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4B Sales Tax Corporation Minutes - 05/19/2010MINUTES OF THE 4B SALES TAX CORPORATION May 19, 2010 Present: Jim Ginnings § Randy Schaffner § Corporation Board Members Alan Donaldson § John Alexander § Charles Elmore § Bob Seabury § Jim Dockery, CFO /Asst. City Manager § Kevin Hugman, Assistant City Manager § City Staff Jack Murphy, Director of Parks § Miles Risley, City Attorney § Linda Merrill, Recording Secretary § Carla Fitch § George Bonnett § Bob Thompson § Attendees John Hirschi § Michael Koen § Absent: Darron Leiker § Member 1. CALL TO ORDER Jim Ginnings called the meeting to order at 4:15 p.m. 2. APPROVAL OF MINUTES (2/19/10) AND REPORT OF FINANCIAL CONDITION Charles Elmore moved, seconded by Randy Schaffner, that the minutes be approved as submitted. The motion unanimously carried. Mr. Ginnings noted the financial report would come later in the meeting. 3. PUBLIC HEARING; CONSIDERATION OF KEMP CENTER FOR THE ARTS BUILDING ADDITION AND RENOVATION PROJECT Architect Michael Koen said the Kemp Center for the Arts ( "the Kemp ") is making a request for funds from the 4B Board for a three -story, 1,600 square foot addition to the building. Carla Fitch, Executive Director, they knew after opening the Kemp in 2002 that there was not enough storage space. Furnishings have to be moved constantly to accommodate events held at the Kemp. There is no room for exhibitions in the southeast gallery because it is used for storage. z The total cost of the proposed addition is $465,000. Three foundations (Bridwell, Priddy and Fain) have promised funding ($135,000), and the Kemp Center has pledged $30,000 from its Home and Garden Festival. They seek $300,000 to finish the project. Charles Elmore questioned whether the contemplated addition will be large enough to fit the Kemp's needs. Mr. Koen said it is the most efficient use of space and money. A similar expansion can be done on the other side of the building, when money may be available. Bob Seabury asked if the addition will be constructed with brick matching the original structure. Ms. Fitch replied that the Landmark Commission requested that the addition not totally blend into the original construction. They will, however, use the brick that will be removed from the Kemp as a result of the new construction. Mr. Schaffner asked if the addition will have air conditioning. Mr. Koen said that building codes require heat be installed in any structure to be occupied by humans. Mr. Ginnings asked if the elevator would be replaced. Mr. Koen replied that it would not. Mr. Schaffner requested a cost itemization. Ms. Fitch replied as follows: 1. Lighting replacement - $3,500 2. Reglaze upstairs windows and install new screens - $40,000 3. Construction of a wall for upstairs classroom - $4,000 4. Custom bookcase - $3,000 5. Replace molding - $895 6. Carpet, pad and installation - $58,000 7. Restretch fabric on the walls - $1,500 8. New computer system - $8,500 The Kemp pays $500 per year for off -site storage, and around $2,500 per year for labor to move the furnishings. Mr. Koen added that there is also the cost to consider in the extra wear and tear on the facilities, carpet, and furnishings. Ms. Fitch said she also worries about potential injuries to the custodians who move the furnishings. 4. PUBLIC HEARING; CONSIDERATION OF WEEKS PARK POND PROJECT. Jack Murphy said the Board earlier approved the expenditure of $600,000 for the South Weeks Park Pond Project. The contract was for only the construction of the pond, which totaled $388,000. He is requesting permission to spend $150,000 of the leftover funds on various amenities associated with the project, including construction of a gazebo on top of the hill (which was created from the dirt taken from the pond construction area); extension of the trail to connect to South Lake Park Drive; and floating fountains, among other items. Jim Dockery noted this project was included with three other projects (police firing range, animal shelter and trail system improvements) in a bond package. According to the prospectus, leftover funds can only be used for park improvements. Mr. Murphy said the new pond will be lined and sloughing will not be a problem. Lining is necessary as there is not enough clay in the ground to seal the pond. There will be two feet of compacted soil on top of the lining. The recent rain events show that the pond is in a good location to gather rainwater. ITEM 2 REVISITED: REPORT OF FINANCIAL CONDITION Kevin Hugman provided a financial statement showing a budgeted unreserved fund balance of $2.466 Million. Sales tax collection is low, but the reimbursement line item of $30,000 (for TIF #2) comes in historically well above that amount, thus offsetting the decrease in sales tax revenues. The 4B fund has received $1.6 Million in sales tax revenues to date. It has an actual unreserved cash -on -hand balance of $575,000. The reason for less cash -on -hand than the budgeted unreserved fund balance is because at this point in the fiscal year, the entire year of sales tax receipts has not yet been received. Mr. Ginnings reminded the Board that the request for amenities to the South Weeks Park Pond Project is not a request for further funding; that money has already been approved and appropriated. He asked for a motion and second to discuss the Kemp Center request. John Alexander so moved, seconded by Charles Elmore. Mr. Elmore suggested the Board approve only $200,000 of the request. There was discussion regarding the amount of money the Kemp Center would put toward this project from its Home and Garden Festival funds. Randy Schaffner noted that he was in favor of the itemized items 2 -9, but questioned the expenditure of $365,000 in building construction in order to save $3,000 to $4,000 every year in the cost to move furnishings. Mr. Ginnings asked if anyone was interested in amending the motion with a figure of less than $300,000. Mr. Schaffner said he would like to see organizations seeking money during these economic times come up with their portion, as well. To that end, he moved to amend the motion to fund $150,000 of the request; the amendment died for lack of a second. Mr. Ginnings appreciated his remarks and said it would be good to keep that in mind. Mr. Alexander moved that the Board fund $270,000 of the request; seconded by Mr. Elmore, the motion carried 5 to 1, with Randy Schaffner voting against the amended motion. The motion carried. Randy Schaffner moved, seconded by Alan Donaldson, to approve the expenditure of $149,800 for the South Weeks Park Pond Project. The motion carried unanimously. 6. ADJOURN Mr. Ginnings adjourned the meeting at 5:20 p.m.