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03/24/2008-4B-Minutes-RegularMINUTES: SANGER TEXAS DEVELOPMENT CORPORATION March 24, 2008 MEMBERS PRESENT: Vice-President John Payne, Jeff Springer, Barbara Martin, Beverly Branch, Glenn Ervin MEMBERS ABSENT: Nel Armstrong, Lindall Mitchell OTHERS PRESENT: City Manager, Mike Brice, City Secretary/Asst. City Manager Rose Cbava 1. Call Meeting to Order. Vice-President John Payne called meeting to order. 2. Approve Minutes: September 24, 2007 Motion made by Barbara Martin to approve the minutes as presented. Seconded by Beverly Branch. Motion carried 4-1. Jeff Springer abstained, he was not in attendance in the meeting. 3. Introduction of New Board Member. City Manager introduced Jeff Springer as the new member appointed to the board by Council after his father John Springer resigned. 4. Discussion on Construction of Soccer Fields, a Future Sports Complex and Regional Park. City Manager gave an update on current properties the City is punuing for the construction of soccer fields, sports complex and regional park. There are three different properties and only one is still viable. There is Mr. Lane's property by the new proposed elementary and the other property is Millar's property (off Cowling Road). He has made contact with Mr. Lane who advised he would get with him at a later date. There has not been any further contact made by the Millar's or Mr. Lane concerning their properties. The other property is still viable and due to a discretionary matter he did not want to discuss it at this time. City Manager discussed the cost to purchase and develop the property. He discussed financing, the possibility of a loan or selling bonds. He would like to fmd property that would accommodate a regional park. Discussion. 5. Conduct Public Hearing on Presbyterian Church. Vice-President Payne declared public hearing opened. nere was not anyone who spoke for or against. The public hearing was declared closed. 6. Conduct Public Hearing on Ballpark Improvements. Vice-President Payne declared public hearing opened. There was not anyone who spoke for or against. The public hearing was declared closed. 7. Consideration and Discussion of Prioritizing and Funding the Following Projects: a) Ballpark Improvements b) Streetscape Project c) Presbyterian Church Project a) City Manager proceeded with discussion concerning the request from the Parks board in the amount of $126,156.00 for Railroad Park ·Improvement. This is to cover the sod for infields, scoreboards, temporary fences, picnic tables with awninp, cover for bleachen and score tables. The two priority items are sod for the infields ($18,080) and the score boards ($20,000). City Manager continued with an explanation of the request for funds. Vice-President Payne inquired on the total that the 48 has spent on this park. Beverly Branch advised that the board allocated $325,000. Discussion on the actual monies that have been spent. Vice-president John Payne and Beverly Branch both emphasized this project has been ongoing for six yean and most of the funds should have been spent or have exceeded the original request. City Secretary indicated that she was not sure to the actual funds spent without some research. Vice-President Payne expressed that there has to be a conclusion on this project. Barbara Martin indicated she can't approve this request when there is a need for soccer fields and the cost for this project is not known at this time. She is in favor of getting Railroad Park to the point where they can have tournaments by having the scoreboards and installing the temporary fences. Discussion continued on the need for the purchase of land for soccer fields. Jeff Springer asked if the plan is for the board to decide what to approve or not to approve and then put them in the order to be funded. City Manager advised the plan is for the board to approve what they want to fund. b) City Manager reviewed the bids that came in on the Streetscape Project. The bids include everything except for the light posts, trash receptacle, benches, and the planters. These will be installed by City employees and at a cost of $30,000 to $35,000. There were three bids that came in from $347,933.50 to $632,650.N. The low bid came in at $347,933.50 from Reliable Paving. If approved tonight then it will go to Council on April 7, 2N8 for their approval The contractor then can proceed with a target finish date of August 15, 2N8. Discussion concerning Reliable Paving and if he was a reliable contractor. There was discussion concerning the big price difference in the higher bid versus the low bid. c) City Manager proceeded to discuss the bids that were received for the renovations of Presbyterian Church. There were three bids received with a price difference of $25,0N of each other (Patriot Structures-$447,7N, Fain Construction $458,764, WDN Group LLC $431,925). Everything from the top of the wall up has to come off the church. The entire roof has to be replaced. City Manager explained that the columns and the beams that are in the building are supporting the roof. Discussion continued on the funds that has been allocated by the 48 and spent for this particular project in the past. The last time more funds were allocated was last year in the amount of $135,000. City Manager gave the board several options that they could take. One was for the board not to do anything; however, since the City took the grant funds, there is an obligation to maintain the building until the year 2034. There will be some minimal maintenance. The other option is for the board to fund the entire amount. Another option is to apply for matching grant funding through a private foundation. The last option is to spend the $135,000 to get the roof in the dry to prevent any further deterioration. The concern with this option is that at some future date the board is committing to fund the rest of the monies to complete the project. Motion was made by Vice-President Payne to deny all the bids on the Presbyterian Church. Discussion continued concerning grant funding. The City Manager expressed that he does not feel there is that much money available in grant funding for this type of the project, but funding from private foundation would be explored. Barban Martin seconded the motion. Motion carried unanimously. Brief discussion concerning a possible solution to keep the building from deterionting further. a) Ball Park Improvements Motion was made by Beverly Bnnch to fund the scoreboards and temponry fences, $20,000 for the scoreboards for field 1,2,3,4 and $2,000 for the temponry fences for field 1 and field 4. Seconded John Payne. Motion carried unanimously. b) Streetscape Project Motion was made by Barban Martin to fund approximately $348,000 for the sreetscape project. Seconded by Jeff Springer. Motion carried unanimously. Discussion concerning the additional funds that were needed for the other equipment would be presented at a later date. The board has the funding for all the projects without seeking alternative fmancing. 8. keview Financials. City Secretary gave a brief explanation oa the Trial Balance and Financial Reports. The current funds available were approximately $750,000. A brief report on the interest earninp, currently 5°/4 interest on the certificate of deposit investments. A sqmmary on sales tu revenue colleetioas year to date was given. Jeff Springer asked when they approve expenditures how does the money go out. City Manager advised a public hearing has to be held, the board has to approve it and after 60 days have lapsed from the public hearing, then the funds can be spent. The City Council has to approve the funding within that 60 day window. City Secretary explained the process on payment; an invoice is received, cheek is prepared and two board memben must sign the cheek. Barban Martin asked ii there was a breakdown on the expenses that the board has paid on the year to date projects. City Secretary advised the total expense for projects year to date was $159,216.03. This represented the playground equipment at Quail Run Park ($54,62.74), Arthur Weinman architect for the Church ($11,280.29) the concrete cost for the park ($25,233.30) and architects for the Streetscape Project ($17,243.56). City Manager advised all these projects have been completed and funded. Discussion continued regarding the funding for economic development. City Secretary advised the only funds that have been transferred to the General Fund were $10,000.N to offset the expenses in the Economic Development Department. City Manager advised currently the position for economic development will not be filled. 9. List of Future Agenda Items. Vice-President Payne asked that the appointment for officen be placed on the next agenda. 10. Adjournment. Vice-President Payne adjourned the meeting.