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4B Sales Tax Corporation Minutes - 11/07/2002MINUTES OF THE 413 SALES TAX CORPORATION November 7, 2002 Present: Rick Boone, President § Ray Gonzalez, Vice President § Benay Ayers, Secretary Treasurer § Bill Altman § Corporation Board Members Tommy McCulloch § Arthur Bea Williams § Matt Benoit, Assistant City Manager § Scott Taylor, Director of Public Works § City Staff Jack Murphy, Director of Parks & Recreation § Linda Merrill, Recording Secretary § Absent: Leon Mallonee § Corporation Board Member I. Call to Order President Rick Boone called the meeting to order at 8:00 a.m. A brief discussion was held concerning the relationship between the City Council and the Board concerning the composition of the board. No action was taken on this item. II. Approval of Minutes (July 19, 2002) Arthur Bea Williams moved that the minutes of the July 19, 2002 meeting be approved. The motion was seconded by Benay Ayers, and the motion carried. III. Receive Financial Report Matt Benoit presented the Board's financial report. The October and November sales tax payments are deposited in last year's earnings, due to the fact that October payments reflect August sales, while November payments reflect September sales. Expenditures that come in after October 1 are debited to the current fiscal year. Therefore, until revenues from December come into this fiscal year, expenditures will exceed revenues. This is a usual annual occurrence. 2 Payments in October totaled $194,636, representing a 1.21% increase over October 2001, and a .37% increase over fiscal year 2001. Interest collections come to $10,000 per month. The total revenues for fiscal year 2001 are $2,564,689. October expenditures include $42,600 to Secord and Lebow for design of the public safety training center, and $8,000 for the design work of the radio communications center for the request for proposal. The Board's expenditures for 2002 totaled $973,000, leaving a cash balance of $6.68 million. The sum of $2.5 million of that cash balance is encumbered, leaving an unencumbered cash balance of $4,150,399. Benay Ayers commented that the Board would end up a little over budget, revenue -wise. Mr. Benoit agreed, stating one final quarterly payment in November would increase the revenue. However, he noted, the interest will come in significantly under budget. Tommy McCulloch moved, seconded by Ray Gonzalez, that the financial report be received as presented. The motion carried. IV. Consider Addition to the Wood Memorial Park Project Mr. Benoit stated the Board approved the sum of $90,000 for the excavation and hauling from the City's lake at Wood Memorial Park on January 29, 2002. The actual cost of this project was $65,745, so there is an available balance of unspent funds from this project in the amount of $24,255. Director of Public Works Scott Taylor presented a request to the Board to spend those unused funds to stabilize the pond to help prevent erosion and sediment buildup. He stated the area to be stabilized is 400' of the north shore, representing 2/3 of the north side of the pond. The area around the entire lake is 1,200 feet. Mr. Murphy indicated on a map the proposed north bank concrete foundation. He stated that he hoped to have a trail to follow McGrath Creek from the Wichita Falls Museum and Art Center, Sikes Lake, Wood Memorial Park, Maplewood Median, and on to Kemp Street. Mr. Murphy continued, stating the trail could tie into the 12 -mile trail MSU will construct around Sikes Lake with a $1.8 million TxDOT grant. He stated that persons could walk from MSU around the lake to this point, and the trail would create interest in future expansion. He envisioned replacing box culverts with bridges to allow pedestrians to walk to Restaurant Row. He added that it would take an investment by the City to sell this idea to merchants; ultimately, this should be a public /private venture in order to be a success. Mr. Murphy noted that watercraft could be permitted in the pond, and made reference to similar successful projects in Kansas City, San Antonio, and Oklahoma City. 3 Mayor Altman questioned whether the presenters were requesting additional money today. Mr. Benoit stated that, given the fact that the original project came in under cost, only the unspent funds authorized in January are being requested. Mr. Benoit continued, stating the Board is facing unknown costs concerning the public safety training center, as well as the radio communications project, and advised that staff could perhaps approach the Board at a later date with a grander scheme. Mr. Taylor stated that the actual cost of the project was $76,000. The City replaced a sanitary sewer line, and that cost was borne by Utilities. Mayor Altman pointed out that before an extra bridge could be constructed, a sewer line under the water would have to be moved, which would be an expensive project. Mr. Taylor stated that would fall within a storm water utility project. Ms. Ayers questioned the status of the MSU trail project, and Mr. Taylor stated that MSU is in the beginning stages of the preliminary design. He foresees a usable trail two years from now. Mr. Taylor stated the north side of the pond would be used strictly for stabilization; no trail would be constructed. The trail will be constructed on the south side, to serve the pedestrian traffic flow. The unspent funds requested today would allow for the construction of a stabilization wall 400' to the west. It will cost approximately $126,000 to stabilize the south shoreline. The trail alone is estimated at $30,000. Ms. Williams questioned the life expectancy of the stabilization. Mr. Taylor stated approximately 20 -25 years. Mr. Murphy added that the same material to be utilized for the stabilization was used at Sikes Lake. Ms. Ayers moved, seconded by Mr. McCulloch, that the Board grant the balance of unspent funds from the $90,000, plus an additional $13,000 to complete the stabilization of the north side of the lake at Wood Memorial Park. The motion was unanimously approved. V. Consider Modification to the FM 2380 Trail Project Mr. Taylor reminded the Board that they had approved the sum of $285,000 be expended to complete the existing trail system from Hamilton Park to Jaycee Park at their January 29, 2002 meeting. He then stated that the original bid for the Phase 2 Holliday Creek Bike Trail was $750,000. The City then went back to TxDOT, split the project into two separate projects, rebid it, and the cost was then $377,000. There is difficulty with this project in working with the riprap, and well as getting under the bridge and having adequate clearance in order to meet ADA requirements. Mr. Taylor stated that in order to get over the drop structure, the City had to meet federal highway design criteria. The City's decision to fund and design the project resulted in less 4 stringent requirements, and the cost for the project decreased. The proposed trail is still ADA compliant. Additionally, to lower the bid, the specifications changed from aluminum railings to steel railings. That change in specifications dropped $55,000 from the bid, bringing the total cost of the project to $322,000. Mr. Taylor believes this is the best bid the City will ever get on this project. He is now before the Board requesting $37,000 to cover the costs over the original grant of $285,000. Mr. Altman asked if there were drawbacks in switching to steel. Mr. Taylor replied that the City might be required to paint the railings in the future, but that they should last quite a while. Additionally, Mr. Murphy added that after a windstorm in June, a lot of aluminum fencing used by the City had blown down. In addition, his crews would not be able to repair aluminum, but they could weld steel. Mr. Boone asked the completion time for this project. Mr. Taylor estimated the trail would be complete by the end of summer 2003. He added that pedestrians are crossing Kemp Boulevard now, and it is a dangerous situation. Mr. Murphy added the road is designated at 50 miles per hour. Mr. Altman questioned the grade of the curve on the proposed trail. Mr. Taylor stated it is right at seven percent. Mr. Altman noted his concerns over bicyclists coming around the curve. Mr. Taylor stated the curve is sweeping enough to allow for visibility. The design also protects against bicyclists coming too fast around the curve and veering off into the creek. The slope is ADA compliant. Ms. Ayers questioned when Kemp is expected to be widened. Mr. Taylor stated that he expected bids to be opened this month on the project. While two contractors will be in the same area, they will not be in the same location, so concurrent work should not present a problem. Mr. Murphy added that the Lake Wichita shoreline improvement is number two (behind the gymnasium) on the prioritized list of projects under the Open Space Plan. He states the City hopes to eventually acquire the 20 properties and make it a park -like landscape with a parking lot, and a base or pad for a private sector restaurant, or a large rental structure similar to the Log Cabin at Lucy Park. In addition, a pedestrian trail will be constructed to cross on top of the spillway. Mr. Boone asked if there are plans to go north past Hamilton to tie that in. Mr. Taylor stated the City is 1.5 miles short of completing the Holliday Creek Trail, and this section is from East Scott to Hamilton Park. It would be necessary to cross Central Freeway and Old Jacksboro Highway and go through the Country Club. Problems with using the creek include protecting pedestrians from flying golf balls. There will be some effort made next year in Washington, D.C. to reinstate the ISTEA programs, which could be a source of funding. Mr. Benoit stated that the City is before the Board today requesting $37,388 for a modification to the FM 2380 project. The Board originally approved $285,000, the low bid for the project was $377,858. By going to steel, the project cost came in $55,470 less, at $322,388. 5 Ms. Ayers moved for approval of the expenditure, seconded by Ms. Williams. The motion carried. Mr. Boone asked Mr. Murphy how often are the trails cleaned. Mr. Murphy stated on an as- needed basis; they are patrolled daily. Mr. Altman asked that staff look at portions of the Lucy Park trail between the Falls and Central Garage - there are two spots about 10 to 20 feet in length that get muddy with heavy rains. Mr. Murphy acknowledged the problem, stating the bar ditch needs excavated because it over flows. Mr. Taylor added that the addition of culverts might be necessary. VI. Consider Project Approval for Drainage Project at 91h and Lindsey Mr. Taylor again addressed the Board, stating the drainage project at 9th and Lindsey is nearing design completion. He reminded the Board that this is the highest ranked project that is 4b eligible. The drainage improvement will be adjacent to the trailer park and various businesses behind the Post Office and the Harrell Center on Seymour Highway, down to the box culvert on Seymour Highway out to the Wichita River. He continued, stating the City needs to acquire more land in order to put in the first City - constructed detention pond. He does not know how much the easements will cost, but stated the City would basically be buying an existing ditch. Most of the channel will be natural or grass lined, as that method would comply with new regulations concerning storm water quality. Most of the concrete work would occur around the trailer park. Mr. Boone questioned what areas flood. Mr. Taylor stated it is mostly the commercial businesses and the trailer park around 91h and 10th Streets. Mr. Altman states he receives calls from citizens regarding weeds in irrigation canals. Mr. Taylor stated weeds do grow in a drainage channel. City crews by ordinance cannot clean channels for which they do not have easements. Those channels the City does maintain are typically handled on an annual rotation. This channel will be designed for a 10' wide concrete bottom. McGrath and Holliday Creeks occupy a lot of time, but the City does get around to all of them. Mr. Benoit added that this project consists of 4,000 linear feet, of which a very small portion would be concrete. Mr. Altman asked how deep the channel would be, and Mr. Taylor stated that is not yet known. Ms. Ayers asked if there are any health regulations. Mr. Taylor stated no; the detention pond will drain itself, and will at most times be dry. It is simply meant to hold water a little while, and let it out in a measured release. He estimated 8 to 10 months' construction time, with the project complete by December 2003. no VII. Public Safety Projects and Financial Plan Update Mr. Benoit stated the purpose of this item on the Board's agenda is to review the financing plan to insure that cost estimates for the Radio Communications Center. He stated the City is getting a slower start on the drill field project, and the financial plan needs to reflect when that project would begin to receive cash. He reminded the Board of their comfort at paying for the fire drill field project with cash. That turned out to be a feasible solution. Today, the Board took on additional funding responsibilities for the FM 2380 and Wood Memorial Park projects. With those projects, the lowest available cash balance of $1.7 million occurs in July 2004. That would coincide with the final payment for the CAD system, records management system, and two -way radios. The cash balance would recover to $2.2 million two months later. In February of fiscal year 2005 -06, the Board's funds are down to $1.47 million. That is due to the expenses incurred in funding the two -way radios, CAD and records management systems first. The funds increase to $2.3 million about three months later. Mr. Boone asked how long is the time to finance these projects. Mr. Benoit stated it is the intent to use ten -year Certificates of Obligation for the hardware, radio, and towers. For the CAD equipment and hardware, $276,000 in principal, 15 year Certificates of Obligation. Mr. Benoit stated there is still consideration being given to 20 -year Certificates of Obligation for the public safety training center. He is providing this update to reassure the Board that, although they took on additional funds today, they are in no jeopardy of continuing with their existing obligations. Mr. Boone asked the life expectancy of radios. Mr. Benoit replied it is 10 years for the car radios, 7 -8 years for the hand -held versions. Mr. Benoit stated he expected the RFP here in the next 3 -5 days. City staff will take a couple of weeks to review it, and add our boiler plat language. He expects that we would start construction of the radio communications project in June 2003. Mr. Altman requested that Mr. Benoit update the timeframe of the project when the RFP is in. Mr. Benoit stated that the public safety training center could probably be bid in two to three weeks, but he doesn't want to do it over the holidays. So the Facilities Manager and Building Inspection Department are giving it a major review, and the project will be bid in January 2003. VIII. Adjourn The meeting was adjourned at 9:30 a.m. Benay Ayers Linda Merrill Secretary Treasurer Recording Secretary