M E M O R A N D U M September 26, SUBJECT: Agenda Item Comments for the Southlake Parks Development Corporation Meeting Tuesday, October 2, 2018

Transcription

1 M E M O R A N D U M September 26, 2018 TO: FROM: Southlake Parks Development Corporation Chris Tribble, Director of Community Services SUBJECT: Agenda Item Comments for the Southlake Parks Development Corporation Meeting Tuesday, October 2, 2018 Please note: The regular meeting will begin at 4:30 p.m. in the Council Chambers. 1. Agenda Item No. 2A. Consent: Approval of the minutes from the August 9, 2018 joint SPDC and Park Board meeting Please make any corrections to the minutes part of the motion for consideration. 2. Agenda Item No. 3. Public Forum: Public Forum is the public's opportunity to address SPDC about non-agenda items. During Public Forum, SPDC will not discuss or take action on any item brought up at this time. 3. Agenda Item 4A. Consider: Election of Officers for Southlake Parks Development Corporation This item will allow for the election of SPDC officers. Section 3.1(a) of the SPDC Bylaws states: terms of office shall be one (1) year with the term of office expiring on May 31 of each year. Upon expiration of the terms each officer shall have the right to be reappointed or reelected. The directors shall select from the members a President, Vice President, and Secretary each to serve until the next annual election. City Council made appointments to SPDC at their June 19, 2018 meeting. John Huffman, Shahid Shafi and Tina Wasserman were reappointed for terms to expire in June As such, any sitting member of the current Corporation may be considered for the officer positions. 4. Agenda Item 4B. Consider: Recommendation on Southlake Parks Development Corporation Matching Funds request from Southlake Girls Softball Association for soft-toss hitting stations at Bob Jones Park The purpose of this item is to provide City Council with a Southlake Parks Development Corporation recommendation on the SPDC Matching Funds request from Southlake Girls Softball Association (SGSA) in the amount of $37,500 (half of total project cost of $75,000) cash contribution toward the purchase and installation of 16 soft-toss hitting stations at Bob Jones Park. Each station will consist of a 10 x 12 concrete slab with an anchored net and are proposed for the area near the existing batting cages, the small fence in the pitching warm-up area, and near each field. A field map with proposed City of Southlake Values: Integrity Innovation Accountability Commitment to Excellence Teamwork

2 Southlake Parks Development Corporation Meeting Date October 2, 2018 Page 2 of 2 locations is provided with your packet memo. Staff has reviewed the request from SGSA and recommends approval based on the request meeting the criteria designated within the SPDC Matching Funds Policy. Park Board recommended approval (6-0) September 10, City Council will consider the request at their October 16, 208 meeting. Funding for the request from SGSA is available in the SPDC Matching Funds budget. If the request in the amount of $37,500 is approved, approximately $398,995 will remain in the matching funds budget. A copy of the SPDC Matching Funds application is included for your review in the packet. 5. Agenda Item 4C. Consider: Recommendation on Southlake Parks Development Corporation Matching Funds request from Dragon Youth Baseball for turf improvements to Field 9 at Bicentennial Park The purpose of this item is to provide City Council with a Southlake Parks Development Corporation (SPDC) recommendation on the SPDC Matching Funds request from Dragon Youth Baseball (DYB) in the amount of $75,000 (half of total project cost of $150,000) cash contribution toward the purchase and installation of synthetic turf on the Field 9 infield at Bicentennial Park. Staff has reviewed the request from DYB and recommends approval based on the request meeting the criteria designated within the SPDC Matching Funds Policy. Park Board recommended approval (6-0) September 10, City Council will consider the request at their October 16, 208 meeting. Funding for the request is available in the SPDC Matching Funds budget. If the request from DYB in the amount of $75,000 and the preceding request from Southlake Girls Softball Association in the amount of $37,500 are approved, an unencumbered balance of approximately $323,995 will remain in the matching funds budget. A copy of the SPDC Matching Funds application is included for your review in the packet. 6. Agenda Item No. 5A. Discussion: Sales Tax Report The Sales Tax report is included in your packet. Chief Financial Officer Jackson is available if you have any questions. 7. Agenda Item No. 5B. Discussion: SPDC Attendance Report Please let staff know if you have any questions regarding the attendance record. As always, we appreciate your commitment and service to the City. If you have any questions regarding the agenda or materials, please feel free to contact me at (817) CST STAFF CONTACT INFORMATION: Chris Tribble, Director of Community Services (817) Sharen Jackson, Chief Financial Officer, (817) City of Southlake Values: Integrity Innovation Accountability Commitment to Excellence Teamwork

3

4

5 2A - 1

6 2A - 2

7 2A - 3

8 M E M O R A N D U M September 25, 2018 TO: FROM: Southlake Parks Development Corporation Chris Tribble, Director of Community Services SUBJECT: Election of Officers for SPDC Action Requested: Background Information: SPDC election of President, Vice President, Treasurer and Secretary for Southlake Parks Development Corporation (SPDC). The SPDC Bylaws address the process for election of officers for Southlake Parks Development Corporation. Annually, following the City Council appointments of new SPDC members, the Corporation shall select officers, including a President, Vice President and Secretary, to serve until the next annual election. Section 3.1(a) of the SPDC by-laws states:... terms of office shall be one (1) year with the term of office expiring on May 31 of each year. Upon expiration of the terms each officer shall have the right to be reappointed or reelected. The Treasurer position is held by the Chief Financial Officer of the City of Southlake and is not subject to annual election. City Council made appointments to SPDC at their June 19, 2018 meeting. John Huffman, Shahid Shafi and Tina Wasserman were reappointed for terms to expire in June As such, any sitting member of the current Corporation may be considered for the officer positions. The current members are: Sherry Berman (Current Secretary) John Huffman (Current Vice President) Shawn McCaskill Tamara McMillan Shahid Shafi Tina Wasserman City of Southlake Values: Integrity Innovation Accountability Commitment to Excellence Teamwork 4A - 1

9 Southlake Parks Development Corporation Meeting Date October 2, 2018 Page 2 of 4 Randy Willilamson (Current President) The attached Bylaws provide a list of duties performed by each officer for your consideration. Financial Considerations: Financial Impact: Citizen Input/ Board Review: Legal Review: Alternatives: N/A N/A N/A N/A N/A Supporting Documents: Article 3, Bylaws of Southlake Parks Development Corporation. Staff Recommendation: SPDC election of officers City of Southlake Values: Integrity Innovation Accountability Commitment to Excellence Teamwork 4A - 2

10 Southlake Parks Development Corporation Meeting Date October 2, 2018 Page 3 of 4 ARTICLE III OFFICERS Section 3.1 Titles and Terms of Office. (a) The officers of the Corporation shall be a president, a vice president, a secretary and a treasurer, and such other officers as the Board may from time to time elect or appoint. Initial officers, appointed or elected in January 1994, will serve through May 31, Thereafter, terms of office shall be one (1) year with the term of office expiring on May 31 of each year. Upon the expiration of the terms each officer shall have the right to be reappointed or reelected. (b) All officers shall be subject to removal from office at any time by a vote of a majority of the City Council. (c) A vacancy in the office of any elected officer shall be filled by a vote of a majority of the directors. Section 3.2 Powers and Duties of the President. The president shall be the chief operating executive officer of the Corporation, and subject to the authority of the Board, the president shall be in general charge of the properties and affairs of the Corporation, and execute all contracts, conveyances, franchises, bonds, deeds, assignments, mortgages, notes and other instruments in the name of the Corporation. The President shall preside over the meetings of the Corporation. Section 3.3 Vice President. The vice president shall have such powers and duties as may be prescribed by the Board and shall exercise the powers of the president during that officer's absence or inability to act, in their respective order. Any action taken by the vice president in the performance of the duties of the president shall be conclusive evidence of the absence or inability to act of the president at the time such action was taken. Section 3.4 Treasurer. The Treasurer shall be the Chief Fiscal Officer of the Corporation, and shall have the responsibility to see to the handling, custody, and security of all funds and securities of the Corporation in accordance with these bylaws. When necessary or proper, the treasurer may endorse and sign, on behalf of the Corporation, for collection or issuance, checks, notes, and other obligations in or drawn upon such bank, banks or depositories as shall be designated by the Board consistent with these bylaws. The treasurer shall see to the entry in the books of the Corporation full and accurate accounts of all monies received and paid out on account of the Corporation. The treasurer shall, at the expense of the Corporation, give such bond for the faithful discharge of his/her duties in such form and amount as the Board or the City Council may require. The Director of Finance of the City of Southlake shall serve as the Treasurer of the Corporation. All check writing authority will follow all applicable City policies concerning authorizations, signatures and disbursements. City of Southlake Values: Integrity Innovation Accountability Commitment to Excellence Teamwork 4A - 3

11 Southlake Parks Development Corporation Meeting Date October 2, 2018 Page 4 of 4 Section 3.5 Secretary. The secretary shall keep the minutes of all meetings of the Board and books provided for that purpose, shall give and serve all notices, may sign with the president in the name of the Corporation, and/or attest the signature thereto, all contracts, conveyances, franchises, bonds, deeds, assignments, mortgages, notes and other instruments of the Corporation, shall have charge of the corporate books, records, documents and instruments, except the books of account and financial records and securities, and such other books and papers as the Board may direct, all of which shall at all reasonable times be open to public inspection upon application at the office of the Corporation during business hours, and shall in general perform all duties incident to the office of secretary subject to the control of the Board. Section 3.6 Executive Director. The City Manager of the City of Southlake will serve as the Executive Director of the Corporation to provide administrative support services for the corporation, and perform duties as prescribed by Board and City Council. Section 3.7 The president, vice president, and the secretary shall be named from among the members of the Board. The treasurer shall be the Director of Finance for the City. Any assistant secretary may, at the option of the Board, be employees of the City. The legal counsel shall be the attorney for the City and he/she shall designate any other attorney needed by the Corporation. Section 3.8 Compensation. Officers who are members of the Board shall not receive any salary or compensation for their services, except that they shall be reimbursed for the actual expenses incurred in the performance of their official duties as officers. City of Southlake Values: Integrity Innovation Accountability Commitment to Excellence Teamwork 4A - 4

12 SPDC OFFICERS ( ) TERM OFFICER POSITION Carolyn Morris President Sherry Berman Vice President Virginia Muzyka Secretary Carolyn Morris President (election 7/7/2009) Virginia Muzyka Vice President Pamela Muller Secretary Carolyn Morris President (election 10/5/2010) Pamela Muller Vice President Al Zito Secretary Carolyn Morris President (no election) Pamela Muller Vice President Al Zito Secretary Carolyn Morris President (election 8/7/2012) Pamela Muller Vice President Al Zito Secretary Carolyn Morris President (election 11/19/2013) Gary Fawks Vice President Sherry Berman Secretary Randy Williamson President (election 11/04/2014) Gary Fawks Vice President Sherry Berman Secretary Randy Williamson President (election 9/1/2015) Gary Fawks Vice President Sherry Berman Secretary Randy Williamson President (election 11/1/2016) Gary Fawks Vice President Sherry Berman Secretary Randy Williamson President (election 8/3/17) John Huffman Vice President Sherry Berman Secretary

13 M E M O R A N D U M September 25, 2018 TO: FROM: Southlake Parks Development Corporation Chris Tribble, Director of Community Services SUBJECT: Recommendation on SPDC Matching Funds Request from Southlake Girls Softball Association for soft-toss hitting stations at Bob Jones Park Action Requested: SPDC recommendation on the Southlake Parks Development Corporation (SPDC) Matching Funds request from Southlake Girls Softball Association Background Information: The Community Services Department recently received a request for SPDC matching funds from Southlake Girls Softball Association (SGSA) in the amount of $37,500 (half of total project cost) for installation of soft-toss hitting stations at Bob Jones Park. The request includes installation of up to 16 stations in the softball facility. The proposed locations for the hitting stations are near the existing batting cages, the small fence in the pitching warm-up area, and near each field. Each station would consist of a 10 x 12 concrete slab with an anchored net. The total cost for the proposed project is estimated to be $75,000. These improvements will provide effective batting practice and alleviate overcrowding at the existing revamped batting cages. Staff has reviewed the request from SGSA and recommends approval based on the request meeting the criteria designated within the SPDC Matching Funds Policy. The request was recommended for approval (6-0) by the Parks and Recreation Board on September 10, City Council will consider the request October 2, 2018 following the SPDC meeting. If approved, the project is expected to be completed by spring A copy of the SPDC Matching Funds application from SGSA is included with the memo for your review. City of Southlake Values: Integrity Innovation Accountability Commitment to Excellence Teamwork 4B - 1

14 Southlake Parks Development Corporation Meeting Date October 2, 2018 Page 2 of 3 Financial Considerations: The total anticipated project cost is estimated to be $75,000 to be split 50/50 ($37,500 each) between SGSA and SPDC. The current SPDC Matching Funds Budget is approximately $436,495. If the SPDC Matching Funds request from Southlake Girls Softball Association in the amount of $37,500 is approved, an unencumbered balance of approximately $398,995 will remain in the matching funds budget. Approval of a matching funds request will assist with offsetting capital costs of the project. Strategic Link: Citizen Input/ Board Review: The matching funds request 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, collaborate with select partners to implement service solutions, and invest to provide and maintain high quality public assets. Southlake Girls Softball Association proposes to commit funds in the amount of $37,500 towards the proposed project. Parks & Recreation Board recommended approval (6-0) September 10, 2018 SPDC recommendation October 2, 2018 City Council to consider October 16, 2018 Legal Review: Alternatives: Supporting Documents: N/A N/A SPDC Matching Funds Application from Southlake Girls Softball Association City of Southlake Values: Integrity Innovation Accountability Commitment to Excellence Teamwork 4B - 2

15 Southlake Parks Development Corporation Meeting Date October 2, 2018 Page 3 of 3 Map of proposed location of soft-toss hitting stations Photos of similar soft-toss hitting stations Staff Recommendation: SPDC recommendation to City Council on the SPDC Matching Funds project request from Southlake Girls Softball Association for an amount not to exceed $37,500 for the purchase and construction of soft-toss hitting stations at Bob Jones Park City of Southlake Values: Integrity Innovation Accountability Commitment to Excellence Teamwork 4B - 3

16 Revised PROPOSED SPDC MATCHING FUNDS PROJECT APPLICATION Project Name: Project Location: Contact Person: Organization: Mailing Address: City: State: ZIP: Phone: Cell: Fax: Additional Contact Person: Phone: Project Description: Project Justification: Proposed Start Date: Projected Cost: Proposed Completion Date: Funds Requested: Check One: Standard Match OR In-Kind Match %Match Proposed: Does the individual/organization currently have its portion of the requested funds match? If not, when does the individual/organization anticipate having its portion of the match? 4B - 4 1

17 X X X X 3-4 X X X X 3-4 X X X 3-4 X X X X 3-4 4B - 5

18 4B - 6

19 M E M O R A N D U M September 25, 2018 TO: FROM: Southlake Parks Development Corporation Chris Tribble, Director of Community Services SUBJECT: Recommendation on SPDC Matching Funds Request from Dragon Youth Baseball for turf improvements to Field 9 at Bicentennial Park Action Requested: SPDC recommendation on the Southlake Parks Development Corporation (SPDC) Matching Funds request from Dragon Youth Baseball Background Information: The Community Services Department recently received a request for SPDC matching funds from Dragon Youth Baseball (DYB) in the amount $75,000 (half of total project cost) for installation of synthetic turf on the Field 9 infield at Bicentennial Park. The total cost for the proposed project is estimated to be $150,000. The proposed improvements to Field 9 will ensure proper training of players on a consistent surface, as well as avoid weather related closures, and maintain a consistent schedule. Staff has reviewed the request from DYB and recommends approval based on the request meeting the criteria designated within the SPDC Matching Funds Policy. The request was recommended for approval (6-0) by the Parks and Recreation Board on September 10, City Council will consider the request October 2, 2018 following the SPDC meeting. If approved, the project is anticipated to be completed in Spring A copy of the SPDC Matching Funds application from DYB is included with the memo for your review. City of Southlake Values: Integrity Innovation Accountability Commitment to Excellence Teamwork 4C - 1

20 Southlake Parks Development Corporation Meeting Date October 2, 2018 Page 2 of 3 Financial Considerations: The total anticipated project cost is estimated to be $150,000 to be split 50/50 ($75,000 each) between DYB and SPDC. The current SPDC Matching Funds Budget is approximately $436,495. If the SPDC Matching Funds request from Dragon Youth Baseball in the amount of $75,000 and the preceding request from Southlake Girls Softball Association in the amount of $37,500 are approved, an unencumbered balance of approximately $323,995 will remain in the matching funds budget. Approval of a matching funds request will assist with offsetting capital costs of the project. Strategic Link: Citizen Input/ Board Review: The matching funds request 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, collaborate with select partners to implement service solutions, and invest to provide and maintain high quality public assets. Dragon Youth Baseball proposes to commit funds in the amount of $75,000 towards the proposed project. Parks & Recreation Board recommendation to approve (6-0) September 10, 2018 SPDC recommendation October 2, 2018 City Council to consider October 16, 2018 Legal Review: Alternatives: Supporting Documents: N/A N/A SPDC Matching Funds Application from Dragon Youth Baseball City of Southlake Values: Integrity Innovation Accountability Commitment to Excellence Teamwork 4C - 2

21 Southlake Parks Development Corporation Meeting Date October 2, 2018 Page 3 of 3 Map of Field 9 Photos of similar synthetic turf fields Staff Recommendation: Southlake Parks Development Corporation recommendation to City Council on the SPDC Matching Funds project request from Dragon Youth Baseball Association for an amount not to exceed $75,000, half the total cost of $150,000, for the installation of synthetic turf on the Field 9 infield at Bicentennial Park. City of Southlake Values: Integrity Innovation Accountability Commitment to Excellence Teamwork 4C - 3

22 4C - 4

23 Bicentennial Park Southlake, TX R = 75' R = 70' 80' 70' 54' 50' Dwg. No Baseball Field Layout Plan #1 Date: June 18, 2018 Scale: 1" = 60' 4C - 5 GLOBAL SYNTHETICS ENVIRONMENTAL, LLC A PROFESSIONAL ENGINEERING FIRM

24 4C - 6

25 4C - 7

26 4C - 8

27 SOUTHLAKE PARKS DEVELOPMENT CORPORATION 1/2% SALES TAX REPORT 2018 Collected Budget Balance Budget to Date Balance Percent $ 7,593,000 $ 6,434,999 ($1,158,001) % FISCAL FISCAL FISCAL YEAR % Inc YEAR % Inc YEAR % Inc MONTH Dec Dec Dec October $589, % $610, % $618, % November $584, % $738, % $648, % December $807, % $793, % $888, % January $496, % $575, % $578, % February (^) $509, % $435, % $537, % March $674, % $675, % $637, % April $550, % $609, % $558, % May $598, % $603, % $694, % June $690, % $633, % $658, % July $558, % $588, % $614, % August $583, % $643, % % September $675, % $671, % % TOTAL $7,318,490 $7,578,446 $6,434,999 $1,000,000 Three Year Revenue Comparison by Month $800,000 $600,000 $400,000 $200,000 $0 FISCAL YEAR 2016 FISCAL YEAR 2017 FISCAL YEAR 2018 Actual Budget Actual Estimated (budget-est.) % Difference Change MONTH October $610,557 $ 612,000 $618,528 $ 618,528 $ 6, % November $738,506 $ 740,000 $648,255 $ 648,255 $ (91,745) % December $793,055 $ 794,500 $888,801 $ 888,801 $ 94, % January $575,286 $ 576,400 $578,426 $ 578,426 $ 2, % February $435,021 $ 435,900 $537,657 $ 537,657 $ 101, % March $675,830 $ 677,000 $637,342 $ 637,342 $ (39,658) -5.86% April $609,187 $ 610,300 $558,526 $ 558,526 $ (51,774) -8.48% May $603,949 $ 605,100 $694,827 $ 694,827 $ 89, % June $633,500 $ 634,700 $658,234 $ 658,234 $ 23, % July $588,732 $ 589,800 $614,403 $ 614,403 $ 24, % August $643,111 $ 644,300 $0 $ 644,300 $ % September $671,711 $ 673,000 $0 $ 673,000 $ % TOTAL $ 7,578,446 $ 7,593,000 $ 6,434,999 $ 7,752,299 $ 159, % ^ February 2015 monthly collection includes an audit payment adjustment for previous periods ( ) ^ February 2017 monthly collection includes an audit payment adjustment for the period 5A - 1

28 Southlake Parks Development Corporation Attendance Report 2018 Place Name 1/16/18 2/6/18 3/6/18 4/3/18 5/1/18 5/15/18 6/5/18 7/3/18 8/9/18 9/4/18 10/2/18 11/6/18 12/4/18 Individual Attendance Rate Sherry Berman a a a 0 0 a 0 100% % Shahid Shafi a a a 0 0 a 0 100% 2 John Huffman a a a 0 0 a 0 100% 2 Shawn McCaskill a a a 0 0 a 0 100% 2 Tamara McMillan a a a 0 0 a 0 100% 2 Tina Wasserman a r a 0 0 a 0 75% 1.75 Randy Williamson a a a 0 0 a 0 100% 2 Hrs To Date Average Monthly Attendance Rate Meeting Attendance Rate (includes substitutions) 100% 0% 0% 0% 86% 100% 0% 0% 100% 0% a In attendance Total Hrs Per Month r Not in attendance, no substitute m Substitute in attendance n Vacant position 0 Meeting Canceled * Meeting Canceled due to no quorum Change in Representative 5B - 1