2008-04-08 CCPD MeetingCity of Southlake
Crime Control & Prevention District Meeting Agenda
4/8/2008
SOUTHLAKE CRIME CONTROL & PREVENTION DISTRICT
BOARD MEETING AGENDA
Tuesday, April 8, 2008
7:00 p.m.
LOCATION Southlake West DPS Facility
DPS Training /Community Room
2100 W. Southlake Blvd.
Southlake, Texas 76092
REGULAR SESSION
1. Calf to order.
2. Executive Session
No executive session.
3. Reconvene Action necessary on items discussed in Executive
Session.
No actions.
4. PUBLIC FORUM
5. ADMINISTRATIVE COMMENTS:
A. 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.
6. Consent:
A. Approve minutes of the Crime Control and Prevention District Meeting
held on February 12, 2007.
B. Approve minutes of the Crime Control and Prevention District Meeting
held on March 25, 2007.
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City of Southlake
Crime Control & Prevention District Meeting Agenda
4!$12008
REGULAR AGENDA:
7. Discussion:
A. Central facility and construction bid update.
8. Consider:
A. Approve Change Order #1 to Amendment #1 to the Construction
Manager at Risk contract with Lee Lewis Construction, Inc. in the
amount of $23,294,853 for the construction of the new DPS
headquarters.
9. Adjournment.
CERTIFICATE
I hereby certify that the above agenda was posted on the Official Bulletin Boards
at Town Hall, 1400 Main Street, Southlake, Texas on Friday, April 4, 2008 by
6:00 p.m. pursuant to the Texas Government Code, Chapter 551.
Lori Payne, TRM o �c • •• ° '••��►�
City Secretary �.
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If you plan to attend this men in and hay a ° �ifisability that requires special needs, please
advise the City Secretary's Oft�e 48'7' rs advance at 817 -748 -8016, and reasonable
accommodations will be made to asp' mNo �''�
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City of Southlake
Crime Control & Prevention District Meeting Agenda
4/8/2008
EXECUTIVE SESSION
Southlake Crime Control and Prevention District Board
SECTION 551.071 CONSULTATION WITH ATTORNEY
The Southlake Crime Control and Prevention District 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 Crime Control and Prevention District 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 Crime Control and Prevention District 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 Crime Control and Prevention District Board may conduct a
closed meeting to deliberate a negotiated contract for a prospective gift or
donation to the City.
SECTION 418.1830: TEXAS DISASTER ACT
The Southlake Crime Control and Prevention District Board may conduct a
closed meeting to deliberate information: 1) for purposes of preventing,
investigating, or responding to an act of terrorism or related criminal activity and
involving emergency response providers, their staffing, contact information and
tactical plans; 2) that relates to the risk or vulnerability of persons or property,
including infrastructure, to an act of terrorism; 3) that relates to the assembly of
an explosive weapon, the location of a material that may be used in a chemical,
biological or radioactive weapon, or unpublished information pertaining to
vaccines or devices to detect biological agents or toxins; 4) that relates to details
of the encryption codes or security keys for a public communication system; 5)
that relates to a terrorism - related report to an agency of the United States; 6) that
relates to technical details of particular vulnerabilities of critical security systems
intended to protect public and private property from an act of terrorism. The
Texas Disaster Act specifically requires that a tape recording of the closed
meeting be made.
A final action, decision, or vote on a matter deliberated in a closed meeting may
only be made in open session.
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.
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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