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2004-06-07 retreatVMJ Tab Day and Presentations Tab 3 Day 2 Agenda and Presentations Tab 4 Text Items Only City Council Retrea June 1 T- 18, 2004 City of Southlake, Texas ' MEMORANDUM June 17, 2004 TO: Honorable Mayor and Members of City Council FROM: Billy Campbell, City Manager SUBJECT: Comments for City Council Retreat, June 17 — 18, 2004, Solana Marriott, Salons A and B The June Retreat is an annual event designed to give Council and staff uninterrupted time to review issues related to the upcoming budget. We are pleased you will all be able to join us for a day and a half of important discussion. Plans for the Retreat are as follows: DAY ONE • Three Things a New Council Member Needs To Know. While this has been structured as an orientation session for new Councilmembers, you are all encouraged to participate. As the title indicates, each department head will cover the three things that they think a new Council member needs to know to get started. We view the topics as introductory, and hope each new Council member will subsequently take time to personally visit with department directors about their operations, since there are many initiatives, programs and issues with which you will want to be familiar. • Overview of City Financial Indicators. As the title indicates, this session will provide you with trend and other data to help you have an in-depth understanding of the city's financial situation. This discussion will be led by Assistant City Manager Shana Yelverton. • Year in Review — FY2003-04 and Preview — FY2004-05. Finance Director Sharen Elam will discuss budgetary performance for the current budget year, and provide you with some preliminary revenue estimates for the upcoming fiscal year. This session has been designed as a precursor to the budget work session planned for August. Honorable Mayor and Members of City Council City Council Retreat Item Comments July 17 —18, 2004 Page 2 of 5 • Technical Committee's recommended FY2004-05 to FY2008-09, Capital Improvements Proms. The Capital Improvements Program (CIP) establishes a five (5) year funding schedule for the purchase, construction or replacement of physical assets of the City. Capital improvements projects typically have a useful life of over ten (10) years and value greater than $10,000. The first year (FY 2004-05) of the CIP is called the Capital Budget, and is appropriated in the same manner as the annual operating budget. Funds for projects are appropriated on an annual basis. Projects approved for subsequent years (FY 2005-06 through FY 2007-08) are approved for planning purposes only and do not receive expenditure authority until they are part of the Capital Budget. Each year a proposed CIP is developed by a staff Technical Committee for City Council consideration and ultimate adoption. The Technical Committee consists of the Assistant City Manager and the departmental directors. In early April 2004, the Technical Committee began the process of evaluating the CIP projects requests from the various departments. The review of CIP projects by the Technical Committee involved the following: 1) a detailed presentation of each CIP project request by a staff member of the submitting department; 2) members asking questions to the submitting department regarding the project request; 3) discussing the merits of the CIP project request; and 4) scoring the CIP project request based on criteria outlined on the Project Ranking Form. Also, the Planning Department in conjunction with each submitting department thoroughly reviewed the content and merit of each project request prior to submission to the Technical Committee. By reviewing the CIP project request form prior to submission to the Technical Committee resulted in a more thorough project request form and minimized needed revisions. The CIP review process began earlier this year than in the year's past to allow the CIP to be reviewed and adopted in conjunction with the FY 04-05 budget, which will be in August & September. (In past years, City Council adopted the CIP a few months after the budget was approved). By reviewing the CIP in conjunction with budget will allow the City Council to evaluate capital needs in relationship to budgetary availability. Honorable Mayor and Members of City Council City Council Retreat Item Comments July 17 — 18, 2004 f Page 3 of 5 The staff will provide City Council an overview of the CIP process, procedural changes from last year's CIP, the Technical Committee's proposed FY04-05 to FY 08-09 CIP and a status report on previously funded CIP projects. Contact Bruce Payne with questions on this item. DAY TWO Discussion of various Economic Development Topics. Following are highlights of the economic development topics intended for Friday of the retreat. Note the outline of topics intended on the second sheet of the memo from Greg Last. It is our intention that Council will be heavily involved in this discussion and that you will feel free to raise any issues of importance that you have identified. ➢ Discussion of Economic Climate and Market Conditions: This is intended as an opening topic to establish a broad understanding of issues impacting our local economy as well as regionally. Director Last will lead an open discussion on Office, Corporate Office, Retail, and Light Industrial types of uses. He has asked Councilmember Terrell to specifically contribute to the discussion based on his own broker -related experiences. ➢ City Council Development Desires: Our intent in this section is to solicit feedback from Council on various tracts in the city (Mesco, Flea -market, and S. Davis) as well as any others Council chooses to discuss. ➢ Discussion on Incentives: Director Last has slides that discuss various aspects of incentives that could be utilized for economic development as well as an overview summary of our Tax Abatement Policy and incentives we have granted in the past. The depth and focus of this discussion will be at the will of the Council. ➢ Special Projects Discussion: Director Last has a couple potential projects that he would like to review with the Council. One is a Southlake Sidewalk Sale (details in the memo) which would be a single -day event supporting Southlake retailers. He also wanted to see if you have any comments regarding the Local Business Report at the Honorable Mayor and Members of City Council ' City Council Retreat Item Comments July 17 —18, 2004 Page 4 of 5 Council meeting. Finally, there is a text -only item regarding CISD adoption of the Freeport Exemption that will only be discussed if desired by Council. Contact Greg Last with questions on these items. • Annual Project Prioritization by Council. Note that we are planning to conclude the retreat with an exercise intended to develop a prioritized list of Council's desired projects for the upcoming year. The process contemplated this year is different from prior years and is described in the memo from Director Last. Basically there will be an opportunity for Council to generate a description of potential projects and their aspects, then rank the projects while at the retreat. Please be thinking ahead regarding any desired projects you may want to offer for ranking. Contact Greg Last with questions on these items. TEXT ITEMS ONLY. Your notebook contains a great deal of information, including information that we don't have the time to discuss during the Retreat properly. Please take the time to read these materials, as many of these items will be coming back to you at some time in the future. If you wish to discuss any of these items at the Retreat, we will make time at the end of the agenda to do so. This section contains text items only for the following subjects: • City Fiftieth Anniversary Celebration • CISD Adoption of Freeport Exemption • Economic Development — Program Summary • Council review and consideration of City Charter Amendment • DPS North Facility Operational Plan • Personnel Budget Consideration for FY2004-05 Honorable Mayor and Members of City Council City Council Retreat Item Comments July 17 —18, 2004 Page 5 of 5 IN Staff Extension Numbers: Black Rick, DPS Director, 481-2406 Campbell, Billy, City Manager, 481-1409 Eaglen, John, Assistant to the City Manager, 481-1433 Elam, Sharen, Finance Director, 481-1713 Farahnak, Pedram, Public Works Director, 481-2308 Farwell, Lori, City Secretary, 481-1519 Hugman, Kevin, Human Resources Director, 481-1952 Jackson, Malcolm, Community Services Director, 481-1527 Killough, Dennis, Senior Planner, 481-2073 Last, Greg, Economic Development Director, 481-1671 Payne, Bruce, Planning Director, 481-2036 Yelverton, Shana, Assistant City Manager, 481-1429 City Council June Retreat Day One — Thursday, June 17, 2004 LOCATION Solana Marriott, Salons B & C 5:00 p.m. — 9:00 p.m. AGENDA Agenda Time ''Topic_ Staff Purpose I Desired Outcome m Lead 1. 5:00 p.m. Three Things a Directors/ Orientation for Council New Council Attorneys Members. Member Needs To Know * Page D1-1 2. 6:30 p.m. Working Dinner Mayor / Opening Comments; BC Review Objectives. 3. 6:45 p.m. Overview of City SE / SKY - Identify existing and emerging Financial fmancial considerations. Indicators Page D1-9 Slides P D1-10 4. 7:15 p.m. Year in Review — SE / SKY ■ Review City's current financial FY2003-04 condition. Page D1-20 Slides P D1-26 5. 7:30 p.m. Preview — SE / SKY ■ Highlight FY2004-05 FY2004-05 Expectations; ■ Develop framework for FY2004- Pa a D1-33 05 Budget Consideration. 6. 7:45 p.m. Break -- -- 7. 8:00 p.m. Technical BP / Overview of the City 5-Year CIP Committee's Directors and procedural changes; Recommended FY • Current CIP Project Status 04-05 to FY 08-09 Report; Capital ■ Brief the City Council on the Improvements CIP Project Prioritization by the Program Technical Review Committee; ■ City Council Review and Page D1-34 Comment of CIP Project Slides P D1-42 Prioritization. City Council June Retreat Day One — Thursday, June 17, 2004 LOCATION Marriott Solana, Solons B & C 5:00 p.m. — 9:00 p.m. AGENDA Page 2 Agenda Item Time Topic Staff Lead Purpose / Desired Outcome 8. 8:45 p.m. Review Objectives of Session and Final Comments Mayor / BC - Review session agenda and address outstanding comments; City Council comments. 9. 9:00 E p. m. Adjournment Mayor Close Day One Session. - I a Three-T s a New ber Needs to ity of Southlake r Council June " " Retreat y, June 17, 2004 m. — 6:30 p.m. City Manager's Office Bevond the Ivory Tower CMO has direct oversight of the following divisions: 3 s - Technical Services € f "_ ? - Southlake Public Library - Operator for City Main Switchboard 1< - Tax Increment Reinvestment Zone a - SPIN Programv-- - Public Information Office - Town Hall Building Maintenan - Support Services Esprit de Corps: Participating and promoting the quality of life in the North Texas Region. Effective Communication: Lifeblood of In City, large focus of the CMo. City Secretary's Office Open Records / Records Management: The City Secretary is responsible for records management and for the processing Open Records Requests. How Do I Know? Information For Your Calendar: Forecasting Monthly, Updated Weekly. Requests for Information by City Council: If requests for information are received from one City Councilmember, the information is given to all City Councilmembers. D1-1 Department of Finance • Consist of three divisions: — Finance Administration — Utility Billing — Municipalfreen Court • Annual Independent Audit - Weaver & Tidwell L.L.P • Administer financial transactions: — SPDC — Crime Control — TIF r, Department of Planning • Planning Web Page. • Process requirements for ordinance changes, site plans, SUP and plats. • Making a motion to approve/deny/table a planning case. Basic Planning Process (Auto Restoration Analogy) Assess evsting I F s��tPd�na_c°*e onditions (original arrhase price SI700) 1i j�( �""'— Establish VISION Determine Needs Identify Timefrsme -. _ • w -- "' Establish Budget Recognize Opportunities Consistent with VISION & Budget Make Timely Decisions & implement Accordingly Evaluate Results and Relate Back to VISION Head for the beach... D1-2 MW F- 0 Cj O �PO 00 w M D2-2A D2-2B Department of Planning Web Page hLtp://www.citvofsouthlake.co"aminWdefaultasp -` Department of Planning Process Requirements Required Super Majority Request P- PBZ Action CC Actin Requirement Te%orUm atli.sun y.K�%�. bauMarY amp Gansieer item publk Mnepwilb a ;wo re.airgs: ComiOV YRm 2i°�u �� WM owner �� u P8Z rcanmena. aenkl �r Plen.menamem OlakRo a W Iramp t� P.Eenklr cM rrweP n...q Renaanine ewarokim aaia.eee-can.iaw r� wM �� rwo ruaiao.: o.ek.na ,memmem orainuv newimp. omm era�n,n<a 1 Lmsitlu item rsaak n�;ne Rot apgicabin aeeoa R � specific ura Puma Raduem� cornier, ikm wm�. �� ceaneer ikm wan, wbur Hnt Ge Department of Planning s„ Process Requirements R.*d-d sups. N.j-ity Regl.eR P.ocas P6Z Action CC Action Require t. e+•: firR l:.risr•Pls carrsiaer i2m O.w�HR PIRr ApeMa cm.iau iRm wlet wen.PURie Nm.Ppivbk ie) it • wwe nea�� Y� A.anbRy Plata Plan Ayw- con.Nu iRm wirfi cansiaer am. .:..:3. Sh—h*Rbakai I.r .Wblic lw�mp � blic RoI.PPiicable 1 MRiaa Canaltiv lum-ro Fnitl Plt nt• Pab� M1r�nq Hoge ".Pp.— Rcauima n. comi4 item wan Lon.Mu ihan renuezlcd aM 20% Pkt Rersimr� wan • Pudic or nw kna ur utl11 • puck nun�q �� wiNn em . ub6w.fro6 aPPa..a D1-3 Department of Planning How to make a motion g a�motion to approve/deny or table a planning case. Mayo, I� vw rw! a po (1^ Rbi6'/5/2i° Raid- JJ �( 480- r,,ZA0"0#),sdNYm.......... _. 1. %amog Cnnar>6vmYremrnme'datla4' Z $b/freview yayn3yd�dared_� .1 77. fW/ow 9 redd'w$' s'id 4 fie fc11—V C--*dvs Mayer, f nlrne dW wr d y (Cm* r 9d0-d06, ZA O"11r). 4op3 �S_.�**�aaSas Mayor, J ma r tluf xe fab'e (11 Re3di� ) Of("— 480 r, Z4 041##) u�nl are (pwl spay Department of Planning How to make a motion Making a motion to approve/deny or table a planning case. Maya I more &W _ app,— (ZA 0 "O). s>dl Y Gx._._...._. 1. %mrr/9C rYm'a's rw,.. xu6-, Z St ffm+ew.virvnary dam7_: 2 The fdl1wd9 vaddxrs,' did 9. The f./b- 9 ca"I vs Maya; In &u w dy(Z4 04-000). Mayor; I_ ddt ae aue (zn oaarx) vmi me (J—de p-fic dare) me ,g. Department of Economic Development • Prospects often demand anonymity • Incentives are discussed in executive session and should be kept confidential until resolved • Much information is available on vwwvsouthlakesites. com D1 -4 date and Works 17-18, 2004 Drainage Master Plan Scope • Follows the recommendation of the 1998 Master Drainage Report. • Performs actual survey of all primary creeks. (complete) • Establishes funding mechanism and fees for drainage related improvements. • Complies with the Phase II Storm Water Clean Water Act. D1-5 Creating a Drainage Utility System (DUS) possible funding. source .... -_- • Chapter 402 of the Texas Local Government Code allows assessments of fees on an improved property for "drainage service" • "Drainage" includes bridges, catch basins, channels, conduits, creeks, etc. used to accept surface water from land DUS Implementation Timeline Ur August 5, 2003 -City Council approved a processional services agreement to explore feasibility of using DUS as a funding source. January 2005 — Preliminary results of feasibility study will be presented to City Council. March 2005 — Initial Public Hearing for the creation of the DUS if directed by the Council. October 2005 — Earliest fee collection date. P ement w ement 1, am lic Works 004 N D1-6 Pavement Management Survev In November 2003 a city wide pavement condition surrey was completed to assess: — Ride Condition (RCI) — Surface Distress (SDI) — Structural Adequacy (SAI) Survey listed the projects of the greatest need combined with the best benefit, at the lowest cost in priority order. Approximation of Current Street Condition Maintenance & Reconstruction Costs D1-7 pro Pavement Management System Maintenance Budget Requirement ° (2004-2013) ti�� .., �:..,.... Year Cost $4,592,000 05 $2,867,000 .`° $4,019,000 07 $3,700,000 $1,098,000 09 $ 971,000 10 $1,994,000 011 $1,775,000 12 _ $2,571,000 �:.. 013 $4,866,000 $28,457,000 Department of Human Resources • City provides services; employees are our greatest resource ... and our greatest expense. • Recruitment and retention — pay plan philosophy. - Training for legal compliance, leadership development and skills development. Department of Public Safety - The "Public Safety" concept offers the best level of service to our community. • Enforcement is not always pleasant. • "Proper" communication reduces confusion. Department of Community Services • Fun is Serious Business! — Requires balance for diversification among all ages, interests, and abilities and represents a "quality of life." • Park master plan and trail master plan provide foundation for our progress and actions. • Parks and Recreation is an interactive "team" with other city departments (PW, DPS, Library, etc.), and CISD. City Attorney's Office • Contractual Arrangement w/Outside Firm (15 attorneys with various specialties) • Budget/Expense Management • Legal Issue/Lawsuit Coordination D1-8A City of Southlake, Texas TO: FROM: SUBJECT MEMORANDUM June 10, 2004 Billy Campbell, City Manager Shana K. Yelverton, Assistant City Manager (ext. 1429) Overview of City Financial Indicators Action Requested: Council review of financial trends, management practices and environmental factors that impact Southlake's ability to 1) maintain existing service levels, 2) withstand local and regional economic disruptions, and 3) meet the demands of natural growth, decline and change. Background Information: To gain a better understanding of Southlake's financial condition, a staff committee worked to identify key quantifiable indicators and selected environmental and organizational factors to be considered and evaluated over time. The committee's purpose was to compile information to assist the City Council and Southlake's management team in achieving full potential as decisionmakers. The group looked at five years of financial data as a part of the study. The information was presented to the senior management team for review and has been finalized for Council review at the June Retreat. Financial Considerations: The presentation is for informational purposes only. The materials will be used to frame up financial discussions in preparation for budget adoption. Citizen Input/ Board Review: N/A Legal Review: N/A Alternatives: N/A Supporting Documents: Presentation slide handouts Staff Recommendation: Council discussion of Southlake's financial condition at the June Retreat. '%W D1-9 Presentation Purpose . Review Southlake's current fin2 condition; ■ Identify existing and emerging concerns; ■ Identify potential solutions and budget strategies to remedy cc . Kick off FY 2004-05 budget prc Financial Conditi Refers to Southlake's ability to (1) m, existing service levels, (2) withstand Ic regional economic disruptions, and [3 the demands on natural growth, decli change. D1-10 Financial Trend Monitoring . Analyze outcomes, compdrl Pl lbf a4WJJJ'Y -- causes.t . Review credit rating en mar ' ■ Examine policy statements. ■ Looks at environmental, `organiz � > nal, and financial factors. Historical and Projected Population .-......f Q—thlaka* Historical and Projected population ssmB aoom xsem -, zeoee isooe iooeB seeB 181� 1BT 1989 t96! 1986 1890 1B4! lB%1rBY �w� ��... "^' D1-11 Commercial Growth in Square Footage ,AwAw 6.000Aw tiAtt,wt y�.moAw f a.wv,tw tvw,wt ,AvtAw v tw, tws tvw ,w> ttw ,oN xwt root xttx xvm msl B..R.4EW .r�CuwW.a+Gwn.wd.l Bp.R Commercial Valuation Growth s+w.tvv.vvt t,w.tw,tw it�t.tw,tw ttp tw,tw Hw,wt.tw tw,tw,tw wt.ttt,tw NgawAw ,QO,ttt,tw w ,tw tvw ttw ,w, ,w ,tw ww mm xwx wm ...--�..r v.rra. �r.v .►-cr.w.u. vr.,s Residential Building Permits Trend 1® ,W5 ,tom ,max ,me ,m a. r..r D1-12 Cumulative Residential Square Footage ,9 ,8 r 14 12 • 'e ,9 o e $ 8 4 2 a . 1990 1995 1995 1997 199E 1999 2000 2001 2002 2003 ror Property Valuation Trends — Total Property Valuation. SOM s.AOr j S�3ao pAm i 32.50 -` 92J= SIAW i+A9r rsm j ro 109 1aa aar ZW1 x0oi 29m r..r Top 5 Valued Properties Proa Total Value �,,515 ■ Sabre, Inc ■ SouthlakeTown Square X g, . $63,53,;,237 ■ Gateway Plaza $39, 534 s $27;2 80 ■ Aventerra ■ Verizon $16, ,869 9 D1-13 Financial Fac General Fund Revenue per Capita — General Fund operating revenue per capita. $880 ,. $840 $8D0 'c $76D 12, —�$ 751 89 57E.88 General Fund Tax Revenue per Capita — Pmperty and Sales tax revenue per caPita. $700 _... ..—. _— ...as T.�n... $S92 j wt.r.wera — $600 1-5352 $400 c287 $2D0 ■ RoPertY $100 ■ saI�s $- 96-99 9&DO 00-01 01-02 02-03• Fiscal Year *Aw D1-14 *Aw D1-14 Expenditures per Capita — General Fund operating expenditures per capita $azD —_— $eo0 $780 $760 740 $739 02 e $720 a $700 --- — $706 OS $640 sass 99-00 ao-Dt Dt-Dz 02-D3• Fiscal Year Revenues & Expenditures per Capita — General Fund operating revenues 6 expenditures per rapb. $t,coo — $950— s. — — —+ = $850 -- — $800 $750 $650 --- ti $600 _ $550 - G- ---^ $400——_---.— 9699 9r D0 101 01-02 O2-03 F¢ 1 Year � u�nwxs xu s Budgeted vs. Actual Expenditures — Actual expend'dures as o percentage of budgeted expenditures. 1�. D1-15 Operating Deficit 1 Surplus — Operating deficit or surplus of general fund as a percentage of operating revenues. 12% at3 d `a 4.7:�Fiscal os 0.92 O Year , U..~ unb— 10% 8% 948% a.7z% 4% 2% 0% 2% i Expenditures by Function —ures General Fund operating expenditby function as percentage of total operating expenditures. 12D% yr 10D% 80% ata� orw 8D% eMi ecao e9rriw 49% eRan srrte 1V 2011 98-99 99-00 00-01 01-02 02-03' 03-W Fistal Year ^wol�a x�.rees. z_ Long Term Debt as % of Assessed Valuation — property tax supported long-term debt as a percentage of assessed valuation. 1.80% 1.68% a 1.60% 1S1 1.40% 3 1-2 .36% > 1.00% 1.18% ao tkxlry d 0.80% 0 0.60% m 0.40% a 0.20% 0.00% 98-99 99-00 00-01 01-02 02-03• Racal Year • tM.ared te.nnm. D1-1 G Long Term Debt as % of Assessed Valuation — property tax supported long-term debt as a percentage of assessed valuation. 1.80% 1.68% a 1.60% 1S1 1.40% 3 1-2 .36% > 1.00% 1.18% ao tkxlry d 0.80% 0 0.60% m 0.40% a 0.20% 0.00% 98-99 99-00 00-01 01-02 02-03• Racal Year • tM.ared te.nnm. D1-1 G Enterprise Operating Position — Revenue sources used to Fund utility operations. $16 $15 - 3 $14 E $13 FsOlher $12 p $" $10 $9 $8 96-99 99-00 00-01 01-02 02-03' Fiscal Year . un.W ftd nuna�. Management Practices i©■■©■■©■■mil D1-17 Challenges & Goals Future Financial Challenges ■ Eliminate/minimize use of reserves to balance budget; ■ Fund full life costs of capital assets, or at least conducting thorough analysis; ■ Maintain appropriate reserves; ■ Respond to challenges resulting from state mandates; ■ Multi -year financial planning; and ■ Update financial policies. FY 2004-2005 Budget Goals Maintain fund balance integrity. Include full life cost analysis of proposed capital assets. Maximize potential for refundings /other bond performance enhancements. Scrutinize budgeted expenses w/recurring costs. Complete buy -in for vehicle replacement. Maintain pay plan integrity. D1-18 City of Southlake, Texas MEMORANDUM June 10, 2004 TO: Billy Campbell, City Manager FROM: Sharen Elam, Director of Finance (x1713) SUBJECT: Year in Review- 2003-04 Action Requested: City Council discussion of current year financial information as part of June Retreat. Background Information: The "Year in Review" discussion during the Retreat will recap some of the issues that formed the framework for budget development for FY 2003-04 and for future fiscal years. Since the adoption of the budget, staff has closely monitored the collection of revenues and expenditure trends. Retreat discussions will include a detailed review of revenue/expenditure performance. Additionally, we will discuss some of the financial highlights of the year that have been achieved as a result of strong Council and staff management. Lq"J Financial Considerations: The presentation will identify financial considerations for the upcoming budget year. Citizen Input/ Board Review: N/A Legal Review: N/A Alternatives: No action is required. Supporting Documents: Power Point Presentation Financial Statements as of May 31, 2004 Staff Recommendation: Staff recommends discussion of these important issues at the June Retreat. 0!2 D1-20 cm GENERALFUND Statement of Revenues, Expenditures and Changes in Fund Balance for the period ended May 31, 2004 with comparative actual amounts for the period ended May 31, 2003 (fiscal month 8-66.67%) REVENUES Ad Valorem Taxes Sales Tax Franchise Fees Fines Charges for Services Permits/Fees Miscellaneous Interest Income Total Revenues EXPENDITURES City Secretary Human Resources City Manager Support Services General Government Total Finance Municipal Court Municipal Court -Teen Court Finance Total Fire Police Public Safety Support Building Public Safety Total Streets/Drainage Public Works Administration Public Works Total Planning Planning Total Economic Development Economic Development Total Community Services Parks and Recreation Library Services Community Services Total Total Expenditures Excess (deficiency) of Revenue over Expenditures OTHER FINANCING SOURCES AND (USES) Proceeds from lease/CO (net) Transfer In -Other Funds Transfer To -Other Funds Total Other Sources/(Uses) Excess (deficiency) of Revenues/other sources over Exp. FUND BALANCE OCT 1 Change in reserved fund balance ENDING FUND BALANCE fund balance percentage Year to Date 5/31/2004 $11,032,512 2,720,164 601,766 945,120 432,057 821,428 335,476 148,254 $17,036,777 $162,582 169,631 299,789 1,763,492 2,3 95,494 435,563 253,686 39,129 728,378 1,854,563 2,997,948 796,160 579,523 6,228,194 910,676 437,025 1,347,701 7,701 329,206 329,206 167,438 167,438 261,446 1,359,551 289,118 1,910,115 $13,106,526 $3,930,251 $0 0 (807,226) ($807,226) $3,123,025 2003/04 Budeet $10,831,377 4,602,301 1,739,288 1,018,000 559,440 738,660 352,282 180,000 $20,021,348 $278,651 273,724 449,611 2,741,105 3,743,091 627,810 380,906 62,949 1.071,665 3,017,057 4,567,585 1,230,386 862,869 9,677,897 1,331,615 802,533 2,134,148 565,799 565,799 303,943 303,943 425,299 2,429,825 413,915 3,269,039 $20,765,582 ($744,234) $0 0 (807,226) ($807,226) ($1,551,460) $6,367,966 $0 $4,816,506 22.33% Year to Date 5/31/2003 $10,617,420 2,560,355 527,483 743,767 412,384 625,888 207,007 139,127 $15,833,431 $205,331 172,245 291,805 1,627,771 2,297,152 7,152 381,957 223,510 29,812 635,279 1,709,593 2,812,248 828,362 593,343 5,943,546 692,515 466,940 1,159,455 341,966 341,966 169,672 169,672 154,811 1,044,436 219,181 1,418,428 $11,965,498 $3,867,933 $0 0 (798,199) ($798,199) $3,069,734 D1-21 �r on WATER AND SEWER ENTERPRISE FUND Comparative Statement of Revenues and Expenses for the period ended May 31, 2004 and May 31, 2003 (fiscal month 8-66.67%) REVENUES Water Sales -residential Water Sales -commercial Sewer Sales Sanitation Sales Other utility charges Miscellaneous Interest Income Total Revenues EXPENSES Water Utility Billing Sewer Sanitation Debt Service Total Expenses Excess (deficiency) of Revenue over Expenses OTHER FINANCING SOURCES AND (USES) Transfer In -Other Funds Transfer Out -Other Funds Total Other Sources/(Uses) Excess (deficiency) of Revenues and other sources over Expenses Year to Date 5/31/2004 $3,813,946 1,221,465 1,963,486 579,539 134,670 32,446 81,684 $7,827,236 $2,912,928 252,998 890,155 373,117 4,103,631 $8,532,829 705 593 $0 0 $0 2003/04 Budget $7,700,000 2,100,000 3,150,000 895,000 239,650 0 110,000 $14,194,650 $6,378,524 335,475 1,806,509 675,000 5,254,273 $14,449,781 255 131 $0 0 $0 705 593 255 131 Year to Date 5/31/2003 $4,021,938 937,094 2,051,740 592,040 194,758 1,589 70,218 $7,869,377 $2,779,824 180,516 612,820 389,915 3,654,050 $7,617,125 252 253 $0 0 $0 252 253 D1-22 CITY OF SOUTHLAKE 1 % SALES TAX REPORT 2003-04 Collected Budget Balance Budget to Date Balance Percent $ 4,522,301 $ 3,108,378 $1,413,923 31.27% FISCAL FISCAL FISCAL YEAR % Inc YEAR % Inc YEAR % Inc MONTH 01-02 -Dec 02-03 -Dec 03-04 -Dec October 421,866 30.3% 364,416 -13.6% 397,991 9.2% November 337,399 3.7% 371,334 10.1% 421,540 13.5% December 586,481 12.8% 607,934 3.7% 599,387 -1.4% January 319,111 5.6% 354,020 10.9% 405,684 14.6% February 314,836 8.8% 320,407 1.8% 318,011 -0.7% March 450,931 -3.4% 504,921 12.0% 514,565 1.9% April 397,291 6.4% 415,508 4.6% 451,200 8.6% May 392,403 -7.0% 453,702 15.6% 0 -100.0% June 476,919 1.0% 495,323 3.9% 0 -100.0% July 388,337 3.3% 411,899 6.1% 0 -100.0% Augus 364,021 2.5% 389,267 6.9% 0 -100.0% Septe ber 498,495 9.6% 503,504 1.0% 0 -100.0% $4,948,090 $5,192,234 $3,108,378 TOTAL Three Year Revenue Comparison by Month 700,000 600,000 - 500,000 ---------___"____" 400,000 300,000 -" 200,000 100,000 Ll 0 , L.�M W_ WY o'5 o� o� (Z ` lz ` o°' Q° o° o° o°` o°` 'ZN �'A ❑ FISCAL YEAR 01-02 ❑ FISCAL YEAR 02-03 ■ FISCAL YEAR 03- 44 Actual Budget Actual Estimated (budget-est.) % Month 2002-03 2003-04 2003-04 2003-04 Difference Change October 364,416 371,705 397,991 $ 397,991 $ 26,286 6.23% November 371,334 341,627 421,540 421,540 79,913 23.68% December 607,934 516,744 599,387 599,387 82,644 14.09% January 354,020 315,078 405,684 405,684 90,606 28.39% February 320,407 285,163 318,011 318,011 32,848 10.43% March 504,921 449,379 514,565 514,565 65,186 14.46% April 415,508 369,802 451,200 451,200 81,398 20.49% May 453,702 403,795 - 403,795 - 0.00% June 495,323 440,837 - 440,837 - 0.00% July 411,899 366,590 - 366,590 - 0.00% August 389,267 346,447 - 346,447 - 0.00% September 503,504 315,134 - 315,134 - TOTAL $ 5,192,234 $ 4,522,301 $ 31108,378 $ 4,981,181 $ 458,880 -4.06% D1-23 I* SOUTHLAKE PARKS DEVELOPMENT CORPORATION 1/2% SALES TAX REPORT 2003-04 Collected Budget to Date $ 2,272,746 $1,530,992 Budget Balance Balance Percent 741754 32.64% MONTH FISCAL YEAR 01-02 % Inc -Dec FISCAL YEAR 02-03 % Inc -Dec FISCAL YEAR 03-04 % Inc -Dec October $210,933 30.3% $179,489 -14.9% $196,025 9.2% November 168,699 3.7% 182,896 8.4% 207,624 13.5% December 293,241 12.8% 299,430 2.1% 295,221 -1.4% January 159,555 5.6% 174,038 9.1% 199,814 14.8% February 157,418 8.8% 157,813 0.3% 156,632 -0.7% March 225,466 -3.4% 248,692 10.3% 253,443 1.9% April 198,645 6.4% 204,653 3.0% 222,233 8.6% May 196,202 -7.0% 223,465 13.9% - -100.0% June 238,460 1.0% 221,786 -7.0% -100.0% July 194,169 3.3% 202,875 4.5% -100.0% August 182,011 2.5% 191,728 5.3% -100.0% September 249,247 247,994 $2,474,046 $2,534,860 $1,530,992 TOTAL $300,000 $250,000 $200,000 $150,000 $100, 000 $50,000 $0 Three Year Revenue Comparison by Month 6N Q° Ab o° Q° o° o°` ON o°` � 0 �2� pQ� 'e-" �J�` J Qom°' 4 ❑ FISCAL YEAR 01-02 ❑ FISCAL YEAR 02-03 ■ FISCAL YEA R 3 Actual Budget Actual Estimated (budget-est.) 2002-03 2003-04 2003-04 2003-04 Difference October $ 179,489 $ 183,078 $ 196,025 $ 196,025 $ 12,947 November 182,896 168,264 207,624 207,624 39,360 December 299,430 254,516 295,221 295,221 40,705 January 174,038 154,894 199,814 199,814 44,920 February 157,813 140,453 156,632 156,632 16,179 March 248,692 221,336 253,443 253,443 32,107 April 204,6.53 182,141 222,233 222,233 40,092 May 223,465 198,884 - 198,884 - June 221,786 197,390 - 197,390 - July 202,875 180,559 - 180,559 - August 191,728 170,638 - 170,638 - September 247,994 220,592 - 220,592 - TOTALS $ 2,534,860 $ 2,272,746 $ 1,530,992 $ 2,499,055 $ 226.309 -1 41% Change 7.45% 32.84% 39.05% 25.35% 13.90% 29.34% 22.63% 0.00% 0.00% 0.00% 0.00% 0.00% 170.56% D1-24 SOUTHLAKE CRIME CONTROL AND PREVENTION DISTRICT 1/2% SALES TAX REPORT 2003-04 Collected Budget Balance Budget to Date Balance Percent $ 2,166,155 $ 1,516,527 649,628 29.99% MONTH Fiscal Year 2001-02 Actual Percent Increase/ (Decrease) Fiscal Year 2002-03 Actual Percent Increase/ (Decrease) Fiscal Year 2003-04 Actual Percent Increase/ (Decrease) October $192,022 21.62% $180,396 -6.05% $201,663 11.79% November 190,845 17.53% 185,174 -2.97% 211,639 14.29% December 281,020 18.23% 283,333 0.82% 282,041 -0.46% January 159,364 1.09% 176,353 10.66% 205,901 16.76% February 158,580 7.49% 156,983 -1.01 % 160,759 2.41 % March 210,042 1.51% 219,395 4.45% 235,696 7.43% April 201,261 8.46% 204,622 1.67% 218,828 6.94% May 196,725 -7.95% 221,992 12.84% - -100.00% June 224,631 0.51 % 231,224 2.94% - -100.00% July 190,257 0.06% 205,270 7.89% - -100.00% August 181,522 0.75% 195,235 7.55% - -100.00% September 216,716 8.78% 226,477 4.50% - -100.00% TOTALI $2.402.985 $2.486.454 $1.516.527 Three Year Revenue Comparison by Month $300, 000 $250,000 $200, 000 $150,000 $100, 000 $50,000 $0 00 0o O� O� O� OP` Off` O?` Off` O?` Off` Off` Oo� �o," O2� lac �� a�" QQc" �a1 S ■ Fiscal Year 2001-02 Actual ❑ Fiscal Year 2002-03 Actual ❑ Fiscal Year 2003-04 Actual Budget Actual Estimated (budget-est.) 2002-03 2003-04 2003-04 2003-04 Difference October $ 180,396 $ 184,004 November 185,174 170,360 December 283,333 240,833 January 176,353 156,954 February 156,983 139,715 March 219,395 195,262 April 204,622 182,114 May 221,992 197,573 June 231,224 205,789 July 205,270 182,690 August 195,235 173,759 September 226,477 137,102 TOTAL $ 2,486,454 $ 2,166,155 Change $ 201,663 $ 201,663 $ 17,659 9.20% 211,639 211,639 41,279 21.63% 282,041 282,041 41,208 14.66% 205,901 205,901 48,947 30.71% 160,759 160,759 21,044 13.27% 235,696 235,696 40,434 19.25% 218,828 218,828 36,714 18.24% - 197,573 - 0.00% - 205,789 - 0.00% - 182,690 - 0.00% - 173,759 - 0.00% - 137,102 - 0.00% $ 1,516,527 $ 2,413,441 $ 247,286 -2.94% D1-25 Financial Overview City of Southlake Discussion Points • Review FY 2003-04 performance, • Highlight notable financial successes for FY 2003- X 04; ?� • Review FY 2004-05 Ir budget information, including revenue projections. 77 s FY 2003-04 G F Budget Performance • Revenue performance positive; • Expenditure performance on track; • Meet fund balance projections; — • Quality service delivery; j • Labor & capital costs; "�� • General Fund/Debt Service Ratio.. D1-26 FY 2003-04 Utility Fund 50,; • Rate structure covers utility fund costs and promotes conservation. • Utility fund covers its own debt service. tots 'r-7 FY 2003-04 Year End • Year End Revenue Projections • Cost Effectiveness • Fund Balance • Multi -Year Projections • Capital Improvement Program Other 2003-04 Financial Highlights - • Bond Rating upgrade by S&P, confirmation "j by others; Bond refundings resulting in $11,000,000 savings; Utility Fund <'. ✓ = performance; • Modest economic growth for future. D1-27 FY 2004-05 -_- Budget Considerations • Scrutinize budget requests w/recurring costs; • Maintain fund balance integrity (required reserves) with draw down for non -recurring, capital costs only, • Review operabon/debt tax rate allocation; • Include full life cost analysis of proposed capital assets, • Maintain market compeveness, or minimize impact on employee compensation and befit pmgrams; • Complete buy -in for vehicle replacement program; • Maximize potential for refunding/other bond performance enhancements. t .a Other Consideration: Focus on long-term strategic decisions, rather than short-term tactical approach. W-7 Revenue Trends • Ad Valorem Taxes • Sales Tax_ • Permits • Other Q f �J D1-28 Ad Valorem Taxes • Preliminary values indicate taxable value of $3.69 billion for FY 05, compared to preliminary values of $3.60 billion estimated for FY 04_ • Certified roll provided in July, • High number of protests:^. May 2004-$ 18,150,767 June 2004-$554,383,747 Expect 95% collection rate, , comparable to FY 04; • Modest economic growth expected. D1-29 Vq [7 Appraised Property Values (Exdudnq Exemptions) $2,000 $1,000 $500 $0 92-93 93-94 94-95 95-98 95-07 97-98 W99 99i10 00-01 01-M 02-03 03*4 04-05 war_ Sales Tax • Increase projected based on actual estimated 2003-04 collections; • Factors: completion of Southlake Comers (old Wal-Mart site) D1-30 � a a__�� -'' scw Franchise Fees/Fines • Franchise Fees -anticipating 2%-5% increase • Fines- increase due to increase in number of citations. Permits/Fees S` • We are not anticipating any significant changes in permit revenues; • 150 Residential permits for 2004-05; • Commercial activity similar for 2004-05. no D1-31 Residential Building Permits 8DO 700 691 634 ADZ 6D0 E 500 4D0 3D0 `e 200 181 128 100 93 0 1995 1996 1997 1993 1999 2000 2001 2002 2003 2004 F�Wry sue= FY 04-05 Expenditure Planning • Staff budget review underway with City Manager; • Budget filed August 15 with City Secretary; • Worksession in late August; • Budget must be adopted by September 30. Final Consideration: Focus on long-term strategic decisions, rather than short-term tactical approach. D1-32 City of Southlake, Texas MEMORANDUM June 10, 2004 TO: Billy Campbell, City Manager FROM: Sharen Elam, Director of Finance (x1713) SUBJECT: Preview -Fiscal Year 2004-05 Action Requested: City Council discussion of financial information for the development of the FY 2004-05 budget as part of June Retreat. Background Information: The preparation of the FY 2004-05 budget is underway, and the June Retreat will provide Council and staff an opportunity to preview the issues together prior to formal budget worksessions. This discussion will cover considerations that will guide budget development, as well as provide an opportunity for Council and staff to discuss revenue projections and anticipated development activity. Staff budget submissions are currently under review by the City Manager, however, so very little expenditure information will be available during the Retreat, but staff will be discussing major expenses. The City Manager's recommended budget will be filed with the City Secretary's Office no later than August 15, 2004. Formal worksessions will be conducted with the Council in late August. The budget must be adopted no later than September 30, 2004. Financial Considerations: The presentation will identify financial considerations for the upcoming budget year. Citizen Input/ Board Review: N/A Legal Review: N/A Alternatives: No action is required. Supporting Documents: N/A Staff Recommendation: Staff recommends discussion of these important issues at the June Retreat. D1-33 City of Southlake, Texas MEMORANDUM June 15, 2004 TO: Billy Campbell, City Manager FROM: Bruce Payne, Planning Director SUBJECT: Technical Committee's Recommended FY 04-05 to FY 08-09 Capital Improvements Program Action Requested: No action is requested by City Council at this time. This information is being provided as preliminary considerations only. Background Information: In accordance with the Texas Local Government Code and the Charter of the City of Southlake, the proposed Fiscal Year (FY) 2004-05 to FY 2008-09 Capital Improvements Program (CIP) is submitted for City Council review (See Attachment A). The CIP establishes a five (5) year funding schedule for the purchase, construction or replacement of physical assets of the City. Capital improvements projects typically have a useful life of over ten (10) years and value greater than $10,000. The first year (FY 2004-05) of the Capital Improvements Program is called the Capital Budget, and is appropriated in the same manner as the annual operating budget. Funds for projects are appropriated on an annual basis. Projects approved for subsequent years (FY 2005-06 through FY 2007-08) are approved for planning purposes only and do not receive expenditure authority until they are part of the Capital Budget. Each year a CIP is developed by a staff Technical Committee for City Council's consideration. In April 2004, the CIP Technical Committee (Shana Yelverton, Rick Black, Sharen Elam, Pedram Farahnak, Kevin Hugman, Malcolm Jackson, Greg Last and Bruce Payne) began the process of evaluating the CIP projects requests. The process began earlier this year to allow the CIP to be reviewed and adopted in conjunction with the FY 04-05 budget, which will be in August & September. (In past years, City Council adopted the CIP a few months after the budget was approved). By reviewing the CIP in conjunction with budget will allow City Council to evaluate capital needs in relationship to budgetary availability. Methodoloev for reviewing general and utility fund CIP projects requests The review of CIP projects by the Technical Committee involved the following: 1) a detailed presentation of each CIP project request by a staff member of the submitting department; 2) Technical Committee members asking questions to the submitting department regarding the project request; 3) D1-34 Billy Campbell, City Manager June 14, 2004 Page 2 discussing the merits of the CIP project request; and 4) scoring the CIP project request based on criteria outlined on the Project Ranking Form. Once scored, the CIP project was ranked in the appropriate funding category (i. e. general fund utility And, impact fee fund, CCPD And or SPDC fund) based on the score received. The resulting ranked project list was then reviewed by the technical committee to ensure that there were no obvious flaws in the ranking system. The Technical Committee then reviewed the dollar amount available in each of the fund categories for each of the next five (5) fiscal years and recommended projects to be funded in the upcoming fiscal year (FY 2004-05) and the other four (4) out -years (FY 2005-06 to FY 2008-09) (See Attachment A). At the retreat, the staff will provide City Council an overview of the CIP process, procedural changes from last year's CIP, the Technical Committee's proposed FY04-05 to FY 08-09 CIP and a status report on previously funded CIP projects. Financial Considerations: The financial considerations of the FY 2004-05 Capital Improvements Program are specifically detailed in Attachment A. Citizen Input/ Board Review: Not Applicable. Legal Review: Not Applicable. Alternatives: Input as desired by Council. Supporting Documents: Attachment A - Technical Committee's proposed FY 04-05 to FY 08-09 CIP Attachment B - CIP Project Ranking Form Staff Recommendation: Staff is presenting this information to City Council only as issues we will be considering as we prepare the Fiscal Year 2004-05 budget. 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C m y c o U a) 0-0 c a s c c y E L 0 LL m C m -- CA .CL O ° m :. m �, m 0 yr e E En o y >m y m A « G m •. m O Q 3 i7 0 O S .= LO 0� C' >+ N 1a E 'n p 0 ....r..... m;;,ta Q d CL V N 1 T — D1-39 Total Weight M M M N N Score Priority a Q Q m m � o > _T 0 d > @ E ' y m E o = w Cp -OO O W _N N N O C m N Q) O O O N N N N N O O Z O Z Z N Z D (6 E ° ° w a Ems° En E CC � o � m m o > Eo a m m y _ C 3 o � m ° m U C y O C N N N O p o O X o as n f ° m d m d m ° c - � U N m 7 E a o E E CL N o N O m N O E N N m T m m a am a O N T y o a° m O N O � m ° m 0 0 O O 7 0 +J O X 3 3 m cu c N�qq E > X U O E Q m c M �= w o oY aN t6 u E 0 N O O O m N N N N N T C:° N NLn ° N u a m c �� U } c c m aci CD -0 LL C c0 G L y O .. cC O. O m m. V U CO.'-p d O Q. U O Z w •p c. �, 0 LL d •0 a y M V 0 p-. C,c N U UCL x CO CD v m a c O w m 3 m t3 a) L 'tom O c, 'O. m J N w O U ❑' In O tn. U a O a` C D1-40 E c) O O LL (6 cm C C A O E:fl W O U N W W W O U � O a U J Q F- O F- W w O U cn 0 W F- 0 W D1-41 CITY OF SOUTHLAKE FY 2004-05 TO FY 2008-09 CAPITAL IMPROVEMENTS PROGRAM WHAT IS A CAPITAL IMPROVEMENTS PROGRAM (CIP)? [Ea—p�italmprov�of ts Program (OverviP) The CIpis a five (5) year plan that serves as the major planning guide for the City of Southlake's expenditures for major capital facilities such as roads, water and sewer lines, drainage improvements, building construction and park improvements. i�� (ITS DFfiODTlII.AFa f_ ��"�' - : (;h TTAL iA¢HOVLM€:JT6 PHOSCCI � - fM Et OIFM(Ni6 ELA ddPrER 77 D1-42 Capital Improvements Program (Overview of CIP) Typically, CIP projects require a minimum expenditure of $10,000 and have a useful life of more than 20 years. Capital Improvements �gram (Overview of CIP) The first year of the CIP is called the Capita/ Budget, and is appropriated in the same manner as the annual operating budget; funds for projects are appropriated on an annual basis. Capital Improvements Program (Overview of CIP) Projects scheduled for subsequent years are approved for 21anningpurposes only and do not receive expenditure authority until they are part of the Capita/ Budget. D1-43 Capital Improvements Program (FUNDING SOURCES) • GENERAL FUND -WATER IMPACT FEE • UTILITY FUND -WASTEWATER IMPACT FEE • SPDC FUND • CCPD FUND Capital Improvements Program (Overview of CIP) The CIP coordinates the city's capital projects from all departments into one program. r s� ' r xx x�. Ln — C CAPITAL IMPROVEMENTS PROGRAM (CIP) PROCESS D1-44 Capital Improvements Program (Procedural Changes) • The Planning Department in conjunction with each submitting department reviewed the content and merit of and pre -scored most CIP ranking criteria prior to submission to the Technical Committee. -The CIP will be reviewed and adopted by City Council in conjunction with the annual budget. - - OP Pi njrn R .quest F una ^.unie SI Wel PM1as 18Dr oe Masl PI 11N� < a C.n.wnbn Cain! �ixr. M CM D1-45 Capital Improvement�Prog�ram (cam TeCHIEZCAL COM = Assistant City Manager Director of Community Director of Planning Services Director of Economic Director of Pubic Safety Development w Director of Fnance Director of Pubic Works 1 Director of Human Resources Capital�theFCIP �Technical ents Program (Role Committee) • Review the CIP project requests for accuracy. • Determine if any projects can be consolidated in order to reduce project cost. • Rank each CIP project request based on a standardized ranking form. • Prioritize each CIP request by funding source based on the score assigned by the technical committee. D1-46 Capital Improvements Program (Benefits of Technical Committee Planning Process) • More accurate and detailed information on the CUP project request forms. • Reduced number of projects through project consolidation. • Objective project rankings through independent committee. • Higher level of inter- and intra-departmental project coordination. OVERVIEW OF THE RECOMMENDED CIP G3C CLOG D7C aDCED D1-47 GENERAL FUND Southlake Corners Cross Conned Drive ■ $140,000 to reimburse the developer for a portion of the W cost of construction of the cross connection drive from Southlake Comers (former Wal-Martsite) to the Village Center. �=.- ... "r' 40 - i ■ City Council has committed I•�-. to this project" �� = GENERAL FUND Street Reconstruction/Rehabilitation (Pavement Management System) ■ $1,850,000 for pavement rehabilitation,l-IIvfAC overlays, concrete street section replacements on roads identified by the pavement management system ■ The pavement management system grades street conditions and prioritizes street repair needs. ■ GASB requires the maintenance of capital assets such as streets. GENERAL FUND N. Pearson Rehabilitation (FM 1709 to Florence Rd.) ■ $874,000 for rehabilitation of N. Pearson from FM 1709 to Florence Rd. ■ Tarrant County and the City of Keller may participate in the project _ which will result in a significant cost I reduction (Cost of the project could be lowered to $250,000 if Tarrant I ;^� •� County and the City of Keller participate). ?4j; D1-48 GENEFAL FUND Sidewalks Along Various Roadways $110,000 for constructing sidewalks around schools for the purpose of improving pedestrian safety. Project priority locations are as follows: 1) Old Union; 2) Carroll 3) Nfiddle School; 4) Durham Elementary; 5) Rockenbaugh Elementary; 6) Carroll High School; and 7) Johnson Elementary. RECOMMEN�EDI I�TILITY FUNa PROJECTS FY 2U04/U5 UTILITY FUND Redundant Water Supply ■Redundant Water Supply from Ft. Worth to Southlake ($1,249,000). xCity has only a single thirty- six (36) inch supply transmission line to serve the entire City. K)oint project with the City of Keller (75%-25% D1-49 %W UTILITY FUND 12" Water Line on FM 1709 (Parkwood to N. White Chapel) ■ $165,000 for the construction of a 12" waterline. 7. ■ RcplAces a 6" asbestos concrete pipe. ■ Project results in increase of {va water flow and pressure and decreased maintenance costs.:';..—::,,; _ L_ UTILITY FUND 12" Water Line along SH-114 (N Kimball to Briarwood) ■ $200,000 for the construction of a 12" water line along SH 114. ■ Extend 1,400' of water line to close the gap between two existing systems. x'Me new line will provide increase of water flow and pressure to the service area. 1T Wtla Ua Nwq 5X ,M 0 � ESso, Iry' W� ii P f ' i... 7 •nw rt,wm/u2awT. — UTILITY FUND Florence 1.5MG Elevated Water Tank ■ $2,860,000 to construct a new 1.5 million gallon tank to replace an existing 0.5 million gallon tank oThe capacity of the existing tank is inadequate and results in the tank being refined many times a day (up to 20 times a day in the summer), resulting in increased pumping cost, electricity and Shortage of water supply. ■ Tank elevation increased by 40' to improve water pressure Vft►' 12" W— Line -N. C—P Av FedrW Wny b aN 1114 D1-50 UTILITY FUND Economic Development Infrastructure Incentives (12" Water Line SH along 114 & 12" Water Line along Shady Oaks) ■ $50,000 contribution towards the construction of the following water infrastructure improvements to serve the Deep South Office development -12" water line along SH 114 (1,300) -12" water line along Shady Oaks Dr. (1,400' ) -Water valves (8 each) -Fire hydrants (8 each) MOM"' UQUQ MpQ�U ACC PUM MM91M GT OWN WATER & SEWER IMPACT FEE FUND Developer Reimbursements -Over sizing Sewer Lines ■ $68,000 for reimbursement to the developer of Tuscan Ridge (formerly known as Oak Ln.) for an 8" water line. ■$50,000 for over sizing sewer lines in FY 2003-04 ■$50,00 for over sizing water lines in FY 2003-04. D1-51 L3LC�O�G�C�aDL�D C�C�pD pG°30�C�C�4� CCPD FUND North DPS Facility -Design of the North DPS Facility 031,000) and construction manager fees ($200,000). -Current DPS headquarters and holding facility is outdated and too small for current operations. -New facility will provide administrative space and new holding facility. 17 1� -Facility will result in faster response to [R[E9@ww[9HPIR 95pP9 MMO D1-52 SPDC FUND Matching Fund Grant -On-going matching fund commitment ($200,000). • Funds set aside to match funds from private groups who propose park projects where the city and the group share the costs equally to maximize the dollar value. •Examples of previous year projects include soccer goals with GSSA, renovation of hall fields with SBA, and liberty garden with KSB. SPDC FUND Nature Center Improvements •f 60,000 for the remodeling of the Nature Center facility and adjacent area at Bob Jones Park. -Source of education on the unique ecosystem of the Cross Timbers Region of Texas located in Bob Jones Park area_ -Project includes the remodeling of the Tucker Ranch house, ADA accessible entries, gushed granite drive and parking. SPDC FUND Dog Park •$30,000 for the construction of a dog park on city property- -Park to include fencing, picnic tables, benches, shade areas and water fountains. WE D1-53 Projects Completed in the Past Year • Peytonville Ave. Rehabilitation . Johnson Road Reconstruction • Union Church, Randol Mill and Lonesome Dove Rehabilitation • Consolidated Water/Sewer Projects - Sewer for Garden Addition and the associated main to N-1 interceptor - Cedar Oaks Estates, & Hillside Estates - Southlake Woods lift station abandonment - Water for Lakewood Ridge Addition and Indian Creek Estates - drainage improvements at the intersection of Lonesome Dove Avenue & Dove Road - pump relocation from Pump Station No. 2 to Pump Station No. 1 Projects Currently Under Construction • S. Kimball Ave. Reconstruction - S. IOmball from FM 1709 to Crooked Lane (Northbound Lanes) - S. IGmball Ave, from Continental Blvd. to Heritage Business Park (Eastbound Lanes) - S. Kimball Ave. from Crooked Lane to E. Continental Blvd. (North and Southbound Lanes) - E. Continental Blvd. from Crooked Lane to S. IGmball Ave. (Eastbound lanes) - S7 Sewer Extension ft - Drainage Improvements at Scenic Drive Roundabout at E. Continental Blvd. Carroll Ave. • 4T Water Line from Ft Worth to Southlake • Carroll Ave. Widening from Federal Way to SH 114 D1-54 RePndant Water Supply from Fort Wo D1-55 D1-55 S- Sewer Ei 59 to a` -,-- S. .11 Ave (F lyl Wage Business ar Line and Carroll -Continental Roundabout PHASE 2003 TIMELINE 2004 20M -- -.1.- -4- ..... . - --- - ---------- - --- li- -4— ROOM I RDW 4 U71. J-- L N. CwmU Ave. (Federal WaY tO SH 114) A, _DPS Q : J D1 -56 N. Carroll Ave. Reconstruction (Federal Way to SH 114) -+..4 i-H E TIMELINE 2003 2004 20% T, J, --- — --rr L ----- - I. 44 1 SPDC FY 2003-04 Capital Improvements Update City Council Retreat Bob Jones Capital Construction Project Title: Bob Jones Park Improvements rH Includes: • Six game fields for softball • Concession Building • Expanded parking • Pipe rail fencing with automated gates 7 a Site irrigation • Water well • Grading, flatwork, and turf seeding N L�— D1 —57 Bob Jones Capital Construction Project Title: Bob Jones Park Improvements Project Status: Near completion • Requires final site walkthrough Concession Building walkthrough complete • Punch list items being addressed • Irrigation walkthrough complete • Punch list items addressed • Water well near completion Engineer accepted well Backfill site and placement of well cover Bob Jones Park Improvements ■ t u v SPDC Matching Funds Project Title: Bob Jones Park Softball Bleacher Shade Covers Includes: ■ Six bleacher shade covers ■ Twelve dugout covers D1-58 SPDC Matching Funds Project Status: ■ Contracts signed with SGSA ■ Anticipate completion summer'04 M SPDC Matching Funds Project Title: Bob Jones Park Softball Batting Cages Includes: ■ Four batting cages ■ Concrete walkways SPDC Matching Funds Project Status: ■ Contract signed with SGSA ■ Anticipate completion summer'04 Ni r- 41 _.. 0 • D1-59 [7 SPDC Matching Funds Project Title: Bob Jones Park Soccer Shade Canopies Includes: ■ Two large shade structures ■ One small shade structure ■ One shade cover replacement SPDC Matching Funds Project Status: Complete SPDC Matching Funds Project Title: Liberty Garden Includes: ■ 24' Decorative pavilion ■ Waterfall and pond feature ■ Pavers, benches, and decorative walkway ■ Botanical plantings including trees, native and adaptive shrubs, and flowers. SPDC Matching Funds I Project Status: Complete for current phase D1-61 City Council June Retreat Day Two — Friday, June 18, 2004 LOCATION Marriott Solana, Salons B & C 8:30 a.m. — 3:00 p.m. AGENDA Agenda 1 II ( 1 1 1 ( 11 ' Item Lead 1. 8:30 Call to Order Mayor - Opening Comments; a.m. / BC Review Objectives. 2. 8:45 Discussion of GL Discussion of Economic Climate & a.m. Various Economic Development Topics Market Conditions, Pg D2-2A City Council Development Desires, Pg D2-2B • Discussion on Incentives, Pg D2-7 • Special Projects Discussion, Pg D2- 13 Page D2-1 3. 11:30 Lunch -- -- 4. 12:30 Annual Project GL Review procedural changes; p.m. Prioritization by City Council Prioritization Exercise with the Mayor and City Council; • Identification of collective goals and Page D2-15 objectives. Slides Pg D2-16A 5. 3:00 Adjournment Mayor p.m. / BC City of Southlake, Texas MEMORANDUM June 11, 2004 'f TO: Billy Campbell, City Manager FROM: Greg Last, Director of Economic Development SUBJECT: Discussion of Various Economic Development Topics Action Requested: Following are objectives of this item: ° Discuss Southlake's economic climate and market factors • Seek Council's direction and desires regarding economic development as well as specific properties • Discuss the strategic use of economic development incentives ° Briefly discuss special projects such as a Southlake Sidewalk Sale, the Local Business Report, and a potential request for CISD Freeport adoption Background Information: None Financial Considerations: None Citizen Input/ Board Review: Citizens, board members and any interested parties are encouraged to discuss economic development issues with Councilmembers. Legal Review: None Supporting Documents: On the next page is an outline of intended discussion topics. Staff Recommendation: Discuss the topics noted and proceed per Council's direction. Feel free to contact me should you have any questions or need further clarification on any items to be discussed. Greg Last Director of Economic Development City Council 2004 June Retreat —Economic Development Topics - June l 1, 2004 - Page 1 of 2 D 2 —1 City Council June Retreat Economic Development Topics Outline I. Discussion of Economic Climate & Market Conditions (general discussion 15-20 minutes) A. Office Market B. Corporate HQ Market C. Balance of Retail (supply vs. demand) D. Light Industrial / Flex space 67A II. City Council Development Desires (seek Council direction on various important tracts) A. Mesco Tract B. Flea -market Tract C. South Davis Properties D. Other areas? III. Discussion on Incentives (depth of discussion determined by Council) A. Overview list of various types of incentives (look at options available and what we currently utilize) B. Tax Abatement Policy (briefing on policy parameters, open discussion) IV. Special Projects Discussion (brief solicitation of Council feedback) A. Southlake Sidewalk Sale (briefing on a potential new annual event that would help retailers in Southlake) L `j c B. Local Business Report (do you like the program, any changes needed?) V. Handout Supplements (not discussed unless requested by Council) A. CISD Freeport Adoption (copy of a draft memo to CISD requesting their adoption of the Freeport exemption) B. Economic Development Program Summary City Council 2004 June Retreat —Economic Development Topics - June 11, 2004 - Page 2 of 2 D2-2 1. • r —� ,: �} F 2 � now y fi ! i� D2-3 Uar waw E . VAW D2-4 D2-5 Nils [A Economic Incentives u. Introduction . Purpose . Discuss various types of business prospects ■ Discuss various types of potential incentives . Review current tax abatement po licy . Review ED summaries regarding incentives . Desired Outcome ■ Determine Council direction regarding incentives for various scenarios and types of prospects ■ Identify any potential changes to Tax Abatement Policy for future update F Economic Incentives w, Competitive Environment . Slow economy . Deals are smaller ■ Significant inventories of space (Las Colinas, Lewisville, Richardson) . Highly competitive . Las Colinas / Frisco / Richardson / Plano . Westlake Economic Incentives Competitive Environment . Strengths ■ School districts . Adjacency to DFW and Alliance Airports ■ Regional roadways ■ Demographics / income data . Weaknesses . Cumulative tax rate is high ■ Labor D2-7 5'3 . Office Economic Incentives Various Types of Prospects ■ Corp. Headquarters ■ Regional Office ■ Non-profit ■ Large vs medium size . Retail ■ Major Anchor ■ Developer Driven . Industrial ■ 100,000 sr plus . Redevelopment Economic Incentives Various Types of Incentives Corporate Expenses . Land Related: Free land, free rent, land write -downs, land leases, public infrasbvcture • ' n n I: Tax In��nent Financing (TIfJ, special assessment districts, Industrial Revenue Bonds, cash grants, loan guarantees, subordinate financing, deferred payment mortgages, interest rate buy -down, . Operational: Equipment leasing, utility cost reduction, Lrr abatement . Construction: Permit anmlefabbn, fee redmficns, non -strike agreements, contractor selection assistance, free office space during construction, dedicated inspecton staffing Economic Incentives k Various Types of Incentives Workforce Development . Pre -employment screening, on-the-job training programs, customized training programs, job training funds, and technology transfer programs Relocation Assistance Community presentation visits at company location, spousal employment programs, temporary executive housing, transportation, children acclimation, childcare, discounts on home furnishings, moving cost reimbursement, guaranteed home sales, bank assistance with home mortgage extensions or bridge loans, complimentary hotel moms during house hunting visits i _....' Economic Incentives ! Tax Abatement Policy . Adopted June 19, 2001 . Criteria / Thresholds ■ Evaluate impacts of project including costs of providing services, environmental, local housing market and required infrastructure . Based on merits of project capital investment, added employment, avg. annual salary ■ Max. length of 10 years . Min. value of $10M in real and personal property ■ Min. 500 full-time jobs wl avg. salary of $401D00 Economic Incentives F.�� " Tax Abatement Application . Includes: ■ Contact Information ■ Basic Data on Property . Project Clarification (Use, relocationlexpansion, own or lease) ■ Development Concept (style, campus, etc) . Development Timing ■ Project Criteria (values, sq. ft, employees, salaries) ■ Incentives Requested w Economic Incentives Tax Abatement Policy . Update required prior to next abatement . Council feedback / direction .? .? D2-9 Economic Incentives Outreach Summaries . Incentives History ■ Sabre Corporate Headquarters . Verizon Wireless ■ Town Square TIF . Potential Incentives Summary ■ Financial . Procedural ■ Intangible . Posted on web site, included in proposals Economic Incentives Summary . Slow Economy ■ Smaller deals . Significant Competition . Many strengths, some weaknesses ■ Tax Abatement Policy updated soon . Many potential incentives, need to be selective and match to desired prospects . Council feedback and direction? M D2-10 City of Southlake, Texas 1%W Tax Abatement Policy Section I. General Purpose and Objectives A. The City of Southlake, Texas, is committed to the promotion and retention of high quality development in all parts of the City; and to an on -going improvement in the quality of life for its citizens. Insofar as these objectives are generally served by the enhancement and expansion of the local economy, the City of Southlake will, on a case -by -case basis, give consideration to providing tax abatements as stimulation for economic development in Southlake. It is the policy of the City of Southlake that said consideration will be provided in accordance with the criteria outlined in this document. Nothing herein shall imply or suggest that the City of Southlake is under any obligation to provide tax abatement to any applicant. All applicants shall by considered on a case -by -case basis. Section II. Applicability A. This tax abatement policy establishes guidelines and criteria for tax abatement programs and agreements under the provisions of Chapter 312 of the Texas Tax Code. Section III. Abatement Criteria A. Any consideration for a tax abatement shall be reviewed by the City of Southlake City Council. The review process will examine the "value added" terms of the project. Considerations by the City Council shall be for new construction, whether it is a new facility or an expansion of an existing building. B. Specific considerations will include the degree to which the individual project furthers the goals and objectives of the community, as well as the relative impact of the project, including costs to the City for providing services, impact on the environment and the local housing market, and required infrastructure. C. Value and Term of Abatement. Abatement shall be granted effective with the execution of the agreement. The amount of the abatement will be determined based on the merits of the project, including, but not limited to, total capital investment, added employment, and average annual salary. Abatement will be granted for a maximum of ten years. Abatement may be granted only for the additional value of eligible property improvements made subsequent to and listed in a tax abatement agreement. 1.) For new businesses, the project must be reasonably expected to produce a minimum added value of Ten Million Dollars ($10,000,000) in real and personal property improvements within the City of Southlake, and create a minimum of 500 full-time jobs which have an average annual salary of $40,000 or more. Southlake, Texas - Tax Abatement Policy - A roved June 19, 2001 - Page 1 of 2 D 2 —1 1 PP *..• 2.) For expansion or modernization of existing businesses, the project must be reasonably expected to produce a minimum added value of Five Million Dollars ($5,000,000) in real and personal property improvements within the City of Southlake, and create a minimum of 500 new full time jobs with an average annual salary of $40,000. D. Consideration will also be given for direct sales tax that is generated by the applicant. Section IV. Inspection and Financial Verification A. The terms of the agreement shall include the City of Southlake's right to (1) review and verify the applicant's financial statements in each year during the life of the agreement prior to granting a tax abatement in any given year, and (2) conduct an on -site inspection of the project in each year during the life of the abatement to verify compliance with the terms of the tax abatement agreement. Section V. Evaluation A. Upon completion of the construction of the facilities, the City shall no less than annually evaluate each project receiving abatement to insure compliance with the terms of the agreement. Any incidents of non-compliance will be reported to all affected taxing units. ,,, Section VI. Severability and Limitation A. In the event that any section, clause, sentence, paragraph or any part of this Tax Abatement Policy shall, for any reason, be adjudged by any court of competent jurisdiction to be invalid, such invalidity shall not affect, impair, or invalidate the remainder of the guidelines and criteria in this Tax Abatement Policy. Section VII. Expiration and Modification A. This Tax Abatement Policy is effective upon the date of its adoption and will remain in force for two years, at which time all reinvestment zones and tax abatement contracts created pursuant to its provisions will be reviewed by the City Council to determine whether the goals of the abatement program have been achieved. Based upon that review, the Tax Abatement Policy may be modified, renewed or eliminated. B. Prior to the date for review, as defined above, the Tax Abatement Policy may be modified by a three fourths vote of the City Council, as provided for in Chapter 312 of the Texas Tax Code. Southlake, Texas - Tax Abatement Policy - Approved June 19, 2001 - Page 2 of 2 D2 _1 2 Southlake Sidewalk Sale Program Summary M . SOUTHI.AKE Following is a summary of topics related to a Chamber of Commerce potential "Southlake Sidewalk Sale" event to be held for the benefit of Southlake retailers Department of Economic Development overview: This event is intended as a single -day event held city-wide in order to promote the retail businesses in the City of Southlake. Coordinating Sponsors: The event would be jointly coordinated and sponsored by the Southlake Chamber of Commerce and the City of Southlake Department of Economic Development. Southlake Chamber of Commerce Southlake Department of Economic Development Giovanna Phillips, President Stefanie Wagoner, Econ. Dev. Specialist PH: (817) 481-8200 PH: (817) 481-1676 FX: (817) 749-8202 FX: (817) 481-1701 EM: phillips@southlakechamber.com EM: swagoner@ci.southlake.tx.us Purpose: Following are the major purposes for holding the Southlake Sidewalk Sale (SLSS). • To generate additional sales tax revenue for the City of Southlake • To provide additional sales for the retailers and restaurants in Southlake • To raise the awareness of Southlake as a destination retail location in Dallas/Fort Worth • To enhance the relationships between Southlake retailers and the Southlake Chamber of Commerce and Southlake Department of Economic Development Event: Following are the primary aspects of the event. • Duration: The intent is to hold a single -day event, currently proposed as a Saturday. • Time: The event would begin at 8:00 a.m. (or when the stores open) and conclude no later than 9:00 p.m. that evening. • Date: The date is to be determined, but anticipated for early spring (May?) of 2005. Feedback regarding the desired date would be solicited from a roundtable representation of retailers. Display of Merchandise: Following are topics related to the locations at which items may be displayed for sale and duration of display. • Permitted Display: Sidewalks in front of or along side the lease space of the participating tenant. Parking areas as approved by the property manager and only where the parking is off-street on private property. • Prohibited Display: Within public right-of-way (ROW) (with exception of Town Square which has public ROW to the face of the retail buildings and then it is only allowed on the sidewalks), and landscape areas. • Timing of Display: No merchandise could be displayed outside the store earlier than one hour prior to the start of the event, and all items must be returned to inside the store within one hour after the end of the event. Southlake Sidewalk Sale - Program Summary - June 11, 2004 - Page 1 of 2 D 2 _13 Activities & Events: • Individual property managers may coordinate activities or events such as bounce houses for kids, wiener dog races, etc. • A master list of all anticipated events shall be kept by the coordinating entities. • Potentially a "food -tasting" area or event of some kind. • Public safety trailer and life safety topics (maybe hazardous weather training if held in the spring?) Advertising: Following are anticipated or potential advertising elements. • Full -page (or as cost allows) newspaper advertising utilizing logos of every business participating in the SLSS. • TV coverage stimulated through an organized media campaign. • Information on the Southlake City website and SL Chamber website. • Articles in the Southlake Chamber of Commerce Newsletter. • Articles in the Southlake City Newsletter. • Costs of advertising would be negotiated between the City, Chamber and participants. Si na e: • All banner signs related to the SLSS would be exempt from sign permit fees but would be required to be permitted. • All banner signs would have to include the wording "Southlake Sidewalk Sale" along with whatever the business wanted to say. • Signs similar to "Southlake Sidewalk Sale this Saturday" would be allowed to go up on the businesses and for each retail center no earlier than the Wednesday immediately before the Saturday sale. Property Manager Coordination: • All property managers of retail centers would be involved, coordinating their tenants and ensuring compliance with any on -site regulations. • Adequate contact information must be provided for each center's property manager to the SL Economic Development staff prior to the event. Security: • The City may need to provide additional bike patrols (or as they see fit) for additional exposure and security at various locations or major centers. Approval Process: • The Economic Development staff will take the lead on seeking guidance regarding the appropriate approval process through the City. This is currently being discussed with the Planning staff and the City Attorney's office. Southlake Sidewalk Sale - Program Summary - June 11, 2004 - Page 2 of 2 D2_1 4 ED Special Projects Feedback • Southlake Sidewalk Sale ➢ Single -day city-wide event ➢ Benefit's retailers & restaurants ➢ Feedback? • Local Business Report ➢ Working OK as is? D2-14A City of Southlake, Texas MEMORANDUM June 11, 2004 Y TO: Billy Campbell, City Manager FROM: Greg Last, Director of Economic Development SUBJECT: Annual Project Prioritization by City Council Action Requested: Following are objectives of this item: • Discuss status of projects from June 2003 Council rankings. • Solicit desired projects from Councilmembers during the meeting. ° Have Council rank the solicited projects. ° Discuss the results of ranking and confirm Council directions. Background Information: The "Project Prioritization" process has been utilized as a management tool for several years to best match staff work with the priorities of Council. It allows City Council, board members and individual advocates of projects an opportunity to place their item before City Council for collective ranking. This process has provided clear direction to staff as to the Council's desires and has greatly aided in the productivity of staff due to our ability to focus on the higher priorities. This year we are planning a change in the prioritization process. See "Proposed" in next item. Process: Historically: Project Advocacy Forms (PAF's) were prepared for individual projects before the retreat, ranked by Council before the retreat, then discussed at the retreat. Proposed: City Council will generate a list of desired projects and rank them at the retreat. The process would roughly be as follows: 1. Facilitate the generation of individual desired projects from Council. 2. With each project, generate bullet points on the topic, be it issues to address, current problems, etc. 3. Summarize each project on "Post -it" sheets. 4. Display the projects around the room. 5. Provide Council with colored dots of various ranking weights and ask them to place the dots on the projects they desire. 6. Total the rankings for each project and prioritize in accordance with the ranking. 7. Discuss the rankings. 8. As a follow-up, staff will document the desired projects and identified issues in a common form and use this for tracking the projects. City Council Project Prioritization - June l 1, 2004 - Page 1 of 2 D2-15 Financial Considerations: None Citizen Input/ Board Review: Citizens, board members and any interested parties are encouraged to discuss desired projects with Councilmembers. Legal Review: None Alternatives: Staff would be glad to pursue alternative management tools if suggested. However, the current process has been used to match Council's desires with staff's efforts for several years. Supporting Documents: Attached you will find the following information. • Master Schedule / Status Report of all projects as ranked by Council and reviewed at their 2003 June Retreat. Staff Recommendation: Continue to utilize the project prioritization management tool to ensure alignment of Council's desires with staff's efforts but implement a more convenient process for soliciting the projects. Thanks . Greg Last City Council Project Prioritization - June 11, 2004 - Page 2 of 2 D2-1 6 IM Council Project Prioritization 1. Solicit CC desired projects 2. Summarize on tablet with issues noted 3. Continue thru all projects 4. Council prioritize individually 5. Summarize and discuss results Council Prioritization 1. Only one dot per project 2. Do not have to use all dots 3. Dots represent priorities, place the orange dot (#1) on your #1 priority, etc. D2-16A Priority Check 6 in each column 2003 MASTER SCHEDULE - City Council Project PrIonties STEP 3: RESULTS OF COUNCIL RANKING High ----- Low Dept Item % Comp PAF Enc. Results Pg Rank Score 1 2 3 4 5 Emergency Preparedness Notification Program 90% Yes 1 1.33 36 4 2 PS 3 1 2 PL Hotel / Motel Regulations in Zoning Ordinance 0% Yes 2 1.83 24 2 3 1 PL Sign Ordinance Revisions 0% Yes 3 2.00 23 1 2 2 1 PW Right -of --Way Management Ordinance 80% Yes 4 2.50 12 1 2 2 1 PW Drainage Master Plan 30% Yes 4 2.50 13 1 1 1 2 1 PW Ord. 693-A, Excavation and Grading Ordinance — Revisions 0% Yes 4 2.50 15 Comprehensive Plan Update 50% Yes 4 2.50 32 3 1 1 1 PL 1 1 3 1 PW Drainage Utility System 10% Yes 8 2.67 6 Underground Utilities Ordinance 0% Yes 8 2.67 25 2 1 1 1 1 PW 2 1 1 1 1 CS High Grass / Weeds Ordinance Revision 100% Yes 8 2.67 31 2 1 2 1 PL Utility Placement Ordinance 0% Yes 11 2.83 33 3 2 1 CS Amendments to Subdivision Ordinance to incorporate changes from Trail System Master Plan 0% Yes 11 2.83 16 2 1 1 2 PL Conversion to a Unified Development Ordinance 50% Yes 11 2.83 17 2 2 1 1 PL Special Events Permit & Procedures — Zoning Ord. 95% Yes 11 2.83 28 3 1 1 1 PL SUP for Commercial uses in Industrial Districts 5% Yes 15 3.00 7 3 1 1 1 PL Amortization of Certain Non -Conforming Uses 0% Yes 15 3.00 29 Sanitary Sewer Master Plan 0% Yes 17 3.17 8 5 1 PW 2 3 1 CS Tree Ordinance Revisions (draft ready, city attorney reviewing) 70% Yes 17 3.17 9 2 1 3 PL Revise Landscape Ordinance to include bufferyards etc. 20% Yes 17 3.17 10 Zoning Change Super -Majority 0% Yes 17 3.17 14 1 2 1 2 PL Ethics Ordinance Update 0% Yes 17 3.17 35 2 1 3 CM 1 2 2 1 PS Update Noise Control Ordinance No. 484 90% Yes 22 3.33 11 3 1 2 PL Zoning Reversion Provisions 0% Yes 22 3.33 19 2 1 2 1 CS Public Art Master Plan 25% Yes 22 3.33 22 Youth Master Plan Development 10% Yes 22 3.33 30 1 1 2 1 2 2 1 2 CS PS Residential Lighting Standards Review (Will be addressed in Code updates before Council in late June or early July) 90% Yes 26 3.67 18 1709 Medians Substandard Bldg. Ordinance Driveway Ordinance Revisions Zoning Ordinance -Front Yard Issues 0% 0% 0% 10% Yes Yes Yes Yes 26 28 29 29 3.67 4.00 4.17 4.17 21 34 27 20 1 1 1 2 1 1 2 3 3 3 4 2 PL PS PL PL Department Legend: PW = Public Works, PL = Planning, CS = Community Services, CM = City Manager, SEC = City Secretary, FI = Finance, PS = Public Safety, HR = Human Resources, ED = Economic Development Master Schedule: City Council Project Priorities - June 18, 2004 - Page 1 of 3 D2-17 Following are Completed Projects from Previous Priority Schedules Dept CC Rank Item Date Approved by Council PL/CS 1.43 Ord. 483-I Amendments to Subdivision Ordinance changing October 18, 2002 park dedication requirements PL 1.67 I-1 and B-1 Zoning District Changes June 16, 2002 PL 1.86 Zoning Ord: Reduce Residential PUD Min. Acreage November 19, 2002 PL 3.17 I-1 and I-2 Zoning District Changes February 2, 1999 pW 3.50 Engineering Standards Ordinance No. 475 February, 1995 PL 3.29 "MH" District Changes in Zoning Ordinance October 15, 2002 Ordinance Establishing Regulations on Corps' Property August 23, 2002 PS 2.86 PL 3 Ord. 480-KK, revising noise standards August, 2000 2.2 Thoroughfare Plan Amendment: Peytonville / Shady Oaks November 7, 2000 pL Ord. 480-LL, revising outside storage / screening regulations Trail System Master Plan Update September 5, 2001 , 2001 PL 2 CS 3.43 CS 2.71 Revise Bob Jones Park Master Development Plan April, 2001 A p CS 2.5 Revise Bicentennial Park Master Development Plan: Aril, 2001 CS 2.17 Sidewalk / Trail Implementation Plan May, 2001 Si Ordinance Revisions Decembberee 1, 1998 PS 3.0 PS 2.6 1997 Uniform Fire Code Janua 2, 2001 PS 2.14 False Alarm Reduction Pro am Se tember 21, 2000 PL N/A Thoroughfare Plan Amendment: No Drive, SH 114 to June 6, 2000 Crooked Lane ZoningOrdinance - Outside Storage Issues Februa 15, 000 PL 1.14 PS N/A Revise Tree Ordinance January 21, 20000 PS 1.57 Lighting Standards September 7, 1999 PL N/A Ord. 480-JJ, revisions to impervious coverage and landscaping January 18, 2000 regulations Ord. 480-II, regulations for non-residential carports and February 1, 2000 pL N/A pL 1.14 parking garages Ord. 480-HH, outside stora e and screen revisions February 15, 2000 PL N/A Ord. 480-GG, revisions regarding lights, lighting, and glare September 7, 1999 N/A Ord: 483-H, changes in administrative processing of concept May 18, 1999 PL Tans, develo ment plans, site plans, and definitions PL N/A Ord. 731 & Ord. 480-EE, Sexually -oriented businesses February 2, 1999 All 2.71 Impact fee update Estimated June, 1999 PS/ED NA Landscape Ordinance Revisions Park Dedication Ordinance - Fee Justification Stud Aril 6, 1999 CS PS 4.43 N/A Excavation Ordinance #693-A February16, 1999 PL 3.0 Sexually Oriented Business Ord. No. 731 February 2, 1999 PL/PS N/A Sign Ordinance Revisions (Ord. No. 7- 4-A) December 1, 1998 CMO 3.43 -Smoking Ordinance November 17, 1998 October 20, 1998 PL 2.43 Ordinance 480-BB: Impervious Coverage PS 3.71 -Zoning Health and Sanitation Ordinance October 20, 1998 PR 1.57 Land Acquisition Plan for Ultimate Build -out of Park System September 28, 1998 Presented to SPDC and Pk Board j oint pR 1.25 Update of Parks and Recreation and Open Space Master Plan Meeting September 28, 1998 2.43 Zoning Ordinance Revision: Ordinance 704 September 1, 1998 PL 1.57 Zoning Ordinance 480-CC: Residential Adjacency Standards July 21, 1998 PL/PS (Neighboring Preservation Ord.) (also addressed parking issue) pW 2 Master Drainage Plan Report April, 1998 Master Schedule: City Council Project Priorities - June 18, 2004 - Page 2 of 3 D2_1 Completed Projects, cont. Dept CC Rank Item Comprehensive Land Use Plan Update Tree Preservation Ordinance 585-A Sidewalk Ordinance Zonin Ord. 480-Z (Service Station Re lation Zoning Ord. 480-Y (Personal Care Facilities) Subdivision Ordinance — Park Dedication Provisions Subdivision Ord. Thoroughfare References & Misc. Ordinance Codification Administrationportion) Master Thoroughfare Plan Update Zoning Ord. 480-W (Telecommunication Towers & Antennas) ZoningOrd. 480-X (Revisions to PUD densitycalculations) Master Plan for Bob Jones Park Grading (Earth Moving) Ordinance Master Plan for Bicentennial Park Date Approved b Council Janua 20, 1998 December 16, 1997 December 16, 1997 August 19, 1997 July 1, 1997 July 1, 1997 June 17, 1997 March 14, 1997 March 4, 1997 February 4, 1997 February November 19, 1997 996 November 19, 1996 PL 1.00 PL 2.33 PL/CS 2.50 PL PL N/A N/A PL PL 2.00 2.67 CMO PL PL 3 1.00 1.67 PL — N/A PR BLD pR 1.75 N/A 2.00 Following are projects dropped from previous priority schedules Item Pavement Management Ordinance Comment Not needed, covered by Ord. 475 Dept PW CC Rank 3.00 CS 4.40 Develop policies for Therapeutic Recreation Programs Will develop internally w/others Master Schedule: City Council Project Priorities - June 18, 2004 - Page 3 of 3 D2-19 PROJECT ADVOCACY FORM IC SHORT TITLE: Emergency Pre aredness Notification Program TYPE OF PROJECT: Scope: Type: Other; New XX , Minor Revision , Major Revision Master Plan Component , Project XX REQUESTED BY: Rick Black CC , P&Z , ZBA , PB , STAFF XX , OTHER: STAFF CONTACT: Rick Black Director of Public Safety DATE OF REQUEST: May 18 1999 DATE RECEIVED: May 18, 1999 BY: GL Outline problem, concern or opportunity. (Do not define solution) Inadequate means to notify the outdoor community 2. Increased concern by community due to recent tornado activity. 3. List any potential considerations. (Do not define solution) Capital outlays and maintenance costs. 2. Consider methods of notification for both indoor, outdoor and in vehicle. 3. Develop a system that clearly communicates direction to affected persons being notified_ General Comments: Develop a comprehensive system that identifies all means of notifying the community of an impending disaster, tornado or hazardous materials incident. List any references to be reviewed (other cities, etc.) or any documents attached to this request. N:\Econdev\Mtg\June Retreat\2004\Gregs Items\Council Priorities\2003 Project Saummo is\0I-Emergency Prep-04.doc Form Date: P June 5, 2003 g D 2_ 2 4 PROJECT ADVOCACY FORM SHORT TITLE: HOTEL/MOTEL REGULATIONS TYPE OF PROJECT: Scope: New , Minor Revision ,Major Revision Type: Ordinance X , Master Plan Component ,Project Other: REQUESTED BY: Bruce Panne Planning Director CC , P&Z , ZBA , PB , STAFF X , OTHER: STAFF CONTACT: Art Wright Zoning ssistant DATE OF REQUEST: 12/98 DATE RECEIVED: BY: Outline problem, concern or opportunity. (Do not define solution) 1. To establish specific aesthetic regulations for hotel developments. 2 3. List any potential considerations. (Do not define solution) 1. Proximity of restaurants, shopping, services, etc. 2. Permit hotels in certain districts by Specific Use Permit. 3. Bed and Breakfast establishments _ General Comments: General desire is to insure quality commercial growth, particularly along the SH 114 corridor where more regional types of services might be provided. We want to be able to assure potential corporate relocations that only hotels of a certain standard would be constructed along the corridor in order to maintain a professional image for the corridor. List any references to be reviewed (other cities, etc.) or any documents attached to this request. a. 91 NAECONDEVNTGWNE RETREAT\2004\GREGS ITEMS\COUNCIL PRIORITIES\2003 PROJECT SUMMARIES\02-HOTEL REGS-04.DOC May 29, 2002 Page 1 of 1 D2-21 PROJECT ADVOCACY FORM (PAF) SHORT TITLE: Sign Ordinance Update TYPE OF PROJECT: Scope: New , Minor Revision XX , Major Revision Type: Ordinance XX , Master Plan Component , Project Other: REQUESTED BY: Camlyn Morris CC X , P&Z , ZBA , PB , STAFF ,OTHER: STAFF CONTACT: —Rick Black Director of Public Safety DATE OF REQUEST: _06-03-03 DATE RECEIVED: 6-5-03 BY: GL Outline problem, concern or opportunity. (Do not define solution) Sign Variances are numerous and unnecessary 2. Not as defined within the site plan process as it could be. 3. List any potential considerations. (Do not define solution) 1. Review Ordinance 2. Review Site Plan Process 3. Explore relationship between letter size and surface area of building 4. (GL) Look at previous ordinance to see if variances would not have been required if we just kept with the prior ordinance. General Comments: List any references to be reviewed (other cities, etc.) or any documents attached to this request. a. 1 C. N:\Econdev\MtgUune Retreat\2004\Gregs Items\Cou 5 i2003 rities\2003 Project PSugmmari \03-Sign Ord-06.doc Form Date: June D2-22 PROJECT ADVOCACY FORM SHORT TITLE: Comprehensive Plan Update TYPE OF PROJECT: Scope: New , Minor Revision , Major Revision X Type: Ordinance_, Master Plan Component , Project Other: REQUESTED BY: Bruce Pa a Plannin Director CC , P&Z , ZBA , PB , STAFF X , OTHER: STAFF CONTACT: Bruce Panne (ext. 2036) DATE OF REQUEST: _ 5/02 DATE RECEIVED: BY: Outline problem, concern or opportunity. (Do not define solution) Combine Land Use Plan and Thoroughfare Plan updates into single effort. 2. Appoint citizen Steering Committee with dedicated task of overseeing update process. 3. Decision on consultant that will conduct the citizen participation portion of update process. List any potential considerations. (Do not define solution) 2. 3. General Comments: Council has already approved concept of combined planning effort, use of a dedicated steering committee, and a planning process to be followed. Action now needs to be taken on the selection of the committee so that the process can begin. List any references to be reviewed (other cities, etc.) or any documents attached to this request. a. [:l C. N:\Econdev\MtgVune Retreat\2004\Gregs Items\Council Priorities\2003 Page lof lct Summaries\04-Comp Plan Update-0Ldoc May 29, 2002 D2-23 PROJECT ADVOCACY FORM SHORT TITLE: Drainage Master Plan (DMP) TYPE OF PROJECT: Scope: New XX , Minor Revision , Major Revision Type: Ordinance , Master Plan Component XX , Project Other: REQUESTED BY: Pedram Farahnak Director of Public Works 481-2308 CC , P&Z , ZBA , PB , STAFF , OTHER: STAFF CONTACT: Pedram Farahnak Director of Public Works 481-2308 DATE OF REQUEST: DATE RECEIVED: Y — BY: — Outline problem, concern or opportunity. (Do not define solution) Southlake lacks a drainage master plan including a survey of primary creeks, cost analysis, and a comprehensive CIP correction scheduling. List any potential considerations. (Do not define solution) 1. The Master Drainage Plan Report was completed in April 1998 and the recommendation was made to create a drainage master plan. 2. EPA - Clean Water Act and other environmental acts will impact decision. -_--_ General Comments: Using the results of the Master Drainage Plan Report and cost consequences, a funding source will be developed to fund improvements. List any references to be reviewed (other cities, etc.) or any documents attached to this request. a. Master Drainage Plan Report • Executive Summary • Priority Ranking b. The engineering contract has been approved by the City Council. N:\ECONDEV\MTGUUNE RETREAT\2004\GREGS ITEMS\COUNCIL PRIORITIES\2003 PROJECT SUMMARIES\04-DRAIN MP-04.DOC Form Date: May 29, 2002 Page 1 of 1 D2-24 PROJECT ADVOCACY FORM I(r SHORT TITLE: Ordinance No 693-A Excavation and Grading Ordinance TYPE OF PROJECT: Scope: New , Minor Revision X , Major Revision Type: Ordinance , Master Plan Component , Project Other: REQUESTED BY: Building Services Staff CC , P&Z , ZBA , PB , STAFF X , OTHER: STAFF CONTACT: Rick Black Director of Public Safety DATE OF REQUEST: _5-28-2002_ DATE RECEIVED: BY: Outline problem, concern or opportunity. (Do not define solution) 1. Ordinance is very vague and does not deal with franchise utility construction within the ROW. 3. List any potential considerations. (Do not define solution) Possible need for a ROW Ordinance. 2. Employment of a ROW Manager/Superintendent who works with franchise utility contractors for proper installation and placement of franchise utility services and continued maintenance of the City's ROW's. General Comments: List any references to be reviewed (other cities, etc.) or any documents attached to this request. a. Ordinance No. 693-A, Excavation and Grading Ordinance [:l C. N:\Econdev\Mtg\June Retreat\2004\Gregs Items\Council Priorities\2003 Project Summaries\04-Ord 693-A Excavation-Ol.doc Form Date: May 29, 2002 Page 1 of 1 D 2 — 2 5 NEM PROJECT ADVOCACY FORM SHORT TITLE: ROW Mana ement Ordinance TYPE OF PROJECT: Scope: Type: Other: New--2X , Minor Revision , Major Revision Ordinance XX , Master Plan Component , Project_ REQUESTED BY: CC , P&Z , ZBA , PB ,STAFF ,OTHER: STAFF CONTACT: Pedram Farahnak Director of Public Works 481-2308 DATE OF REQUEST: DATE RECEIVED: BY: Outline problem, concern or opportunity. (Do not define solution) Currently, utility companies are able to use any portion of the City's right-of-way without the City of Southlake's oversight/supervision. 2. List any potential considerations. (Do not define solution) 1. This ordinance will enable the City to register current utility improvements, review and permit proposed utilities, and inspect the work in progress. 2. _ __------ --------- -- General Comments: Successful implementation of this ordinance will require documentation of all utilities infrastructure and interface with Southlake's GIS, additional manpower to review all new installations for permitting and field inspections to ensure compliance with permitted work. List any references to be reviewed (other cities, etc.) or any documents attached to this request. KIJ i7 C. N:\Econdev\Mtg\June Retreat\2004\Gregs Items\Council Priorities\2003 Project Summaries\04-ROW Mgmt Ord-01.doc Form Date: May 29, 2002 Page I of 1 D2-26 PROJECT ADVOCACY FORM ® SHORT TITLE: Drainage Utility System (DUS) TYPE OF PROJECT: Scope: New XX , Minor Revision , Major Revision Type: Ordinance , Master Plan Component-9 Project XX Other: REQUESTED BY: CC , P&Z , ZBA , PB , STAFF , OTHER: STAFF CONTACT: Pedram Farahnak Director of Public Works 481-2308 DATE OF REQUEST: DATE RECEIVED: BY: — Outline problem, concern or opportunity. (Do not define solution) 1. The City currently lacks a funding mechanism to correct city-wide drainage problems. 2. In order to establish a drainage utility system, a drainage master plan must planned as a part of the city-wide drainage policy. 3. CIP scheduling needs to be performed and cost of corrections should be determined. — List any potential considerations. (Do not define solution) 1. Surrounding cities have already instituted such a drainage utility system. 2. 3. General Comments: The Master Drainage Plan Report completed in April 1998 recommended a Drainage Master Plan to survey all of the City's primary creeks and develop a comprehensive cost analysis for a drainage utility system. List any references to be reviewed (other cities, etc.) or any documents attached to this request. a. Cities of Grapevine, Keller, and Colleyville all have such drainage utility systems. LRl N:\ECONDEV\MTGVUNE RETREAT\2004\GREGS ITEMS\COUNCIL PRIORITIES\2003 PROTECT SUMMARIES\08-DRAINAGE UTIL SYSTEM-06.DOC Form Date: May 23, 2003 Page 1 of 1 D2-27 PROJECT ADVOCACY FORM `'r•- SHORT TITLE: High Grass / Weeds TYPE OF PROJECT: Scope: New , Minor Revision x , Major Revision Type: Ordinance x , Master Plan Component , Project Other: REQUESTED BY: Malcolm Jackson CC _, P&Z , ZBA , PB , STAFF x , OTHER: STAFF CONTACT: Rick Black Director of Public Safety DATE OF REQUEST: 6-13-00 DATE RECEIVED: 6-13-00 BY: M. Jackson Outline problem, concern or opportunity. (Do not define solution) Current ordinance procedures not in full compliance with recent court rulings on abatement and hearing procedures. 2. A need exists for ordinance to address wildflowers. 3. List any potential considerations. (Do not define solution) 2. 3. General Comments: List any references to be reviewed (other cities, etc.) or any documents attached to this request. a. a C. N:\Econdev\MtgUune Retreat\2004\Gregs Items\Council Priorities\2003 Project Summaries\08-High grass-02.doc Form Date: June 05, 2003 Page I of 1 o2-2a PROJECT ADVOCACY FORM SHORT TITLE: Underground Utilities TYPE OF PROJECT: Scope: New XX , Minor Revision-5 Major Revision Type: Ordinance , Master Plan Component , Project Other: REQUESTED BY: Baron Rittiner (817) 491-3939 / Carolyn Morris, Councilmember CC XX , P&Z , ZBA , PB , STAFF , OTHER: Citizen STAFF CONTACT: Ron Harper, Director of Public Works DATE OF REQUEST: 3/22/99 DATE RECEIVED: 4-15-99 BY: GL — Outline problem, concern or opportunity. (Do not define solution) 1. Visual pollution. 2. Proliferation of overhead utility cables and poles - see Kimball Avenue and S.H. 114 (NW corner). 3. Lack of maintenance of utility poles - crooked, leaning - see south side of S.H. 114 between Carroll Avenue and Kimball Avenue. List an — potential considerations. (Do not define solution) y 1. Total cost of relocating overhead utilities over a 25-35 year period of rapid growth would exceed cost to bury. 2. Dual certification - TU/Tri-County guarantees that Southlake will have a much worse problem over time than surrounding cities. General Comments: of overhead utilities will have a significant negative economic Long term visual and aesthetic impact impact. List any references to be reviewed (other cities, etc.) or any documents attached to this request. a. Flower Mound - F.M. 2499 - overhead utilities moved underground. b. April 97 - breakfast with Curtis Hawk to discuss this issue. C. Shawn Poe is researching S.H. 114 utility easements. L:\COMDEV\WP-FILES\PROJECTS\PRIORITY\PROJ-REQ.FRM\under-02..doc Form Date: June 5, 2003 Page 1 of 2 D2-29 PI § 4.11 City of Flower Mound Underground Utilities (a) Electric/utility lines. From and after the 5tb day of June, 1995, single phase electrical utility lines and wires 25KV or less shall be placed underground, subject to the following provisions: (1) Where electrical service is to be placed underground, telephone service, cable television service, and street and site lighting lines shall also be placed underground. (2) Each of the utility companies shall be responsible for developing administrative policies and cost reimbursement procedures for the installation and extension of their underground utilities. Nothing herein shall prohibit or restrict any utility company from recovering the difference in cost of overhead facilities and underground facilities in accordance with the provisions of such utility company's approved tariff. No utility company shall be required to begin construction of underground facilities unless and until the customer, owner, developer, and/or party requesting such facilities has made arrangements satisfactory to the specific utility company for the payment of such difference between the cost of overhead utilities and underground facilities. (3) All electrical, telephone, and cable television support equipment (transformers, amplifiers, switching devices, etc.) necessary for underground installation shall be pedestal and/or pad mounted or placed underground and the difference in cost of such facilities shall be paid to the installing utility in accordance with provisions established in subsection (2) above. (4) In those cases where temporary overhead service is necessary (e.g. emergency repairs, construction field offices, etc.), these installations shall not be in service for a period exceeding six (6) months. (5) Nothing contained herein shall be construed to require an existing overhead facilities to be placed underground or to prohibit the upgrading, reconstruction, or reconductoring of any existing facilities with overhead construction. (6) Exceptions to the standards contained herein may be granted by the Town Council subsequent to a public hearing. (b) Marking the water and sewer utilities. All water and sewer construction installed underground by the owner and/or developer or contractor shall be clearly marked at a point where service lines are stubbed out so that said lines can be easily located for connection by the Town L:\COMDEV\WP-FILES\PROJECTS\PRIORITY\PROJ-REQ.nU&-dcr-02..doc Form Date: June 5, 2003 Page 2 of 2 D2-30 PROJECT ADVOCACY FORM SHORT TITLE: Special Events Permit and Procedures TYPE OF PROJECT: Scope: New X , Minor Revision , Major Revision, Type: Ordinance X , Master Plan Component , Project Other: REQUESTED BY: Bruce Payne Planning Director STAFF CONTACT: Bruce Payne, ext 2036 DATE OF REQUEST: 5/02 DATE RECEIVED: BY: Outline problem, concern or opportunity. (Do not define solution) 1. Special events are presently approved by SUP, which tend to have a very long lead time. 2. List any potential considerations. (Do not define solution) 1. Need to address length of permit, frequency of permits, hours of operation, alcoholic beverage sales, parking, lighting, signage, traffic management issues 2. General Comments: This process could be simplified to simple Council approval or staff approval will specific guidelines. List any references to be reviewed (other cities, etc.) or any documents attached to this request. a. N;\ECONDEV\MTGUUNE RETREAT\2004\GREGS ITEMS\COUNCIL PRIORITIES\2003 PROJECT SUMMARIES\) I -SPECIAL EVENTS-06.DOC May 29, 2002 Page 1 of 1 D2-31 PROJECT ADVOCACY FORM �..• SHORT TITLE: Amendments to Subdivision Ordinance to incorporate changes from Trail System Master Plan TYPE OF PROJECT: Scope: New , Minor Revision XX , Major Revision Type: Ordinance XX , Master Plan Component , Project, Other: REQUESTED BY: Community Services Department CC , P&Z , ZBA , PB , STAFF X ,OTHER: STAFF CONTACT: Malcolm Jackson (817Z481 1527 /Chris Carpenter (817) 481-1585 DATE OF REQUEST: 28 MU 2002 DATE RECEIVED: BY: — Outline problem, concern or opportunity. (Do not define solution) 1. The updated Southlake Pathways Master Plan (formerly Trail System Master Plan), incorporates recommendations for future trails and pathways within Southlake. The Subdivision Ordinance is the current mechanism to require developers to meet certain stipulations of the Trails Master Plan, however, with the recent revisions, the Subdivision Ordinance needs to be reviewed and possibly revised to ensure it is compatible with Master Plan recommendations. List any potential considerations. (Do not define solution) 1. Consideration needs to be given to what the City will expect developers to do in the way of meeting the goals of the Master Plan, and the financial issues and development issues relative to trail construction. General Comments: List any references to be reviewed (other cities, etc.) or any documents attached to this request. a. R N:\Econdev\Mtg\June Retreat\2004\Gregs Items\Council Priorities\2003 Project Summaries\1 I -Subdivision Ord Changes-Trails-02.doc Form Date: May 23, 2003 Page I of 1 D2-32 PROJECT ADVOCACY FORM SHORT TITLE: City Zoning Ordinance Rewrite — Conversion to a Unified Development Ordinance TYPE OF PROJECT: Scope: New , Minor Revision , Major Revision X Type: Ordinance X , Master Plan Component , Project Other: REQUESTED BY: CC , P&Z , ZBA , PB , STAFF X ,OTHER: STAFF CONTACT: Bruce PMMe DATE OF REQUEST: 6-14-00 DATE RECEIVED: BY: outline problem, concern or opportunity. (Do not define solution) Existing ordinance text is overly complex and unclear as to specific requirements for development and land use. Council vision may not be clearly articulated. ng ordinance, as well as a 2. There are a large number of identified proposed changes to the variances which suggests that ithe current ordinance may not high number of requested and gran be working well. 3. The level of interest at the Council level and advisory boards may now be high enough for a major revision effort List any potential considerations. (Do not define solution) Will require intensive staff effort to prepare a draft ordinance, however, a model ordinance is available to guide the process. 2. Will require significant review time for P&Z and City Council. 3. Revised text may result in need for some map amendments. _ General Comments: A unified development code would consolidate all land use and development requirements into a single, appropriately cross-referenced code book. The format would be logical and cleanly presented. Allowable uses would focus more book stores vs clothing stores).d use impacts (performance measures) rather than the specific economic activity (e.g. List any references to be reviewed (other cities, etc.) or any documents attached to this request. a. Unified Development Ordinance by Michael Brough N:\F-condev\Mtg\June Retreat\2004\Gregs Items\Council Priorities\2003 Project Summaries\11-Unified Dev Code-02.doc Form Date: May 29, 2002 Page 1 of 1 D2-33 PROJECT ADVOCACY FORM SHORT TITLE: Utility Placement Ordinance TYPE OF PROJECT: Scope: New X , Minor Revision , Major Revision Type: Ordinance , Master Plan Component , Project Other: REQUESTED BY: Rex Potter Ci y Council Member CC X , P&Z , ZBA , PB , STAFF , OTHER: STAFF CONTACT: Bruce Payne (ext. 2036) DATE OF REQUEST: _ 6/06 DATE RECEIVED: BY: Outline problem, concern or opportunity. (Do not define solution) On our major corridors we see some developments which place utilities underground such as Gateway, Town Square, Fox Hollow, etc. Others do not do this causing an unplanned or hodgepod look on our major corridors. 2. With Highway 114 developing, this is an excellent opportunity to get the developers to put their respective utilities underground. List any potential considerations. (Do not define solution) 1. Similar to Westlake's planning, we could pursue an ordinance that will require the unified placement and organization of utilities underground. 2. We could require the developer to place the utilities underground or provide monies in the form of an escrow for which the City will utilize once it has the resources and efficiencies to do the construction of the utilities underground. General Comments: With Highway 114 developing, this is the right time to ensure such utilities are managed and placed in a way for easy maintenance while providing a clean look for the developments. List any references to be reviewed (other cities, etc.) or any documents attached to this request. a. [a C. N:\Econdev\Mtg\lune Retreat\2004\Gregs Items\Council Priorities\2003 Project Summaries\l 1-Utility Placement-04 Rex.doc June 6, 2002 Pagel of 1 D2-34 PROJECT ADVOCACY FORM *I,, SHORT TITLE: Amortization of Certain Uses TYPE OF PROJECT: Scope: New , Minor Revision , Major Revision Type: Ordinance , Master Plan Component , Project Other: Process for the Board of Adjustment REQUESTED BY: City Council STAFF CONTACT: Karen Gandy, Zoning Administrator 481-5581 ext. 743 DATE OF REQUEST: 10/25/96 DATE RECEIVED: BY: — Outline problem, concern or opportunity. (Do not define solution) 1. The property at the northwest corner of Highland and SH 114 2. The pool chemical facility in East Haven Addition along Continental List any potential considerations. (Do not define solution) 1. Will require budgeting professional services for a forensic accountant to evaluate the business records of the affected companies. 2. Will require a great deal of the city attorney's time monitoring the Board of Adjustment proceedings. General Comments: We have discussed the amortization of these uses in the past. List any references to be reviewed (other cities, etc.) or any documents attached to this request. a. C. N:\ECONDEV\MTGVUNE RETREAT\2004\GREGS ITEMS\COUNCIL PRIORITIES\2003 PROJECT SUMMARIES\15-AMORTIZ-04.DOC June 6, 2002 Page 1 of I D2-35 PROJECT ADVOCACY FORM *4 ft SHORT TITLE: SUP for Commercial Uses in Industrial Districts (amendment to Zoning Ord.) TYPE OF PROJECT: Scope: New , Minor Revision X , Major Revision Type: Ordinance , Master Plan Component , Project Other: REQUESTED BY: Greg Last on behalf of Developers & Land Owners in Commerce Business Park STAFF CONTACT: Bruce Pa ne Planning Director DATE OF REQUEST: 3/98, DATE RECEIVED: BY: GL — Outline problem, concern or opportunity. (Do not define solution) 1. There are multiple uses within the light industrial park that could benefit from the ability to have a small retail component. 2. It might allow businesses to grow within Southlake and remain in Southlake. 3. There are likely businesses in the industrial parks that are non -conforming and this would allow them a process to achieve conformity with the zoning district. (W —= . — y List an potential considerations. (Do not define solution) General Comments: a mixed use business district or amend the existing SUP (#31) and There appear to be two options, create increase the allowed percentage of retail in the designated districts. List any references to be reviewed (other cities, etc.) or any documents attached to this request. a. a C. N:\ECONDEV\MTGVUNE RETREAT\2004\GREGS ITEMS\COUNCIL PRIORITIES\2003 PROJECT SUMMARIES\15-SUP INDUSTRIAL-03.DOC June 5, 2002 Page 1 of 1 D2-36 PROJECT ADVOCACY FORM (PAF) 1%W SHORT TITLE: Ethics Ordinance U date TYPE OF PROJECT: Scope: New , Minor Revision XX , Major Revision Type: Ordinance XX , Master Plan Component , Project Other: REQUESTED BY: Councilmember CarolyLiMoms CC X , P&Z , ZBA , PB , STAFF , OTHER: STAFF CONTACT: Shang Yelverton Assistant Ci Manas?er DATE OF REQUEST: 6-3-03 DATE RECEIVED: 6-3-03_ BY: ,GL Outline problem, concern or opportunity. (Do not define solution) 0 List any potential considerations. (Do not define solution) 1 � I . Discuss procedure for review of the Ethics Ordinance. 2. General Comments: Consider review of current Ethics Ordinance. List any references to be reviewed (other cities, etc.) or any documents attached to this request. a. M C. N:\Econdev\MtgVune Retreat\2004\Gregs Items\Council Priorities\2003 Project Summaries\17-Ethics Ordinance Update-01.doc Form Date: June 3, 2003 Page 1 of 1 D2-37 PROJECT ADVOCACY FORM SHORT TITLE: Landsca e Ordinance Revisions /Consolidation TYPE OF PROJECT: Scope: New , Minor Revision., Major Revision XX Type: Ordinance XX , Master Plan Component , Project Other: REQUESTED BY: Bruce Pa3Me, Plannin Director OTHER: CC _, P&Z , ZBA , PB , STAFF xx , STAFF CONTACT: Bruce Pa e 2036 DATE OF REQUEST: My 24 1999 DATE RECEIVED: May 24, 1 999 BY: GL Outline problem, concern or opportunity. (Do not define solution) 1. Architects, Developers and Builders often review either the Landscape Ordinance or Section 42 (Bufferyards) of the Zoning Ordinance and fail to realize that there are other landscape requirements. 2. List any potential considerations. (Do not define solution) 1. Consider consolidating the Landscape Ordinance and Section 42 (Bufferyards) of the Zoning Ordinance into a single document. 2. General Comments: To reduce confusion, Section 42 (Bufferyards) of the Zoning Ordinance can be added to the Landscape Ordinance and any needed references in the zoning ordinance can indicate that developers shall comply with the Bufferyard requirements as outlined in the Landscape Ordinance. List any references to be reviewed (other cities, etc.) or any documents attached to this request. a. None [3 M N:\Econdev\Mtg\June Retreat\2004\Gregs Items\Council Priorities\2003 Project Summaries\17-Landsc Ord-05.doc May 29, 2002 Page 1 of I D2-38 EM PROJECT ADVOCACY FORM SHORT TITLE: Sanitary Sewer Master Plan TYPE OF PROJECT: Scope: New XX , Minor Revision , Major Revision Type: Ordinance , Master Plan Component XX , Project Other: REQUESTED BY: Pedram Farahnak Director of Public Works 481-2308 CC , P&Z , ZBA , PB , STAFF , OTHER: STAFF CONTACT: Pedram Farahnak Director of Public Works 481-2308 DATE OF REQUEST: DATE RECEIVED: BY: Outline problem, concern or opportunity. (Do not define solution) 1. Southlake's Sanitary Sewer Base Map is outdated. The original Sewer Concept Plan Map was prepared in 1987 and has never been officially updated. 2. When the original Sewer Concept Plan Map was prepared, the City did not have good topographic information. 3. — List any potential considerations. (Do not define solution) An updated Sanitary Sewer Base Map will be extremely helpful on City projects and for developers' projects in the future. 2. 3. ----- _ General Comments: This project has not been funded as of this date. List any references to be reviewed (other cities, etc.) or any documents attached to this request. a. Proposal for Providing Professional Services in Connection with the Revisions and Updating of the City's Sanitary Sewer Base Map (under review) 0 N:\Econdev\Mtg\June Retreat\2004\Gregs Items\Council Priorities\2003 Project Summaries\I7-San Sewer MP-02.doc Form Date' May 23, 2003 Page I of I D2-39 PROJECT ADVOCACY FORM (PAF) '%W SHORT TITLE: Tree Ordinance Revisions Minor Revision , Major Revision TYPE OF PROJECT: Scope: New Type: Ordinance Master Plan Component_, Project XX , Other: REQUESTED BY: Councilmember CarolM MorriSTAFF , OTHER: CC X ,P&Z ,ZBA ,PB , STAFF CONTACT: Malcolm Jackson Community Services Director DATE OF REQUEST: _6-3-03 DATE RECEIVED: 6_ 3-03 BY: —GL Outline problem, concern or opportunity. (Do not define solution) 1. Would like to look at list of trees to be saved. 2. Evaluate when trees can be removed and mitigated. List any potential considerations. (Do not define solution) 1. Give Hackberry better consideration. 2. General Comments: List any references to be reviewed (other cities, etc.) or any documents attached to this request. a. 2 C. N:\Econdev\Mtg\June Retreat\2004\Grreegell omiCouncil Priorities\2003 Project Summaries\17-Tree Ord Revisions-0Ldoc Form Date: June 3, 2003 g D 2- 4 0 11 PROJECT ADVOCACY FORM (PAD SHORT TITLE: Zonin Su er-ma on TYPE OF PROJECT: Scope: New__ XX Minor Revision , Major Revision Type: Ordinance , Master Plan Component , Project 2Q Other: REQUESTED BY: Councilmember Carol Morr STAFF OTHER: CC X ,P&Z ,ZBA ,PB , STAFF CONTACT: Bruce Payne Planning}Director ATE OF REQUEST• 6-3-03 DATE RECEIVED: 6-3-03 BY: GL Outline problem, concern or opportunity. (Do not define solution) Deviations from long term visions may be a problem. 2 List any potential considerations. (Do not define solution) Consider when zoning change differs from the land use plan. (Need consultation with attorney) 2 3. General Comments: List any references to be reviewed (other cities, etc.) or any documents attached to this request. N:\Econdev\MtgUune Retreat\2004\Gregs Items\Council Priorities\2003 Project Summaries\17-Zoning supermajority-01.doc Form Date: June 3, 2003 Page I of 1 D 2 - 41 PROJECT ADVOCACY FORM ,MW SHORT TITLE: Noise Ordinance Update TYPE OF PROJECT: Scope: New_, Minor Revision XX ,Major Revision Type: Ordinance XX , Master Plan Component , Project Other: REQUESTED BY: Rick Black Director of Public Safety om CC , P&Z , ZBA , PB , STAFF XX , OTHER: STAFF CONTACT: Rick Black Director of Public Safety OF REQUEST• DATE RECEIVED: DATE Outline problem, concern or opportunity. (Do not define solution) The current definition of immediate vicinity needs to be updated. List any potential considerations. (Do not define solution) BY: 1. Establish standards to assist those responsible for the enforcement of noise control. 22. (CM) Confirm appropriateness of start and finish times. General Comments: Because of grammatical structure, current definition does not include the area a 100' radius of the noise, even when the distance is beyond the property line. List any references to be reviewed (other cities, etc.) or any documents attached to this request. a. Existing Ordinance No. 484 N:\ECONDEV\MTGWNE RETREAT\2004\GREGS ITEMS\COUNCIL PRIORITIES 20e0i R i CT SUMMARIES\22-NOISE-06.DOC Form Date: June 5, 2003 PagD2-42 PROJECT ADVOCACY FORM SHORT TITLE: Develop Public Art Master Plan TYPE OF PROJECT: Scope: New XX , Minor Revision , Major Revision Type: Ordinance , Master Plan Component , Project XX Other: REQUESTED BY: Community Services Department• Public Art Advisory Committee CC , P&Z , ZBA , PB , STAFF X , OTHER: PAAC STAFF CONTACT: Malcolm Jackson (817) 481-1527 / Chris Carpenter (817) 481-1585 DATE OF REQUEST: 28 May 2002 DATE RECEIVED: BY: Outline problem, concern or opportunity. (Do not define solution) 1. With establishment of a Public Art policy and Public Art Advisory Committee, City is taking steps to incorporate public art into Southlake. 2. Development of a "master plan" will enable the PAAC and City to allocate limited resources in the most cost effective manner, and also serve to identify other opportunities for low-cost initiatives that serve a public art purpose (i.e., traveling art pieces, loans, etc.). 3. PAAC is reviewing many of these issues at present, and will be working to develop a Public Art Master Plan in the upcoming year. List any potential considerations. (Do not define solution) 1. define types of public art desired (i.e., portals, sculptures, fountains, indoor and outdoor public art, etc.) 2. identify priorities for public art efforts 3. identify opportunities for partnerships, corporate sponsorships, donations or loaned art, etc. General Comments: List any references to be reviewed (other cities, etc.) or any documents attached to this request. a. b. N:\Econdev\Mtg\June Retreat\2004\Gregs Items\Council Priorities\2003 Project Summaries\22-Public Art Master Plan-02.doc Form Date: May 23, 2003 Page I of I D2-43 *%W PROJECT ADVOCACY FORM SHORT TITLE: Youth Master Plan Development TYPE OF PROJECT: Scope: New X , Minor Revision ,Major Revision Type: Ordinance , Master Plan Component ,Project X Other: REQUESTED BY: City Manager's Office CC , P&Z , ZBA , PB , STAFF XX ,OTHER: STAFF CONTACT: Malcolm Jackson (817) 481-1527 / Chris Carpenter (817) 481-1585 DATE OF REQUEST• 2-3-98 DATE RECEIVED: Outline problem, concern or opportunity. (Do not define solution) BY: Youth programs offered in Southlake are good and SYAC has evolved into a robust program that develops youth awareness and participation in the civic governing process. However, we have not yet undertaken a focused and organized approach to determine the types of programs and services we need to offer children, youth and families. There is currently no formal road map guiding the community for youth initiatives. 2. Through SYAC, the Drug & Alcohol Committee, local school districts and other community groups, the City of Southlake has an extensive community network of citizens (both youth and adults) to actively provide input into the development of a youth master plan. These groups also provide a framework through which services and programs could be offered. List any potential considerations. (Do not define solution) A broad cross-section of the Southlake community should be involved in the development of the plan, however this can be accomplished with input/recommendations from existing boards — Park Board, Library Board, JUC, Drug & Alcohol Committee. 2. The plan could be very expansive or limited in scope, but would probably require the appointment of a citizen steering committee to guide the process. 3. Strong coordination would be needed to ensure existing resources are involved and active in the process. The development of a Youth Master Plan should be a comprehensive effort._ General Comments: List any references to be reviewed (other cities, etc.) or any documents attached to this request. a. ICMA award -winning plans from Claremont, CA and Corpus Christi, TX N:\ECONDEV\MTGVUNE RETREAT\2004\GREGS ITEMS\COUNCIL PRIORITIES\2003 PROJECT SUMMARIES\22-YOUTH MP-04.DOC Form Da D2-44 PROJECT ADVOCACY FORM (PAF) SHORT TITLE: Zoning Reversion Amendment to Zoning Ordinance TYPE OF PROJECT: Scope: New , Minor Revision XX , Major Revision Type: Ordinance XX , Master Plan Component , Project Other: REQUESTED BY: Councilmember Carolxn Morris CC X , P&Z , ZBA , PB , STAFF , OTHER: STAFF CONTACT: Bruce Payne Planning Director DATE OF REQUEST: 6-3-03 DATE RECEIVED: 6-3-03 BY: GL Outline problem, concern or opportunity. (Do not define solution) Rezonings without follow-through of developer. 2 List any potential considerations. (Do not define solution) 1. 2. General Comments: City Attorney Allen Taylor has said there is a way to put a provision in the adopted rezoning ordinance that would require the City Council to call a public hearing on the property at a fixed point in time in the future. Should the Council at that time desire to move forward with a rezoning back to the original zoning, they would proceed under normal city -initiated zoning processes. List any references to be reviewed (other cities, etc.) or any documents attached to this request. sa [7 C. N:\Econdev\MtgVune Retreat\2004\Gregs Items\Council Priorities\2003 Project Summaries\22-Zoning Reversion-Ol.doc Form Date: June 3, 2003 Page 1 of 1 D2-45 KM PROJECT ADVOCACY FORM (PAF) SHORT TITLE: 1709 Medians TYPE OF PROJECT: Scope: New , Minor Revision , Major Revision Type: Ordinance , Master Plan Component , Project XX Other: REQUESTED BY: Councilmember Carolyn Morris CC X , P&Z , ZBA , PB , STAFF , OTHER: STAFF CONTACT: Bruce Payne Planning Director DATE OF REQUEST: _6-3-03 DATE RECEIVED: 6-3-03 BY: GL Outline problem, concern or opportunity. (Do not define solution) 1. Corridor is unsightly due to lack of vegetation. 2. Safety concerns, drivers using center lane as a passing lane. 3. List any potential considerations. (Do not define solution) Evaluate potential for landscaped medians when TxDOT has significant maintenance to the roadway or open additional outside driving lanes. 2. General Comments: It would enhance the visual appeal of the corridor. List any references to be reviewed (other cities, etc.) or any documents attached to this request. a. 91 C. N:\Econdev\Mtg\June Retreat\2004\Gregs Items\Council Priorities\2003 Project Summaries\26-1709 Medians-Ol.doc Form Date: June 3, 2003 Page 1 of 1 D2-46 PROJECT ADVOCACY FORM SHORT TITLE: Residential Lighting Standards Review TYPE OF PROJECT: Scope: New , Minor Revision x , Major Revision Type: Ordinance x , Master Plan Component , Project Other: REQUESTED BY: Rex Potter Carolyn Morris, Councilmembers CC x , P&Z , ZBA , PB , STAFF , OTHER: STAFF CONTACT: Rick Black Director of Public Safety DATE OF REQUEST: 9-7-99 DATE RECEIVED: 9-7-99 BY: M. Jackson Outline problem, concern or opportunity. (Do not define solution) 1. No current regulations regarding lighting standards for residential occupancy. 2. Security flood lights impacting adjacent properties 3. List any potential considerations. (Do not define solution) VAW 1. Issues can arise primarily for residential sport court lighting 2. General Comments: List any references to be reviewed (other cities, etc.) or any documents attached to this request. a. 0 N:\Econdev\MtgVune Retreat\2004\Gregs Items\Council Priorities\2003 Project Summaries\26-Residential Lighting-03.doc Form Date: June 5, 2003 Page I of I D2-47 PROJECT ADVOCACY FORM SHORT TITLE: Substandard Building Ordinance TYPE OF PROJECT: Scope: New , Minor Revision x , Major Revision Type: Ordinance x , Master Plan Component , Project Other: REQUESTED BY: Malcolm Jackson CC _, P&Z , ZBA , PB , STAFF x , OTHER: STAFF CONTACT: Rick Black. Director of Public Safetv DATE OF REQUEST: 6-13-00 DATE RECEIVED: 6-13-00 BY: M. Jackson Outline problem, concern or opportunity. (Do not define solution) Current ordinance procedures not in full compliance with recent court rulings on hearing procedures. 2. 4W List any potential considerations. (Do not define solution) 2. 3. General Comments: List any references to be reviewed (other cities, etc.) or any documents attached to this request. N:\Econdev\Mtg\June Retreat\2004\Dregs Items\Council Priorities\2003 Project Summaries\28-Substandard bldgs-02.doc Form Date: May 29, 2002 Page I of I D2-48 V■. PROJECT ADVOCACY FORM SHORT TITLE: Driveway Ordinance TYPE OF PROJECT: Scope: New , Minor Revision X , Major Revision Type: Ordinance , Master Plan Component , Project Other: REQUESTED BY: Patsy DuPre CC , P&Z , ZBA , PB , STAFF X , OTHER: STAFF CONTACT: Bruce Pavne DATE OF REQUEST: June, 2000 DATE RECEIVED: _June. 2000 BY: EMW Outline problem, concern or opportunity. (Do not define solution) 1. Driveway ordinance so restrictive that a variance is often granted approximately 90+% of the time. 2. 3. List any potential considerations. (Do not define solution) After these past few years with current ordinance, we can see where and why most variances are granted and adjust ordinance if a particular pattern in granting variances is obvious. 2. 3. General Comments: List any references to be reviewed (other cities, etc.) or any documents attached to this request. N:\Econdev\Mtg\June Retreat\2004\Gregs Items\Council Priorities\2003 Project Summaries\29-Driveway-01doc May 29, 2002 Page 1 of 1 D2-49 PROJECT ADVOCACY FORM SHORT TITLE: Zoning Ordinance Revisions: Correcting inconsistencies between "Frontage," "Front Yard," "Lot Frontage" TYPE OF PROJECT: Scope: New Minor Revision _, Major Revision X Type: Ordinance Master Plan Component Project Other: REQUESTED BY: Bruce Payne Planning Director STAFF CONTACT: Bruce Payne, 2036 DATE OF REQUEST: 10/23/96 DATE RECEIVED: BY: Outline problem, concern or opportunity. (Do not define solution) 1. Corner lots require front yard setback on each street frontage. 2. Ordinance requires "front" of the lot to be the lot line along the street which has the least dimension. 3. Builders want the flexibility to choose which street to front. 4. These inconsistencies have caused addressing and permitting problems. 5. There are a growing number of "flag or panhandle lots" being submitted as infill properties are being developed. 6. Better define where lot width is measured. (Staffs interpretation: measured at the minimum front yard setback). List any potential considerations. (Do not define solution) 1. Consider adding a development regulation for "Side Yards Adjacent to Street" like PUD's have in their regulations. 2. Establish minimum criteria for approval of flag lots. 3. Consider reducing the minimum lot width of cul-de-sac lots to 85' instead of the required 100' for residential lots so that only the minimum required front setback is shown on the plat. 4. Revise yard definitions to better evaluate the appropriate setbacks, especially on irregularly -shaped lots. 5. Determine whether adequate lot frontage is achieved by the lot abutting a public street or by accessing a public street by means of a common access easement. If the lot does not have to abut a public street, how are the required setbacks established... where are the front, side, and rear yards of the lot? General Comments: List any references to be reviewed (other cities, etc.) or any documents attached to this request. a. N/A NAECONDEVNTGUUNE RETREAT\2004\GREGS ITEMS\COUNCIL PRIORITIES\2003 PROJECT SUMMARIES\29-FRONT YARD-06.DOC May 29, 2002 Page I of 1 D2-50 City Council June Retreat TEXT ONLY ITEMS 1. City Fiftieth Anniversary Celebration Page T-1 SKY - Brief the City Council on the upcoming 50 Anniversary of the City of Southlake; - Provide the opportunity for the City Council to brainstorm and provide input towards planning for this event; 2. CISD Adoption of Freeport Exemption GL - Brief the City Council on the Freeport Tax Exemption; - Brief the City Council on the current status of Freeport Tax Exemption in the City, and status Page T-3 regarding CISD and their considerations in extending the Freeport Exemption. 3. Economic Development — GL • Overview of Department Program Summary Page T-10 4. Council review and consideration of City Charter RB - Brief the City Council on potential items to review in the City Charter relating to Police Accreditation. Amendment Page T-17 5. DPS North Facility Operational Plan RB Discussion of North DPS Facility Timeline and Operational Cost Considerations. age T-19 6. Personnel Budget KH Brief the City Council on Personnel Issues to Consideration for FY2004-05 consider through the course of the budget process. Page T-33 City of Southlake, Texas MEMORANDUM June 10, 2004 TO: Billy Campbell, City Manager FROM: Shana K. Yelverton, Assistant City Manager (ext. 1429) SUBJECT: City Fiftieth Anniversary Celebration Action Requested: No action requested at this time. This item is being prepared as a "text only" item for the June Retreat. Background Information: The City of Southlake will celebrate its 50t' anniversary in September of 2006. The City was officially incorporated as a town on September 22, 1956 when voters approved incorporation in a special election. The vote was 30 in favor of the proposition, 24 opposed, and with the passage of incorporation, 1.62 square miles of land became the Town of Southlake. The original town consisted of property located between F.M. 1709 and S.H. 114, roughly in the area now known as Village Center. In anticipation of Southlake's 50"' anniversary, city staff has begun discussing possible celebration activities. In addition to a "birthday party" event on or near the actual date of incorporation, the milestone could be celebrated throughout the months leading up to the celebration. Some of the ideas discussed have included launching a revamped website, developing a special 50t' anniversary logo, special library programs focusing on Southlake's history, etc. Financial Considerations: Planning should begin soon, and a budget developed as a part of the process. Ideally, celebration activities would be funded by the city in conjunction with other sponsors. Citizen Input/ Board Review: Staff would encourage the Mayor and Council to consider appointing a committee to work on the celebration. The committee makeup could include staff and selected Councilmembers, representatives from community organizations, local businesses, the Southlake Chamber of Commerce, etc. Legal Review: N/A Alternatives: N/A Supporting Documents: N/A T-1 0 Billy Campbell, City Manager June 11, 2004 Page 2 Staff Recommendation: This item has been prepared as a "text only" packet item to alert Council to the City's upcoming anniversary. Council may wish to discuss the matter at an upcoming meeting. T-2 City of Southlake, Texas MEMORANDUM June 15, 2004 (DRAFT) (Note: research still in progress, this is just a Council briefing) TO: Chairman Crane and CISD Board Members Dr. Gary Matthews, Superintendent Harry Ingalls, Assistant Superintendent for Operations and Budget Management CC: Mayor Wambsganss and City Councilmembers Billy Campbell, City Manager FROM: Greg Last, Southlake Director of Economic Development SUBJECT: CISD Adoption of Freeport Exemption Introduction• The City of Southlake Economic Development staff has been approached by Heritage Business Park representatives (Denton Walker w/ Trammell Crow) regarding the critical need for triple - Freeport inventory tax exemption and its impact on their continued development in Southlake. We offered to do the necessary research and present consideration of Freeport adoption to the Carroll Independent School District. Following is an executive summary of the aspects of the proposed Freeport exemption. Definitions: ■ Freeport Exemption: The Freeport Exemption is a type of property tax exemption for items classified as Freeport property. Freeport property includes various types of goods that are detained in Texas for a period of 175 days or less. The goods must be used for assembly, storage, manufacturing, processing or fabricating in order to qualify. This exemption was proposed to enhance the ability of certain areas to attract warehouse and distribution center facilities by offering a special property tax exemption for the goods they typically handle. ■ Triple -Freeport: The term coined to represent the adoption of the Freeport Exemption by the City, County and School District for an area. Basic Facts: ■ The City of Southlake and Tarrant County have adopted the Freeport Exemption. ■ The CISD has not adopted the exemption. ■ There is currently only one business in the CISD which is taking advantage of the City / County Freeport exemption. The value of their Freeport inventories is $37,919 for a tax revenue to CISD of $721.41 per year. Request for CISD adoption of Freeport Exemption - Draft: June 15, 2004 - Page 1 of 7 T — 3 ■ Following is a summary of competing cities that currently have the Triple -Freeport Arlington Denton Garland Lewisville Carrollton Farmers Branch Grand Prairie Mansfield Cedar Hill Fort Worth Haltom City North Rich. Hills Coppell Frisco Haslet Plano Dallas Grapevine Lancaster Problem Identification: ■ Trammell Crow owns 25 acres of land, zoned I-1 Industrial, south of Dragon Stadium between S. Kimball and SH 26. This property has been zoned for many years, yet has not been able to move forward with development due primarily to a lack of triple -Freeport on the property. (See Exhibits `A' and V) Opportunities: ■ It is Trammell Crow's belief that having the Triple -Freeport exemption will allow them to eliminate a disadvantage in marketing their building, particularly because so many other competing jurisdictions already have the triple exemption. ■ The ad valorem value of the new construction will benefit the CISD as well as the City and County (see Cost / Benefit discussion following). ■ There are other sites in the City that might develop more quickly with the adoption of Triple Freeport. Development Options: ■ Trammel Crow has developed the Heritage Industrial Park in Grapevine and Southlake in recent years. Market considerations are being evaluated as to the development scenarios that they might consider for their 25 acre tract. Under consideration at this time are the following: • Option One: A single building of approximately 350,000 sq. ft. and having an estimated appraised value of $12,250,000. ° Option Two (Shown in Exhibit `B'): Two buildings of approximately 182,000 sq. ft. each (total of 365,000) with a cumulative appraised value of $12,775,000. ■ Although driven by market demands, with the approval of Triple -Freeport, Trammell Crow intends to begin construction of these buildings by 3Q, 2004. A construction period of approximately 6-12 months would provide a finished building in the 2Q of 2005. Considerations: ■ Once Freeport is adopted, it cannot be reversed at a later time. Request for CISD adoption of Freeport Exemption - Draft: June 15, 2004 - Page 2 of 7 T-4 Cost / Benefit Analvsis: ■ See the attached letter of analysis from the Texas Education Agency dated 11/25/2003. ■ Carroll ISD will take a loss of $438 for the first year this exemption is granted due to one business currently utilizing the existing double Freeport exemption. After that first year, the state will make up for that loss of revenue. ■ After the initial transition period, the Robin Hood impacts are neutralized and the net effect is negligible. ■ Development Tax Revenue: Following is an estimate of annual ad valorem tax revenues to both the CISD and City of Southlake (based on 350,000 sf bldg). A B C D E F=(B+C+E) Entity Real Property Real Property Personal Property Personal Total Annual Land Building Property Tax Revenue w/no exemption w/ Freeport* w/ Freeport City of Southlake $20,125 $48,510 $32,340 $16,170 $84,805 CISD $84,289 $203,175 $135,450 $67,725 $355,189 'Assumes SU% of personal property will not qualify for Freeport exemption Adoption Procedures: ■ The CISD Board of Trustees can adopt the Freeport Exemption with majority approval of the Board. ■ Notice of the action would be provided to the Tarrant Appraisal District. ■ The Triple -Freeport exemption could take effect starting in January 2005. Staff Recommendation: ■ The Southlake Economic Development Staff would like to recommend CISD approve the Freeport Exemption, thereby increasing the likelihood of development on important parcels in Southlake, bringing additional ad valorem revenues to the CISD, City and County. We would welcome the opportunity to discuss this issue at any time. Respectfully, Greg Last Southlake Director of Economic Development PH: (817) 481-1671 EM: glasta-ci.southlake.tx.us Attachments: ■ Letter dated November 25, 2003 from Joe Wisnoski, Deputy Associate Commissioner for School Finance and Fiscal Analysis, Texas Education Agency Request for CISD adoption of Freeport Exemption - Draft: June 15, 2004 - Page 3 of 7 T-5 Letter from Texas Education Agency to SL Economic Development November 25, 2003 You recently asked for an updated estimate of the impact of a Freeport exemption on Carroll ISD using a lower taxable value for the Freeport goods. Below you will find a summary of the financial impact of the Freeport exemption using the revised estimate. The basis of the analysis was the granting of the Freeport exemption and the consequences to local tax revenue and recapture expenses of the district through Chapter 41 of the Texas Education Code. For purposes of looking at the immediate implications to the school district, I established a base case of data which held all data other than tax collections and property values constant at the levels for the 2002-03 school year. For tax collections, it was assumed that the taxable value for the Freeport goods is $37,919, and that the district maintains its 2002-03 tax rate of $1.4295 for maintenance and operations. Debt service taxes were not considered for this part of the analysis because the debt taxes of a property wealthy school district such as Carroll ISD do not impact the calculation of recapture. Debt tax impacts will be discussed later. The analysis is divided into three hypothetical years. As we discussed, the state calculates state aid entitlements and recapture obligations based on the property values of the preceding year as determined by the state comptroller. Were it not for this lag effect, the tradeoff between local tax revenue and reduced recapture would be simultaneous. The table below illustrates the sequence of property values that are applicable to each year. Again, it was assumed that other than the exemption, the rest of the tax base would remain constant. State Funding Value Local Taxable Value Year Before Freeport Exemption $3,011,387,647 $3,011,387,647 Year of Granting the Exemption $3,011,387,647 $3,011,349,728 Year After Granting the Exemption $3,011,349,728 $3,011,349,728 Because Carroll ISD is a property wealthy district, there is little if any impact on state aid from the change in tax collections and property value of the magnitude in this scenario. The analysis below focuses on the implications for local tax collections, recapture expenses, and the remaining revenue after paying recapture. To determine these impacts, we put all the data into a template we provide to all school districts that allows them to automatically calculate funding impacts from changes in input data. Net Local M&O M&O Tax Recapture Revenue after Revenue Cost Recapture Year Before Freeport Exemption $49,136,994 $9,298,151 $39,838,843 Year of Granting the Exemption $49,136,452 $9,298,047 $39,838,405 Year After Granting the Exemption $49,136,452 $9,297,581 $39,838,871 As indicated in the table, the district would lose local M&O tax revenue of about $542 in the year it grants the exemption, assuming nothing else changes about the tax rate or other property tax values. As a result of the reduced tax collections, the districts cost of recapture would be reduced slightly, by $104. The net impact in the Request for CISD adoption of Freeport Exemption - Draft: June 15, 2004 - Page 4 of 7 T-6 year of granting the exemption would be a reduction of revenue after recapture (the money the district actually has available to spend) of $438. In the subsequent year, the state recognizes the tax base reduction caused by the exemption, as indicated in the previous table. As a result, while local tax revenue remains constant, the recapture costs take a further decline, mostly as a result of the state determining that the district is slightly "poorer." Recapture costs decline by an additional $466, meaning the district has that much more to work with after paying its recapture bill. You will notice that in this illustration, the district ends up with about $28 more spendable revenue after recapture than it started with. This is probably not a significant consideration, and is caused by a particular discount feature in the calculation of recapture known as an "efficiency credit." With more significant changes in tax base, this minor effect might well disappear. As indicated above, the impact on debt service taxes is different from maintenance and operations. For the 2002-03 school year, Carroll ISD had a debt tax rate of $0.4965 per hundred dollars of taxable value. At that rate, the district would lose $188 in tax revenue from the exemption. This amount would not be made up by the state. However, Carroll ISD is legally empowered to increase its debt tax rate to generate whatever amount is necessary to pay for voter authorized bonded debt. It would take a tax rate increase of about $0.0000062 (slightly less than one penny per hundred thousand dollars of taxable value) to make up the loss. A taxpayer with a $200,000 taxable home would pay about 1 cent more in tax if the district raised its debt rate sufficient to cover this loss. Lastly, any new Freeport goods that are brought into the district would automatically be exempt from tax, and would therefore never add to the tax base. The district would experience neither increased revenue nor recapture expense for any new Freeport goods relocated to the district. I hope this answers your questions concerning the impact of Freeport exemptions on Carroll ISD. If you have any questions, please feel free to contact me at (512) 463-8994. Sincerely, Joe Wisnoski, Deputy Associate Commissioner for School Finance and Fiscal Analysis Request for CISD adoption of Freeport Exemption - Draft: June 15, 2004 - Page 5 of 7 T-7 Exhibit `A' Southeast Southlake Trammel Crow Tract and School District Boundaries Request for CISD adoption of Freeport Exemption - Draft: June 15, 2004 - Page 6 of 7 T-8 Exhibit `B' Southeast Southlake Trammel Crow Potential Development ..��,x.... ...:kf ..:' _'. �. ._ � a.: ...... ..< ,+..._ .... , �... :... �,._.. �. u�.?L<es.^Mx--,:. -• ...;y,'. �oz ..a :. a< ... a. ....._ .. .bxy:.xt'�'afr)diP:2YX�. �?d.KArsec:aatn IN e r � 20 Request for CISD adoption of Freeport Exemption - Draft: June 15, 2004 - Page 7 of 7 T-9 n in Q U OF U ct ct WJ O ct 4� C] U i U ct 4> ct ct 4� ct O O O M C] U w ct ct ct c� ct O 6 u O ■❑ 1=' 0 Q W w T-9A Ell City of Southlake Department of Economic Development Programs Summary June 8, 2004 Mission The Department of Economic Development's mission is to help create a diversified, vibrant and sustainable economy through attraction and support of business enterprises meeting the vision and standards desired by City leaders. Goals • Provide desirable services for residents of the City. • Develop and implement programs to retain and support existing businesses. • Develop and implement programs to attract desired businesses. • Develop and implement programs marketing the City. • Develop and maintain accurate data and resources necessary to attract and support businesses and for utilization by other City departments. • Encourage, develop and nurture an environment receptive to appropriate business development. Department of Economic Development Department of Economic Development 1400 Main Street, Suite 300 Southlake, Texas 76092 (817) 481-1686 econdev@ci.southlake.tx.us www.southlakesites.com T-10 City of Southlake Department of Economic Development Programs Summary 1. OVERVIEW A. Budget: The Department of Economic Development has an approved budget of $296,545 for FY 03-04. B. Staffing: Staffing for the department currently includes Greg Last, Director, Stefanie Wagoner, Specialist, and Valerie Malta, Administrative Secretary. C. Mission: The current mission statement for the department is the following. The Department of Economic Development's mission is to help create a diversified, vibrant and sustainable economy through attraction and support of business enterprises meeting the vision and standards desired by City leaders. D. Goals: The following goals are currently pursued by the Department. • Provide desirable services for residents of the City. • Develop and implement programs to retain and support existing businesses. • Develop and implement programs to attract desired businesses. • Develop and implement programs marketing the City. • Develop and maintain accurate data and resources necessary to attract and support businesses and for utilization by other City departments. • Encourage, develop and nurture an environment receptive to appropriate business development. E. Programs: The following programs are more fully described herein. • Business Retention and Expansion: Programs intended to enhance, support and retain existing businesses in the City. • Marketing, Promoting and Business Attraction: Programs intended to promote overall awareness of the City and attract desired businesses. • Resource Development & Maintenance: The development and maintenance of various resources needed to implement economic development programs or to respond to community requests for information. • Community Support & Interaction: Programs intended to support the community through presentations, briefings or as requested. • Financial Analysis & Support: Development of tools necessary to evaluate various financial aspects of proposed or existing developments and to represent the financial picture of the City to outside parties. 2. BUSINESS RETENTION AND EXPANSION A. Introduction: Several economic development publications cite research that notes the best return for every dollar of economic development effort is in business retention rather than other areas. Although Southlake historically has (W been a fast-growing community, it is increasingly more important that we support and retain the businesses that are currently established in the City. Department of Economic Development - Programs Summary - June 8, 2004 - Page 1 of 6 T-11 on B. Purpose: Following are some of the purposes for programs in this category. • Maintain the current non-residential tax base. • Support businesses in the City so that they are prosperous and have good will towards the City. • Encourage growth of the existing businesses and expansion within the City. C. Programs: Following are some of the business retention programs. • The Shopping & Restaurant Guide is used to increase patronage of Southlake retail businesses and restaurants. Distribution is both local and in area hotels. • Resources for Retention: Shopping & Restaurant Guide, Business Development Guide, Existing Business Database. • Local Business Report at the beginning of Council Meetings. Once a month allow 2-3 minutes for a local business to market their business. 3. MARKETING, PROMOTION AND BUSINESS ATTRACTION A. Introduction: A very important component in a growing city is the general marketing and attraction of businesses suited to the city, particularly those that generate significant tax revenues for the city. Persistent marketing raises exposure and increases potential leads. B. Purpose: Following are some of the purposes for programs in this category. • Increase the non-residential tax base in the City. • Provide a diversity of tax base generators across various types of land uses. • Fulfill long-term aspirations for types of developments throughout the City. • Job creation in the City. • Over the long-term, create a city where people both live and work, thereby reducing commutes, more closely aligning business and residential interests, and creating higher quality of life. • Promote the general public's impression of the City. • Raise the awareness of the City with brokers, developers and corporate real estate managers, particularly as it relates to undeveloped land opportunities. C. Programs: Following are some of the programs intended to aid in business attraction. • Commercial Developer's Roundtable, a roundtable meeting held once a year to provide information to commercial brokers and developers and to discuss any topics of mutual interest to the group. • Broker -Net Internet Communication: An Internet based communication program that allows immediate connection of prospects with brokers and developers active in the Southlake market. • Restaurant Survey & Report: A comprehensive survey on dining habits and desires accompanied by demographic data on Southlake residents. The Report is used to attract desired restaurants. • Resources for Attraction: E.D. Website Information, Fast Facts, Community Profile, Project Profiles, Site Availability Guide, Traffic Count Report, Existing Business Database, Business Development Guide. Department of Economic Development - Programs Summary - June 8, 2004 - Page 2 of 6 T-12 • Print Advertising: Includes regular appearances in the Dallas Business Journal, periodic appearances in industry publication such as the Fort Worth Business Press, Site Selection Magazine, Plants Sites and Parks, Greater Dallas Office Guide, Blacks Guide SH 114 Map. • PowerPoint Slide Presentations: A 60-slide presentation has been developed providing an overview of various aspects of the City. • Trade Shows: to include: - Local: Southlake Chamber Business Expo: Periodically we attend in support of chamber functions. - Regional: North Texas Commercial Association of Realtors (NTCAR): We man a booth at their annual event in Dallas. Heart of North Texas Conference. Periodically attend conference when it is offered. - National: Corporate Real Estate Network (CoreNet): Served as booth exhibitor at national trade show in Atlanta, Georgia. SIOR (Society of Industrial and Office Realtors): Manned a booth at the national conference in Dallas. - Under Review: International Council of Shopping Centers (ICSC), and Society of Commercial Realtors (SCR) 4. RESOURCE DEVELOPMENT & MAINTENANCE A. Introduction: Economic Development staff maintains and provides a variety of information for the various entities requesting information on the City. Examples of entities requesting information include prospective businesses, existing businesses, media, development community (brokers, developers, investors, consultants; researchers), chamber of commerce, utilities, residents, and staff. B. Purpose: Following are some of the purposes for work efforts in this category. • Respond to the public's request for various types of information. • Adequately respond to prospect's requests to aid in their evaluation of the opportunities in Southlake. • Support business retention and attraction programs. C. Programs: Following are programs for resource development and maintenance. • Econ. Dev. Website Information: Most every document and resource we maintain is posted on the Economic Development portion of the city's website. • Fast Facts: Very brief overview of the City. It also ensures more accurate City information throughout all secondary information sources. • Community Profile: A detailed summary of City information. Topics covered include: City Administration, Demographics, Development Resources, Education, Housing, Labor, Quality of Life, Transportation, and Utilities. • Project Profiles: A detailed summary of major development projects in the City. Used extensively to provide information to the media, bankers, prospects and citizens. • Traffic Count Report: Prepared by Planning, this annual document is requested frequently by commercial prospects evaluating various sites. Department of Economic Development - Programs Summary - June 8, 2004 - Page 3 of 6 T-13 • Site Guide: A detailed database of all non-residential land available for sale or Vftw lease in the City. Provides for hyperlinks to brokers sales flyers. Used extensively to provide prospects information on available land sites. • New Business Guide: A guide distributed to new or potential businesses to help them in starting their business. • Trade Show Flyer: Our primary trade show marketing piece showing an aerial of the region and including many web site addresses. • Commercial Development Summary: A spreadsheet summarizing all commercial developments in the City. Used as a reference and support document for bond rating presentations. • Existing Business Database: A detailed database of all businesses currently in the City. Recent web site functionality allows searching for city businesses. • General Contacts Database: A significant database of all contacts associated with the City. Used extensively on a daily basis for multiple reasons. (e.g. to develop development contact lists for significant projects, to send Fast Facts updates to all many organizations who maintain information on cities, etc.) • Building Permit Report: A spreadsheet of businesses that have applied for a permit for new construction or renovations. • Residential Relocation Report: A summary report on various aspects of housing in Southlake, as well as area school districts and day care. • Southlake Census Report: Highlights Census information pertaining to Southlake. • SH 114 Data Summary: An 8-city summary of census data for our region. RESOURCE UTILIZATION MATRIX Legend: ° P = Primary Use S = Secondary Use ° v°' U C7 o c ,o o •� •o o •o o c Resource rxw a QO ¢O ¢ ¢V. o U w Economic Development Website P P P P P P P P P Fast Facts S S S S S S P P Community Profile S P P S S P P Project Profiles S P P P P S P Traffic Count Report S S P S P S S Site Guide P P P P P P S New Business Guide S P S P P S S S Trade Show Flyer P P P P P S S Commercial Development Summary S S S S S S P S Existing Business Database P P P P P S P S P Contacts Database P P P P P P S P Building Permit Report P P S S S S S S Residential Relocation Report P P P P P S S S S Southlake Census Report S P P P P P S S P SH 114 Data Summary S P P P P S S S P Department of Economic Development - Programs Summary - June 8, 2004 - Page 4 of 6 T-14 0 5. COMMUNITY SUPPORT & INTERACTION A. Introduction: An important aspect of economic development and growth in the community is the ability to support community events and desires for information. B. Purpose: Following are some of the purposes for work efforts in this category: • Maintain a Southlake presence at multi -city organizations. • Provide timely and accurate information for media contacts for further dissemination to residents and other interested parties. • Support the Chamber of Commerce and other organizations who provide services to the business community. • Support businesses with presentations as requested. C. ProLyrams: Following are some of the programs intended to aid in community support. • Metroport Cities Partnership: An organization of several area cities and school districts with the goal of overall area economic growth and the advocacy of transportation improvements in our region. • Chamber of Commerce: Director Last attends all COC board meetings on behalf of the City. The E.D. Department prepares a COC Report that is distributed to the COC Board, City Council, Planning and Zoning Commission, SPIN Standing Committee and CISD Board. • News Releases and Media Packets: We periodically prepare news releases to develop interest in the City and to provide accurate information to media members for use in their articles. • Leadership Southlake: Staff has taken an active role in coordinating speakers, organizing both city bus tours and city facility tours, and generally assisting the Chamber with the Leadership Southlake program. • Community Presentations: Various PowerPoint presentations given to business, civic or citizen groups when requested. (e.g. Southlake Executive Forum, High School Classes etc.) 6. FINANCIAL ANALYSIS & SUPPORT A. Introduction: Economic development in the City is clearly intended to enhance and support the financial health of the City. Understanding the financial impacts of new and existing developments is critical. B. Purpose: Following are some of the purposes for work efforts in this category: • Provide assistance and timely data to Finance to aid in budget preparation and analysis. • Provide estimates of a proposed development's tax revenue to City Council. • Support the City's credit rating presentations. C. Programs: Following are some of the programs related to financial analysis. • Tax Revenue Estimation Spreadsheet: A spreadsheet developed to estimate the tax revenues from a commercial development that will be received by all local jurisdictions. Department of Economic Development - Programs Summary June 8, 2004 - Page 5 of 6 T-15 • Credit Rating Presentations: Active role in coordinating and participating in credit rating presentations. ter.- • Tax Revenue Estimation for Various Development Types: A spreadsheet that calculates a typical tax revenue per acre for various types of developments. • Fee Schedule Spreadsheet: A spreadsheet that allows a prospect or developer to enter criteria and obtain an estimate of all city development fees. U41 .. Department of Economic Development - Programs Summary - June 8, 2004 - Page 6 of 6 T-16 City of Southlake, Texas MEMORANDUM May 3, 2004 TO: Billy Campbell, City Manager FROM: Rick Black, Director of Public Safety (Ext. 2421) SUBJECT: Council review and consideration of a City Charter amendment. Action Requested: Consider the suggested City Charter amendment and discuss the timing of the next appropriate election. Background Information: Chapter 1, section 1.16 describes the Department of Public Safety, however, amendments are necessary to adequately reflect the title and responsibility of the fire services division of the Department of Public Safety. Subsection (1) refers to the Division of Fire Services as the "fire protection division". This does not adequately reflect the title as it pertains to its mission. Staff recommends amending the title to reflect "fire services division." Additionally, the description is out of date and is in need of amending. The suggested language is as follows; "to provide for protection against and response to fire, medical emergencies, injured persons, hazardous materials and any other emergency whereby property or life is being threatened or damaged." In speaking with the City Secretary the following dates are available for a municipality to hold an election in 2004: May 15, September 11, and November 2. Financial Considerations: If an election is called for this item alone, the cost is estimated to be $10,000. If the election is shared with another entity, then the cost is reduced by approximately $2,500. Financial Impact: $7,500 to $10,000 would need to be budgeted for by the City Secretaries office for general fund expenditure. Citizen Input/ Board Review: N/A Legal Review: N/A Alternatives: Alternatives that exist are; (1) Delay calling an election until more amendments are needed. (2) Seek out "sharing" the election with another entity, thereby reducing the cost. T-17 Billy Campbell April 2, 2004 Page 2 Supporting Documents: N/A Staff Recommendation: Staff recommends that council discuss this issue at the June Retreat and develop consensus on the plan for execution. RB/rb T-18 iETS,• 1 • G�RAGT�IC �LEVATIGN Improving Emergency Service Delivery without Increasing Direct Cost to Residents DOCUMENT REVISED JUNE 17, 2004 T-19 The long term Strategic Plan for the Southlake Department of Public Safety anticipates a community build -out of approximately 30,000 night time population and a daytime working population at approximately 40,000. At build out, and depending on the age of the community, the risk that is contained with the community and the age of the community, we can anticipate the community containing seven patrol districts each staffed by one patrol officer and patrol vehicle, three strategically located fixed facilities that allow emergency response time to achieve a goal of five minutes or less, 90% of the time and a personnel build out of 96 police officers and firefighters, the majority being cross trained Public Safety Officers (PSO's). These factors are the basis of the Crime Control and Prevention District Board's planning efforts. The North Facility is conceptually planned as a Department of Public Safety headquarters, housing DPS Administration, police and fire operations and other critical functions such as the holding facility, emergency dispatch center, emergency operations center, and criminal investigations. The current DPS facility, located at 667 N. Carroll, was built in 1956 and is inadequate in both space and layout. The current size and design prevents optimum performance from the employees of the department. The antiquated holding facility and lack of a secure juvenile holding facility continue to be of high concern. While it was constructed well for the period when it was built, it was constructed in stages spanning many years. Fire Operations continues to operate in very cramped quarters making quick turnout time (responding out of the station) difficult. Current operations of both Police and Fire Services are hindered by the design. T-20 DPS Administration DPS Administration currently consists of nine personnel who provide leadership and support to the entire department of public safety consisting of police services, fire services, building services and support services. The Director of Public Safety is responsible for the overall leadership, direction and operation of public safety (police, fire, buildings and support divisions). The Chief of Police Services, Chief of Fire Services and Chief of Administrative Services serve as deputy directors and are responsible for the management and operations within their respective divisions. The DPS Administrative Secretary, Records and Budget Administrator and Office assistant provides the overall administrative and clerical assistance needed by the department of public safety. The Professional Standards Coordinator is responsible for the oversight of accreditation standards, hiring/promotional processes and internal affairs investigations within the Southlake Department of Public Safety. The Training Coordinator is responsible for the training, education, career development and maintenance of licenses/certifications for all personnel in the Department of Public Safety. Current offices for eight of these staff members are in the building at 667 N. Carroll. Direct access by the Director of Public Safety to the Deputy Director's is hindered by building design. Direct access by the Chief of Police and Chief of Fire to their operational managers is hindered by building design. The one conference room available currently doubles as a police patrol briefing room and a conference (meeting) room. Anytime a meeting is conducted with outside personnel, effort is required to "remove from vie\&P the confidential police information on the bulletin boards used by officers during briefing time. All of the DPS Administrative staff at 667 N. Carroll will move to the north facility and an efficient administrative office layout will be designed including easy citizen access. East Facility Administrative Areas T-21 • • C Police Operations Police Operations currently consist of Field Operations and Investigations. Field Operations includes patrol and traffic as well as the animal control function. The patrol function currently operates out of 667 N. Carroll. Police Officers meet here for briefing before each shift, get their vehicles and equipment, and operate out of the facility all day. While most of their time is spent in the field, each of the three facilities provided a significant support function to the officers in their districts. This includes a report writing area, weapons and equipment storage, access to reports, forms and publications for distribution, a training area, and locker room. Our current facility has a closet in the kitchen for weapons storage, a locked cabinet in the public hallway for ammunition storage, a 12 x 16 room in the metal shed out back as a male locker room for 42 officers, and female lockers are in the upstairs hallway with access to a restroom for changing. There are additional critical needs for secure areas such as an armory for storage and repair of weapons, room for storage of uniforms and equipment, and a radio storage room. Patrol Supervisors consist of a Field p Operations Lieutenant, - four Sergeants, and four _ Corporals. These supervisors need office space for proper administration of their responsibilities. Currently the four patrol Sergeants and four Corporals share an office. While few of these supervisors are on duty at any one time, some level of privacy is needed when reviewing or counseling a subordinate officer regarding their performance or conducting internal investigations. Traffic officers currently operate out of the West Facility. Traffic currently has one Sergeant, one Corporal, and seven motor officers. The current area for motorcycle storage at the West facility is sufficient for eight motorcycles while still leaving room for proper use of the DWI operations. A critical need for the North Facility is related to Me Criminal Investigations Section. Criminal Investigations currently has four detectives housed in a 12 x 20 room on the second floor at 667 N. Carroll. Many times these detectives are on the telephone at the same time and the close quarters reduce their efficiency. There are no adequate interview rooms or storage space for crime scene equipment or supplies. The room currently used for interviews of victims, witnesses and suspects is also the CID library, file room, fax room, and non -secure juvenile holding room. To adequately perform Criminal Investigations today, several additional interview rooms for victims or suspects, as well as office and storage space is needed. An additional critical need for the North Facility is related to the holding facility. The current facility consists t of a three cell holding facility with two bunks in each cell. It was built for a much smaller city and at a time when State jail standards did not exist as they do today. While cameras and speakers have been added to monitor the prisoners, officers must still make routine checks of the jail frequently. There is inadequate space to properly process and segregate prisoners and on several occasions surrounding agencies have been used for emergency jail space. We have recently implemented jail capacity management plans which prohibit arrests on T-22 0 • 0 Southlake warrants and not confirming Southlake warrants when the holding facility is at capacity. Clearly, the city is in need of a larger and more manageable holding facility. A related issue is the lack of any secure juvenile holding area. By State law, juveniles must beI separated from adult prisoners by sight and sound. That means they have to have separate entrance and exits, separate holding areas, and cannot come into contact with adult prisoners. We currently have no secure facility for juveniles and if they are arrested for criminal offenses, they must remain handcuffed and in the presence of an officer for up to six hours before they are transported to the Juvenile Detention facility in Fort Worth. A secure juvenile holding facility is planned for the north facility to more effectively meet the requirements of state law. The Property Room is managed in the Criminal Investigation Division. The east facility property room is extremely small. This system requires the Property Officer to leave the building frequently to drive to the West Facility to obtain property for release, transfer, or disposal. An additional property room with an area for property release to citizens is planned for the North Facility. The Property Officer (Operational Services Assistant) will move to the North Facility when completed. T-23 Fire Operations Fire operations currently consist of fire suppression and fire prevention. Fire suppression personnel includes firefighter/paramedics who respond to all emergencies within the city. Personnel are currently housed at the east and west facility. A minimum of eight firefighters are available in the city for 24 hour emergency response. Fire Prevention includes a Fire Marshal and a Fire Inspector. These personnel are housed at the east Facility, in the same office. One paramedic engine and one ambulance work out of the east Facility and one paramedic engine runs out of the west facility. A backup ambulance unit is housed at the west facility and is operated when staffing permits. Most areas of the City, with the exception of the far north, are within the five-minute response time travel distance from the two existing stations. An additional station at the North Facility will place over 95% of the city within that response Fire Operations — East Facility time distance. Currently the vast majority of fire and EMS calls are from areas along 1709 allowing a quick response from the current facilities. Construction plans for the North Facility includes a fire and EMS operation however, current demands in that area does not require immediate full-time staffing of the North Facility. As Highway 114 is completed and new residential and business development emerges, this demand will grow to our North. Because of the cost savings in simultaneous construction, the fire and EMS facility components should be constructed as part of the north facility for future use. As demand increases over future years and as the City is able to support the additional operational cost, a Paramedic Engine can be added to provide both fire and Advanced Life Support to the north end of the City. An additional ambulance could be added even later when the demand justifies its expense. Fire Operations — East Facility T-24 Training and Community Room At least one classroom/community room is currently planned for the north facility. While the Training Coordinator offices at the West Facility, there is a need for training facilities at every station. These rooms are necessary to provide on -site in-service training for personnel assigned to that station. It also allows for the use of the facility by members of the community for meeting and other activities. Police Services currently rents the DFW Airport Firearms Training Center for at least two days each quarter and hourly at other times to keep all personnel adequately trained and qualified with their firearms. This rental typically exceeds $9,000 per year. Consideration is being given to including underground, open-air firearms training center on site for officer's use. Not only would this eliminate the rental but also would reduce the overtime and lost time wasted by officers going to and from the DFW range. There is also the possibility of income from the rental of the range to other local agencies when we are not using it. Also under consideration is a police vehicle driving track to provide officers with necessary driving skills training on a more regular basis. Currently officers are assigned to the EVOC (Emergency Vehicle Operations Course) every three years. Because of the lack of facilities the regional EVOC training classes are usually delayed and attendance restricted. Having a driving track would allow more extensive and more frequent training in this critical area of job performance. The same track would also be used by fire services in training on their equipment. Fire Services is also in need of an on -site training facility. The building of a tower and fire simulation facility would greatly improve the preparedness of our Fire Services staff. Training Room — East Facility T-25 Emergency Operations Center The City of Southlake currently has no Emergency Operations Center designed to run the city in the event of a major disaster. The East Facility training room (old Council Chambers) has been wired to work as a makeshift EOC should the need arise. The age of the building as well as the non - reinforced glass at one end of the room makes this location vulnerable to natural disasters. The necessary equipment for the operation of this facility must be physically brought into the EOC each time it is activated. I A new "hardened" EOC would be constructed at the north facility. No personnel are permanently assigned to this area but representatives from all City and utility companies assign personnel when an emergency occurs. 05 05/2003 Conference/Briefing/EOC Room — East Facility T-26 Emergency 911 (Communications) Call DPS has just completed the electronic upgrading of the current 911 Call Center at 667 N. Carroll. While it is electronically efficient, it is still housed in an antiquated facility that detracts for efficient operation and safety. Typically there are two or three Communicators on duty at all times and noise levels from within the room often make hearing the radio or 911 calls difficult. The dark and cramped offices have a negative impact on employees and hinder efficient operations. Dispatch — East Facility A new "hardened" 911 Call Center would be constructed in the North Facility. The construction method used in this area would be modular to allow easy interior redesign. In this manner the area would continue to serve this community through the next century. There are currently 12 Communicators and one Communications Supervisor assigned to the 911 Call Center. All of these personnel would move to the North Facility and the current 911 Call Center would be abandoned. T-27 E Cost Implications While funding for the construction of the North Facility is provided by the Crime Control and Prevention District, the operation of the facility and personnel assigned there comes from the City of Southlake General Fund. While the North Facility is planned to be a larger facility than the current property on N. Carroll, the current headquarters is expensive to maintain. The facility, in addition to being inadequate for optimum operations, is old and in need of frequent expensive HVAC, electrical, and plumbing repairs. Building the North Facility, while larger, will include significant energy conservation measures not present in the current facility. In addition it will eliminate Below is a cost breakdown of this project. the monthly rental of storage space for records and possibly reduce the training costs associated with the DFW Firearms center. It is anticipated that no additional personnel will be needed at the time the facility opens. As the holding facility population increases, there will be a need for dedicated staff to monitor that operation and the prisoners. Staffing of this detention position is needed now and is independent of the actual opening of the North Facility. Firefighters needed to staff the additional Paramedic Engine and Medic Unit are not needed until the demand increases and the City is in a financial position to fill the need. Fiscal Year CCPD CIP CCPD Operations General Fund 1,431, 000 0 0 7,000,000 1,000,000 70,000 5,000,000 0 210,000 0 0 210,000 0 0 210,000 Note: The $210,000 per year general fund is the estimated maintenance cost based on industry standards. Energy efficient construction is anticipated to reduce these costs significantly. No future personnel costs are predicted as they are independent of the operation of the facility. T-28 Impact on West DPS Operation The DPS West facility continues to provide operational support for Public Safety, especially with the opening of the North facility. The West facility was built to provide public safety support for the western portions of the city and will continue to do so. The Department's Community Services Officer (CSO) will continue to office at the West facility and provide crime prevention and community services activities from that location. Residents will be able to come to the station to make reports and request records and reports. The Traffic Section (motors), which now offices at West facility will move it's offices to the North facility to improve operational relationships and communication with other parts of Police Services. However, the West facility will remain a satellite office for Traffic Investigators who need to complete accident reports and complete reconstruction supplements for offense and accident reports. The West facility will become the field office for Patrol Districts 2 and 3, providing offices, equipment and computer access for field officers working the two western districts of the city. To reduce response times to calls at our shift changeover times, officers will pick up their vehicles, prepare their equipment and attend briefing at the West Facility. The Patrol Sergeant will conduct all patrol briefings for all three facilities via video conference. This improves public safety level of service to the community. Should a call come in during briefing, officers will be able to arrive much more quickly then if all officers attended briefing at North. School Resource Officers currently have small offices in "4 the schools and; , spend most of their day inside the schools. These officers will have expanded roles in future years as "full service" juvenile officers and will need office space away from the schools to properly conduct investigations. The holding facility at West serves as both a supplemental holding facility for adult offenders and our primary juvenile holding facility. This will be especially beneficial with the expanded roles of the juvenile investigators. Also, in many cases, a police informant does not want to be seen speaking to police. Detectives, who office at the new North facility, will meet informants in the secure area of West station and utilized the secure interrogation room in the holding facility to conduct covert meetings. The West facility currently houses an evidence processing facility and property room. While the new North facility will have an evidence processing lab, expanded due to new technology and processing methods, we will still utilize the West processing lab for large incidents and for long term holding of criminal evidence. New records and evidence holding requirements, some as long as 99 years for homicide and DNA evidence, make long term holding a necessity. Utilization of the West facility evidence and property room for this long term holding negates the need for a much larger property room at the new North facility. Officers can also deposit evidence at West without having to travel all the way to the main headquarters station. The Property Officer would make routine pickups and process the property as needed. New programs such as the DPS Explorer Program and the Citizens on Patrol Program will also move to the West Station for convenience to the citizens and volunteers. T-29 • Impact on East DPS Operation Initially Building Services and East District Fire Services will remain in the current East facility at 667 N. Carroll Avenue. Offices vacated by Police Services, and DPS administration will be utilized by Building Services allowing them to discontinue use of portable buildings and thereby cut extensive maintenance costs. The East DPS facility will eventually move to a new facility to be built ideally near the Southwest corner of Carroll Avenue and Southlake Boulevard. Funds for this facility are included in the CCPD CIP. Once built, this facility will also be a Police Service Patrol District Office for the East Patrol District and Town Square areas. It will have similar walk in police services and field and investigative support facilities as offered at the West facility. East Facility T-30 Current Status of North DIPS Construction The current process of building the North Facility began in December 1998 with the purchase of the land on the Northeast comer of North White Chapel and Dove Road. The West facility was the most pressing due to the growth of the city to the West and the number of police and fire calls in the western portions of the city. Just as the West was completed and opened, the Crime Control Board began planning for the construction of the North Facility. In 2001, the 77'h Legislature approved Senate Bill 510 that allowed alternative construction methods other than the traditional design -bid - build method. This bill allowed municipalities to choose among several methods including the traditional method, construction manager at risk, and design —build. The law allows municipalities to choose the method of best value to the city. The Crime Control and Prevention District Board began discussion and study of these methods in May of 2002. After the Reauthorization of the District in May, 2002, the Board proceeded with construction planning for the North Facility. After lengthy study and discussion, the Board determined that Construction Manager Agent would be the method of best value for the city in constructing the North facility. In December 2003, staff issued an RFQ for architectural services for the North site. Numerous firms responded and after thorough review of the proposals and interviews conducted before the entire board, RPGA of Fort Worth was selected and recommended to Council. In May 2004, the City Council approved RPGA as the architects for the North Facility. The projected timeline for completion of the North Facility from this point forward is: May 2004 Architect releases RFQ for Construction Manager Agent June 2004 Construction Manager Agent selected and recommended to City Council June 2004 Facility Needs Analysis begins July 2004 Facility design begins October 2004 Facility design complete January 2005 Groundbreaking August 2006 Move In T-31 Summary The Crime Control and Prevention District has adopted a CIP that approves the funding for the construction of this facility in FY 2004- 2005. Opening of this facility is scheduled for August, 2006. At that time, the general fund would become responsible for the maintenance cost of that facility. Currently, the general fund is not capable of supporting the additional firefighter/ paramedics. Critical needs exist within both Police and Support operations for a new facility as soon as possible. An updated holding facility, interview and interrogation facilities, proper and secure storage for both property and critical response equipment, and workable office space for the 911 Call Center and Police Criminal Investigations is needed today. Emergency Operations Center would also be built into the facility to ensure continuous operation of the city government during an emergency. Improvements in these facilities are needed now to reduce liability and improve operational effectiveness. Given the Crime Control District budget projections, a DPS North Facility can be 'Mth an eye to the future GaWRPr''EF t=iEWTtCfi1 constructed today, including the necessary fire and EMS operational portions of the building. Building all portions of the facility at once will allow the city to take advantage of cost savings. Staff from the current East Facility and DPS administration personnel would move their offices to the North Facility thereby enhancing both productivity, services and reducing the liability existent in the current facility. And clearly the City of Southlake General Fund budget will not support the addition of fire or EMS services personnel for this facility over the next couple of years. However, the DPS Administrative and Support personnel as well as the Police Services personnel planned for this facility already exist and currently office at the current East Facility. The only exception is the need for at least one jailer position which is needed regardless of the opening of the North Facility to ensure proper operation and maintenance of the holding facility. T-32 City of Southlake, Texas MEMORANDUM June 11, 2004 TO: Billy Campbell, City Manager FROM: Kevin Hugman, Director of Human Resources (xl952) SUBJECT: Personnel Budget Considerations for FY 2004-05 Action Requested: No action is requested by City Council at this time. This information is being provided as preliminary considerations only. Background Information: Municipal services are by nature, labor intensive. As such, a large portion of the City's operating budget (approximately 70%) is related directly to personnel costs. The City pays wages to 230+ full-time employees, as well as providing employee benefits such as vacation, sick leave, health and dental insurance, long-term disability and life insurance, worker's compensation, accidental death and dismemberment, retirement costs, etc. By far though, the two largest components of personnel costs are (1) wages, and (2) health insurance costs. As we prepare the Fiscal Year 2004-05 budget, staff will review the following items for feasibility of inclusion: Request for Additional Personnel: Staff anticipates adding some personnel positions to the upcoming budget. These positions will mainly be in the areas of public works operations (water utilities and street maintenance) and parks maintenance. As demand for services increases in these areas, as well as the addition of facilities and infrastructure, it becomes necessary to increase staff to maintain these operations. We will also look at the possibility of adding an Administrative Secretary position for the Finance Department since this department has essentially no administrative/clerical support of its own. Pay Plan Review and Enhancement: During the current budget year, we were able to adjust many of our pay plan positions based on a market survey of our benchmark cities. The market adjustment for FY 2003-04 was based on a 50"' percentile ranking. Prior to this year, the last time we had adjusted the pay plan was in 1999, at which time positions were adjusted to the 75' percentile. We have again undertaken a pay plan survey and will look at the feasibility of adjusting all positions to the 60`h percentile - which is the benchmark that the original pay plan was developed in 1997. Health Insurance Increases: We have not yet received our rate renewals from Aetna, our medical and dental insurance provider. Currently, medical insurance coverage (employee coverage + portion of dependent coverage) T-33 Billy Campbell, City Manager June 11, 2004 Page 2 costs the City approximately $54,210 per month, with employees paying an Ir.• additional $27,255 per month in premiums. This equates to a total annual cost for medical insurance of approximately $980,000. Anticipating a rate increase of 15 % (a recent national survey showed an average increase offered by insurers of 13.7 %), staff will review various options available to reduce the impact as much as possible to employees. If the City does not absorb any of the increase in dependent coverage, those employees with dependent coverage, could see a significant decrease in their monthly take-home pay. As always, health insurance coverage remains a significant concern for many employees and employers. Financial Considerations: At this time, we are unable to estimate the budget impact of these issues, but will be prepared to discuss our recommendations at the time the budget is submitted by the City Manager. Citizen Input/ Board Review: Not Applicable. Legal Review: Not Applicable. Alternatives: Input as desired by Council. Supporting Documents: None Staff Recommendation: Staff is presenting this information to City Council only as issues we will be considering as we prepare the Fiscal Year 2004-05 budget. '%W T-34 City Council 2OO4 June Retreat Discussion Summary (Includes GL, SKY, SW, MJ notes) General Discussion Topics Economic Development Incentives • Director Last led a discussion regarding the Southlake economic market, looked at a list of potential incentives, and discussed the most recently adopted tax abatement policy. --------------------------------- Staff Observations / Understandings ------------------------- o Council directed staff to proceed with an update of the Tax Abatement Policy, particularly looking at reducing the employee minimum from 500 to 100 or thereabout. o GL suggested an option that might allow a lower employment threshold if the average wages were higher than the policy's $40,000/year or values were higher than normal. o Council indicated they wanted to continue to review on a case by case basis. o Look to encourage those entrepreneurial types who live in Southlake to relocate their business to Southlake, market to ourselves. Southlake Sidewalk Sale • Director Last briefed the Council on a potential new program called the Southlake Sidewalk Sale, basically a single -day event that allowed display and sale of merchandise outside the stores. • Process for approval still undetermined, just feeling for CC receptivity of the idea. •--------------------------- Staff Observations / Understandings -------------------------------- o Council was receptive and supportive of the idea. Potentially could be longer than a single day. o Next step is Planning identifying all the issues and roadblocks, discussion with legal staff (e.g. mass gathering) o ED staff will carry ball on procedures necessary to grant approval. Sharing Council Vision with Boards & Commissions • During various discussions Council mentioned that they would like to better communicate their desires and visions to appointed board members. --------------------------------- Staff Observations / Understandings ---------------------------------- o Need to revitalize the role of SPIN. o Potential ideas included inviting board members to next year's Council retreat after the appointments had been made. Also might consider a joint CC/PZ meeting. Maybe a "Charette" of some kind. o Need to maintain opportunities for citizen input. o Need to determine Council's direction and philosophy. City Council 2004 June Retreat - Discussion Summary - Draft: June 25, 2004 - Page 1 of 13 Development Sites Discussion Mesco Site • Director Last led a discussion of the Mesco site and surrounding sites. • He noted the difficulty in communicating with the Mesco representative but that they did have a desire to sell the property. They are not represented by a dedicated broker. Their past broker was strong in industrial but not retail. • There are several adjacent out -parcels with different owners in this area. • He also mentioned the Public Works estimates of $1,500,000 for constructing the full section of Kimball Avenue, and approximately $900,000 for boxing in the drainage ditch crossing through the site. ---------------------------- Staff Observations / Understandings----------------------------- o Council desires to encourage a master -planned approach to development on these properties to the extent possible. Lots 3, 4, 6, & 7 need to be considered as part of the big picture. o General agreement that a big retailer would be preferred on the site. Wanted to make sure Target was no longer an opportunity and general discussion concurred that it was not a viable option at this time. o Opinions expressed that SL would need to advance funds to stimulate development on this site. Council is more receptive to helping with the costs of Kimball Avenue rather City Council 2004 June Retreat - Discussion Summary - Draft: June 25, 2004 - Page 2 of 13 than the drainage ditch because it would be of benefit to many residents as well. Might be able to look at phased construction by doing the west half first. o Council directed staff to look at roadway improvements to N. Kimball as a part of an overall development plan for Mesco. o Suggested using ditch as open amenity similar to what was done adjacent to Sonic on Davis @ FM1709. o Discussion regarding likelihood that residential properties to the west would not sell at reasonable price and not be included in the planned development. City Council 2004 June Retreat - Discussion Summary - Draft: June 25, 2004 - Page 3 of 13 Flea -Market Site • Director Last led a discussion of this site and surrounding sites. Many complexities of land use and adjacencies in this area. This is not a "going -home" corner so less interest from grocers. • Clariden School owns site #2 and is a seller but maybe at a price higher than market will allow. • Site #1 is the People's site, currently zoned C-3 for commercial uses. • Site #3 is the Murphy residence and they own site #5 as well. • Site #7 is the Brightbill property, a long-time landowner in Southlake. He is apparently having discussions with Planning regarding the possibility of half -acre residential on the SW portion of his site and office along the SH 114 frontage. --------------------------------- Staff Observations / Understandings -------------------------------- o Council's desire is to encourage a master -planned approach to development on these properties to the extent possible. Sites 1 & 2 should be combined. o This could include 3, 4, 5 & 6 to make it a full access site. (CLARIFY) o Needs to be complimentary to Aventerra if possible. o Advanced recognition that opposition to development will be heard from nearby residential property owners. City Council 2004 June Retreat - Discussion Summary - Draft: June 25, 2004 - Page 4 of 13 o Some hesitancy to suggest uses until 2025 recommendation comes forward. Likely sites 1 &2 should be commercial and not include industrial uses. Recognition that this area is not as easy as Mesco and will require more discussion. o Recognition that 20,000 SF residential on parts of site #7 will just create future opposition to development on the remainder of the properties. Mixed views on residential along the highland segment, maybe a PUD approach? (Potentially a new land use category with LUP could help?) City Council 2004 June Retreat - Discussion Summary - Draft: June 25, 2004 - Page 5 of 13 Davis Blvd Sites • Director Last led a discussion of this site and surrounding sites. The 1995 Corridor Study suggested that this area be a business services type of corridor to include the typical car wash, lube, service center type uses. • S. Davis, West Side • The Land Use Plan shows Low Density Residential on the ranchettes on the west side of S. Davis. Staff has been contacted by these landowners who do not feel this is an appropriate land use designation. • This area also impacted from the significant drainage ditch and flood plain that encumbers the west half of most of these properties. • NW Corner of FM 1709 & Davis ° FM 1709 intersection a sleeper due to planned improvements on N. Davis. Once intersection is improved, traffic counts will increase in this area. ° Retail drawing power ("gravity") is increasing dramatically at the intersection of Davis Blvd. and N. Tarrant Parkway in North Richland Hills. Will continue to pull interest away from FM 1709 / Davis intersection. ° The far west tract's family needs to sell. GL has tried to encourage retirement home development or churches to look at this property. City Council 2004 June Retreat - Discussion Summary - Draft: June 25, 2004 - Page 6 of 13 • S. Davis, East Side ° Couch tract difficult due to N. Davis Bus. Park to the south and Southlake Woods to the east. Also terrain higher on this tract. • Councilmember Morris expressed concerns that the LUP shows office south of N. Davis Business Park (zoned I-1) and feels it might be more appropriate for residential uses since it fronts on Continental. Staff Observations / Understandings---------------------------------- o S. Davis, West side ■ General recognition that residential development is unlikely along S. Davis as designated on the LUP. ■ Recognized that residential property owners to the west would probably not be able to convert to commercial uses. Councilmember Morris pointed out that we should never consider whether or not the property owners get their money back on investments — not our role. ■ Commercial in this area would have to be sufficient to cover costs of drainage. ■ GL to pull property owners together for a discussion regarding their intentions and desires in the entire area. ■ Unlikely that properties west of drainage ditch could be combined with properties fronting on Davis due to size of ditch. Flood plain and trees would provide a good buffer between these two areas. Ultimately the properties west of the ditch could be combined with the Weitzman property for residential development. o NW Corner FM 1709 & Davis ■ Might look at extending the Stonebriar cul-de-sac east to Randol Mill through the David Brown Tract. o S. Davis, East Side ■ The "Couch Tract" east of Davis that extends to the residential neighborhoods could be used utilizing planned development and satisfy neighborhood with quality buffer zone. o A Business Park / Office -Showroom concept might be entertained if done appropriately on properties in the area. Need to develop a "Development Types Photo Gallery" of some kind that allows CC to better understand different types of development. John Terrell to help with contacting The Bradford Group and gaining a better understanding of this type of development. City Council 2004 June Retreat - Discussion Summary - Draft: June 25, 2004 - Page 7 of 13 f 2 • h ♦ 5 •Aa"iff'N.4� YSYS eF: h�i�1 GRAND AVENUE M A S T L R P L A N W- Southlake Town Square Development • Council wanted to discuss Southlake Town Square as a part of the "other sites" portion of this discussion. • Briefed them on the status of the 6-acre park near the brownstones and the potential for distributing a portion of those park requirements throughout the development. • Discussed intent to have a small focus group look at and evaluate costs and participation in parking garage development for future phase. •--------------------------- Staff Observations / Understandings ---------------------------------- o Questioned if the central park to the north was going to be large enough because it was so much smaller than Rustin. (CLARIFY) o Councilmember Morris expressed interest in providing more open space in the entertainment district. o Evaluate how impact fees are measured for theaters. City Council 2004 June Retreat - Discussion Summary - Draft: June 25, 2004 - Page 8 of 13 City Council Project Prioritization Results as ranked by Council (Dark bullets are as written on the tablets) 1. Drainage District (21) • Solve drainage problems • Timeline • Cost • Accelerate CIP expenditures --------------------------------- Staff Observations / Understandings ---------------------------------- o Would help address a majority of Public Work's complaints o Wanted to accelerate the adoption of this district. 2. Ethics Ordinance (20) • Too many gray areas • Process to register conflict • Legal ramifications • This year • Appoint Committee of citizens / Mayor's advisory committee • Define / limit charge • Clearer parameters / disclosure •--------------------------- Staff Observations / Understandings ---------------------------------- o Need to look at other cities' ordinances. o Clarify ambiguities of current ordinance. o Need to move quickly utilizing a committee approach. 3. Business Climate / Image (17) • P&Z / CC Joint meeting • Communication • Other boards • Maintain citizen input • Council direction / philosophies articulated • Respect of applicants • Board members invited to newly appointed board CC retreat • Utilize SPIN / revitalize SPIN .--------------------------- Staff Observations / Understandings -------------------------------- o Council wanted opportunity to see the cases. Expressed issue with cases being suppressed at P&Z level or other levels prior to getting to council. o Some discussion regarding a minority viewpoint in the city influencing development process. Need to get CC vision out to the City and then follow it. City Council 2004 June Retreat - Discussion Summary - Draft: June 25, 2004 - Page 9 of 13 4. Medians (15) • Beautiful landscaped medians • Control access • Street trees --------------------------------- Staff Observations / Understandings ---------------------------------- o Would include FM 1709 but also need to look at arterials throughout the city when the master thoroughfare plan discussion comes up. o Evaluate the public safety aspects of any medians. 5. , Review I-1 & 1-2 Uses (14) • Look at uses — too intense in I-1 • Location of I-1 --------------------------------- Staff Observations / Understandings ---------------------------------- o Look at the potential for a new category o CM desires to have Industrial district site developments processed through PZ and CC. 6. Fences (14) • Longevity of maintenance • Fencing regulations • Potential negative aspect of walls along arterials • Residential adjacency issues • Structural integrity • On and off corridors • Wood on corridors •--------------------------- Staff Observations / Understandings ---------------------------------- o Do not want tunnel effect with fences along main corridors. No solid concrete walls. o Want to ensure that fences are maintained. o Ensure construction standards are adequate. o Look at fencing requirements between developments as well. City Council 2004 June Retreat - Discussion Summary - Draft: June 25, 2004 - Page 10 of 13 7. More Corridor Overlays (14) • Addition of corridors — Kimball • How fits with business climate • Selective development • Carroll from 26 to Dove, Brumlow •--------------------------- Staff Observations / Understandings ---------------------------------- o Councilmember Morris wants special attention given to the S. Kimball area where the dog park is considered. Does not care for how Cornerstone Business Park looks. o GL suggested master planned business parks of Flex -Tech / Office -warehouse type development. Would still have good standards and aesthetics but could get to a value - priced lease cost. (see discussion on S. Davis as well) o BP suggested implementation of the corridor standards along this area. o Councilmember Morris supportive and would include segments of Carroll from SH 26 to Dove. Thinks we need to be selective about developments so they are sustainable. o Mayor Wambsganss thinks it might be worth considering but it should be considered carefully, identifying all the issues. o Evaluate issue as it relates to other discussion on "Business Climate" 8. Sign Ordinance (13) • Distance off ROW • SH 114 Issues • Window Signs • Look at positives of --------------------------------- Staff Observations / Understandings ---------------------------------- o Discussion that Hwy 114 might be considered as unique because of divided highway and distances and elevations. o Did not like large number of signs in the windows so that the entire window is covered. (NOTE: This is currently in the ordinance that prohibits more than 30% of window to contain signage and is a code enforcement issue.) o Wanted to see if there was a way to allow the small directional fiberboard type signs in front of a business if necessary. Example was insurance appraisals being done at the rear of the building and a small fiberboard real estate type sign put in the landscape beds in front of the office directing the client to the rear of the building was determined by code enforcement to be illegal. o Look at positive benefits to the businesses. City Council 2004 June Retreat - Discussion Summary - Draft: June 25, 2004 - Page 11 of 13 9. ISD Relationships (13) • Regular joint CC/CISD meetings • Quarterly Mayor / City Manager Meetings with President support • Involve other school districts • Different department presentations to district ---------------------------- Staff Observations / Understandings ------------------------- o Look at having a CISD / Schools Report quarterly at the Council meeting. o Potentially have SL departments present periodically at CISD Board meetings. 10. Articulation Standards (11) • Freestanding pad sites — full perimeter articulation • Visibility from public view — parking lots, etc. ---------------------------- Staff Observations / Understandings ---------------------------------- o Councilmember Morris believes free-standing pad sites (SL Marketplace) should require articulation all the way around the building. 11. Terrain Sensitivity (8) • Save Trees • Prohibit `scrape and build' • Check out Flower Mound ordinance ---------------------------- Staff Observations / Understandings -------------------- o Councilmember Morris desires to eliminate "scrape and build" approaches 12. Landscape Maintenance (7) • Annual review for ordinance compliance (Oct) • Timing for required replacement ° Plant spring/fall --------------------------------- Staff Observations / Understandings ---------------------------------- o Evaluate how the Tree Mitigation Fund might be used to replace some plantings. 0 City Council 2004 June Retreat - Discussion Summary - Draft: June 25, 2004 - Page 12 of 13 13. Planning & Zoning Minutes (6) • More detail • CD/video recording available ---------------------------- Staff Observations / Understandings o Check the cable schedule W 14. Emer2ency Preparedness (6) • Potential grant funding ---------------------------- Staff Observations / Understandings o Need to pursue any available grants. 0 City Council 2004 June Retreat - Discussion Summary - Draft: June 25, 2004 - Page 13 of 13 SOUTHLAKE CITY COUNCIL JUNE RETREAT DAY ONE LOCATION: Marriott Solana, Salons A&B 5 Village Circle Westlake, TX 76262 DATE and TIME• Thursday, June 17, 2004, 5:00 p.m. — 9:00 D.M. AGENDA 1. Opening Comments. 2. Executive Session: Pursuant to the Open Meetings Act, Chapter 551, Texas Government Code, Sections 551.071, 551.072, 551.073, 551.074, 551.076, 551.087, 418.183(f), and 418.106(d) & (e). Refer to posted list attached hereto and incorporated herein. Executive Session may be held under these exceptions, at any during the meeting that a need arises for the City Council to seek advice from the City Attorney as to the posted subject matter of this City Council meeting. 3. Discussion: Information for new Councilmembers; roundtable discussion with staff regarding FY 2003-04; FY 2004-05 preview; and current CIP project status. 4. Adjournment. CERTIFICATE I hereby certify that the above agenda was posted on the official bulletin boards at Town Hall, 1400 Main Street, Southlake, Texas, on Friday, June 11, 2004, by 6:00 p.m., pursuant to the Texas Government Code, Chapter 551. Lori A. Farwell, TRMC City Secretary If you plan to attend this public meeting and have a disability that requires special needs, please advise the City Secretary 48 hours in advance at (817)481-1490, and reasonable accommodations will be made to assist you. SOUTHLAKE CITY COUNCIL JUNE RETREAT DAY TWO LOCATION: Marriott Solana, Salons A&B 5 Village Circle Westlake, TX 76262 DATE and TIME: Friday, June 18, 2004, 8:30 a.m. — 3:00 p.m. AGENDA: 1. Opening Comments. 2. Discussion: Roundtable discussion with staff regarding economic development and City Council priorities. 3. Adjournment. CERTIFICATE I hereby certify that the above agenda was posted on the official bulletin boards at Town Hall, 1400 Main Street, Southlake, Texas, on Friday, June 11, 2004, by 6:00 p.m., pursuant to the Texas Government Code, Chapter 551. Lori A. Farwell, TRMC City Secretary If you plan to attend this public meeting and have a disability that requires special needs, please advise the City Secretary 48 hours in advance at (817)481-1490, and reasonable accommodations will be made to assist you.