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2004-01-07 CCPD Meeting City of Southlake, Texas SOUTHLAKE CRIME CONTROL & PREVENTION DISTRICT BOARD MEETING Wednesday, January 7, 2004 7:00 p.m. LOCATION: Southlake East DPS Facility, 667 North Carroll Avenue. REGULAR SESSION: 1. Call to order. 2. Executive Session: Pursuant to the Open Meetings Act, Chapter 551, Texas Government Code, Section 551.071, Consultation with attorney, Section 551.072, Deliberation regarding real property, or Section 551.073 Deliberation regarding prospective gift. Executive Sessions may be held, under these exceptions at the end of the Regular Session or at any time during the meeting that a need arises. 3. Reconvene: Action necessary on items discussed in executive session. 4. Administrative Comments. 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. Approval of the minutes of the Crime Control and Prevention District meeting held November 5, 2003. 6. Discussion: A. Sales Tax Report B. North DPS Facility - Architects Presentation 7. Consider: A. Approve funding for RPGA as architectural firm for North DPS Facility. 8. 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, January 2, 2004 at 6:00 p.m. pursuant to the Texas Government Code, Chapter 551. V • • Lori A. Farwell, City Secretary If you plan to attend this meeting and have a disability that requires special needs, please advise the City Secretary 48 hours in advance at 8171481-1519, and reasonable accommodations will be made to assist you. 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 Parks Development 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. 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 Prevention District Board Meeting January 7, 2004 MINUTES Board Members Present: President Martin Schelling; Members: Bob Mundlin, Stuart Spencer, Pam McCain, and Craig Sturtevant. Board Members Absent: Lou Ann Heath, Frank Pittman Staff Present: Director of Public Safety Rick Black, Finance Director Sharen Elam, Chief of Police Services Marlin Price, Chief of Fire Services Robert Finn, Professional Standards Coordinator Ashleigh Douglas, and Administrative Secretary Bobbye Shire. Agenda Item No. 1. Call to Order. The meeting was called to order by President Martin Schelling at 7:05 p.m. Agenda Item No. 2 and 3, Executive Session. No Executive Session was held. Agenda Item No. 4. Administrative Comments. Director Rick Black introduced Professional Standards Coordinator Ashleigh Douglas to Board Members and gave a brief overview of her responsibilities. Agenda Item No 5A Approval of the Minutes of the Crime Control and Prevention District Board Meeting held November 5, 2003. Motion was made to approve the minutes as presented. Motion: McCain Second: Spencer Ayes: Schelling, Sturtevant Nays: None Abstain: Mundlin Approved: 4-0-1 Agenda Item No. 6A. Discussion - Sales Tax Report. Finance Director Sharen Elam stated the report included in the packet shows that collections are above budget. Ms. Elam also advised that this report would be the last to include Wal-Mart figures. Agenda Item No 6B Discussion - North DPS Facility - Architect Presentation. Twenty minute presentations were made by Phillips Swager Associates and RPGA Design Group, Inc., respectively. Introductions for the Core Team of representatives for Phillips Swager Associates (PSA) were made: Dean Roberts introduced himself as Planner Designer with national experience, police and fire understanding, design awards recipient, who will commit firm resources. John Main, Project Manager, introduced himself as the primary point of contact with public safety SCCPD Meeting January 7, 2004 - Page 1 of 3 experience, Southlake Public Safety understanding, in charge of schedule control and coordination with the Construction Manager. Donald Wertzberger, Project Architect, stated he has public safety experience as well as technical expertise, and will be in charge of cost control, detail follow through and documentation of quality control. Dirk Dalhausser introduced himself as Design Principal/Design Charette Leader with public safety experience, in charge of design quality control. PSA plans to use the above Core Team on the North DPS project, just as they did on Southlake's West DPS project. Overall the presenters emphasized PSA's experience and continuity of service. They referenced past projects and provided color photos of previously completed projects. Sketches of various views of concept buildings were presented. PSA spoke to the functionality of space on each design and pointed out the assorted breakdowns in roof forms. Each building design offered a general feel of an urban campus style setting. PSA stressed that the City of Southlake will ultimately determine how the building will look and PSA, in turn, will provide a quality project with emphasis geared towards their uniqueness, experience, design, and track record on other projects. PSA pointed to their past experience working with Construction Managers on projects similar to Southlake's and stated there have been many lessons learned from working on a multitude of projects. PSA's project schedule will consist of early CM involvement, stakeholder involvement, a comprehensive planning process, bidding coordination with CM, and Construction administration involvement. Their project cost outline includes design phase cost management, construction phase cost management, a proven cost model, addressing all project costs, and coordination with the Construction Manager. In summary, PSA placed importance on their depth of experience, including 45 police facilities and 30 fire facilities - eight of which are combination Police and Fire with shared and distinct spaces; their demonstrated performance as to final cost and schedule; their design in relation to response to context, participatory process, state of the art and timeless architecture; and their desire. President Schelling called a ten minute break at 7:30 between presentations. Mr. Robert Garza introduced himself and Mr. Javier Lucio, Principals of RPGA Design Group, Inc. He thanked the Crime Control & Prevention District Board and the Selection Committee for allowing their firm to make their presentation. Mr. Garza stated an assembled Team would work together on the project with each member extending a shared philosophy and vast experience in each of their related fields. The Team would consist of the following: Owner, City of Southlake Department of Public Safety Construction Manager Agent - To be Determined Architect - RPGA Design Group, Inc. Consultant Architect - McClaren Wilson & Lawrie, Inc. Civil Engineer - Cheatham and Associates Landscape/Irrigation - Ryba Landscape Architects Structural Engineer - Accu Tech Consultants, LLC MEP Engineer - Telios SCCPD Meeting January 7, 2004 - Page 2 of 3 Mr. Garza said RPGA's goal and mission is to spend quality time with future occupants in order to build a facility that will be functional to all users and one that will aesthetically enhance the site and neighborhood. He presented drawings and explained that the designs were derived from a research of Southlake's history, which provided the concept to convey a rural heritage feel to the buildings. Additionally, Mr. Garza gave an overview on considerations that included process overview bullets, methodology, planning and design goals, and project goals and issues. Mr. Garza stated that both RPGA and McClaren Wilson & Lawrie will oversee the project, and he assured Board Members that McClaren would have no problem in giving their full attention to this project. He said RPGA and McClaren have completed numerous police and fire projects, three of which were combined facilities, and with their mutual vision, philosophy and experience, they will provide the City of Southlake with a facility that will meet their needs for many years to come. President Schelling advised Board Members that the selection committee, made up of Rick Black, David Fleming, Bob Mundlin and himself, reviewed all RFQ's and selected three, the third being eliminated because the CMA was left out of the equation. References were contacted and facilities were visited with the outcome being that both PSA and RPGA were capable, however, the RPGA Team that was assembled and the references were better than PSA. Director Black suggested that PSA builds around aesthetics and RPGA builds around functions for intended use. He said PSA did a good job with our 23,000 sq. ft. facility, however, building a 70,000 sq ft. building is very different and the Committee had to look at who was the most appropriate firm to build what Southlake needs to take them to the next century. President Schelling advised the Board Members that the next step would be to negotiate the contract and bring it before the Board in March for approval. After approval of the contract, a Professional Services Agreement will develop and go forward to Council. Agenda Item No 7A Consider: - Approve funding for RPGA Design Group, Inc. as architectural firm for the North DPS facility. Motion was made to approve funding for RPGA Design Group, Inc. as architectural firm for the North DPS facility and authorization was given for staff to enter into contract negotiations. approved. Motion: McCain Second: Spencer Ayes: Schelling, Sturtevant, Mundlin Approved: 5-0 There being no further business to discuss the meeting adjourned at 8:32 p.m. President Martin Schelling ATTEST: Bobbye Shire, Secretary SCCPD Meeting January 7, 2004 - Page 3 of 3