Loading...
HomeMy WebLinkAbout12/13/2001 MINUTES THE COLONY COMMUNITY DEVELOPMENT CORPORATION REGULAR SESSION DECEMBER 13TH, 2001 Present: Vicki Briggs - President Absent: John Sanders Richard Boyer - Vice President Sue Walden - Treasurer Staff: Pam Nelson Susan King - Member Sam Fitzgerald Bunker Hill - Member Kathy Neal Don Beckel - Member L CITIZEN'S INPUT - None. 2. STAFF REPORTS - The board reviewed the financial statements. Sam gave a breakdown of the $400,000 shown as a transfer out - $200,000 park improvements, $100,000 Memorial drainage, and $100,000 Memorial streets - these funds were transferred into separate accounts. EX-OFFICIO MEMBER RESIGNATION FROM 4A BOARD - Sue has resigned as the Ex-Officio member to the 4A Board. There was no report given. 3. APPROVAL OF MINUTES OF OCTOBER 18TH, 2001- Susan made a motion to approve the minutes of October 18", 2001. Richard seconded the motion. Don and Sue abstained. The motion carried. 4. UPDATE FROM DESIGN COMMITTEE ON FIVE STAR - Bunker informed the board that plans have not been completed yet. There were some problems with the grading plans. The delay may only be 2-3 weeks which may delay the start of construction until the end of February. There were some changes in the design that changed the grading plan and everything in the project is contingent on that plan; the grading plan has to be first and everything else comes after that. Pam said we have already advertised for bids and the bid opening date is Jan. 15`t There's also been a delay in the review of the engineering plans. We may not take it to City Council until Feb. 4t', 2 weeks later than our Jan. 21s` goal. Sam explained the financial statement for Five Star - it is divided into 4 categories - Contractor - which the architects are paid from, CDC/City - small items, picnic tables for example are paid from this category, Other Contractors - things come up on our property, therefore we are responsible to pay for them, and Alternate - additional projects may be able to completed if the base bid comes in under projection. The items in red are changes made since the previous meeting; some are additions, and some are deletions. We had to put in 7 fire hydrants, and have one relocated. There has to be a specific line for fire hydrants, so that's why we had to add boring under the road. Two deceleration lanes had to be added. We took away some lighting in the parking lot on the baseball complex. We diminished the width of the sidewalks and we took away the wildflowers because we can pay for that out of park maintenance. Pam added that a lot of the items listed in the CDC/City category are items we think we can pay for instead of paying for them through a contractor and paying their mark-up. The cost estimate of the site plan includes - all 6 soccer fields of which one field on the far, east side won't have lights, 2 football fields of which the one on the east side will not have lights, the east parking lot that connects to Paige Rd. and the inline hockey rink and the trail that goes around the southwest corner will not be built in the first phase, a baseball field on the far west and far east side of the complex will be built, a small baseball field to the northwest of the complex will not have lights, but the conduit for lights will be put in so we'll have it, the restroom and concession buildings for both areas will be built, the playgrounds may be built but done as a separate project. There will be a 75ft. landscaped berm between the soccer fields and the homes that we promised to the residents. We are trying to get sponsorship for 2 star pavilions, one at the football / soccer area and the other at the west end of the baseball complex, but the one at the center of the baseball complex will be built. 5. DISCUSSION OF SPONSORSHIP COORDINATOR AND SPONSORSHIP AGREEMENTS FOR FIVE STAR - Pam introduced Rick Alexander. Rick lives in The Colony and has children that participate in some of the youth sports programs. He is a member of the little league and soccer boards. He is tournament director for the soccer association spring tournament. Pam has asked Rick to help solicit sponsorships for Five Star. He has attended some of the committee meetings to get an understanding of what we're doing. He is compiling information to take to potential sponsors along with the virtual walkthrough presentation. Rick began by expressing his appreciation to the board for the opportunity to help. He has been involved in high school, college and professional sports. He believes youth sports have a tremendous impact on kids today, but a lot depends on the community, parents and the coaches. Kids are introduced to sports in the recreational leagues and you want them to have first class facilities. Some kids like to play in the recreational leagues and some in the select leagues, but where they play, the conditions, the fields and the uniforms have an effect. Getting this complex built is extremely important. As tournament director for the soccer association, he has had to limit the number of teams participating because there are not enough fields, but yet they have been able to get $50,000 in sponsorships for the tournament and have not even approached the local businesses yet. The Dallas Burn and the Sidekicks are donating items to the tournament and funding also. He believes we must have corporate sponsorships from fortune 500 companies and support from the professional teams. He works with the Dallas Sports Guide; they give money to local charities and local facilities. Pam informed the board there are agreements Rick would need to have with him when he is soliciting for sponsorships that state what will be provided and what would be expected in return. Rick would make the preliminary contacts and we will negotiate whatever agreement is made. Pam will discuss this with the city attorney to make sure everyone involved is covered. She will try to have this information for the next meeting but it will depend on everyone's schedule through the holidays. 6. DISCUSSION OF DEVELOPMENT OF POLICY FOR CONSIDERATION OF FUTURE PROJECTS AND EXPENDITURES - At the previous meeting, the board expressed an interest in keeping 180 days reserves in the fund balance to cover debt service and administrative costs. Pam gave the board an example of what the fund balance would be each year based on the projections received from finance and keeping a 6 month reserve for debt service and operational costs. Pam reminded everyone that the amounts on the worksheet would fluctuate. She believes this policy should be reviewed every 6 months and the operational at the beginning of the new fiscal year when we know what our actual expenditures were for the previous year and we'll know how much money we'll roll forward in the fund balance, then we can determine how to re-allocate funds. This plan gives us the ability to provide funds to take care of things that aren't on our list of projects. Vicki said we would vote on this in January and review it again in April. 7. CONSIDERATION OF APPROPRIATE ACTION AS A RESULT OF THE PUBLIC HEARING REGARDING CONSTRUCTION OF A SKATEPARK - Sue made a motion for Pam and Sam to begin the process to construct a skatepark not to exceed $100,000. Richard seconded the motion. The motion carried. 8. DIRECTOR / ASST. DIRECTOR UPDATE - YMCA - Pam informed the board this item was discussed at a recent City Council worksession. Lucy Billingsley wants to work out an agreement with the YMCA to build a facility at Austin Ranch. We have been told it will be a 17,000-sq. ft. facility, which is a little bigger than our Rec. Center. It will include a pool, fitness room, aerobics room, classroom, there will be some outdoor fields, but no gym. Lucy would front the cost of the entire project and the city would pay back I/2 of that cost at 9% interest over 10 years. An additional fee of some kind would be added to the membership fees to help pay back the debt. There are still many issues to be resolved, but City Council has given staff direction to try and resolve the issues. There has also been discussion for CDC to pay the debt. Even though there are council members that want us to research this, they do not want to get involved in this project if it will keep us from doing our own facility and they don't want our project to get delayed or cancelled. When we find out exactly what they are planning for their facility, we can always ask them to provide things that we did not plan for in our facility. MEDIAN BEAUTIFICATION - As the roads are widened, medians are going to be torn up. The city wants a plan in place for all the medians throughout the city. It would include North Colony, South Colony, Paige and Main Street. Pam will contact Carter & Burgess to see if they are still interested in this project and to find out if the cost will remain the same as it was when the board agreed to fund the plan when it was presented a couple of years ago. 9. ITEMS OF CONCERN TO THE BOARD - Vicki informed the board that Bernetta is in the hospital but she is doing much better. Richard asked if there had been any further discussion from Dale or City Council regarding a spraypark. Pam said no, but City Council will be reviewing CIF's in January and they will determine what they want to pay for at that time. Sue asked if the board was paying Rick Alexander for his soliciting of sponsorships for Five Star. Pam said there has been no discussion regarding paying Rick for this. It is now being done on a strictly volunteer basis. Payment may be discussed depending on the results of his efforts. Bunker recommended that someone on the board attend one of his meetings with a possible sponsor to see how he conducts himself and presents the information. Pam said she would ask him to make a presentation to the board. The meeting was adjourned at 9:00 p.m. -C' tk RecordingS cretary President