2010-10-11 ' CITY O F
SOUTHLAKE
PARKS AND RECREATION BOARD MEETING: October 11, 2010
LOCATION: 1400 Main Street, Southlake, Texas
Council Chambers in Town Hall
Parks and Recreation Board Members present: Chair John Slocum; Secretary Julie
Landesberg and Board Members Margaret Adams, Sherry Berman, Elaine Cox, Gregg
Formella and Randy Williamson
Parks and Recreation Board Members absent: Kevin Smith and Vice Chair Tina
Wasserman
Staff present: Deputy Director of Community Services Kari Happold and Construction
Manager Peter Kao
Agenda Item No. 1. Call to order. The meeting was called to order by Secretary Landesberg
at 7:02 p.m.
REPORTS /CONSENT AGENDA:
Agenda Item No. 2. Administrative Comments:
A. Construction Management Report — Construction Manager Peter Kao reviewed
the Report and answered questions about Dove Trail, the roundabouts,
Bicentennial Park, North Park, Safety Town, trail markings, GPS locations in the
parks, park dedication fees, bidding process and other projects.
The Board requested a standing item be placed on future Park Board meeting
agendas to provide an update on Safety Town.
Agenda Item No. 3A. Consent: Approval of the minutes from the Joint City
Council /SPDC /Parks and Recreation Board meeting September 13, 2010 — There was a
correction to the minutes to show the September 13, 2010 meeting was called to order by
Chair Slocum.
Agenda Item No. 3B. Consent: Absence of Parks and Recreation Board members — The
Board considered the absence of Park Board member Kevin Smith from the regular Parks
Board meetings held September 13, 2010.
Motion was made to approve the Consent Agenda, including the minutes and absence, as
presented.
Motion: Williamson
October 11, 2010 Parks & Recreation Board Meeting Minutes
Approved November 8, 2010
Page 1 of 3
Second: Formella
Ayes: Adams, Berman, Cox, Formella, Landesberg, Slocum, Williamson
Nays: None
Abstain: None
Approved: 7 -0
Motion carried.
REGULAR AGENDA
Agenda Item No. 4. Public Forum.
No one was present to speak during Public Forum. Public Forum was closed.
Agenda Item No. 5A. Consider: Recommendation to approve a Professional Services
Agreement with Dean Electric, inc., dba Dean Construction, as Construction Manager at Risk
for the North Park Project — Deputy Director Happold presented the item for consideration and
presented information about the selection process that selected Dean Construction as the
proposed Manager at Risk for the North Park project. Chair Slocum explained the Construction
Manager at Risk construction method and its benefit to the City. The total cost for Construction
Manager at Risk services is approximately $584,375, based upon 10.625% of the estimated
construction cost of $5,500,000. The fee includes their role in the Construction Phase and
Supplementary Services. Funding in the amount of $6,666,000 has been included in the FY
2011 SPDC CIP, which City Council approved at their September 21, 2010 meeting. The GMP
(guaranteed maximum price) agreement will come back to the Park Board for their final
approval. The Board discussed this item and staff responded to questions.
Motion was made to recommend approval of the professional services agreement with Dean
Electric, Inc., dba Dean Construction, as Construction Manager at Risk for the North Park
p roject.
Motion: Adams
Second: Williamson
Ayes: Adams, Berman, Cox, Formella, Landesberg, Slocum, Williamson
Nays: None
Abstain: None
Approved: 7 -0
Motion carried.
Agenda Item No. 5B. Consider: Recommendation on SPDC Matching Funds request from
Southlake Baseball Association in the amount of $42,269 for batting cage improvements —
Deputy Director Happold presented the request for consideration and presented information
about the proposed improvements to the batting cages in Bicentennial Park. Southlake
Baseball Association would like to improve the new and existing batting cages with concrete
surfaces, artificial turf and add electrical power. Total cost for the improvements is $84,538.
Funding is available in the SPDC Matching Funds budget. The Board discussed the request
and staff responded to questions regarding the cost of improvements, turf materials, the
October 11, 2010 Parks & Recreation Board Meeting Minutes
Approved November 8, 2010
Page 2 of 3
bidding process, benefits of using a contractor (Dean Construction) already on site, usage of
the cages, and inspection of the nets.
Motion was made to recommend approval of the SPDC Matching Funds request from
Southlake Baseball Association in the amount of $$42,269 for improvements to the batting
cages.
Motion: Cox
Second: Berman
Ayes: Adams, Berman, Cox, Formella, Landesberg, Slocum, Williamson
Nays: None
Abstain: None
Approved: 7 -0
Motion carried.
Other Non - agenda Items
Chair Slocum discussed the Carillon development park dedication requirements and
that the detention pond acreage was removed from the acreage that was initially
included in the park land dedication, leaving park dedication acreage of approximately
26 acres of park land for the development. The current park dedication ordinance is
being revised and the Board will receive an update when completed.
Chair Slocum provided an update on Safety Town and elaborated on how SPDC
matching funds were involved. As a result, the SPDC Matching Funds Policy may be
reviewed and revised to include in -kind services. A special meeting may be called to
consider proposed revisions to the SPDC Matching Funds Policy in early November.
Agenda Item No. 6. Discussion. There were no items on this agenda.
Agenda Item No. 7. Adjournment.
Motion was made to adjourn the meeting at 8:25 p.m.
Motion: Cox
Second: Formella
Ayes: Adams, Berman, Cox, Formella, Landesberg, Slocum, Williamson
Nays: None
Abstain: None
Approved: 7 -0
Motion carried.
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Community Services Department
October 11, 2010 Parks & Recreation Board Meeting Minutes
Approved November 8, 2010
Page 3 of 3
CITY OF
� ! SOUTHLAKE
PARKS AND RECREATION BOARD MEETING
Monday, October 11, 2010
7:00 p.m.
LOCATION: Southlake Town Hall — Council Chambers
1400 Main Street
Southlake, Texas 76092
REGULAR SESSION:
1. Call to order
REPORTS /CONSENT AGENDA:
2. Administrative Comments:
A. Construction Management Report
3. Consent:
A. Approve minutes from the regular Parks and Recreation Board meeting
September 13, 2010
B. Absence of Parks and Recreation Board members
REGULAR AGENDA:
4. Public Forum
5. Consider:
A. Recommendation to approve a Professional Services Agreement with
Dean Electric, Inc., dba Dean Construction, as Construction Manager at
Risk for the North Park Project
B. Recommendation on SPDC Matching Funds request from Southlake
Baseball Association in the amount of $42,269 for batting cage
improvements
6. Discussion: No items this agenda.
7. Adjournment
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Parks and Recreation Board
Meeting Date — October 11, 2010
Page 2 of 2
CERTIFICATE
I hereby certify that the above agenda was posted on the official bulletin boards at
Town Hall, 1400 Main Street, Southlake, Texas, on October 8, 2010 by 5:00 p.m.
pursuant to Chapter 551 of the Texas Government Code.
Papv-c____/0%‘ke;." Lori Payne, T MC `
1 `>
.
City Secretary a a'
If you plan to attend this puisijc • m`dt tirf aneave a disability that requires special needs, please advise
the City Secretary 48 hours irf'acigiatti 817.748.8016 reasonable accommodations will be made to
assist you.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence • Teamwork