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4B Sales Tax Corporation Minutes - 01/29/2002MINUTES OF THE 413 SALES TAX CORPORATION January 29, 2002 Present: Ray Gonzalez, Vice President § Benay Ayers, Secretary Treasurer § Leon Mallonee § Corporation Board Members Bill Altman § Arthur Bea Williams § Tommy McCulloch § Jim Berzina, City Manager § Jim Dockery, Director of Finance § Bill Sullivan, City Attorney § George Bonnett, Director of Public Works § Scott Taylor, City Engineer § David Reuter, Civil Engineer I § Jack Murphy, Director of Parks & Recreation § Major Dennis Bachman, WFPD § City Staff Major Gerald Todd, WFPD § Jim King, WFPD § Chief Harold Lindsey, WFFD § Assistant Chief Earl Foster, WFFD § Linda Merrill, Recording Secretary § Gary Patrick, Park Board Member § Visitors Kenny Haney, Park Board Member § Absent: Rick Boone, President § Corporation Board Members L Call to Order Jim Dockery reported that President Rick Boone was unable to attend the meeting. Vice President Ray Gonzalez called the meeting to order at 2:00 p.m. II. Approval of Minutes (June 27, 2001) Mr. Gonzalez called for approval of the minutes of the Board's June 27, 2001 meeting. Tommy McCulloch moved, seconded by Leon Mallonee, that the minutes be approved as submitted. The motion was approved unanimously. N III. Receive Financial Report Mr. Dockery then presented a financial report to the Board. The Sales Tax History (Fiscal Year) reflected a .92% revenue increase from this time last year. Mr. Dockery, using a straight - line projection, estimated the Board could expect $2.745 million in revenue for fiscal year 2002. The 4B Sales Tax Financial Statement reveals the activities of the 4B Board from 1998 through a projection for 2002. At the present time, revenues, less expenditures, total $2.3 million. An amount of $2.3 million is reserved for encumbrances, such as the fire training field and the architectural services for the training center. There is an unreserved fund balance of $2.8 million. Tommy McCulloch and Benay Ayers expressed their appreciation to Mr. Dockery for a fine report, and Leon Mallonee echoed their sentiments. Mr. McCulloch moved, seconded by Ms. Ayers, that this report be approved. This motion was unanimously approved. IV. Public Hearing Jim Berzina began this discussion by informing the Board that the decision had been made to include the Communications Center in the Public Safety Training Center facility. This move will necessitate additional costs, and staff will provide a report later during this meeting. Mr. Berzina also indicated to the Board that staff was sensitive to the Board's desire to fund additional recreational projects. He noted that there is a project before them today to complete a portion of the City's trail system, and another project that would perhaps dovetail in with the recent dredging of Sikes Lake. He further added that George Bonnett would discuss the status of various drainage projects. - Update on the Status of the Public Safety Training Center Project and Consideration of Additional Funding for Architectural Services. George Bonnett began the discussion of this project by stating that roughly $600,000 will be needed for the construction of the Communications Center at the Public Safety Training Center. He reminded the Board that they had previously approved a technical services contract for $311,000 to Secord and Lebow. With this new construction, another $48,000 will be needed for the architectural fees, and $12,000 for programming costs, to determine the needs of the facility. Mr. Bonnett stated the City is asking the Board for that $60,000 today. He hopes to have this project out to bid by October 2002, with a one -year timeframe on construction. He stated he would not have good construction costs until the architect furnishes schematic designs. Mr. McCulloch questioned whether the staff knew more money would be required at the time the $311,000 was approved. Mr. Bonnett stated no, not until the Communications Center was added. Ms. Ayers moved, seconded by Arthur Bea Williams, that the $60,000 requested today for architectural plans and programming costs for the placement of the Communications Center at the Public Safety Training Center be approved. This motion was unanimously approved. - Consider Funding Request for Consulting Services for Public Safety Communications Project. Mr. Dockery then addressed the Board concerning a requesting for funding for consulting services for the Public Safety Communications Project. He reminded the Board that the project consists of three components: (1) radio, (2) a computer -aided dispatch and records management system, and (3) mobile data computers. Staff believes it is essential to retain a consultant to evaluate the City's needs and make recommendations as to replacement and upgrades. The City Council formed a subcommittee to assist staff to review the project. Proposals were received from two firms, from which RCC Consultants was chosen. This firm will conduct a three- phased approach. Phase 1 (4 months, $82,798.82). The consultants would develop a needs assessment, advise on strategy of implementation, and make recommendations as to cost estimates. Essentially, the scope of construction would be known after the completion of this phase. Phase 2 (6 months, $207,235.42). Assuming the decision is made to install an all -new system, this phase kicks in. The consultant develops the Requests for Proposal, helps to evaluate proposals received, and assists in contract negotiations and the establishment of testing parameters. Phase 3 (12 months, $140,651.60). At this point, the City would have contracts in hand for the three projects, assuming they are done concurrently. The consultants would make sure the designs make sense, and would monitor the project's progress. They would in effect be on staff during the construction of these complex communication systems. Mr. Dockery concluded by recommending approval of the entire budget at this time. He noted there are logical break points after each phase to allow for decisions to be made based upon the prior phase's activities, and explained these are not -to- exceed costs based upon estimated hours. Ms. Ayers questioned whether this project was going to cost $5 million. Mr. Berzina stated it would cost at least that much. She then asked about the activities of the Council subcommittee. Mr. Dockery stated the City Council wanted to make sure a consultant was necessary. The subcommittee assisted the staff in reviewing and recommending proposals. Bill Altman stated that the first proposal was from RCC Consultants in the sum of $250,000, for Phases 1 and 2 only. Members of the City Council were unhappy with this proposal, and formed a subcommittee to review this matter more closely. They looked at a comparable system in Mesquite, and held several meetings with the leading manufacturers, 0 Motorola and Ericsson. In the end, it was felt that the City would be buying trouble if it attempted this very complex project without a consultant. Money will be saved in the long run if the City chooses to go with a consultant, rather than simply going to either Motorola or Ericsson and having them set up the system. Mr. Mallonee reiterated Ms. Ayers' question as to the total cost of this project. He questioned whether this project will actually cost between $5 to $9 million. Mr. Altman replied affirmatively, adding that some of the parameters can make a huge different in cost. In response, Mr. Mallonee questioned whether the City was going to come to the Board to ask for the entire $9 million. Mr. Berzina said yes, but that it could be paid for in bond projects. Mr. Altman added that the City could do some of the project now, and leave off others for a later time. For example, it may be decided to leave the mobile data terminals for another time. Ms. Ayers noted that it is not going to get less expensive the longer the project is delayed. Ms. Ayers questioned how up -to -date was the system in Mesquite. Major Gerald Todd of the Wichita Falls Police Department stated they had upgraded their software, and the in -car terminals were now coming on board. Mr. Altman added that in the Council subcommittee's studies, they learned that it is essential to set up a dummy room for training purposes for communications center employees. It is a stressful job, and the high turnover rate attests to that fact. Appropriate training may help that issue. Ms. Ayers questioned, if the money is spent, how long could the City be "set." Arthur Bea Williams replied that the City's current system is not upgradeable. Mr. Berzina added that it is not the City's intent to buy a new system every five years, but new features could be added to the new system. In any event, the current system has to be replaced. Ms. Ayers moved, seconded by Mr. McCulloch, that the amount of $431,000 for the hiring of a consultant for the Public Safety Communications Project be approved. This motion was unanimously approved. - Consider Funding Request for Parks Trail Construction to Complete Existing Trail System from Hamilton Park to Jaycee Park. Jack Murphy began this discussion by recalling that the initial grant proposal for continuing the trail under FM 2380 was too expensive at $600,000, so that portion was left out of the grant. Now, the City has finished two trail projects, with a' /4 mile gap under the bridge. The cost to connect these two trails is $285,000. This connection would give the City a continuous six -mile trail from Hamilton Park to Fairway Boulevard at Jaycee Park. There is also a 1.5 -mile gravel trail in Jaycee Park. Mr. Murphy then distributed a list of priorities passed by the City Council last summer in its Parks and Recreation Open Space Plan, as well as photographs depicting the area under FM 2380. 5 Mr. Bonnett stated that the challenges are considerable on this project, and introduced David Reuter, the civil engineer who is the project manager for this extension. Mr. Reuter stated the City had two options. The first option would cross the natural drainage channel to the west of Holliday Creek using a 60 -foot bridge. There would be some sharp curves and stiff grades which would create blind spots with this option. Option two would require a 180 -foot bridge that would cross over the drop structure and span a portion of Holliday Creek. This option is preferred, as it would allow for a fairly straight alignment under the FM 2380 bridge, with grades at approximately 3 %. Mr. Murphy stated that he has received a lot of favorable feedback from the public for this trail addition. With the trails connected, it would be far more useful for bikers. Park Board member Gary Patrick stated the trails were built in the first place because of matching state funds. This trail connector does not fit within that scope. His experience on the Park Board has made him realize that a number of citizens want arterial trails. Whether the City connects the trails or not, the citizens will by running across the road. That is a very dangerous practice, and it behooves the City to provide a safe area for its citizens. It is a quality of life issue. Kenny Haney, also a Park Board member, states that the boat ramp on the east side of Lake Wichita is under utilized in our community, and this extension would place more emphasis on that area. Ms. Ayers asked what the time frame was for the completion of this project. Mr. Reuter stated it would take approximately two months to develop the plans, and 90 days for construction, depending upon the bridge manufacturer. Mr. Bonnett added that it would probably take three months to take it to bid, and another three months for construction. So we are looking at the end of summer for the completion of this project. Scott Taylor stated the plan has been pre- approved with TxDOT. Mr. Bonnett stated the main concern will be with the Corps of Engineers, but nothing that cannot be worked out. Mr. Mallonee moved, seconded by Mr. McCulloch, that the amount of $285,000 be expended to complete the existing trail system from Hamilton Park to Jaycee Park. The motion was unanimously approved. - Consider Funding Request for Excavation and Hauling on Sikes Lake that is Located in Wood Park. Mr. Murphy stated that as Midwestern State University recently dredged Sikes Lake, it seems a natural move for the City to perform the same action on its own lake at Wood Memorial Park. He said it is proposed to excavate the lake to a four -foot depth, and hopefully to keep some of the excavation on -site to improve the landscaping with berms. This would be a turnkey construction. G Mr. Mallonee asked whether MSU had billed the City for the $300,000 previously authorized toward the dredging of Sikes Lake. Mr. Bonnett stated the bill is expected in the near future. Mr. Murphy stated this project was not at the top of the list of prioritized projects in the open space plan, but it is best to be flexible. Mr. Bonnett stated it would be an excavation of 9,000 cubic yards, with a depth of four feet. The challenge is an 18" sanitary sewer line on the lake's bottom. The dredging will stop approximately 50 feet on either side of the line. This will not be recognized by the casual observer. Ms. Williams opined that this project has to be done since MSU had recently dredged Sikes Lake. Mr. McCulloch agreed, moving that the sum of $90,000 be approved for the excavation and hauling from the City's lake at Wood Memorial Park. Ms. Williams seconded, and all members approved the motion. V. Update on the Status of Drainage Projects David Reuter, project manager on the 9t" Street and Lindsey drainage project and the fire training ground project, gave an update on the status of each. He began by addressing the 9t" Street and Lindsey project, stating that there are flooding problems when it rains. He believes one cause of this flooding could be that the culvert underneath Seymour Highway may be under - sized. Another problem is that an area along Seymour Highway has become a construction fill zone. There is a natural flow of water toward the trailer park on Seymour Highway. The City would like to improve the channel from 10t" Street to the Big Wichita River. It would be a concrete lined channel among the residences, and a natural grass -lined channel where there is room to do that. Mr. Berzina stated that if the 4B board accepts the Police /Fire Training Center and pays cash, there is no problem with that. The problem is that they cannot agree to fund a project unless the money is in the bank at that time. He advises that this project be bid in October and there will be no cash flow problem. Mr. Dockery stated the 4B board has plenty of dollars, but the big project of the award of bid for the police fire training center. Ms. Williams asked whether the property acquisition for this project is of vacant or occupied property. It will be both. Mr. Reuter stated if the City attempts to stay right on property lines, the acquisition would be much less intrusive. He then addressed the fire training field. He indicated on a drawing that there is a burn building for live fire training, a slab for a warehouse -type fire, and a manufactured -type building for classrooms. There is a concrete street and parking around the burn building vicinity. The 7 remaining streets at the field are of a two - course gravel. This is the best way to utilize the funds allotted to this project. The water and sewer to the two restroom facilities will be tied in from Harding Street. Mr. Bonnett stated there is a property swap occurring with the Wichita Falls Independent School District that will be on the next meeting of the Planning and Zoning Commission. This project will be ready to bid in approximately three to four weeks. Mr. Altman threw out the idea that, with interest rates being so low, there exists a good possibility to finance this project. Ms. Ayers asked if the board could issue bonds in anticipation of a project down the road. Mr. Dockery said yes, but not to issue anticipation notes for a current project, as there is a certain amount of time that is required for such a process. Mr. Berzina suggested the possibility of forming a committee to look at the funding of these projects, as the board has members who are experienced in financial matters. He also announced the recent hiring of a new assistant who will be charged with working very closely with the board. He thanked Mr. Dockery for doing a good job working with the board, especially considering this was not his job in the first place. VI. Adjourn There being no further business, Mr. Gonzalez adjourned the meeting at 3:00 p.m. &I a6""3' sy Benay Ayers Secretary Treasurer Linda Merrill Recording Secretary