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Item 4BCITY OF SOUTHLAKE MEMORANDUM April 19, 2012 TO: Shana Yelverton, City Manager FROM: Chris Tribble, Director of Community Services SUBJECT: Approve SPDC Matching Funds request from Southlake Carroll Lacrosse Association in the amount of $92,700 for three scoreboards, three shade structures and three scorer's tables for North Park game fields Action Requested: City Council approve SPDC Matching Funds request from Southlake Carroll Lacrosse Association (SCLA) in the amount of $92,700 for three scoreboards, three shade structures and three scorer's tables at North Park Background Information: During design development of North Park, staff worked with the Southlake Carroll Lacrosse Association (SCLA) to determine the program elements necessary for the park. The addition of shade structures, scoreboards and scorer's tables were included within the project, and the SCLA agreed to participate in the cost of the amenities via the SPDC Matching Funds program. In November 2010 all SPDC Matching Funds projects were placed on hold until revisions to the policy were adopted. In August 2011 the SCLA provided the City a letter of commitment to participate in the cost of these park amenities as part of a SPDC Matching Funds project in the amount of $92,700. With this commitment three (3) shade structures, three (3) scoreboards, and three (3) scorer's tables were installed during construction adjacent to the multipurpose fields at a cost of $185,400. On March 20, 2012 the City Council adopted the revised SPDC Matching Funds Policy revisions, therefore this SPDC Matching Funds project has been brought forward for consideration. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Shana Yelverton, City Manager Meeting Date —April 17, 2012 Page 2 of 4 The Park and Recreation Board recommended approval unanimously (7 -0) at their April 9, 2012 meeting. Southlake Parks Development Corporation recommended approval (7 -0) April 17, 2012. This request is for a 100% match of the $92,700 in cash committed by the SCLA for the following North Park amenities that total $185,400: Three (3) scoreboards ($6,400 x 3 = $19,200) Three (3) scorer's tables ($8,400 x 3 = $25,200) Three (3) shade structures ($47,000 x 3 = $141,000) Per the newly adopted SPDC Matching Funds Policy, Parks and Recreation Board and SPDC made their recommendations to City Council based upon favorable findings of the following criteria: ✓ The extent to which the project is consistent with the overall intended use of the City's parks and recreation system as per the adopted Parks, Recreation & Open Space /Community Facilities Master Plan (Sect. IV -D, SPDC Matching Funds Policy); ✓ The evaluation criteria (Sect III -A, SPDC Matching Funds Policy): • Is the project linked to the City's Strategy Map? • Is the project linked to the Focus Areas and Objectives of the City's Strategy Map? • Is the project related to a currently funded CIP project? • Is the project related to a project in the adopted 5- year CIP? • Does the project benefit Southlake residents? • Does the project enhance a current parks and recreation system asset? • Does the project assist with the acquisition of a capital purchase? • Does the project have a useful life of at least (5) years? • Does the project accelerate the completion of a CIP or Parks, Recreation & Open Space /Community City of Southlake Values. Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Shana Yelverton, City Manager Meeting Date —April 17, 2012 Page 3 of 4 Facilities Master Plan project? The overall benefit of the project to Southlake residents (Sect. IV -D, SPDC Matching Funds Policy) Funding available for the project (Sect. Iv -D, SPDC Matching Funds Policy) Staff's review of the proposal concluded the Matching Funds project meets the evaluation provisions provided above. A representative from SCLA may be present at the meeting to respond to any questions from the City Council. Financial Considerations: If approved, the SCLA matching funds request would offset costs of the amenities the City has already incurred in the amount of $92,700. The FY 2012 SPDC Matching Funds Budget contains a current available balance of $348,016.48. If this request of $92,700 is granted, an unencumbered balance of $255,316.48 will remain in the FY 2012 Matching Funds budget. Strategic Link: This item is linked to the City's Strategy Map related to the focus areas of Quality Development and Partnerships and Volunteerism and meets the Corporate Objectives to Provide Attractive and Unique Spaces for Enjoyment of Personal Interests, Actively Promote Opportunities for Partnerships and Volunteer Involvement, Invest to Provide and Maintain High Quality Public Assets, and Collaborate with Select Partners to Implement Service Solutions. Citizen Input/ Board Review: SCLA Board ratified the matching funds commitment and authorized payment of funds at their Board meeting held March 25, 2012 Parks & Recreation Board recommended approval (7 -0) at their April 9, 2012 meeting City of Southlake Values. Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Shana Yelverton, City Manager Meeting Date —April 17, 2012 Page 4 of 4 SPDC recommended approval (7 -0) at their April 17, 2012 meeting City Council consideration May 1, 2012 Legal Review: N/A Alternatives: Alternatives may include the following: • Approval as presented • Approval with input as desired • Decision not to approve Supporting Documents: ■ Email Request from SCLA • SPDC Matching Funds Request Application Form • Photos of amenities Staff Recommendation: Staff recommends that City Council approve 100% match of the SPDC Matching Funds request from Southlake Carroll Lacrosse Association (SCLA) in the amount of $92,700 for three scoreboards, three shade structures and three scorer's tables installed at North Park based on the viability of the project per the Master Plan, the evaluation criteria and benefit of the project to Southlake citizens. City of Southlake Values. Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork IDSOU THLAKE C- O SCLA Matching Funds for Morthpark 1 message Williams, Richard arwiliiams@cavanalhill.com> To: Linda Carpenter <LCarpenter @ci.southlake.tx.us> Linda, Tue, Aug 30, 2011 at 9:28 AM On behalf of the Southlake Carroll Lacrosse Association, please accept this letter as our commitment to participate in the matching funds program with the city for the Northpari facility. We have allocated $92,700 for the following enhancements: • Three scoreboards Three shade structures Three scorer's tables We appreciate all the hard work that has gone into making this dream come true and we look forward to hating the premier lacrosse facility in North Texas right here in Southlake. Please feel free to reach out to SCLA if you have any questions or need further assistance in any way. Thanks, Rich Williams SCLA President Linda Carpenter alcarpenter @ci.southlake.tx.us> Cavandl Hill Investment Management, Inc. is an SEC registered investment adviser and a wholly -owned subsidiary of HOKF, NA. SEC registration does not imply a certain level of skill or training- The opinions expressed hetein reflect the judgment of the authors at this date and are subject to change without notice and are not a complete analysis of any sector, industry or security. This communication does not take into account any specific investment objectives, financial situations, or particular needs of any specific person who may receive this communication. This is not an offer to buy or sell or the solicitation of an offer to buy or sell any security or to invest in an investment strategy or a mutual fund. .++ .............. ...rx...................... :..: ............. .w.. �. : : :,...... Revised 03.08.12 el0 04Ell QNU1I44 ►yi/_VA 061:IIki lei 11J►1IMU ZION X0r_1»mC _TV I1e]ki Project Name: Enhanced Lacrosse Program with Added Amenities Project Location: North Park Multi- purpose Facilities Contact Person: Kevin COX President organization: Southlake Carroll Lacrosse Association Mailing Address: P.O. Box 93237 City: Southlake state: Texas ZIP: 76092 Phone: 817 . 528 . 3772 Cell: Fax: Additional Contact Person: Kevl n Cox Phone: 81 7.528 Project Description: Southlake Carroll Lacrosse Association (SCLA) would like to improve the program for participants by purchasing a scoreboard, scorer's table and a shade structure for each of the three fields and is seeking 100% matching funds through the City of Southlake's SPDC Matching Funds Policy. Cost Estimates for the amenities are: 3 Scoreboards $19,200 ($6,400 ea); 3 Scorer's Tables $25,200 ($8,400 ea); 3 Shade Structures $141,000 ($47,000 ea) Project .justification: Shade structures, scorer's tables and scoreboards are essential amenities for lacrosse games. Proposed Start Date: 1001 /1 1 Proposed Completion Date: 2012 Projected Cost: $185,400 Funds Requested: $92,700 Check One: Standard Match OR In -Kind Match -0- %Match Proposed: 1 Does the individual /organization currently have its portion of the requested funds match? Yes If not, when does the individual /organization anticipate having its portion of the match? • • 11�1'4- 11-: �A �m W J m Q ry w r1ro O V N LU nro � � u � ry � � LU r) � � � S } {\