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HomeMy WebLinkAbout07/10/08 CDC MINUTES THE COLONY COMMUNITY DEVELOPMENT CORPORATION REGULAR SESSION JULY 10TH 2008 PRESENT: Don Beckel - President STAFF: Stephen Sohn - Treasurer Debby Short - Secretary John Sanders - Vice President David Munden - Member Lisa Leary - Member Pam Nelson Keith Helms Kathy Neal ABSENT: TeRon Lawrence - Member COUNCIL LIAISON: Allen Harris - Absent 1. PUBLIC HEARING TO RECEIVE INPUT REGARDING FUNDING A PORTION OF THE KALEIDOSCAPE PROJECT, HISTORICAL PARK SITE PLAN AND DEVELOPMENT, RECREATION CENTER / KIDS COLONY SITE PLAN AND DEVELOPMENT, OPERATING AND MAINTENANCE COSTS ASSOCIATED WITH CDC PROJECTS, A STEWART CREEK PARK MASTER PLAN, AND EXPENDITURES RELATING TO THE COLONY CHRISTMAS SPECTACULAR EVENT - Kaleidoscape Project - The Lakeside Arts Foundation is dedicated to move forward with this project. They will be requestingfundingfrom CDC. The cost estimate for installing the structures at City Hall as the initial location is $5,850 - $6,350; this is for 3 masonry bases, the concrete tunnelingfor the electrical wiring needed to light the structures, wiring and installing the lighting, and redoing the landscaping around the structures. Historical Park Site Plan and Development - There were no comments or discussion on this item. Recreation Center / Kids Colony Site Plan and Development - The Police Dept. is going to renovate their building. The CDC Board has money in their budget for Kids Colony renovations. Pam said she would like the CDC Board to partner with the Police Dept. and do a Master Plan of the entire property over to the Little League fields. The Master Plan would include plans for skate park expansion, enlarging the playground, a splash ground, future needs, and build out of the area. There are drainage issues that need to be addressed for the Police Dept. renovation as well as the Kids Colony renovation. Operating and Maintenance costs associated with CDC projects - State law allows CDC funds to be used for operations and maintenance costs for projects CDC funds. City Council wants the CDC Board to start funding the operations and maintenance costs for all their projects from this point on. They also want the board to review some of the projects they have already done and take care of some of the operations & maintenance costs for those also. Stewart Creek Park Master Plan - This has become the primary venue for large events. To be able to accommodate these events, the park needs upgrades, maintenance repairs, new roads, parking, and infrastructure. To address these specific needs and to help determine long range plans for the park, Keith and Pam would like to hire a consultant to do a Master Planfor the park. A couple of months ago, a committee was formed to help Master Plan for the park. Expenditures relating to The Colony Christmas Spectacular Event - Additional infrastructure, relating to electrical lines and electrical panels, is needed at the Historical Park to be able to accommodate an expansion of the Christmas Spectacular Event. The board has received a proposal from an electrical engineer to design the electrical expansion. 2. ACTION TO BE TAKEN AS A RESULT OF THE PUBLIC HEARING- Pam reminded everyone that 30 days of comment period still has to pass before the funds can be released for these projects. The site plan for Kids Colony was approved at the Council meeting on Monday night. Kaleidoscape Project - Motion to approve funding for the Kaleidoscape Project not to exceed $6,500 - Leary; second - Sohn; opposed - Munden; motion passes. Historical Park Site Plan and Development - No action to be taken at this time. Recreation Center / Kids Colony Site Plan and Development - Motion to approve funding $35,000 for engineering services and for the funding to come from the fund balance - Sanders; second - Short; motion passes. Operating and Maintenance Costs associated with CDC Projects - No action to be taken at this time. Stewart Creek Park Master Plan - No action to be taken at this time. Expenditures relating to The Colony Christmas Spectacular Event - The Board has received a proposalfrom Jim Weathers for $3,500.00 for electrical engineering. Pam said this can be paid for with money from the Historical Parkfund and Professional Services. Motion to approve the proposalfor funding engineering and infrastructure to the Historical Park - Sanders; second - Munden; motion passes. 3. CITIZEN'S INPUT - None. 4. APPROVAL OF MINUTES OF JUNE 12TH 2008- Correction to #6 on the May 15th minutes - need to specify who "we & they" are. This correction was omitted on the June 1 ih minutes. Motion to approve the June 12th minutes as amended - Lawrence; second- Sanders; motion passes. 5. CONSIDERATION OF APPROVAL OF A CONTRACT WITH BOWMAN CONSTRUCTION FOR RELOCATION AND REFURBISHING OF THE mSTORICAL BRIDGE- Bids have been accepted. City Council did approve the bidfrom Bowman Construction at their meeting Monday night, contingent on the CDC Board approval of the contract. Jim Bowman also said he would donate a memorial plaque for the bridge. Keith said alternate #2 was approved because it allows the contractor to take the bridge offsite to get the bridge refurbished. The amount of the contract is $166,390, plus a 10% contingency is $182,930.00. A meeting is scheduled with Oncor to discuss installation. Motion to approve the contract with Bowman Construction for relocation and refurbishing of the Historical Bridge - Sanders; second - Munden; motion passes. 6. CONSIDERATION OF FUNDING A PORTION OF THE MAINTENANCE COSTS FOR FIVE STAR- The money for Five Star maintenance is included in the amount of money budgeted for maintenance in the Parks & Recreation budget. City Council wants the CDC Board to start payingfor operating and maintenance costs for all CDC projects, but they also want the board to be able to continue to do projects. There was discussion about paying the city a percentage each year, splitting the costs 50/50 with the city every year, or determining an amount to give but put a cap on it and re-evaluate it every 2 years. The consensus of the board is to give the city $ 75,000 in the 08/09 and 09/10 budget years, $150,000 in budget year 10/11, and then review this schedule in the 4th year; this payment would be split into 2 payments in each budget year. Motion to approve funding a portion of the operation and maintenance costs for Five Star by giving the City $75,000 in budget years 08/09, 09/10, and $150,000 in budget year 10/11, and then re-evaluate the schedule in the lh year - Sanders; second - Sohn; motion passes. 7. CONSIDERATION OF APPROVAL OF A CHANGE ORDER WITH HALFF ASSOC. TO COMPILE AND TABULATE ADDITIONAL QUESTIONNAIRES FOR mE CDC MASTER PLAN- Keith informed the board that of the questionnaires that were mailed in the May water bills to residents, 753 were returned to the Admin. office and then they were sent to Halff Assoc. Halff Assoc. will tabulate this information and include it the development of the CDC Master Plan. Thefeefor this is $4,500.00. Motion to approve a change order for $4,500 with Halff Assoc. to compile and tabulate the additional questionnaires for the CDC Master Plan - Sanders; second - Short; motion passes. 8. UPDATE OF CURRENT TRAIL AND PARK PROJECTS- Shoreline Trail- Start advertisingfor bids next week. Bids will be open August 5th. Lions Club - The new play structures will be shipped this week or next week and will be installed in August. CDC Master Plan - The consultants will be at the August board meeting to present their initial report based on information they received from public input. 9. UPDATE FROM DIRECTOR- FINANCIAL STATEMENTS- Sales tax continues to increase. The board would like clarification on a $9,250 equipment payment that is on the financial statements; Pam said she would get information about that and have it at the next meeting. WORKSESSION WITH CITY COUNCIL - Pam suggested that Don contact the Mayor to schedule the work session with City Council. JULY 4TH - LmERTY BY THE LAKE - There were tons of people at Stewart Creek Park for the event; lots of people in the park and a lot of boats on the lake to see the fireworks. The event was a huge success. There being no further business to discuss, the meeting was adjourned at 8:50 p.m. ~Auf2 Kathy eal, Recording Secretary "~~9 -in Beckel, President