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4B Sales Tax Corporation Minutes - 01/31/2000! PSCICivw n� MINUTES OF THE CITY CLERK'S OFFICE 4B SALES TAX CORPORATION Date January 31, 2000 1 By Time l0 Present: Rick Boone, President § Benay Ayers, Secretary- Treasurer § Tommy McCulloch § Corporation Board Members Ray Gonzalez § Leon Mallonee § Arthur Bea Williams § Mayor Kay Yeager § City Council Representative Jim Berzina, City Manager § Gregory D. Humbach, City Attorney § Robert Powers, Assistant City Manager § Jack Murphy, Parks & Recreation Director § Ronnie James, Fire Chief § City Staff Ken Coughlin, Police Chief § Linda Merrill, Recording Secretary § Absent: Ikard Smith, Vice - President § Corporation Board Member I. Call to Order President Rick Boone called the meeting to order at 8:34 a.m. II. Approval of Minutes (August 12, 1999) Tommy McCulloch moved to approve the minutes of August 12, 1999 as written. Arthur Bea Williams seconded, and the Board unanimously approved. III. Financial Report Robert Powers gave an overview of the 4B Sales Tax Corporation's Preliminary Financial Statement dated 12/31/99. He itemized the following figures: 2 The Corporation ended 1999 with revenues of $2,524,000 Expenses or Commitments (mostly commitments) totaled $3,263,000 1999 ended with a positive fund balance of $617,000 The Budget for FY 00 is $2,496,000 The sole commitment is third -year library tax anticipation notes of $347,000 For this current year, the Corporation has received two checks totaling $378,000, with $47,000 interest earnings. Mr. Powers stated that as of this moment, the fund balance is $1,042,000. IV. Public Hearing (Public Safety Training Center) Chairman Boone opened a public hearing on the public safety training center. No citizens appeared to speak on this subject. Mr. Powers stated that the police and fire training center has been one of the Board's planned projects since the election in January 1997. About two years ago, the City retained the firm of McLaren, Wilson & Lawrie for a two -day workshop for concept and budget validation. For what the City desires, the firm advised it would require an approximately 21,000 square foot building, and cost approximately $2.4 Million. This figure does not include site improvements, because no site has been chosen, nor did it include furnishings. These costs could add another $1 Million to the estimate. This project is a three - legged stool, consisting of the center itself, the police firing range, and the fire drill field. Renovation of the police firing range is estimated at $475,000. The estimated renovation cost for the fire drill field is $450,000. The request before the Corporation today is for $75,000 to take the project to the next step before actual full design of the facility. The McLaren firm would do a complete and detailed needs assessment. They would prepare "room data sheets," whereby they would take each room in the facility and detail the space, furniture, electrical, and video requirements. They would also do a concept plan for both the training center and firing range, laid out on our selected site. This would provide the City with a site plan and a floor plan. Mr. Powers stated that since this is a very large project in terms of its cost and its use, it is advisable to insure that everyone is "on the same page" as to what is needed before any commitment is made to architectural and engineering designs. This preliminary work opens the door to a larger selection of firms to ultimately compete for the project. This stage would take 4 or 5 months for completion. Chairman Boone asked for the timeframe of construction, start to finish. Mr. Powers stated the design work could take up to 12 months, and construction up to 18 months. Benay Ayers queried whether this preliminary step is a usual process, and expressed concern that it seemed like a lot of money. Mr. Powers replied that he believes this would not 3 be money or work wasted. The City would have available a blueprint to present to architects. The rooms would already be laid out. These steps would assist the City to negotiate down the fee. Kay Yeager mentioned that she had recently spoken with architect Dick Bundy. He equated this project to the construction of the Hospice Center. There was no one in the State of Texas who had done such a center. If the City does not take this step, the architectural firm would have to hire someone to do this work, anyway. The project is so specific that if this step is not taken, the building will not function at its highest efficiency. Fire Chief Ronnie James added that the City has the opportunity to choose who does this step, rather than having the architectural firm partner up with someone of their own choosing. It is such a unique project and the City needs the outside help. Police Chief Ken Coughlin opined that liability is inherent in a firing range. Training technology is increasing drastically, so this building must not only reflect current needs, but future ones, as well. Mr. McCulloch asked what procedure was used to find this firm. Mr. Powers states that, two years ago, the City looked for firms with experience. The International Association of Chiefs of Police (IACP) recommended McLaren, Wilson & Lawrie. Jim McLaren is an instructor for the IACP on police facility design. All reference checks were positive, and references are continued to be checked on projects the firm has completed within these past two years. Mr. McCulloch noted the firm had a long list of projects, but only noted one for Texas. Mr. Powers stated the firm has partnered with Phillips Swager, which is based in Dallas. They are currently retained by the City of Dallas for their police headquarters. Mr. McCulloch questioned whether there was a similar facility built in the State of Texas. Chief James stated there are projects with some similarities, but nothing identical. The City of Ft. Worth probably has the closest facility, but their project did not include a firing range. Mr. Powers informed the Board that City representatives visited the Plano and Irving training centers. Each was a little different from what we are attempting. Mr. Powers further stated that, even if the City proposes to break the project up contractually, the same process is still being followed. Chairman Boone closed the public hearing. V. Consider Action Relating to Public Hearing Mr. McCulloch moved that the $75,000 for the preliminary design work of the police /fire training center be approved. Ms. Ayers seconded the motion, which was unanimously approved. VI. Project Updates Jack Murphy presented a videotape of the progress made on two projects. The first was the picnic shelter at Rotary Park, completed with matching donations from the Rotary Club. More aesthetic work needs to be added, as well as the addition of a grill. The film continued on to the work on the recreation center above the library. This work is being done in two phases, so that classes and activities can still be held in this center. Mr. Powers stated that Santa Rosa Construction (out of Vernon) is 30 days into the project. Mr. Murphy added that it is anticipated the project will be completed in June. Mr. Powers informed the Board that the construction of the three fire stations started after Labor Day. Slabs and underground work have been completed, and framing should begin this week on Station 3 near the clinic. The construction is on schedule. Chairman Boone questioned what will be done with the existing fire stations, and Mr. Powers said no decision has been made as of yet. Jim Berzina informed the Board that there is a possibility that the City will trade land for the training center with the School District. At this point, the School suggested the Washington Jackson Math Science Center, which would allow for the utilization of existing parking facilities and a track. However, the City's land (near Rider High School) is far more valuable, so the School District is attempting to find land of equal value. The City will probably put the fire drill field with the training center at that location, and keep the police firing range at its present location. Mr. Berzina continued, stating the City may have a project to discuss with the Board. The City received word late last week that TxDOT will give Wichita Falls $700,000 to run the trail system from the State Hospital into Jaycee Park. The City will have to match those funds in a 4 -to -1 ratio, so the Board may be requested to furnish approximately $150,000. Jack Murphy presented a map of existing trail sites, and proposed future sites. The ultimate goal would be to have a 13 -15 mile track from Lucy Park to Jaycee Park and perhaps continuing on to encircle the City in the future. The Board members reacted positively toward this project, with Ms. Ayers stating the trail system is a plus for conventions. Mr. McCulloch asked about the latest news on potential drainage projects. Mr. Powers reminded the Board that their official action was to go on record that the City could request • 5 / $500,000 for drainage projects from 4B funds. The City has hired temporary personnel in the Public Works Department to begin the tedious process of mapping the impervious surface area of all the commercial sites in town. This will entail another six months work to have all the necessary data available to discuss this again. Mr. Berzina stated the City has completed two CDBG - funded projects, because the funds were immediately available. A priority system has been developed, but the City is looking instead toward creating a Drainage Utility District. There may be a way to fund that with a net /net situation. Sanitation fees could be reduced enough to raise the water /sewer fund fees by an equal amount, which would generate $1 to $1.5 Million per year. George Bonnett, Director of Public Works, has discussed this issue with him, and Mr. Berzina relayed his thoughts that there is an acceptable level of drainage work that the community will tolerate, because this is extremely messy construction. The package has not been put together for the Board because we may have funds via this other method. VII. Adjourn Chairman Boone called for a motion and second to adjourn. Mr. McCulloch so moved, Ms. Ayers seconded, and the vote to adjourn was unanimous at 9:32 a.m. C' C44 Benay Ayers Secretary- Treasurer Linda Merrill Recording Secretary