2006-05-03 CCPD Meeting
SOUTHLAKE CRIME CONTROL & PREVENTION DISTRICT
BOARD MEETING AGENDA
Wednesday, May 3, 2006
7:00 p.m.
LOCATION: Southlake East DPS Facility
DPS Training/Community Room
667 North Carroll Avenue
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 Sessions may be held, under
these exceptions at the end of the Regular Session or any time during the meeting
that a need arises.
A. No executive session.
3. Reconvene: Action necessary on items discussed in executive session
4. PUBLIC FORUM
5. ADMINISTRATIVE COMMENTS:
A. CCPD Sales Tax update
B. DPS facility project update
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 April 5, 2006.
REGULAR AGENDA:
7. Consider:
A. Recommendation to enter into a professional services agreement with RPGA
Design Group, Inc. for the design and construction of a centrally located DPS
facility.
B. Recommendation to amend the FY2005-06 Crime Control District Budget to
include funds for architectural services for a new centrally located DPS
facility.
C. Recommendation to amend the FY2005-06 Crime Control District Budget to
include evaluation, repairs and/or upgrades to foundation and building of the
DPS West facility.
8. Discussion: (There are no items on this agenda.)
9. Adjournment.
CERTIFICATE
I hereby certify that the above agenda was posted on the Official Bulletin Boards at Town
Hall, 1400 Main Street, on Friday, April 28, 2006 at 6:00 p.m. pursuant to the Texas
Government Code, Chapter 551.
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Lori A. Farwell, RMC = i •
City Secretary = v ° v'
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If you plan to attend this meeting and have a dzsability 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.
EXECUTIVE SESSION
Southlake Crime Control and Prevention District Board
SECTION 551.071 CONSULATATION 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 REGARING 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.
A final action, decision, or vote on a matter deliberated in a closed meeting may only be
made in open session.
SOUTHLAKE CRIME CONTROL AND PRVENTION DISTRICT BOARD
MEETING
Wednesday, May 3, 2006
7:00 p.m.
MINUTES
Location: Southlake East DPS, DPS Training/Community Room, 667 N. Carroll Ave.,
Southlake, TX 76092
REGULAR SESSION:
Board Members Present: President Martin Schelling, Stuart Spencer, Bob Mundlin,
Lou Ann Heath, Frank Pittman, Richard Sandow and Craig Sturtevant.
Staff Members Present: Director Rick Smith, Chief of Police Wade Goolsby, Fire
Chief Robert Finn, Director of Finance Sharen Jackson, Assistant City Manager Jim
Blagg and Secretary Diana Green.
Agenda Item No. 1. Call to Order.
The May 3, 2006 CCPD meeting was called to order by President Martin Schelling at
7:05 p.m.
Agenda Item No. 2. Executive Session.
No executive session scheduled.
Agenda Item No. 3. Reconvene.
No executive session to reconvene.
Agenda Item No. 4. Public Forum.
No public forum.
Agenda Item No. 5. Administrative Comments.
Assistant City Manager Jim Blagg was introduced.
A. CCPD Sales Tax update.
Director Jackson gave an update on the sales tax collection. It was reported that
the revenue of collected sales tax is 1 I% at or above that collected in the previous
year.
B. DPS facility project update.
Repair of the West facility will be covered under agenda items 7A and 7B.
CONSENT AGENDA
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Agenda Item No. 6. Consent.
A. Approve minutes of the CCPD meeting of April 5, 2006.
A motion was made to approve the minutes from the April 5, 2006 meeting
with corrections.
Motion: Sandow
Second: Mundlin
Ayes: Schelling, Heath, Spencer, Sandow, Pittman and Mundlin,
Sturtevant
Nays: None
Approved: 7-0
REGULAR AGENDA
Agenda Item No. 7. Consider.
A. Recommendation to enter into a professional services agreement with
RPGA Design Group, Inc for the design and construction of a centrally
located DPS facility.
A draft of the architectural contract reviewed by the City Attorney was presented
to the Board. The issue of adding a project manager for the central facility project
was revisited and discussed. Questions were asked about section 2.65 of the
contract. Concerns were expressed about the language in reference to the amount
of time the architect should spend at the project site. The wording of section 2.65
was discussed in detail and alternate wording suggestions were made. The duties
of the architect were discussed. Staff and Mr. Schelling advised that once a week
is sufficient time for the architect to be at the project site. A question was asked if
there would be a fee associated for any extra time the architect spent on site. The
response was that no extra fee would be charged. A question was asked if the
City was planning to have a project manager in addition to the architect. The
response to the question was that the City will not be budgeting for a project
manager however there is an option to budget for a project manager in the CCPD
budget for this particular project. Section 2.66, reference multiple contractors,
was discussed in detail. It was suggested that section 3.4.9, reference additional
services, be deleted. The Board was advised that they could recommend changes
to the contract but the final negotiation of the contract would be by City Council.
A question was asked why section 7.2, reference arbitration, had been deleted.
Procedures for conflict resolution were discussed.
A motion was made recommending, subject to the comments and corrections
noted by the Board, that the architectural contract be presented to the City Council
for their approval and to have them enter into a contract for architectural services
consistent with the proposed contract.
Motion: Mundlin
Second: Heath
Ayes: Schelling, Sandow, Pittman, Sturtevant, Spencer, Heath,
Mundlin
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Nays: None
Approved: 7-0
B. Recommendation to amend the FY2005-06 Crime Control District
Budget to include funds for architectural services for a new centrally
located DPS facility.
Discussion took place in reference to the adopted FY2005-06 CCPD budget.
Discussion took place concerning the time frame in which the Board would
have to approve amendments proposed for the FY2005-06 budget.
C. Recommendation to amend the FY2005-06 Crime Control District
Budget to include evaluation, repairs and/or upgrades to foundation and
building of the DPS West facility.
A Power Point presentation was given by Chief Finn explaining the cause
of the foundation damage and the repairs performed prior to 2005. The
masonry work is the reported cause of the building (structure) damage. It
was reported that the overall building appears to be sound.
Two options for repairs were outlined:
1) Option 1
Repair Estimates: Foundation $40,000
Repair cracks $10,000
Paint $22,000
Carpet $16,000
$88,500
If this option is chosen then Staff would recommend a budget amendment
not to exceed $100,000 to allow for unexpected cost.
2) Option 2
Hire a Structural Engineer: Structural Engineer $ 7,000
Repair Foundation $40,000
Repair Cracks $10,000
Paint $22,000
Replace Carpet $16,500
$95,500
If this option is chosen the Staff would recommend a budget amendment
not to exceed $110,000 to allow for unexpected costs.
It is recommended that the existing floor covering be upgraded; if engineer does
not recommend foundation repairs staff request to upgrade the current carpet to
meet the facility needs at a cost not to exceed $16,500.
Staff recommends Option 2; the hiring of a structural engineer.
A motion was made to recommend adoption of option 2; to amend the FY2005-06
Crime Control and Prevention District budget to $110,000 for evaluation, repairs
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and/or upgrades to foundation and building of the West facility and to amend the
CCPD budget for $553,000., to include funds for architectural services for a new
centrally located DPS facility.
Motion: Pittman
Second: Spencer
Ayes: Schelling, Heath, Spencer, Sandow, Sturtevant, Pittman,
Spencer.
Nays: None
Approved: 7-0
Agenda Item #8. Discussion.
The scheduling of a structural engineer was discussed.
The CCPD board will not meet June 5, 2006.
The Board and Staff discussed moving the July meeting from July 5th to July 12th.
Discussion of the FY2006-07 CCPD budget will be placed on the agenda for the
July meeting.
Diana will e-mail Board members to see which date is best for the Board
members to meet due to the Forth of July holiday. A question was asked whether
the construction manager contract was ready yet. Staff advised that the contract is
still being worked on; it is being reviewed by the City Attorney.
Agenda Item #9. Adjournment.
A motion was made to adjourn the May 5, 2006 Crime Control and Prevention
District meeting.
Motion: Mundlin
Second: Sandow
Ayes: Spencer, Heath, Schelling, Sturtevant, Pittman, Mundlin,
Sandow
Meeting adjourned 8:00 p.m.
Martin Schelling, President
A t:
Diana Gree Secretary
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