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1998-09-28 SPDC Meeting City of Southlake, Texas JOINT MEETING - SOUTHLAKE PARKS DEVELOPMENT CORPORATION AND PARKS AND RECREATION BOARD: September 28, 1998 LOCATION: City Hall, Council Chambers 667 North Carroll Avenue, Southlake, Texas REGULAR SESSION 7:00 P.M.: 1. Call to order. 2. Executive Session: Pursuant to Open Meetings Act, Chapter 551 of the Texas Government Code, Section 551.072, land acquisition. 3. Reconvene: Action necessary on items discussed in executive session REGULAR AGENDA: 4. Consider: Development of five-year Parks Capital Improvement Plan 5. Adjournment CERTIFICATE I hereby certify that the above agenda was posted on the Official Bulletin Boards at City Hall, 667 North Carroll Avenue, and 1725 E. Southlake Boulevard, Southlake, Texas, on Wednesday, September 23, 1998 at 6:00 p.m. pursuant to the Texas Government Code, Chapter 551. 0Ft►S h i :a A A. I/ i~ LAVVI Sandra L. LeGrand y 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 481-5581, extension 704, and reasonable accommodations will be made to assist you. M:\WD-FILES\SPDC\AGENDAS\98-09-28 Joint Mtg.DOC\kb City of Southlake, Texas SOUTHLAKE PARKS DEVELOPMENT CORPORATION: September 28, 1998 LOCATION: City Hall, Council Chambers 667 North Carroll Avenue, Southlake, Texas REGULAR SESSION 6:00 P.M.: 1. Call to order. 2. Executive Session: Pursuant to Open Meetings Act, Chapter 551 of the Texas Government Code, Section 551.072, land acquisition. 3. Reconvene: Action necessary on items discussed in executive session 4. PUBLIC FORUM 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. 5. Consent: A. Approval of August 17, 1998 meeting minutes. REGULAR AGENDA: 6. Consider: A. Award of bid for Bid Package #3 (facilities) for Bicentennial Park Expansion Phase II to McWilliams Enterprises, Inc. 7. Discussion: A. Financial Report/Budget B. Status Report of SPDC Projects 8. Adjournment Southlake Parks Development Corporation Meeting Agenda for September 28, 1998 Page 2 CERTIFICATE I hereby certify that the above agenda was posted on the Official Bulletin Boards at City Hall, 667 North Carroll Avenue, and 1725 E. Southlake Boulevard, Southlake, Texas, on Wednesday, September 23, 1998 at 6:00 p.m. pursuant to the Texas Government Code, Chapter 551. ~p~n►nun~ii~~~ OF 80 % IiA X S IM Sandra L. LeGrand ~y City Secretary ',~~i~~~~i»~t►►►►s~~~NO 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 481-5581, extension 704, and reasonable accommodations will be made to assist you. M: \WD-FILES\SPDC\AGENDAS\98-09-28. DOC\kb City of Southlake, Texas SOUTHLAKE PARKS DEVELOPMENT CORPORATION JOINT MEETING WITH PARKS AND RECREATION BOARD September 28, 1998, 7:00 p.m. MINUTES SPDC Board Members Present: President Scott Martin; Members: Ralph Evans, Robin Jones, Ronnie Kendall, Norm Lyons, and Bethann Scratchard SPDC Board Members Absent: Rick Stacy Parks and Recreation Board Members Present: Chairman Vicki Johnson; Members: James Glover, Richard Anderson (7:10 p.m.), Chris Miltenberger, Bobby Rawls, Sherry Berman. Parks and Recreation Board Members Absent: Cara White, Lisa Stokdyk Staff Present: City Manager Curtis E. Hawk, Assistant City Manager Shana Yelverton, Interim Director of Parks and Recreation Kevin Hugman, Park Planning and Construction Superintendent Ben Henry, Director of Finance Lou Ann Heath, and Secretary to the City Manager Kim Bush. Agenda Item No. 1, Call to order. The meeting was called to order by President Scott Martin at 7:03 p.m. Agenda Item No. 2, Executive Session. President Martin announced that the Board would be going into Executive Session pursuant to the Open Meetings Act, Chapter 551 of the Texas Government Code, Section 551.072, land acquisition. SPDC adjourned for Executive Session at 7:03 p.m. SPDC returned to open session at 8:20 p.m. Agenda Item No. 3. Reconvene. There was no action necessary as a result of the Executive Session. Agenda Item No. 4. Consider. Development of five-year Parks Capital Improvement Plan. Interim Parks and Recreation Director Kevin Hugman presented the five-year Parks Capital Improvement Plan (CIP) which includes land acquisition and park facility construction. Mr. Hugman explained in detail the following components of the plan: JOINT SPDC AND PARK BOARD MEETING Page 1 of 5 • Projects planned in the adopted FY 1997-98 SPDC budget that have not yet been contracted for are now programmed into the FY 1998-99 or FY 1999-00 budget years. • Park projects prioritized by the Park Board in April 1998 and again in September 1998 (attached hereto as part of the minutes) have been programmed into the 5-year plan based on the relative priority given to each by the Park Board. • Allocations for land acquisition based on the Land Acquisition Plan (attached hereto as part of the minutes). • Park development including: Neighborhood Parks - Koalaty, Noble Oaks, and Lonesome Dove; Community Parks - Royal and Annie Smith and the need for a southeast and southwest community park; Teen Center; Community / Recreation Center; the continuation of construction on Bob Jones and Bicentennial parks; and linear parks and trails - signs, Continental Phase 1 and 2; loop trail from Bicentennial to Durham/CJHS, Fox Hollow equestrian trail, and ISTEA grant - Cottonbelt trail. • Also included in each year of the CIP are reserve funds for the "matching grant" program at $100,000 and for special projects at $50,000 (such as the renovation of the Senior Activity Center). • Also listed on the plan are Joint Use Projects. Mr. Hugman pointed out that the recommendation by the Park Board for practice fields was noted under this line item recognizing that there are a number of places to work in practice fields with the schools and churches. Mr. Hugman commented that staff has taken everything that was on the Park Board priority list and fit it into the five-year plan. Mr. Hugman explained that the purpose of tonight's meeting is to get input from SPDC and Park Board members on the ultimate priorities of the boards for SPDC funding over the five-year period. Director of Finance Lou Ann Heath asked the Board members to note that on line 14 (total revenue/other sources) at the end of the five-year plan compared to total estimated expenditures for the plan. Because of the estimated overage in expenditures, staff is seeking direction from the Board members on where to adjust the plan. Ms. Heath pointed out an error for FY1998-99 on line 117 (Design Contract for MESA) should read zero (0) not $120,000. SPDC Board President Martin questioned staff on whether they thought we would get through all the projects identified for matching grant funds in FY1998-99. Park Planning and Construction Superintendent Ben Henry commented that staff's initiative was that if the City spent up to 50% early on (within the first two years) then we could go out for additional Parks and Wildlife grants. Staff and members of the Boards discussed allocating $2,000,000 as a lump sum amount for land and removing the individual amounts listed for the southwest park (line 26), Bicentennial Park - adjacent tracts (line 31), and the teen center site (line 37). Further discussions were held on the cost of constructing a teen center currently budgeted in the five-year plan at $1,000,000. Member Robin Jones recommended allocating another $400,000 - $500,000 for Phase II in order to complete the JOINT SPDC AND PARK BOARD MEETING Page 2 of 5 center i.e., with equipment, etc. Ronnie Kendall commented that there were not enough funds for a southeast park, a southwest park, and land for a teen center, therefore something would have to go. Ms. Heath commented that for FY 1998-99, considering the $2,000,000 for land and the $450,000 transfer (to liquidate the outstanding notes on Bob Jones Park), the budget is $92,000 short. Ralph Evans commented that he believes we need to purchase land as quickly as possible, but he considers the Teen Center as one of the most important things the City needs to do. Further discussions were held on where items could be shifted. The roofing for the in-line hockey court was considered to be one of the items that needed to be completed. Ms. Kendall commented that in-line hockey will actually make money due to use fees that would be collected. Assistant City Manager Shana Yelverton commented that staff realizes that the figures allocated for each item may not be precise, but staff wanted to provide to the Boards a feel for what you may or may not be able to accomplish through the establishment of priorities. Ms. Johnson commented that it is the consensus of the Park Board that the teen center is a high priority. Ms. Yelverton commented that the Park Board has brought forward their list of priorities, which staff has incorporated into the plan. The SPDC Board needs to look at those priorities and where they fall and decide if they have any issues they would like to discuss with the Park Board. If not, then staff will pursue with the priorities as submitted. Mr. Martin commented that the loop road at Bob Jones Park (line 158) is designated as medium priority on the Park Board list so the funds for that project could be moved from FY98-99 to FY99- 00. The Boards also discussed moving Koalaty Park Ph. 1 (line 52) and Noble Oaks Park Ph. 1 (line 57) from FY99-00 to FY2000-01. Mr. Martin suggested that funds for land acquisition could be dropped from $2.0 to $1.9 million and leave the other numbers the same. Ms. Jones agreed. A discussion was held on installing sun screens on Bicentennial park ballfields. Robin Jones commented that the Park Board expected the baseball/softball organizations to contribute funds for the screens and then have SPDC provide matching funds. Kevin Hugman commented that staff was planning to send letters out to the different organizations after approval of the matching funds to let them know it would be available. Ralph Evans commented that he had to leave the meeting and wanted to take a moment to thank the Park Board members for all they do for the City. He commented that he was very impressed with the plan they have done, and he appreciates all their efforts. Ms. Heath commented that for FY99-00 approximately $883,000 would be left to spend and currently the expenditures are at about $1.4 million. Ms. Heath questioned whether or not Royal and Annie Smith funds to needed to be moved to FY2000-01. It was suggested that it could be cut in half and phased in. Ms. Heath also suggested that the Teen Center could be phased in. Suggestions were made to cut the Nature Center back to $200,000 and then phase in the remaining funds needed. Mr. Martin agreed. Mr. Martin pointed out that the Community Center/Recreation Center is listed as low priority on the Park Board list, and he suggested that the funds allocated for this in FY99-00 be moved to the next year. JOINT SPDC AND PARK BOARD MEETING Page 3 of 5 Ms. Kendall commented that she was interested in knowing how the Park Board would feel about having the YMCA come in and handle programs that the City was not able to i.e., indoor swimming, after school care, another gymnasium, etc. Robin Jones commented that the Park Board had discussed in the past that they did not want the YMCA to come in and compete with what the parks department worked so hard to create. However, if they were to provide some things that the City could not afford to provide, then maybe we would be willing to sit down and talk to them. Ms. Kendall and Ms. Jones agreed that the YMCA could possibly provide a large part of the Community Center. Mr. Martin commented that he knows the Mayor, as well as himself, would be very supportive of some type of arrangement with the YMCA. Ms. Johnson and Ms. Berman expressed their concerns with the Tarrant County YMCA and the lack of quality facilities suitable for Southlake. Members suggested that the $200,000 allocated for FY99-00 be moved to FY2000-01 and the $3.0 million to FY2001-02. However, with the Teen Center Mr. Martin commented that you really could not phase in construction of the facility because it is a single facility. Ms. Heath commented that she would like to see if there are additional operating fund transfers that could be moved into the CIP. Ms. Heath stated that she could also have updated numbers run on the bond proceeds based on the most current sales tax estimates and present the numbers at a later SPDC meeting. Staff discussed with the Board members the option of locating the Teen Center at Bicentennial Park. Ms. Johnson noted that, as one of several members working on the Teen Center task force, she would be in favor of considering this option. Members agreed that this would be the quickest and most cost effective way to get the Teen Center built. Robin Jones and Vicki Johnson suggested reducing the $1.9 million suggested for land purchase to $1.5 million based on the Teen Center being located on property already owned at Bicentennial Park. Vicki Johnson commented that because there have been a lot of numbers discussed and moved around, she would like to see the CIP reworked and brought back for consideration in October. Several members had to leave the meeting including Norm Lyons, Sherry Berman, Bobby Rawls, Richard Anderson, and James Glover. Motion was made to table item #4, Development of five-year Parks Capital Improvement Plan until the new numbers are submitted to the Park Board and SPDC at their next regular meeting. Motion: Vicki Johnson Second: Bethann Scratchard Ayes: Johnson, Scratchard, Martin, Miltenberger, Jones, Kendall Nays: none Approved to table: 6-0 President Martin thanked the Park Board for coming and expressed his appreciation for the work they put into the plan. JOINT SPDC AND PARK BOARD MEETING Page 4 of 5 Agenda Item No. 5. Adjournment. There being no further business to discuss the meeting adjourned at 9:40 p.m. President Scott Martin Southlake Parks Development Corp. Chair Vicki Jo son Parks and Recreation Board ATTEST: Kim sh Sec tary to the City Manager M:\WD-FILES\SPDC\MINUTES\98-09-28 SPDC--Pk.DOC\kb JOINT SPDC AND PARK BOARD MEETING Page 5 of 5 City of Southlake, Texas SOUTHLAKE PARKS DEVELOPMENT CORPORATION MEETING September 28, 1998, 6:00 p.m. MINUTES Board Members Present: President Scott Martin; Members: Ralph Evans, Robin Jones, Ronnie Kendall, Norm Lyons (6:20 p.m.), and Bethann Scratchard Board Members Absent: Rick Stacy Staff Present: City Manager Curtis E. Hawk, Assistant City Manager Shana Yelverton, Interim Director of Parks and Recreation Kevin Hugman, Park Planning and Construction Superintendent Ben Henry, Director of Finance Lou Ann Heath, and Secretary to the City Manager Kim Bush. Agenda Item No. 1, Call to order. The meeting was called to order by President Scott Martin at 6:10 p.m. Agenda Item No. 2, Executive Session. President Martin announced that the Board would be going into Executive Session pursuant to the Open Meetings Act, Chapter 551 of the Texas Government Code, Section 551.072, land acquisition. SPDC adjourned for Executive Session at 6:15 p.m. SPDC returned to open session at 6:25 p.m. Agenda Item No. 3. Reconvene. There was no action necessary as a result of the Executive Session. Agenda Item No. 4. Public Forum. There were no comments from the audience during Public Forum. CONSENT AGENDA. 5A. Approval of August 17, 1998 meeting minutes. Motion was made to approve the minutes of August 17, 1998 as presented. Motion: Scratchard Second: Lyons Ayes: Scratchard, Lyons, Evans, Kendall, Jones, Martin Nays: none Approved: 6-0 SPDC MEETING SEPTEMBER 28, 1998, PAGE 1 OF 3 REGULAR AGENDA Agenda Item No. 6A. Award of bid for Bid Package #3 (facilities) for Bicentennial Park Expansion Phase II to McWilliams Enterprises, Inc. Parks Planning and Construction Superintendent Ben Henry presented to the Board the results of the bid opening of September 14. Mr. Henry stated that the low bid was for $443,259 submitted by McWillams Enterprises, Inc. Mr. Henry explained that the pro shop was budgeted for $290,750 ($194/sf based on a 1500sf facility). After various meetings with the Tennis Association and others, the size of the pro shop was increased to 2,488sf. The bid amount for the tennis pro shop was $384,507 ($154/sf based on a 2,488sf., facility). However, the restroom facility came in under budget, which would help offset the pro shop costs, resulting in a cost for both facilities that is $32,509 above the total budgeted amount. Mr. Henry commented that there may be some areas to reduce actual construction costs to the restroom to help reduce the amount over budget. President Martin agreed, but commented that he would rather there not be too many cost cuts if it was going to sacrifice on maintenance or detract from the facility. Mr. Henry also commented to the Board that with the increase in the size of the tennis facility there would not be much room left for expansion possibly a little room on the sides of the facility. Motion was made to award bid for Bid Package #3 (facilities) for Bicentennial Park Expansion Phase H to McWilliams Enterprises, Inc. for the sum of $443,259. Motion: Lyons Second: Jones Ayes: Lyons, Jones, Scratchard, Evans, Martin Nays: none Approved: 5-0 (Board member Kendall had to leave the meeting for a few minutes prior to the vote.) Agenda Item No. 7A. Discussion. Financial Report/Budget. Ms. Heath informed the Board that she has requested a report from the Comptroller's office. Ms. Heath commented that the financial report, included in the packet, contains actual amounts paid on each line item for FY97-98 and that the amount on other items that we have not yet let contracts on were rolled over into the next budget year FY98-99. Agenda Item No. 7B: Discussion. Status Report of SPDC Projects. Kevin Hugman informed the Board that staff earlier thought the practice fields at St. Martin's in-the- field were going to be impacted by the church's new construction. However, a new site plan has been submitted by the church which confirms that their new construction will not affect the joint use agreement they have with the city for the planned soccer practice fields. Mr. Hugman stated that the SPDC MEETING SEPTEMBER 28, 1998, PAGE 2 OF 3 agreement has a three-month termination clause by either party. Ben Henry explained to the Board the plans for installing the irrigation system for the fields which has been budgeted by SPDC for $6,000. Mr. Henry commented that if the agreement was terminated the only loss would be the irrigation pipe - other parts of the system would be able to be removed and used at other City facilities. Mr. Henry commented that the church's long term plans will impact the fields. Agenda Item No. 8. Adjournment. Motion was made and carried to adjourn the meeting at 6:40 p.m. President Scott Martin ATTEST: *retary o the Ci ty Manager SPDC MEETING SEPTEMBER 28, 1998, PAGE 3 OF 3