2004-07-07 CCPD Meeting
City of Southlake, Texas
SOUTHLAKE CRIME CONTROL & PREVENTION DISTRICT BOARD MEETING
Wednesday, July 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
June 9, 2004.
6. Discussion:
A. Sales Tax Report.
B. First Reading of Crime Control FY 2004-05 Operating Budget and Multiyear CIP
Budget.
7. Consider:
A. Approve Funding for Lee Lewis Construction, Inc. as Construction Manager Agent of
the 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, July 2, 2004, by 6:00 p.m. pursuant to the Texas
Government Code, Chapter 551.
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Lori A. Farwell ? : •
City Secretary Z5:
If you plan to attend this meeting and hd*, a• i 'y~•il~ at requires special needs, please advise the
City Secretary 48 hours in advance at 817/4'2" 11'11, 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
July 7, 2004
MINUTES
Board Members Present: President Martin Schelling, Members: Bob Mundlin, Lou Ann
Heath, Stuart Spencer, Pam McCain and Craig Sturtevant.
Board Members Absent: 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 Lt. Ashleigh Douglas, Technical Services Manager Gary Gregg and Administrative
Secretary Bobbye Shire.
Public Present: Virginia Muzyka, City Council Member
Agenda Item No. 1. Call to Order. The meeting was called to order by President Martin
Schelling at 7:01 p.m.
Agenda Item No. 2 and 3, Executive Session. No Executive Session was held.
Agenda Item No. 4. Administrative Comments. Director Rick Black informed Board
Members that terms would be expiring for three Board positions, with appointments taking place
on September 1, 2004. Completed applications are to be provided to the City Secretary before
August 6, 2004 for Council Action on August 17, 2004.
Director Black also advised Board Members that Southlake Fire Services had just completed the
re-accreditation process and in February 2005, Assessors will make the recommendation to
CFAI to continue Southlake Fire Service's current accredited status.
Timeline schedules for construction of the North DPS project were provided to Board Members.
Agenda Item No 5A Approval of the Minutes of the Crime Control and Prevention
District Board Meeting held April 7, 2004.
Motion was made to approve the minutes as presented.
Motion: Mundlin
Second: McCain
Ayes: Heath, Sturtevant, Schelling, Spencer
Nays: None
Approved: 6-0
Agenda Item 7A. was discussed out of sequence to allow a member of Staff to make their
presentation and then depart the meeting in order to attend a personal commitment.
SCCPD Meeting July 7, 2004 - Page 1 of 3
Agenda Item No. 7A. Consider - Approve Funding for Lee Lewis Construction, Inc. as
Construction Manager Agent of the North DPS Facility. Board Members were reminded of
their recommendation at the June CCPD Meeting for Staff to enter into negotiations with Lee
Lewis Construction, Inc. as Construction Manager Agent for the North DPS facility. The
Standard AIA agreements for Construction Manager Agent with modifications recommended by
RPGA Design Group, City Attorney and Staff were provided to Board Members for their review
and comments. Chief Price explained that Lee Lewis Construction would not be making a bid as
constructor of the North site. He said Lee Lewis Construction would work with the architect to
develop bid specs and that the City would hold all bids and contracts. Chief Price also informed
Board Members that the Industry Standard for these services range from 3% to 6%, and the
contract with Lee Lewis Construction stipulates a base cost of $520,000 with a 4% increase to
costs over the estimated cost of $13,000,000. Additionally, Chief Price stated Lee Lewis
Construction will not receive payment until commencement of construction, and by getting them
on board in the early stages of the process, savings can be realized.
Board Members should contact Staff with any input to the Lee Lewis Construction, Inc.
agreements. Staff will incorporate appropriate changes before the agreements are forwarded to
Council for approval.
Motion was made to approve funding for Lee Lewis Construction, Inc. as Construction Manger
Agent for the North DPS Facility.
Motion: Mundlin
Second: Heath
Ayes: Sturtevant, Schelling, Spencer, McCain
Nays: None
Approved: 6-0
Chief Marlin Price departed the meeting at 7:21 p.m.
Agenda Item No. 6A. Discussion - Sales Tax Report. Finance Director Sharen Elam stated
revenue is 7.8% above collections recorded for the same time period of 2003.
Agenda Item No. 6B. Discussion - First Reading of Crime Control FY 2004-05 Operating
Budget and Multiyear CIP Budget. Director Black recapped the District Strategic Goals
consisting of: 1) the development and construction of modern efficient facilities; 2) the use of
modern technology and equipment; 3) the promotion of professional development; and 4) the
funding of special police initiatives. He stated that throughout the history of the District, the
Board and Staff have worked hard to address each strategy in a fiscally responsible manner and
prudent management of District funds has allowed the District to successfully address each goal,
without compromising the District's financial integrity. Director Black presented graphs which
demonstrated how this year's proposed budget continues the articulated financial goals of the
District and how each budget category compares to last year's approved budget. At the
conclusion of the presentation Director Black commented that the total budget is a 50%
reduction of last year's budget, at $1,032,570.00.
Director Black stated the North DPS Facility construction is scheduled throughout the CIP
through FY 06-07; the East DPS Facility land purchase is included in FY 04-05, and the East
DPS site Design and Construction is scheduled for FY 06-07 through FY 07-08 with a reserve of
an anticipated minimum of $1,336,269. In summary, he stated the proposed budget is consistent
with articulated District Strategies, the proposed budget is fiscally responsible, and the budget
SCCPD Meeting July 7, 2004 - Page 2 of 3
allows Southlake DPS to move forward with important initiatives utilizing a dedicated funding
source, which does not impact Southlake's property tax rate. Director Black also clarified Board
Member questions that the excess North land sale remains scheduled for 06/07, which is after the
North construction is complete and the East land site may be purchased next fiscal year.
President Schelling advised Board Members to contact Director Black and Director Elam with
any additional comments or questions regarding the budget, and action on the FY 2004-05
Operating Budget and Multiyear CIP Budget will be taken at the August 4, 2004 CCPD Board
Meeting.
There being no further business to discuss the meeting adjourned at 7:35 p.m.
President Martin Schelling
ATTEST:
64 '
Bobbye Shi e, Secretary
SCCPD Meeting July 7, 2004 - Page 3 of 3