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Item 4A2 REGULAR CITY COUNCIL MEETING MINUTES, FEBRUARY 21, 2017 Page 1 of 9 REGULAR CITY COUNCIL MEETING MINUTES FEBRUARY 21, 2017 LOCATION: 1400 Main Street, Southlake, Texas 76092 Council Chambers in Town Hall CITY COUNCIL PRESENT: Mayor Laura Hill, Mayor Pro Tem Randy Williamson, Deputy Mayor Pro Tem Shawn McCaskill, and Councilmembers Gary Fawks (arrived at 5:42 p.m.), John Huffman, Chad Patton, and Shahid Shafi. CITY COUNCIL ABSENT: None. STAFF PRESENT: City Manager Shana Yelverton, Assistant City Manager Ben Thatcher, Assistant City Manager/Director of Economic Development Alison Ortowski, Deputy Director of Marketing and Communication Pilar Schank, Senior Marketing Manager Jill Lind, Chief Financial Officer Sharen Jackson, Purchasing Manager Tim Slifka, Municipal Court Manager Kristin White, Director of Community Services Chris Tribble, Community Relations Manager Jenni Lanier, Deputy Director of Community Services Kate Meacham, Police Chief James Brandon, Fire Chief Mike Starr, Director of Human Resources Stacey Black, Director of Information Technology Greg Hendricks, Development Services Manager Daniel Ford, Senior Director of Planning and Development Services Ken Baker, Assistant to the Director of Planning and Development Services Jerod Potts, Building Operations Manager Michael White, Director of Public Works Rob Cohen, Deputy Director of Public Works Kyle Hogue, Deputy Director of Public Works Operations Cristina McMurray, City Attorney E. Allen Taylor, and City Secretary Lori Payne. WORK SESSION: 1. CALL TO ORDER The Work Session was called to order by Mayor Hill at 5:31 p.m. 2. INVOCATION Clayton Reed gave the invocation. Mayor Hill led the pledges of allegiance to the United States and Texas Flags. 3. SOUTHLAKE CHAMBER OF COMMERCE UPDATE Ian MacLean, Chairman of the Board of the Southlake Chamber of Commerce, gave a brief update on the Chamber. REGULAR CITY COUNCIL MEETING MINUTES, FEBRUARY 21, 2017 Page 2 of 9 4. DISCUSS POSSIBLE AMENDMENT TO THE SOUTHLAKE 2030 MOBILITY MASTER PLAN TO INCORPORATE RECOMMENDATIONS OF THE BICYCLE SAFETY COMMITTEE Senior Director of Planning and Development Services Ken Baker introduced this item and then turned over the presentation to Assistant to the Director of Planning and Development Services Jerod Potts. Mr. Potts presented this item and answered questions of the Council. Parks and Recreation Boardmember Mitch Hill also addressed Council’s questions regarding the Bicycle Safety Committee’s recommendations. 5. DISCUSS ALL ITEMS ON TONIGHT'S AGENDA. NO ACTION WILL BE TAKEN AND EACH ITEM WILL BE CONSIDERED DURING THE REGULAR SESSION. Mayor Hill reviewed the items on tonight’s agenda. REGULAR SESSION: 1. CALL TO ORDER The Regular Session of the City Council was called to order by Mayor Hill at 6:03 p.m. 2A. EXECUTIVE SESSION Mayor Hill announced the City Council would go into Executive Session pursuant to the Open Meetings Act, Chapter 551, Texas Government Code, Section 551.071, consultation with attorney, and Section 551.074: deliberation regarding personnel matters. City Council adjourned for Executive Session at 6:01 p.m. Executive Session began at 6:15 p.m. and concluded at 7:20 p.m. 2B. RECONVENE Mayor Hill reconvened the meeting at 7:27 p.m. and asked if there was needed action from the executive session. There was no action necessary as a result of Executive Session. 3A. MAYOR’S REPORT Mayor Hill briefly announced upcoming meetings and events. 3B. CITY MANAGER’S REPORT City Manager Shana Yelverton briefly introduced the next two reports. REGULAR CITY COUNCIL MEETING MINUTES, FEBRUARY 21, 2017 Page 3 of 9 3B1. CRIME CONTROL AND PREVENTION DISTRICT REAUTHORIZATION UPDATE Assistant City Manager/Director of Economic Development Alison Ortowski presented information on the upcoming May 6, 2017 Crime Control and Prevention District special election. 3B2. CONSTRUCTION PROJECT UPDATE - THE MARQ SOUTHLAKE CHAMPIONS CLUB AND THE BICENTENNIAL PARK PHASE 3 SOUTHLAKE TENNIS CENTER Director of Community Services Chris Tribble presented information on two construction projects occurring in Bicentennial Park, The Marq Southlake Champions Club and the Bicentennial Park, Phase 3, Southlake Tennis Center. 4. CONSENT AGENDA Consent Agenda items are considered to be routine by the City Council and are enacted with one motion. Mayor Hill read the Consent Agenda items into the record. 4A. APPROVE MINUTES FROM THE FEBRUARY 7, 2017 REGULAR CITY COUNCIL MEETING. 4B. AWARD CONSTRUCTION CONTRACT TO WILSON CONTRACTOR SERVICES, LLC, FOR SANITARY SEWER AND STORM DRAIN IMPROVEMENTS PROJECTS AT VARIOUS LOCATIONS WITHIN THE CITY IN AN AMOUNT NOT TO EXCEED $2,016,561. 4C. AWARD A CONTRACT TO SHI GOVERNMENT SOLUTIONS FOR CARTEGRAPH OPERATIONS MANAGEMENT SYSTEM IN AN AMOUNT NOT TO EXCEED $116,000. 4D. APPROVE CONTRACT WITH BLAGG TIRE AND SERVICE AND GRAPEVINE FORD LINCOLN FOR PREVENTATIVE MAINTENANCE AND GENERAL REPAIR SERVICES FOR CITY VEHICLES. 4E. APPROVAL OF AMENDED FISCAL YEAR 2017 SOUTHLAKE CRIME CONTROL AND PREVENTION DISTRICT OPERATING BUDGET. 9A. TABLE SV17-001, VARIANCE TO SIGN ORDINANCE NO. 704-I AND THE MASTER SIGN PLAN FOR STARBUCKS LOCATED AT 2155 WEST SOUTHLAKE BOULEVARD. Senior Director of Planning and Development Services Ken Baker presented Item 9A and answered questions from Council during the work session. REGULAR CITY COUNCIL MEETING MINUTES, FEBRUARY 21, 2017 Page 4 of 9 Applicant’s representative Leslie Ford presented Item 9A and answered questions from Council. After discussion, Ms. Ford asked Council to table this item to the next Council meeting to allow time to address Council’s concerns. Council agreed to table this item to the next meeting on March 7, 2017. APPROVED Motion was made to approve the consent agenda as noted and to table SV17-001, variance to Sign Ordinance No. 704-I and the Master Sign Plan for Starbucks to the March 7, 2017 City Council meeting. Motion: Williamson Second: McCaskill Ayes: Fawks, Hill, Huffman, McCaskill, Patton, Shafi, Williamson Approved: 7-0 5. PUBLIC FORUM Mayor Hill opened the public forum. There being no one wishing to speak, Mayor Hill closed the public forum. 6. ORDINANCES, SECOND READINGS, PUBLIC HEARINGS, AND RELATED ITEMS: 6A. ZA16-100, SITE PLAN FOR VERIZON WIRELESS ON PROPERTY DESCRIBED AS LOT 1, BLOCK 1, SOLANA ADDITION, AN ADDITION TO THE CITY OF SOUTHLAKE, TARRANT COUNTY, TEXAS AND LOCATED AT 500 WEST DOVE ROAD. CURRENT ZONING: "NR-PUD" NON-RESIDENTIAL PLANNED UNIT DEVELOPMENT DISTRICT. SPIN #1. PUBLIC HEARING APPROVED Senior Director of Planning and Development Services Ken Baker presented Item 6A and answered questions of the Council. Applicant Kathy Zibilich with Griffin Harris PLLC presented this item and answered questions of the Council. Mayor Hill opened the public hearing and asked for anyone wishing to speak on the item to come forward. Mayor Hill first read the comment cards from persons in opposition but not wishing to speak: Michelle Mesenbrink, 2801 Tyler Street, Southlake, Texas; Andrea Martinez, 426 Marshall Road, Southlake, Texas; REGULAR CITY COUNCIL MEETING MINUTES, FEBRUARY 21, 2017 Page 5 of 9 Donna Robinson, 454 Marshall Road, Southlake, Texas; and, Kyle and Shannon Burtnett, 2811 Tyler Street, Southlake, Texas. The following persons spoke: Gabriella Miller, 405 Orchard Hill Drive, Southlake, Texas spoke in opposition; Doug Harsy, 2804 Tyler Street, Southlake, Texas spoke in opposition; Evan Scott, 422 Copperfield Street, Southlake, Texas stated his concerns; and, Venkata K. Jasti, 417 Orchard Hill Drive, Southlake, Texas spoke in opposition. Following public comments, Mayor Hill closed the public hearing. Council continued discussion. Motion was made to approve ZA16-100, Site Plan for Verizon Wireless subject to Staff Report dated February 14, 2017 and Site Plan Review Summary No. 3 dated February 2, 2017 and noting the following: • Approving the site plan and elevations for Verizon Wireless Dock expansion presented this evening and included in the City Council’s packet; • Requiring the installation of an approximate 200 linear foot screen of landscape materials running parallel to the building and east of the dock area and an approximate 80 linear foot dock screening wall located north of the dock area as indicated on the site plan. The wall will be constructed per the exhibits presented this evening with the brick of the walls matching the brick of the building and the trim on top of the walls to match the trim of the building. Brick columns on the wall will average 20 foot spacing noting that adjustment of the column locations may be needed in the field. Also, noting that the extent of the wall will not exceed the limits indicated on the site plan; • Also, granting the following variances in association with the dock expansion. 1) Ordinance No. 480, Section 43.9.c.2(c), (Corridor Overlay Zone) which requires the following: Loading and Service Areas: Loading and service areas shall be located at the side or rear of buildings. A minimum 10 foot solid screening wall shall be required to screen views of loading docks and loading spaces intended for tractor/semi- trailer delivery from any public right-of-way. This 10 foot wall must screen the entire loading dock or space. Screening materials shall utilize similar masonry materials to the front facade. The accommodation of adequate access for service delivery trucks may be evaluated to determine the extent of screening required; 2) Ordinance No. 480, Section 43.13a(6), (Residential Adjacency Standards) which requires the following: Loading and Service Areas: Loading and service areas shall be located at the side or rear of buildings. Where visible, a minimum 10 foot solid screening wall shall be required to screen views of loading docks and loading spaces intended for tractor/semi-trailer delivery. This 10 foot wall must screen the entire loading dock or space. Screening materials shall utilize similar masonry materials to the REGULAR CITY COUNCIL MEETING MINUTES, FEBRUARY 21, 2017 Page 6 of 9 building’s facades. The accommodation of adequate access for service delivery trucks may be evaluated to determine the extent of screening required; 3) Ordinance No. 480, Section 43.9.c.1.c – Corridor Overlay Zone which requires the following: Mechanical Equipment Screening: All buildings must be designed such that no mechanical equipment (HVAC, etc.) or satellite dishes shall be visible from SH 114, Carroll Avenue between SH 114 and FM 1709, FM 1709, and FM 1938 and any adjacent public right of way. This shall include equipment on the roof, on the ground or otherwise attached to the building or located on the site; 4) Ordinance No. 480, Section 43.13.A.3 – Residential Adjacency Standards: Mechanical Equipment Screening: All buildings must be designed such that no mechanical equipment (HVAC, etc.) or satellite dishes shall be visible. This shall include equipment on the roof, on the ground or otherwise attached to the building or located on the site; • Also, noting as part of this approval, Council is approving tractor trailers to legally load and unload at this loading dock on this property; • Also, noting that Council is directing staff to have administrative approval authority over the design and implementation of the 200 linear foot area of landscape materials and noting a minimum installation of eight foot plant materials and noting that Council recognizes that due to seasonal changes, the impact on plant life may change and vary throughout the year and Council is noting that the applicant is fully compliant with the screening requirement based upon tonight’s approval regardless of seasonal changes; and, • Also, noting that the 200 linear foot landscape materials are to be staggered plantings of eastern red cedars, a minimum of eight foot tall, four foot spread at planting and six foot on center. Motion: Williamson Second: McCaskill Ayes: Fawks, Hill, Huffman, McCaskill, Patton, Shafi, Williamson Approved: 7-0 6B. ZA17 -002, SITE PLAN FOR KIMBALL PARK LOT 5 RETAIL/RESTAURANT ON PROPERTY DESCRIBED AS LOT 5, KIMBALL PARK, AN ADDITION TO THE CITY OF SOUTHLAKE, TARRANT COUNTY, TEXAS, LOCATED AT 2112 EAST STATE HIGHWAY 114 (ALSO ADDRESSED AS 2112 NORTH KIMBALL AVENUE) AND GENERALLY LOCATED APPROXIMATELY 850 FEET NORTHWEST OF THE INTERSECTION OF EAST STATE HIGHWAY 114 AND NORTH KIMBALL AVENUE. CURRENT ZONING: "S-P-2" GENERALIZED SITE PLAN DISTRICT. SPIN #4. PUBLIC HEARING APPROVED Senior Director of Planning and Development Services Ken Baker presented Item 6B and answered questions from Council. REGULAR CITY COUNCIL MEETING MINUTES, FEBRUARY 21, 2017 Page 7 of 9 Applicant Terry Cunningham, 2604 South Cooper Street, Arlington, Texas presented this item and answered questions from Council. Mayor Hill opened the public hearing and asked for anyone wishing to speak on the item to come forward. Jeff Medici, 2123 Cheyenne Park Lane, Southlake, Texas spoke in support and addressed Council’s questions. Mayor Hill closed the public hearing. Motion was made to approve ZA17-002, Site Plan for Kimball Park Lot 5 Retail/Restaurant subject to Staff Report dated February 21, 2017 and Site Plan Review Summary No. 3 dated February 14, 2017 and granting the following variance requests: 1) Zoning Ordinance No. 480, as amended, Section 43.9.c.1.d requires vertical and horizontal articulation on all facades visible from State Highway 114. The applicant is requesting a variance to allow vertical articulation as shown on the proposed elevations; 2) Zoning Ordinance No. 480, as amended, Section 43.9.c.1.e requires exposed columns to be constructed of or clad in the same masonry material as the principal structure. The applicant is requesting a variance to allow painted metal posts at the top of the columns; • Not approving the variance to Landscape Ordinance No. 544-B, as amended, Section 3.4 requiring parking lot landscape islands to have a minimum width of 12 feet to allow a width of approximately 9 feet; • Also, noting the approval of Option A with regards to the dumpster location on Lot 5 with the dumpster generally located at the northeast corner of the building structure; • Also, noting the applicant has agreed to relocate the service entrance and electrical equipment to be generally located on the northeast portion of the building structure; and, • Also, noting that the patio cover materials are not fabric material but will consist of a metal material per City code. Motion: Williamson Second: McCaskill Ayes: Fawks, Hill, Huffman, McCaskill, Patton, Shafi, Williamson Approved: 7-0 7. ORDINANCES, FIRST READINGS, AND RELATED ITEMS: (THERE ARE NO ITEMS ON THIS AGENDA.) 8. RESOLUTIONS: (THERE ARE NO ITEMS ON THIS AGENDA.) 9. OTHER ITEMS FOR CONSIDERATION: REGULAR CITY COUNCIL MEETING MINUTES, FEBRUARY 21, 2017 Page 8 of 9 9A. CONSIDER SV17-001, VARIANCE TO SIGN ORDINANCE NO. 704-I AND THE MASTER SIGN PLAN FOR STARBUCKS LOCATED AT 2155 WEST SOUTHLAKE BOULEVARD. TABLED Item 9A was discussed earlier in the evening and moved to the consent agenda to table to the March 7, 2017 City Council meeting. 10. OTHER ITEMS FOR DISCUSSION: (THERE ARE NO ITEMS ON THIS AGENDA.) Mayor Hill announced that City Council would be going into Executive Session pursuant to the Texas Government Code, Section 551.074, deliberation regarding personnel matters. City Council adjourned for Executive Session at 9:55 p.m. Executive Session began at 10:00 p.m. and concluded at 10:55 p.m. Mayor Hill reconvened the meeting at 10:55 p.m. Mayor Hill asked if any action was necessary from Executive Session. Motion was made to approve a renewal of a contract with Lori Payne for the position of City Secretary with a 2% merit increase and 2% cost of living increase for a total increase of 4%; increasing the annual car allowance to $4,000; noting these amendments will be effective beginning January 1, 2017; with a contract extension to December 31, 2021; and noting that Council will still be open to annual contract amendments, as is customary, with annual performance appraisals. Motion: Williamson Second: McCaskill Ayes: Fawks, Hill, Huffman, McCaskill, Patton, Shafi, Williamson Approved: 7-0 Motion was made to approve a renewal of a contract with Shana Yelverton for the position of City Manager with a 1% merit increase and 2% cost of living increase for a total increase of 3%; noting these amendments will be effective beginning January 1, 2017; with a contract extension to December 31, 2021; and noting that Council will still be open to annual contract amendments, as is customary, with annual performance appraisals. Motion: Williamson Second: McCaskill Ayes: Fawks, Hill, Huffman, McCaskill, Patton, Shafi, Williamson Approved: 7-0 11. MEETING ADJOURNED. REGULAR CITY COUNCIL MEETING MINUTES, FEBRUARY 21, 2017 Page 9 of 9 Mayor Hill adjourned the meeting at 11:01 p.m. *An audio recording of this meeting will be permanently retained in the City Secretary’s Office. ______________________________ Laura Hill Mayor ATTEST: ______________________________ Lori Payne, TRMC City Secretary