2003-11-18 SPDC Meeting
City of Southlake, Texas
SPECIAL SOUTHLAKE PARKS DEVELOPMENT CORPORATION BOARD
MEETING
November 18, 2003
LOCATION: Town Hall Council Chamber
1400 Main Street, Southlake, Texas
REGULAR SESSION 4:30 P.M.:
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.
1. Section 551.072 Deliberation regarding real property
a. Discuss possible purchase of property for park purposes.
3. Reconvene: Action necessary on items discussed in executive session
4. PUBLIC FORUM
5. ADMINISTRATIVE COMMENTS - No comments this agenda.
CONSENT AGENDA:
All items listed below are considered to be routine by the Southlake Parks Development Corporation
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. Approval of the minutes for the regular SPDC meeting held October 7, 2003.
REGULAR AGENDA:
7. Consider:
A. Recommendation for award of bid to Anderson Water Well Service for Bob Jones
Park well and pump.
B. Recommendation for award of bid to J.C. Commercial, Incorporated for Bob Jones
Park improvements.
8. Adjournment
SPDC Meeting
November 18, 2003
Page 2 of 3
CERTIFICATE
I hereby certify that the above agenda was posted on the Official Bulletin Boards at Town Hall, 1400
Main Street, on Friday, November 14, 2003 at 6:00 p.m. pursuant to the Texas Government Code,
C ter 551.
4~~eo °OV~H•~kF~j'%
Lori A. Farwell
_a
City Secretary ? : En'
s •
1f you plan to attend this meeting and have a disabilii!N91t regui~ sWcia~~ Beds, please advise the City Secretary's Office 48 hours in advance at 481-
i'~`~'~~~`
1490, and reasonable accommodations will be made to assfBiAjQp.111s
SPDC Meeting
November 18, 2003
Page 3 of 3
EXECUTIVE SESSION
Southlake Parks Development Corporation Board
SECTION 551.071 CONSULTATION WITH ATTORNEY
The Southlake Parks Development Corporation 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 Parks Development Corporation 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 Parks Development Corporation 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.
SPECIAL SOUTHLAKE PARKS DEVELOPMENT CORPORATION MEETING
November 18, 2003
MINUTES
Board Members Present: President Rex Potter; Vice-President Dorothy Wood; Members W. Ralph
Evans, Tom Stephen, Andy Wambsganss, and Cara White.
Board Members Absent: Sherry Berman.
Staff Present: Director of Community Services Malcolm Jackson, Deputy Director of Community
Services Steve Polasek, Recreation Supervisor Steve Moore, Senior Planner Chris Carpenter, and
Deputy City Secretary Tara Brooks.
Agenda Item No. 1, Call to order. The meeting was called to order by President Rex Potter at 4:34
p.m.
Agenda Items No. 2, Executive Session. President Potter announced that the Corporation would be
going into Executive Session pursuant to the Texas Government Code, Section 551.071, consultation
with city attorney; Section 551.072, deliberation regarding real property; and Section 551.073,
deliberation regarding prospective gift; the Corporation adjourned for Executive Session at 4:34 p.m.
Executive Session began at 4:35 p.m. and ended at 5:02 p.m.
Agenda Item No. 3, Reconvene. President Potter reconvened the regular meeting at 5:02 p.m. He asked
if there was any action necessary as a result of the executive session. No action was necessary.
Agenda Item No. 4, Public Forum. No one spoke during the public forum.
Agenda Item No. 5, Administrative Comments. There were no administrative comments.
Agenda Item No 6A, Approval of the minutes of the regular SPDC meeting held October 7, 2003.
Motion was made to approve the minutes of the regular SPDC meeting held October 7, 2003 as
presented.
Motion: White
Second: Wambsganss
Ayes: Stephen, Evans, Wambsganss, White, Potter
Nays: None
Abstains: Wood
Approved: 5-0-1
Agenda Item No. 7A Recommendation for award of bid to Anderson Water Well Service for Bob
Jones Park well and pump. Director Jackson presented this item to the Corporation. Staff has been
working with the consulting firm of Dunkin, Sims, Stoffels on the design of the next phase of
improvements for Bob Jones Park to include a southern well and pump. The well would be located near
the southern pond and used for irrigation purposes as necessary. The engineering estimate on the project
was approximately $110,000. Due to its specialized nature the well was bid separate from the other Bob
Southlake Parks Development Corporation Meeting Minutes from November 18, 2003
Page 1 of 3
Jones Park Improvements in order to obtain the lowest possible cost. The City received and opened
three bids on October 30, 2003, in accordance with State bidding procedures. The low bid was $119,500
and submitted by Anderson Water Well Service. The Parks Board recommended approval (9-0) at their
November 10, 2003 meeting. With a three percent (3%) contingency fund the total budget for the
project is $123,085.
Director Jackson advised the well will be the same as the one on the northside and will be approximately
700-800 feet deep.
Motion was made to recommend for award of bid to Anderson Water Well Service for Bob Jones Park
well and pump.
Motion: Evans
Second: Stephen
Ayes: Evans, Wambsganss, Wood, White, Stephen, Potter
Nays: None
Approved: 6-0
Agenda Item 7B, Recommendation for award of bid to J .C. Commercial, Incorporated for Bob
Jones Park improvements. Director Jackson presented this item to the Corporation. The mayor
components of the project include the lighting of six (6) softball fields, ball field fencing and clay
infields, parking lot expansion, flatwork, pipe rail fencing, concession building and irrigation. The
engineering estimate on the base items of the project was approximately $1,500,000. The City received
and opened six bids on October 27, 2003 in accordance with State bidding procedures with a low bid of
$1,540,000 being submitted by J.C. Commercial, Incorporated. The Parks Board recommended
approval (9-0) at their November 10, 2003 meeting. With a 2.3% contingency fund, the total project
budget is $1,576.168.
Board member Stephen verified the bid does not include any of the alternative items. Director Jackson
said they requested the bids be broken down by each item, but this bidder did not do that.
Vice-President Wood asked if it was possible to remove two lighted fields from the bid. Director
Jackson said they have to either accept or not accept the entire bid.
Motion was made to recommend for award of bid to J.C. Commercial, Incorporated for Bob Jones Park
improvements.
Motion: Stephen
Second: Evans
Ayes: Wambsganss, White, Stephen, Evans, Potter
Nays: Wood
Approved: 5-1
Southlake Parks Development Corporation Meeting Minutes from November 18, 2003
Page 2 of 3
Agenda Item No. 8. Adjournment.
Motion was made and carried to adjourn the meeting at 5:16 p.m.
resident Rex Potter
ATTEST:
k ~J&. ~
Tara Brooks
Deputy City Secretary
Southlake Parks Development Corporation Meeting Minutes from November 18, 2003
Page 3 of 3