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4B Sales Tax Corporation Minutes - 05/15/2008MINUTES OF THE 4B SALES TAX CORPORATION May 15, 2008 Present: Warren Ayres, President § Darron Leiker, City Manager § Ray Gonzalez § Corporation Board Members Alan Donaldson § Randy Schaffner § Jim Ginnings § Michael Smith, Councilor District 1 § City Council Matt Benoit, Assistant City Manager § Linda Merrill, Recording Secretary § Teri Halsey § Lynda Hillery § Marcia Bernhardt § John Hirschi § Jay Cottrell § Leanne Cottrell § River Bend Nature Works James Estes § Jim Miller § Randy Martin § Martha Fain § Samantha McMahen § Jennifer Herrell § Jane McGough § Darrell Hobbs § Secord & Lebow Absent: Bob Seabury § Corporation Board Member 1. CALL TO ORDER President Warren Ayres called the meeting to order at 3:33 p.m. 2. APPROVAL OF MINUTES (NOVEMBER 14, 2007) Ray Gonzalez moved, seconded by Randy Schaffner, that the minutes be approved. The motion unanimously carried. RECEIVED IN CITY CLyyE��RK'S ((F11FICE Date �l v By Time — r Joint City Council /4B Meeting Minutes — May 15, 2008 2 3. CONSIDER A REQUEST FOR FUNDING ASSISTANCE WITH THE SKATE PARK PARKING LOT. Matt Benoit stated that the City Council awarded the contract to design and build the 13,000 square foot skate park to Grindline Skateparks, of Seattle, Washington. The construction of the skate park was budgeted at $500,000; $443,000 has been either committed or spent. The two largest expenditures are $20,000 for the design of the park, and $416,500 for construction. Other remaining items (restrooms, utility hookups, lighting, benches, concrete) total $39,242. The Council recently awarded a $76,000 contract for construction of the parking lot. Barring inclement weather, this project should be complete within three weeks. Including the $76,000 for the parking lot, the total project cost is $558,650. The City is requesting $58,650 from the 4B Board today. Jim Ginnings asked if the skate park would be landscaped. Mr. Benoit replied affirmatively, adding that there is already some landscaping. Mr. Ginnings asked if the parking lot will be constructed of concrete. Mr. Benoit replied it will be asphalt. Mr. Ginnings then asked, once this is remain to be completed. Mr. Benoit noted t poured; poles will need to be installed, as restrooms. Mr. Ginnings clarified his question those items that cost a total of $558,000? remain that would require funding. done, what other projects would ie piers for the lighting are being well as utility connections for the what remains to be done, beyond Mr. Benoit replied nothing would President Ayres asked if $58,650 is sufficient to cover costs. Mr. Benoit noted that the contract has been awarded. That does not rule out the potential for a change order. However, he cannot request additional monies simply because of the potential for a change order. 4. CONDUCT A PUBLIC HEARING ON THE REQUEST FOR FUNDING ASSISTANCE WITH THE SKATE PARK PARKING LOT. President Ayres opened the public hearing at 3:40 p.m. Alan Donaldson expressed his support, and noted that the community is excited about it. It will no doubt generate a lot of traffic. He would hate to have this skate park constructed without having an adequate parking lot. Mr. Benoit clarified that the cost to construct the parking lot also includes the concrete approach, curb cut, curbing, and the transition to asphalt. Joint City Council /46 Meeting Minutes — May 15, 2008 3 Ray Gonzalez asked the number of parking spaces in the lot. Mr. Benoit replied there will be 18 -20 spaces. It can be expanded if necessary. He suspects many parents will drop their children off at the park, while other kids may ride their bikes to the facility. President Ayres asked how easy it is to get from the softball parking lot to the skate park. Mr. Benoit replied there is a concourse and a sidewalk. Pedestrians would walk through a small drainage ditch. It is a quarter of a mile in distance. Randy Schaffner asked the life expectancy of the parking lot, and whether the City will maintain it in perpetuity. Mr. Benoit said it has a life expectancy of 20 years. The City has gone to great lengths to include curb and gutter in order to keep water off of it. The City will maintain the parking lot. President Ayres closed the public hearing at 3:44 p.m. 5. CONSIDER PROJECT APPROVAL FOR FUNDING ASSISTANCE WITH THE SKATE PARK PARKING LOT. Darron Leiker moved, seconded by Ray Gonzalez, that the 4B Board recommend to the City Council the expenditure of 4B funds in the sum of $58,650, as funding assistance for the Skate Park Parking Lot. The motion unanimously carried. 6. CONSIDER A REQUEST FROM RIVER BEND NATURE WORKS FOR FUNDING ASSISTANCE WITH VARIOUS CAPITAL PROJECTS. Randy Martin, President of the Board of River Bend Nature Works acknowledged the large turnout of representatives of River Bend; this is indicative of the grass roots nature of the organization. He provided a history of River Bend: 1992: Steering committee formed under leadership of City of Wichita Falls and Junior League to develop plans for a nature center (outdoor pavilion, trail system, and indoor education facility) 1994 -95 First full year of operation. Provided field trips to 400 WFISD students as part of science curriculum 1997 Elizabeth Prothro Pavilion and trail system dedicated to the public 2002 19,000 visitors per year 2004 25,000 visitors per year Joint City Council /46 Meeting Minutes — May 15, 2008 4 Mr. Martin stated that figure of 25,000 visitors per year has remained consistent, due to the fact that the center is weather dependent. The learning center is an indoor facility, and would allow for a 12 -month program, and a 12 -month revenue stream. In 2001, Robert and Ruby Priddy requested the River Bend Board consider adding a butterfly conservatory to its Center. The Board studied this request for 18 months, and visited similar facilities before agreeing to the project. Over $7 Million has been raised from private donors, the City and 4B Board. The Ruby Ann Priddy Butterfly and Nature Conservatory, the J. S. Bridwell Terrace, adjoining landscaped area, and prairie pathway have now been completed. Currently underway are the Bryant Edwards Learning Center, United Children's Garden, parking lot and site improvements. Darrell Hobbs of Secord and Lebow provided a computerized 3 -D view of the learning center currently under construction. He pointed out the terrace area, where dances and banquets could be held. He then detailed the specifics of the center, identifying the gift shop, the exhibit or educational area, administrative offices, restroom facilities, chrysalid room, and storage room. President Ayres asked if there is a covered walkway between the butterfly conservatory and the learning center. Mr. Hobbs replied there is a glass curtain walled system to keep the butterflies from escaping. Mr. Ginnings noted the open space area in the center was not what he would envision as a learning center for school kids. Mr. Hirschi said the building is about 7,000 square feet. The large open space is where the kids will congregate and work with the field guides. Jim Estes said a large open space provides flexibility for different configurations. Computer flexible exhibits, microscopes, and large displays can be used in this open space plan. The trend in museums is to have interactive learning. For instance, River Bend could set up a temporary display of tropical butterflies in that area. Mr. Schaffner asked if most of the walls are non load- bearing walls to allow for a change in configuration at minimum construction costs. Mr. Hirschi said there are some columns, but it is largely open space. President Ayres asked how many kids can be seated in the open area. Mr. Estes said it will hold probably 100 students. Mr. Martin pointed out that the area adjacent to the administrative offices is a computer research room. In addition, the chrysalid room, where the conservatory's stock of butterflies will be grown, will be a teaching center. During peak butterfly season, they spend between $2,000 to $4,000 a month for butterfly stock. This will be a cost - saving measure. Mr. Ginnings asked if all the administrative personnel connected with River Bend Nature Works will be located in the learning center. Mr. Martin replied that they will. Mr. Schaffner asked for more information on River Bend renting out the terrace area for dances. Mr. Martin replied that the terrace and pavilion have been rented for Joint City CouncilAB Meeting Minutes — May 15, 2008 5 receptions and parties. It is a possible income stream, but they have learned to be careful about the types of events they allow to be held there. Mr. Estes added that it is possible to lock the gift shop and administrative areas, so that only the exhibit area and restrooms are open to the public. In addition, there is a zigzag wall that shows the rolling plains. It appears to be a seamless illustration, but when viewed up close, one sees there are panels cut into it, inside which people can step and read information about the plains. Leanne Cottrell said that wall can be used to separate groups or can be moved against the walls. They are both informative and functional. Mr. Ginnings asked where the temporary displays and exhibits are stored when not in use. Mr. Hirschi said the center has a large storage closet. Mr. Estes said a lot of exhibits would be temporary. As exhibits rotate, people come back to see the new exhibits. Mr. Ginnings asked the price of admission. Samantha McMahen said there is a $5 admission fee for adults; $4 for college students, military and seniors, $3 for children ages 3 -12; and free admission for children age two and under. Mr. Martin said there is a family membership that begins at $75, and different levels going up from there. President Ayres asked how many memberships are sold each year, to which Mr. Martin replied 300. Mr. Estes said that he feels memberships will increase, now that there is an admission fee to events. Mr. Schaffner asked how many visitors attend monthly. Mr. Hirschi replied between 1,000 -1,500 per month. Mr. Schaffner asked what they anticipate the attendance to be once the learning center is opened. Mr. Hirschi said they visited every butterfly conservatory in the country. There was not a single one that was not doing 100,000 people per year. Wichita Falls is out of the main traffic artery, so they have lessened that expectation to 60,000 per year. That is attainable, once the center is finished and promoted through the Texas Tourist Bureau. Mr. Martin said the Bureau gets 500 cars per day, with folks looking for information. River Bend already has brochures there, and they intend to get more effective signage. Mr. Hirschi observed the nation's two premier butterfly centers are in St. Louis and Houston. They generated over 300,000 visits per year three to four years ago. Wichita Falls has 6,000,000 people (in Dallas /Fort Worth and Oklahoma City) within a 140 -mile radius. Mr. Leiker noted a year or so ago, he was furnished with River Bend's projections, cash flow, operating expenses versus revenue. He asked how it was doing with regard to payroll and utilities. Mr. Hirschi noted the center is currently open only three days per week. No non - profit in Wichita Falls is self - supporting off its revenue. However, River Bend has a very generous community of Wichita Falls citizens vested in this project. Joint City Council /46 Meeting Minutes — May 15, 2008 6 Mr. Leiker asked if it contemplated coming to the City for help in its operating expenses. His concern was that this would get built and at some point the Board might not be able to continue operation, and would call upon the City to take it over. Mr. Hirschi noted that is a legitimate question. He called to mind the Kemp Center for the Arts. It is a City facility, and the City provides relatively modest support in lawn maintenance and utilities. River Bend will have to raise money every year to balance the budget. It will have a better chance of moving toward being self- supporting with the learning center, as it will be a much bigger draw. Marcia Bernhardt stated that getting the building finished is important, as the gift shop will be a good source of revenue. Every facility they visited was enlarging its gift shop due to the revenue they generate. President Ayres asked if the learning center was part of the original plan. Mr. Hirschi said it was in part, but they initially concentrated on the butterfly conservatory and the terrace. They have separate funding for the children's garden. Jack Murphy allowed them to take over the property on Sunset below their building. They will do extensive work in that area, including ADA- compliant trails, as well as ponds and a running stream. Mr. Hirschi said they are not asking the City for total funding of this project. By far, the bulk of the money raised is from private donors. Out of the $8 Million that this project has cost, the City's contribution to date is probably just under $1 Million, or 14 %. Mr. Schaffner asked if financial arrangements are made with the WFISD. Mr. Martin stated the ISD pays for the field trips. Mr. Estes said they also contract with the ISD for the 4th grade student education program. President Ayres asked if a matching gift was done for the last request. Mr. Hirschi believes that was done for the first request; that year, River Bend raised about $4 Million, and the 4B Board gave them $750,000. They raise money every year. They raised over $1 Million in 2006, and $1.245 million in 2007. President Ayres asked if River Bend has any debt. Mr. Hirschi replied it did not. However, if the 4B Board chose to grant the requested funds to them, but wanted to pay it out over a period of time, they would be happy to borrow that money. President Ayres asked the anticipated date of opening. Mr. Hirschi replied, assuming they receive the money, probably late July. President Ayres asked the total cost for this facility. Mr. Estes said they have raised $900,000 toward the $1.4 Million cost. Mr. Ginnings asked what kind of income has been generated in the last 90 days. Mr. Martin replied they lose money every month. Mr. Ginnings asked the Center's gross, or ticket sales. Mr. Estes said approximately $4,500 is brought in through ticket sales. Ms. Bernhardt clarified that is Joint City Council /46 Meeting Minutes — May 15, 2008 7 solely for the conservatory; that does not include income from field trips and other events. Mr. Hirschi said that revenues run between $15,000 to $20,000 per month. President Ayres assumed that those revenues covered operating expenses, and that the Center is not creating a long -term deficit from operations. Mr. Hirschi concurred; they are not borrowing money, and they do have a little in the bank. Mr. Ginnings said it is significant that they are not borrowing money. Meredith Buckley, a 13 -year old, seventh -grade student at Zundy Junior High, addressed the 4B Board with a prepared statement. She has been in programs at River Bend, and is now a Junior counselor. She is excited about the new learning center offering year -round opportunities to learn. Ms. Cottrell presented each Board member with a fennel plant. She said they are larvae food for the butterflies. She urged the members to plant them near blooming flowers. The larvae will eat the leaves. She noted that the River Bend volunteers buy these plants. They grow them, and pull off the caterpillars that hatch on there. 7. CONDUCT A PUBLIC HEARING ON THE REQUEST FROM RIVER BEND NATURE WORKS FOR FUNDING ASSISTANCE WITH VARIOUS CAPITAL PROJECTS. President Ayres opened the public hearing at 4:37 p.m. The following comments were received: Jennifer Herrell, a biology instructor at Vernon College, has been a field guide with River Bend since 2001. She teaches a class for Education majors, and brings them to the Center at least once per semester to show them the right way to teach science. This Center impacts not only the elementary schools, but future educators. Jane McGough began volunteering at the center after teaching in the public school system for 32 years. She believes hands -on learning is the best kind of learning. Jim Miller is on the staff and is also a volunteer. He noted a Burkburnett High School senior who started attended Camp River Bend when she was six years old is now in Atlanta, attending an international science fair. Her project, how long butterflies live in captivity, originated at River Bend. Teri Halsey is on the Board for River Bend Nature Works. Long before there was a pavilion, she and her family would help keep the hill cleared of debris. She is in awe that this project has come to fruition. Marcia Bernhardt was on the original project committee and the steering committee. She has served on the Board the maximum number of terms. She has been a volunteer field guide, and a paid staff member. She thanked the City and the 4B Board for all they've done for River Bend. ' Joint City Council /46 Meeting Minutes — May 15, 2008 8 Samantha McMahen works in the conservatory and also serves as a volunteer. Visitors frequently tell her they are grateful that Wichita Falls has this facility. President Ayres closed the public hearing at 4:47 p.m. 8. CONSIDER PROJECT APPROVAL FOR FUNDING ASSISTANCE WITH VARIOUS CAPITAL PROJECTS AT RIVER BEND NATURE WORKS. Mr. Ginnings moved that the 4B Board recommend to the City Council the expenditure of $600,000 of 4B funds for various capital projects at River Bend Nature Works. He moved that $300,000 be provided now, and the remaining $300,000 on or before January 1, 2009. President Ayres asked Mr. Hirschi if that would be all right with River Bend. Mr. Hirschi replied it would be just fine. Mr. Schaffner seconded the motion. Mr. Gonzalez wondered if the motion ought to be amended so that the remaining $300,000 would be expended only if those funds were available. Mr. Ginnings replied that he did not think that would be necessary. The funds will be available. His reasoning for wording the motion in such a manner was to grant the requested funds without pulling the 4B fund balance down to where they would be incapable of spending money on anything else. The sales tax revenue is remitted monthly. At the present collection rate, in about another 30 days plus 10, the Board will have another $300,000 without having to withdraw from its fund balance. He does not object to the amendment, he just does not think it is needed. The Board will have seven more payments to come in this year. Any one of those, plus 10 days, would pay the second half of this Board's commitment to River Bend. President Ayres asked Mr. Benoit if the fund balance is in the black. Mr. Benoit said the Board has an unencumbered, available fund balance of $1,031,681. He added that Mr. Ginnings is correct in saying the 4B Board's expected accrual is $279,000 per month. Mr. Ginnings asked Mr. Gonzalez if he is agreeable to his motion. Mr. Gonzalez replied affirmatively. The motion unanimously carried. 9. ADJOURN. The meeting adjourned at 4:50 p.m. Warren Ayres President