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2008-04-08 City of Southlake Crime Control & Prevention District Meeting Minutes 4/08/2008 SOUTHLAKE CRIME CONTROL AND PREVENTION DISTRICT BOARD MEETING Tuesday April 08, 2008 7:03 pm MINUTES Location: Southlake West DPS, DPS Training/Community Room, 2100 W. Southlake Blvd., Southlake, TX 76092 Board Members Present: Biff McGuire, Bob Mundlin, Richard Sandow, Martin Schelling, Craig Sturtevant, Robert Williams Board Member(s) Absent: LouAnn Heath Staff Members Present: Director Jim Blagg, Chief of Police Wade Goolsby, Fire Chief Robert Finn, REGULAR SESSION 1. Call to order The April 8, 2008 meeting was called to order at 7:03pm 2. Executive Session No executive session 3. PUBLIC FORUM None 4. ADMINISTRATIVE COMMENTS None CONSENT AGENDA: All items listed below are considered to be routine by the Southlake Crime Control and Prevention District 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. 5. Consent: A. Approve minutes of the Crime Control and Prevention District Meeting held on February 12, 2008. 1 City of Southlake Crime Control & Prevention District Meeting Minutes 4/08/2008 B. Approve minutes of the Crime Control and Prevention District Meeting held on March 25, 2008. On the Consent Agenda, Chairman Schelling pointed out errors on the March 25, 2008 minutes. (See below) On Guest Speakers: Page 1 Change Ralf to Ralph, change Garya to Garza Page 2 delete F. entirely it's the same as D. A motion was made to approve the minutes from February 12, 2008 and March 25, 2008 with corrections. Motion: Williams Second : Mundlin Ayes: McGuire, Mundlin, Sandow, Schelling, Sturtevant, Williams Nays: None Approved: 6-0 REGULAR AGENDA: 6. Discussion The Central Facility and Construction bid updates A. Staff advised the Board that they would be asked to approve Change Order No.1 to Amendment No. 1 to the Construction Manager at Risk contract with Lee Lewis Construction, Inc. in the amount of $23,299,449.00 for the construction of the new DPS headquarters. The Board was reminded that Amendment No.I was approve in the Construction Manager at Risk contract presented to the Board in late November 2007 for $1,925,913.00 That figure would include the construction cost for the site work, demolish, utility work and all the work that's currently being performed on site. The Amendment Staff is asking the board to consider is basically for the rest of the construction of the facility to include landscaping, irrigation systems, north property line fencing, masonry security, fencing and gates at east and west entries, structured parking (two levels), complete building construction, A/C Systems, security systems, data communications cabling and lab equipment. That would include everything except furniture, fixtures and equipments. The Construction Manager prepared bid documents based on the design work prepared by Robert Garza. Those bids were received March 12, 2008. Following the opening of those bids the Construction Manager determined the best bid. It is estimated that the work would take approximately twenty one months and can not exceed this time frame in this change over; the price is set. City of Southlake Crime Control & Prevention District Meeting Minutes 4/08/2008 The original estimate for the project was approximately $28,000,000 and the original construction bid was $23,420,532. The bid we are recommending is $23,994,553 which increases the construction cost by approximately $1.8 million above the original estimate. The overall project including furniture, fixtures, equipment, architect engineering cost, land and sight acquisition was $28,354,176. This raises the total cost to $29,627,735 which is an increase of about $1.2 million or about 4 1/2 % of the total project cost. The Board was advised that Crime Control Funds could be put into Capital Improvement Funds, which would require that some of the District's reserves be used jointly with short-term bonds; these could be paid off in two to three years. Finance Director, Sharen Jackson has indicated that short term Commercial Paper in the amount of $4 million would need to be issued in FY 2009 estimating the pay off two to three years. Discussion took place. Sharen Jackson answered questions on Cash Flow. A board member asked how much was the interest rate? Answer was 4.5 A Board member voiced concerns over the increase in prices and questioned what would happen if the price of concrete and steel continued to increase. Discussion took place. Staff advised that the original cost of the preliminary drawings for the project was made back in late 2005 based on 2005 prices. Lee Lewis has advised that the biggest increase in cost is due to increases in the masonry cost. There has been an increase of $1.5 million since the design of the project. The additional cost is attributed to the price of the cast stone and intricacies of the design based on the Board and Council Members desire to have the new building resemble Town Square as much as possible. Documents were provided to the Board Members showing that there is $700,000 worth of alternatives to be considered. These alternatives are almost all masonry work or some sort of cast stone. Discussion took place in reference to whether Staff has maximized engineering opportunities. Discussion took place about who would review the alternatives. Staff would review the alternatives but the Board was invited to review them as well. Discussion took place in reference to the addition of Municipal Courts and how that would affect the increase in cost. An update was given by the consultants/contractors on the progress of construction. Additional discussion of Change Orders took place. Motion: A. Approve Change Order #1 to Amendment #1 of the Construction Manager at Risk contract with Lee Lewis Construction, Inc. in the amount of $2,294,853 for the construction of the new DPS headquarters. City of Southlake Crime Control & Prevention District Meeting Minutes 4/08/2008 Motion: Mundlin Second: Sandow Ayes; McGuire, Mundlin, Sandow, Schelling, Sturtevant, Williams Nays - None Approved - 6-0 The date of the next Crime Control & Prevention District meeting was discussed and it was decided to stick to the scheduled meeting on May 11, 2008. The Board Members are to be notified of any change in date. 7. Adjournment. A motion was made to adjourn the April 8, 2008 CCPD meeting. Motion: Williams Second: Sturtevant Ayes: McGuire, Mundlin, Sandow, Schelling, Sturtevant, Williams Nays: None Approved: 6-0 Meeting adjourned at 7:28 p.m. artin Schelling, President Melissa Rodriguez, Secret