R-11-05-12-12C1 - 5/12/2011RESOLUTION NO. R -11-05-12-12C1
WHEREAS, on January 20, 1999, the City of Round Rock ("City") and Ryan Sanders Ryan,
Inc. ("RSR") entered into that one certain Convention Center Complex Lease Agreement ("Lease")
which was thereafter assigned on March 29, 1999 to Round Rock Baseball Club, Inc. ("RRBI"), and
WHEREAS, Article V, Section 5.12, of the Lease sets forth the procedures and process for the
approval of Capital Repair Work and Capital Improvement Work and require that such be approved by
the City Council, and
WHEREAS, on January 13, 2011, the City Council approved Capital Repair Work and Capital
Improvement Work and expenditure of funds for the Convention Center Complex, and
WHEREAS, the RRBI has submitted a letter requesting the expenditure of additional funds for
Capital Repair Work and Capital Improvement Work, attached hereto as Exhibit "A", Now Therefore
BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK, TEXAS,
That Amendment No. 1 to the proposed Capital Repair Work and Capital Improvement Work
and expenditure of funds for the Convention Center Complex, as set forth in Exhibit "B", attached
hereto and incorporated herein for all purposes, are hereby approved.
The City Council hereby finds and declares that written notice of the date, hour, place and
subject of the meeting at which this Resolution was adopted was posted and that such meeting was
open to the public as required by law at all times during which this Resolution and the subject matter
hereof were discussed, considered and formally acted upon, all as required by the Open Meetings Act,
Chapter 551, Texas Government Code, as amended.
RESOLVED this 12th day of May, 2011. _
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ALAN MCGRAW, Mayor
ATTEST: City of Round Rock, Texas
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SARA L. WHITE, City Secretary
O:\wdox\SCC1nts\0112\ 1104\MUNICIPAL\00220942.DOC/rmc
April 13, 2011
Cheryl Delaney
Finance Director
City of Round Rock TX
Dear Cheryl,
Please accept this letter as our request for City approval to access the remaining funds in Capital
Repair Fund #593 and Capital Improvement Fund #595. Attached please find supporting
information for our request.
On January 13, 2011 the City Council approved the use of available funds from both accounts for
numerous upgrades and repairs at Dell Diamond in preparation of the 2011 season. After the
approval of those budgets, several factors contributed to unexpected additional expenses due
to market pricing and the re-engineering of the stadium storage facility to accommodate
drainage issues. Additionally, we undertook a number of smaller repair projects that we are
seeking reimbursement for under the guidelines set forth in the formation of the repair account.
This off-season was exciting for a number of reasons, not the least of which was the results
realized in the projects we discussed in the January 13th Council meeting. In an effort to further
enhance the facility, Ryan -Sanders Baseball will incur an estimated $150,000 to $200,000 of
other expenses to increase the fan experience at Express baseball games and to refresh the
overall appearance of the ballpark.
We thank you for your consideration and are available to answer any questions you may need
help with.
Respectfully,
George King
Executive Vice President & General Manager
1
EXHIBIT
"A"
Proposed Capital Expenditures for Convention Center Complex
FY 2011
Revision #1
Capital Repair Items
Revised
Estimated Cost Estimates Variance
Ticket Window
Suite Repairs
Labor Costs
Contingency
Weather Tex -Concrete Sealing
Concrete Repairs
Underpinnning Concrete Repairs
Way -finding Signage Replacement
TOTAL CAPTIAL REPAIRS
$
11,800 $
169,170
25,000
20,000
13,400
197,600
25,000
15,190
7,425
34,910
$
(1,600)
(28,430)
20,000
(15,190)
(7,425)
(34,910)
$ 225,970 $
293,525 $
(67,555)
Capital Improvement Items
Revised
Estimated Cost Estimates Variance
Suite Improvements
Batting Cage Enclosure
Centerfield Storage Building
Perimeter Fencing and Lighting
TOTAL CAPITAL IMPROVEMENTS
$
139,740 $
56,000
150,000
40,000
139,740 $
56,000
172,000
47,500
22,000
7,500
$ 385,740 $ 415,240 $ (29,500)
1
EXHIBIT
..B .,
ROUND ROCK, TEXAS
PURPOSE. PASSION. PROSPERITY
City Council Agenda Summary Sheet
Agenda Item No. 12C1.
Agenda Caption:
Consider a resolution approving Amendment No. 1 to the budget and authorizing the
expenditure of funds for capital repair work and capital improvement work at the
Convention Center Complex (Dell Diamond).
Meeting Date: May 12, 2011
Department: Finance
Staff Person making presentation: Cheryl Delaney
Finance Director
Item Summary:
As stated in the Convention Center Complex Lease Agreement, the Lessee (Round Rock Baseball) must provide the
City a proposed schedule and budget for Capital Repair Work and Capital Improvements to be performed at the
Complex. The City, as owner of the Complex, must pay for the applicable repairs and improvements from Hotel
Occupancy Taxes set aside in a Capital Repair Work Account; this is the first amendment to that budget. The original
budget was presented to Council in January 2011 which included repairs and remodeling to the facility. After
receiving bids on the items presented, additional funds are needed to complete the improvements, as well as,
provide funds for way -finding signage and some further repairs. This amendment will provide added funds for those
improvements.
The funding for the Capital Repair and Improvement accounts were established in Convention Center Lease
Agreement dated January 1999. The City is required to maintain these accounts to help maintain/upgrade the
facility. The Capital Improvement Program account funds are to be used for new improvements or upgrades to the
facility. The Capital Repair Work account is used for repairs or maintenance. Funds are allocated based on facility
needs.
Strategic Plan Relevance:
8.0 Maintain and enhance public confidence, satisfaction and trust in City government.
20.0 Build and maintain the facilities needed to make the City attractive to target businesses.
$293,525 for Capital Repair
Cost: $415,240 for Capital Improvement
Source of Funds: Hotel Occupancy Tax Fund
Date of Public Hearing (if required): N/A
Recommended Action: Approval