficial Southlake Parks Development Corporation meeting minutes, February 6, 2007
Page 1 of 2
Ayes: Berman, Cox, Hill, Jones, Mills, Muzyka, Morris
Nays: None
Approved: 7-0
REGULAR AGENDA:
Agenda Item No. 7A. Recommendation of Bicentennial Park Schematic Design. Director Polasek
presented this item to the Board and answered the Board's questions.
Motion was made to recommend approval of the Bicentennial Park Schematic Design, including the
trails and schematic as presented.
Motion: Cox
Second: Hill
Ayes: Berman, Cox, Hill, Jones, Mills, Muzyka, Morris
Nays: None
Approved: 7-0
Agenda Item No. 8. Discussion.
There were no discussion items.
Agenda Item No. 9. Adjournment.
With there being no other business to discuss, President Morris adjourned the meeting at 5:04 p.m.
ATTEST:
Tara Brooks
Deputy City Secretary
Carolyn Morris
President
Unofficial Southlake Parks Development Corporation meeting minutes, February 6, 2007
Page 2 of 2
riff , of 4'ms4h l.a lra Tavae
MEMORANDUM
March 27, 2007
TO: Southlake Parks Development Corporation
FROM: Steve Polasek, Director of Community Services
SUBJECT: SPDC Matching Funds request in the amount of $30,000 from the
Southlake Girls Softball Association for Bob Jones Park Softball Complex
Improvements
Action Requested: SPDC review and recommendation of the SPDC Matching Funds
Request in the amount of $30,000 from the Southlake Girls Softball
Association for Bob Jones Park Softball Complex Improvements.
Background
Information: The Southlake Girls Softball Association (SGSA) is requesting SPDC
Matching Funds in the amount of $30,000 for improvements to the
Softball Complex at Bob Jones Park.
Proposed project improvements include:
• Installation of additional concrete around concession area and
eight(8) concrete bench pads($6,000)
• Purchase of eight (8) new 6' expanded metal benches ($4,000)
• Purchase and installation of security lighting, playground area
lighting, and warm-up area lighting (total of 3 poles) in the
central portion of the four-plex between fields 3 & 5 and 4 & 6
($42,900)
• Purchase of master turf field surfacing, material for batting cages
and pitcher warm-up area ($3,600)
• Drainage improvements at batting cages ($3,500)
• Total Estimated Cost = $60,000
50% Matching Funds = $30,000
The proposed improvements will: 1) provide for additional security and
usage lighting between fields and in the plaza area without resulting in
an increase in foot candles along the perimeter of the fields; 2) improve
drainage in the batting cage areas resulting in reduced maintenance and
improved use; 3) establish defined warm-up areas for pitching thus
providing added protection for spectators and reduction in fence
damage; and 4) improve the entrance walkway with the addition of
seating.
Southlake Park Development Corporation
March 27, 2007
Page 2
Financial
Considerations: Fiscal Year 2006-07 SPDC Matching Funds in the amount of $100,000
are budgeted and $46,950 (KSB Animated Hippo and TPWD Trail
Grant with Southlake Mounted Patrol) has been allocated to date. If
approved in the amount of $30,000, an unencumbered balance of
$23,050 would remain.
Financial Impact: Not applicable.
Citizen Input/
Board Review: Parks Board recommended approval (5-0) at their March 26, 2007
meeting. City Council will consider immediately following the April 3,
2007 SPDC meeting.
Legal Review: Not applicable
Alternatives: SPDC review and recommendation of SPDC Matching Funds request from
Southlake Girls Softball Association.
Supporting
Documents: Supporting documents include:
S Matching Funds Request Form
Staff
Recommendation: SPDC review and recommendation of the SPDC Matching Funds Request in
the amount of $30,000 from the Southlake Girls Softball Association for Bob
Jones Park Softball Complex Improvements.
Southlake Park Development Corporation
March 27, 2007
Page 3
City of Southlake, Texas
PROJECT MATCHING FUNDS REQUEST FORM
PROJECT NAME: Bob Jones Park Softball Complex Improvements
Contact Person:
Mailing Address:
Matt Tuggey — President, Southlake Girls Softball Association
P. O. Box 92643
City: Southlake
Night Phone:
Additional Contact Person:
PROJECT DESCRIPTION:
State: TX ZIP: 76092
Fax Number:
Day Phone: 817-422-1555
Day Phone:
Proposed project improvements include: the installation of additional concrete around concession
area and eight (8) concrete pads for benches ($6,000); the purchase of eight (8) new 6' expanded
metal benches ($4,000),• the purchase and installation of security lighting, playground area
lighting, and warm-up area lighting (total of 3 poles) between fields 3 & 5 and 4 & 6 ($42,900); the
purchase of master turf field surfacing material for batting cage and pitcher warm-up areas
($3,600); and drainage improvements at batting cages ($3,500).
Proposed Start Date: April 2007 Projected Completion June 2007
Date:
Projected Cost: $60,000 Amount of Funds $30,000
Requested:
SPDC MATCHING FUNDS REQUEST
BOB JONES SOFTBALL COMPLEX IMPROVEMENTS
MEMORANDUM
March 27, 2007
TO: Southlake Parks Development Corporation
FROM: Steve Polasek, Director of Community Services
SUBJECT: Award bid to Quality Excavation, LTD, for Noble Oaks Park Pond
Improvements including add alternates for a total amount of $97,870.
Action Requested: Recommendation of award of bid for the Noble Oaks Park Pond
Improvements project including add alternates with the exception of 3A
(transport of landscape boulders to be performed by City) for a total
amount of $97,870.
Background
Information: The City previously approved the design improvements to Noble Oaks
Park pond to include a water well, pond excavation, spillway and storm
drain. Also recommended as bid alternate items was the installation of a
gazebo and landscape improvements around the pond. The original cost
estimates provided by the project engineer for the base bid items totaled
approximately $85,000. The project was originally bid with two proposals
being received and opened on December 19, 2006. Both bids ($251,000
and $271,858, respectively) far exceeded the available funds for the
project, and were rejected due to cost considerations primarily related to
the cost of the well.
As previously discussed, the bid was restructured to remove the well.
City staff will connect a manual water fill line to the existing irrigation
system in Noble Oaks Park to allow the addition of water to the pond
during periods of drought. The base bid includes the pond and spillway
improvements, and alternates include the pavilion (with associated
electrical and water) and the landscaping.
The request for bid was advertised by the City Secretary's office, and bids
were opened on February 20a', 2007 with two bidders responding.
Quality Excavation $40,760 $83,170 with desired alternates*
Fryer Construction $55,000 $125,016 with desired alternates
* Quality Excavation sent a letter to the engineer of record documenting
an error in their bid resulting in an increase of $14,700 to the pavilion
price. It is the opinion of Cheatham and Associates that the error was an
honest mistake. City Attorneys have reviewed the bid documents and the
information from Quality Excavation and have recommended that the
additional $14,700 is eligible to be funded though a change order
resulting in a 17.76% increase in the contract price including desired
Southlake Parks Development Corporation
March 27, 2007
Page 2
alternates. This would bring the total bid amount from Quality
Excavation to $97,870.
Quality Excavation, LTD has performed satisfactorily on contracts of
similar size and scope and it is the recommendation of the design
engineers, Cheatham and Associates, that Quality Excavation is capable
of completing the contract requirements.
Financial
Considerations: Project funding in the amount of $99,135 is available in the fiscal year
2006-07 SPDC operating budget.
Financial Impact: Low bid is within the budgeted amount.
Citizen Input/
Board Review: Park Board recommended this item (6-0) at their March 26, 2007
meeting.
City Council will consider this item at their April 3, 2007 meeting
immediately following SPDC.
Legal Review: Legal opinion from City attorney allows correction of pricing for
Alternate IA through the change order process.
Alternatives: Review and recommendation.
Supporting
Documents: Supporting Documents include:
• Bid Tabulation
■ Letter from Contractor regarding pavilion quote
Staff
Recommendation: Recommendation of award of bid to Quality Excavation, LTD, for the
Noble Oaks Park pond improvements including add alternates (lA -
12A, excluding 3A) for a total amount of $97,870.
• : i
CHEATHAM & ASSOCIAT1ES BID TABULATION
�� - - --- - - - ---- - - - - - --- ---------------- ---------------- -
1 OWNER- CITY OF SOUTHLAKE Quality Excavation, LTD Fryer Construction Co.
5620 Highway 377 P.O. Box 76
JOB TITLE: NOBLE OAKS POND IMPROVEMENTS Aubrey, TX 76227 Argyle,- TX 76226
PHONE: 9401365-0800 PHONE: 9401395-3433
PROJ. MGR: DAVID MAYES FAX: 9401365-5961 FAX.' 9401464-7669
AMT. BID: $40,760.00 AMT. BID: $55,000.00
BID DATE: February 20, 2007 JOB NO. 1662'
ITEM
NO.
I ITEM DESCRIPTION
UNIT
PLAN
CITY.
UNIT
PRICE
COST
UNIT
PRICE
COST
I
UNCLASSIFIED POND EXCAVATION - -
C.Y.
830
23.00
$19,090.00
30.00
$24 900.00
2
CONST. POND SPILLWAY
S.F.
600
9.00
$5,400.00
12.00
$7,200.00
3
F&I NATIVE BERMUDA BLOCK SOD
S.F.
3,600
0.70
$2,520.00
0.70
$2,520.00
4
F&I 18" DIA. CORRUGATED POLY STORM PIPE
L.F.
230
45.00
$10,350.00
76.00
$17,480A0
_
5
REMOVE & DISPOSE OF EXIST. GRATE INLET
L.F.
25
40.00
$1,000-00
52.00
$1,300.00
6
EROSION CONTROL
LF.
1
1200.00
$1,200.00
1000.00
$1,000,00
i 7
HYDROMULCH
MIX
L.S.
4,000
0.30
$1,200.00
0.15
$600,00
TOTAL BID PRICE _..
_$40.760.00
$55 000.00
(I EMS 1 - 7
ADD ALTERNATES
1A
FURNISH & CONST. PARK PAVILION
L.S.
1
19000.00
$19 000:40
35000.00
$35,000.00
2A
CONST. 25' DIA. HEX. SLAB W/SIX STRUCT. FOOTINGS
L.S.
1
4000.00
$4,000.00
8400,00
$8,400,00
3A
TRANSPORT & INST. LANDSCAPE BOULDERS
EA,
12
500.00
$6,000-001
110.00
S1,320.00
4A
F&I 3" CALIPER BALD CYPRESS TREES
EA_
1 3
570.00
$1,710.00
721.00
S2,163.On
t 5A
F&I 3" CALIPER EVE'S NECKLACE
EA.
2
570.00
$1,140.00
711.00
$1,422.00
6A
F&€ 3" CALIPER POSSUMHAW HOLLY
EA-
2
570.00
$1,140.00
940.00
$1,880,00
7A
F&I ONE GAL. HARDY WATER LILIES
EA.
20
$40.00
$800.00
40.00
$800.00
8A
F&I ONE GAL. BUTTERFLY WEED SCLEPIAS)
EA.
20
$35.00
$700.00
30.00
$600.00
9A
F&I 1 %a' DIA. ELECT. CONDUIT
�_ LF.
233
10.00
$2,330.00
17.00
$3,961.00
10A
F.€ & CONNECT ELECT. PANEL BOX
L.S.
1
4000.00
S4,000.00
4500.00
$4,500.00
11A
F&I 2" ➢IA. SDR 9 POLY FUSED WATER PIPEIBORING
L.F.
74
35.00
$2,590.00
85.00
$6,290.00
12A
F&I 2" D€A. SCH. 40 PVC WATER PIPE
L.F.
250
20.00-
$5,000.00
20.00
$5,000.00
ava WIIn
5620 Highway 377
Aubrey, TIC 76227
Sao-36s-"N
February 23, 2-W
David Mays, project Manager
Cheatham and Associates
2233 Avenue 3 # 107
Arlington, Texas 76006
Re. Nobles Oaks Pond Improvements Southlake, Texas
Mir. ?David Mays,
As per our conversation yesterday this letter will confirm the error in our bid on
above referenced project. I used the price for installation only and did not include
the cost of the building, The actual cost of the building including installation would[
be $ 33,700.00. I have attached copy of sub bid received prior to letting:
soles
Ron Davis
SOUTHLAKE PARKS DEVELOPMENT CORPORATION
1(2% SALES TAX REPORT
2006-07
Collected
Budget
Balance
Budget
to Date
Balance
Percent
$ 4,285,000
$1,457,880
$2,827,120
65,98%
FISCAL
FISCAL
FISCAL
YEAR
% Inc
YEAR
% Inc
YEAR
,% Inc
MONTH
04.05
-Dec
05-06
-Dec
06-07
-Dec
October
$203,269
13.2%
$459,781
126.2%
$332,430
-27.7%
November
231,403
26.5%
256,504
10.8%
305,131
19.0%
December
354,293
18.3%
405,410
14.4%
544,759
34.4%
January
214,607
23.3%
246,505
14.9%
275,560
11.8%
February
202,142
28.1%
234,949
16.2%
-
-100.0%
March
314,982
26.7%
361,225
14.7%
-
-100.0%
April
242,241
18.4%
305,284
26.0%
-100.0%
May
241,379
8.0%
311,753
29.2%
-
-100.0%
June
309,404
39.5%
442,816
43.1%
-
-100.0%
July
221,883
9.4%
251,080
13.2%
-
-100.0%
August
255,788
33.4%
316,523
23.7%
-
-100.0%
September
301,937
21.8%
380,921
26.2%
-
-100.0%
$3,093,328 1
$3,972,753 1
$1,457,880
TOTALI
Three Year Revenue
Comparison
by Month
$600 000
<
$200000
$100 000
1s r k "' ..�. =fit
":x
k "•,
po,p�'
�o Leo
Sao deb
®FISCAL YEAR 04-05 Is FISCAL
YEAR 05-06 19 FISCAL YEAR
06-07
Actual
Budget
Actual Estimated
(budget-est.)
%
2005-06
2006-07
2006-07 2006-07
Difference
Change
October
$
459,781
$
295,919 $
332,430 $
332,430
$ 36,511
7.35%
November
$
256,504
$
305,665 $
305,131 $
305,131
$ (534)
-0.19%
December
$
405,410
$
467,274 $
544,759 $
544,759
$ 77,485
17.70%
January
$
246,505
$
295,880 $
275,560 $
275,560
$ (20,320)
-7.63%
,February
$
234,949
$
282,416 $
- $
282,416
$ -
0.00%
March
$
361,225
$
418,617 $
- $
418,617
$ -
0,00%
April
$
305,284
$
337,279 $
- $
337,279
$ -
0.00%
May
$
311,753
$
345,256 $
- $
345,256
$ -
0.00%
June
$
442,816
$
486,620 $
- $
486,620
$ -
0.00%
July
$
251,080
$
279,814 $
- $
279,814
$ -
0.00%
August
$
316,523
$
350,401 $
- $
350,401
$ -
0.00%
September
$
380,921
$
419,861 $
- $
419,861
$ -
0.00%
TOTALS $
3,972,753
$
4,285,000 $
1,457,880 $ 4,378,142.19
$ 93,142