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2008-07-08 City of Southlake Crime Control & Prevention District Meeting Agenda 7/8/2008 SOUTHLAKE CRIME CONTROL & PREVENTION DISTRICT BOARD MEETING Tuesday, July 08, 2008 Minutes LOCATION: Southlake West DPS Facility 2100 West Southlake Boulevard Southlake, Texas 76092 REGULAR SESSION: Board Members Present: Martin Schelling, Biff McGuire, Bob Mundlin, Robert Williams and Craig Sturtevant Staff Members Present: Director of Public Safety Jim Blagg, Interim Police Chief Robert Finn, Finance Director Sharen Jackson and Police Services Divisional Assistant Melissa Rodriguez, Fire Services Divisional Assistant Diana Green. Contractors and Consultants Present: Smith Dorman, Project Manager with Lee Lewis Construction; Mike Morgan, Senior Project Manager with Lee Lewis Construction; Robert Garza, with RPGA; Jamie Palmquist with Palmquist Design Studio. Agenda Item No.1 Call to order: The July 08, 2008 CCPD Meeting was called to order by President Martin Schelling at 7:04 p.m. Agenda Item No. 2. Executive Session: No executive session. Agenda Item No. 3. Reconvene: No action. Agenda Item No. 4. PUBLIC FORUM: No Public Forum Agenda Item No. 5. ADMINISTRATIVE COMMENTS: A. Financial Update An update on sales tax was given by Jim Blagg, Director of Public Safety. Through the end of April sales tax has been below budget for three months out of the year. Currently taxes are around $192,000.00 above our budget estimate for 2008. Sales tax continues to remain relatively strong. Sharen Jackson will comment on sales tax later this evening. B. Update on DPS Headquarters Public Art Update on DPS Headquarters Public Art was given by Jim Blagg. Mr. Blagg advised the Board that Bob Mundlin and Robert Williams were present for the Art Proposal meeting. Twenty 4 City of Southlake Crime Control & Prevention District Meeting Agenda 7/8/2008 artists responded to the request for proposal and their submissions were reviewed at the meeting. The group scored the submitted proposals and selected seven individuals: Liz Bonum, Dennis Farris, Archie Sinclair, Rachel Black, Eric Capulsta, Yen Quen and Susie Chisolm. Each individual was mailed a letter which indicated for them to submit some additional information, drawings or an example of what they might propose; these are due back by the end of August. From the selected individuals we will select some of the artists to provide us with larger art samples and we will sit down with the Southlake Art Council Advisory Board to review them. Board Member advised that they certainly appreciate all of the artists submitting their proposals and that all artists were very talented. It was said that the committee generally had a higher appreciation for the traditional art as apposed to the modern. CONSENT AGENDA: Azenda Item No. 5. Consent: Approve minutes of the April 28, 2008 CCPD Meeting A motion was made to approve April 28, 2008 CCPD meeting minutes. Motion: Mundlin Second: Sturtevant Ayes: Mundlin, Sturtevant, McGuire, Williams, Schelling Nays: None Approved: 5-0 REGULAR AGENDA: Aeenda Item No. 6. Discussion: A. DPS North Property initial design and projected costs; receive direction from Board. A verbal presentation on initial design and cost for a North DPS facility was given by Mr. Blagg. He began by informing the Board that under our purchasing policy and state purchasing policy architectural services are considered professional services and do not have to be bid nor are we required to ask for proposals. Mr. Blagg informed Board that Robert Garza, his staff and office have been excellent to work with. Mr. Blagg advised the Board that the Staff's recommendation is to attempt to negotiate a contract with Robert Garza for the design of the NDPS facility. Mr. Blagg provided preliminary information for a 33,000 square foot building that would include: 11,000 square foot firing range below the building, a 75,000 sq. ft. outdoor paved driving/training course for both police and fire and 14,000 sq. ft. fire tower. Preliminary costs for North DPS facility were also included in presentation. The Board advised Staff that they have discussed moving forward with a North DPS Facility once the Central facility was started and behind us. The Central facility is started and we need the fire response at North property, so we think it's time we move forward if everyone is in agreement. Discussion took place. Staffing and operating expense for NDPS Facility were also discussed. It was asked if other than the shooting range and driving/training course would there be any other police type services. Staff informed the Board that the building will have classrooms to conduct training on an on going basis for both police and fire but all other police staffing will be at the Central facility. Board asked what it is Staff is asking of the Board. Mr. Blagg informed that they want approval to negotiate contract for design and needs assessment with Robert Garza. City of Southlake Crime Control & Prevention District Meeting Agenda 7/8/2008 Board inquired about community rooms for public. Staff advised that it hopes Central Headquarters will help provide community rooms and that it will mirror Town Hall policies for use of community rooms. Discussion on whether or not the firing range and driving/training course were really a necessity took place. Board asked if they eventually say yes to the idea of negotiating a contract with Robert Garza.; when does City Council come in? Staff advised that the board would first approve the contract and then make recommendation to City Council and Council would have the ultimate decision making authority over the contract. Board gave consensus to move forward with DPS North facility. A. Progress of construction of DPS headquarters Mr. Blagg advised board that Robert Garza and members of his staff with RPGA are present as well as Mike Morgan and Smith Dorman from Lee Lewis Construction & Co. Mike Morgan/Senior Project Manger and Smith Dorman/Project Manager gave update on DPS headquarters construction. They advised the Board that they are about 90% complete with the utilities in the ground. Mike advised the Board that all the peers are complete, the grade beams are going in, and the basement wall is being built. The line for the roads has started for road construction and that's important to us for access to the project. Contracts are written, bonds are in place, purchase orders are out and project is progressing really well. Board inquired about steel pricing. Discussion took place. Robert Garza with RPGA and Jamie Palmquist with Palmquist Design Studio presented a finish board which was made to give the Board a sense of the materials selected for the interior design of Central Facility. It was mentioned that protective wall coating was removed from the initial design plan due to the purpose of cost savings. Board voiced concerns. Discussion took place. It was decided that Robert Garza would consult with Board before ruling out protective wall coating. Board asked if brick selections for exterior have been completed. Robert Garza informed the Board that selections are completed and ACME is working on the orders now. Robert Garza proceeded with finish board presentation. Board member asked if court room or any part of building would have metal detectors or if we will design building so that if we need them in future. Staff advised board that it has been considered. Discussion took place Agenda Item No. 7. Consider: A. Approval of FY2009 Operating Budget and CIP A power point presentation was given by Mr. Blagg on the Strategic Management System. Mr. Blagg advised board that the budget they have put together is based on this system and it drives the decision making we do around our budget process. Mr. Blagg advised the Board of items they are asking to be considered in the CCPD Operating Budget and CIP which included: surveillance media conversion system for Criminal Investigations Division; property and evidence processing software; public art for DPS Headquarters; fiber optic connections to DPS; purchase of 10 laptops for police vehicles and funds to move forward with DPS Headquarters construction. Further discussion on approval of FY209 budget took place. Finance Director Sharen Jackson briefed Board on current fund balances. Board asked about issuance of bonds/securities as we build Headquarters. Mrs. Jackson informed Board that in 2009 City of Southlake Crime Control & Prevention District Meeting Agenda 7/8/2008 we may have to issue short term bonds with a repayment of maybe two years, but that would be the only year we would have to issue any type of bonds to fund the new facility. A motion was made to approve FY2009 CCPD Operating Budget and CIP. Motion: Bob Mundlin Second: Biff McGuire Ayes: Mundlin, McGuire, Sturtevant, Williams and Schelling Nays: None Approved: 5-0 B. Approval of Security Camera Contract with Redmoon in the amount of $328,362.00 Staff is asking Board for approval of contract with Redmoon Inc. for the purchase and installation of Phase III of security cameras in Town Square, in the amount of $328, 362.00. Staff issued a request for bid several months ago and 3 companies attended the pre-bid, only Redmoon Inc. submitted a proposal us. The number and location of new cameras were discussed. Staff briefed Board on successes of currently installed cameras. Board and Staff discussed cost of new camera Phase III. It was asked if the new cameras would tie into current system with no problem. Staff answered yes. Board asked when the City would assume operational responsibility. Staff advised that if a five year service agreement was purchased it will be budgeted in City's general operating fund. Further discussion on benefits of installing Phase III took place. A motion was made to approve Phase III security camera contract with Redmoon Inc. Motion: McGuire Second: Mundlin Ayes: McGuire, Mundlin, Williams and Schelling Nays: Sturtevant Approved: 4-1 Agenda Item No. 8. Adjournment A motion was made to adjourn the July 8, 2008 CCPD meeting. Motion: McGuire Second: Mundlin Ayes: McGuire, Mundlin, Sturtevant, Williams and Schelling Nays: None Approved: 5-0 The meeting was adjourned at 8:19 p.m. Martin Schelling, President Melissa Rodriguez, Secre