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* * OFFICIAL MINUTES * *
APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE
JOINT CITY COUNCIL / SPIN STANDING COMMITTEE MEETING
SOUTHLAKE TOWN HALL — TRAINING ROOMS #3C AND #31)
1400 MAIN STREET
SOUTHLAKE, TEXAS 76092
MINUTES
December 11, 2001
SPIN Standing Committee Members Present: Mike Conrads (#14), Chair; Bill Stone (#13),
Vice -Chair; Kim O'Brien (#1), Secretary; Martin Schelling (#2); Tim Miller (#6); Jeff Wang
(0); Brandon Bledsoe (#9e); Al Morin (#10); Roger Hutton (#11); Rick Phillips (#12);
Andrea Brankin (#15 Co -Representative); Bob Walker (#16); David Baltimore (Senior
Representative); Cara White (Parks and Recreation Board Representative).
SPIN Standing Committee Members Absent: Jan Francis (#5); Pattie Minder (#8); Curtis
Powell (#15 Co -Representative); Garrett Mills (Youth Co -Representative); Frith Dabkowski
(Youth Co -Representative).
SPIN Liaisons Present: Boyd Dollar (#1); Alan Hochstein (0).
City Council Members Present: Ralph Evans, Mayor Pro-Tem; Rex Potter, Place 1; Greg
Standerfer, Place 4.
City Council Members Absent: Rick Stacy, Mayor; Patsy DuPre, Deputy Mayor Pro-Tem;
Keith Shankland, Place 2; Tom Stephen, Place 5.
City Staff Present: Billy Campbell, City Manager; Bruce Payne, Director of Planning; John
Eaglen, Assistant to the City Manager.
Agenda Item No. 1, Call to Order — Mayor Pro Tern Ralph Evans called to order the Joint City
Council / SPIN Standing Committee meeting to order at 6:30 p.m.
Agenda Item No. 2, Administrative Comments — Chair Mike Conrads reviewed with the
Standing Committee the current schedule of upcoming SPIN Neighborhood Meetings, and
mentioned that there have been several requests by the Planning Department to hold meetings on
the proposed MTP Amendments on the State Highway 114 / 1709 Interchange, Rucker Road
(east -west thoroughfare between Byron Nelson and S. Carroll Avenue) and the F.M. 1938
expansion.
Agenda Item No. 3, Approval of the Minutes from the October 9, 2001 Joint City Council / SPIN
Standing Committee Meeting —
Joint City Council /SPIN Standing Committee Meeting — December 11, 2001 Page I of 8
* * OFFICIAL MINUTES * *
APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE
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Motion was made to approve the minutes as submitted.
Motion: Morin
Second: Bledsoe
Motion was unanimously approved by the Standing Committee.
Ap,enda Item No. 4, Publicity pdate — Sub -Committee Chair Andrea Brankin reported the
following information:
• New Signage is up and has been working;
• There have been discussions on revisiting the SPIN video / cable channel commercial
during the next year;
• Work will proceed on the concept for the SPIN "Public Notice" concept.
Agenda Item No. 5, Fiscal Year 2001-02 Budget Update — This item was moved back on the
agenda.
Agenda Item No. 6, City Council Reports — The Council Members in attendance mentioned the
following items recently before the City Council:
• The Master Thoroughfare Plan was amended to include the alignment of Kirkwood on
Tract 3 of the Aventerra Property;
• Kimball Park Addition, the multi -family proposal put forth by Four Peaks Development,
was unanimously denied by the City Council;
• The proposed Central Park by Terra Land Development for the Pumpco property was
denied at Planning and Zoning Commission and withdrawn by the applicant;
• The Rockenbaugh Property (Autumn Glen Estates) will have one (1) acre lots, and there
will be eighty-two (82) lots in the subdivision, as approved by City Council.
Agenda Item No. 7, Neighborhood Reports —
• SPIN #2 —
1. Kirkwood Hollow Phase III in progress;
2. Verizon project is moving along.
• SPIN #6 —
1. Lighting at Carroll Intermediate School to proceed, road issue still there.
1. DPS Facility is coming along nicely;
2. FM 1709 to turn left onto Davis Blvd., incorporating a two (2) left turn lanes design
would be a potential solution to the congestion at this intersection.
Joint City Council /SPIN Standing Committee Meeting — December 11, 2001 Page 2 of 8
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* * OFFICIAL MINUTES * *
APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE
• SPIN #7 —
1. South Kimball at FM 1709 construction seems to have stopped. Traffic on S.
Kimball bad during school hours. Speed limits are being exceeded on a regular basis;
2. Dragon Staduim is highly visible, lighting is strongly lit and visible to the
surrounding homes;
3. S. Nolen Drive has been open for 2-3 weeks now, traffic signs to the north to SH 114
will be helpful;
4. SPIN #7 meeting for Ultimate Electronics in Cornerstone Plaza development will be
held on December 19 at Town Hall, Training Rooms #3a and #3b;
5. Neighbors talking about the Land Use Plan revision, there are ten (10) properties
under the designated 75' LDN, there is a conflict with the Land Use Plan and the
Subdivision Ordinance. There are mobile homes on S. Continental, on the Land Use
Plan the area is shown as Light Industrial, there are concerns about warehouses
adjacent to these areas.
• SPIN #9e —
1. Pecan Creek / Acres controversy on the proposed MTP Amendment regarding east -
west thoroughfare between Byron Nelson and S. Carroll Avenue. There is residential
concern already in place, and there is a need to communicate;
2. Continental extension to SH 26 has resulted in backing up on Continental Avenue.
• SPIN 415 —
1. Lots of upcoming items, including Johnson Acres, Remington, Pearson and FM 1709
corner piece — there is a lot of anxiety about a potential gas station at this site, and
there are concerns about the empty lots designated as residential behind the City's
water tanks;
2. Stan Ley Cleaners is going in;
3. Jellico residents have driveway issues resulting from the sewer installation, fixing has
been at an impasse due to financial issues by contractor;
4. DPS facility is a beautiful facility, residents are excited;
5. Waiting on status report for FM 1938 and Johnson Road Reconstruction, there were
many residents who were unable to attend the summer meeting on FM 1938 in
Westlake.
Mr. Conrads stated that the hope is that the City can meet with adjacent property owners.
Mr. Campbell replied that this has already been occurring, the City is not as concerned with
Keller and their meetings, we want our citizens to know what is going on and will get
information out to them as things develop, but at the same time the project is still in
formative phases and we don't want to be telling residents things that change, eroding the
benefits of communication over the long term. Mr. Campbell also mentioned that the one (1)
acre lots behind the City's water tanks on Pearson and FM 1709 will be marketed as one (1)
acre residential lots, as City Council has been firm on keeping this designation for that
property.
Joint City Council /SPIN Standing Committee Meeting — December 11, 2001 Page 3 of 8
* * OFFICIAL MINUTES * *
APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE
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• SPIN #12 —
1. Cross Timber Hills Neighborhood Sewer Project — worked with staff to host a
meeting on November 12, there were a number of issues that residents were not
aware of that were driving some of the decisions of this project (choice of contractor,
etc.) and that staff had given up a lot of time to help residents understand the issues
involved. Mr. Conrads commended Mr. Phillips and City staff on their handling of
the tough questions relating to this project.
Mr. Stone asked how neighborhood sewer projects are funded, and Mr. Evans replied
that the projects are funded through a combination of a $1,300 assessment to property
owners and the rest is funded in the City's Capital Improvements Program (CIP). Mr.
Stone asked if hooking on to sewer is a requirement, and Mr. Standerfer replied that
there is a federal mandate to clean up surface water, and that eventually the City will
have to move towards a requirement to be on sewer.
Mr. Walker suggested that the lesson from this project should be that an ounce of
prevention is worth a pound of cure. Mr. Campbell replied that staff gains experience
from every project undertaken, and in relation to neighborhood sewer projects
Director of Public Works Pedram Fahranak has extensive experience with tunneling
due to his experience in the City of Houston, and that staff is already planning to take
advantage of directional boring technology for use in future neighborhood sewer
projects.
2. 1371 Lakeview, plat revision passed Planning and Zoning Commission and will be
before the City Council at the next meeting. Mr. Baltimore stated that some
homeowners adjacent to this address have problems with this subdivision. Mr.
Phillips said research is being done on any deed restrictions prohibiting subdivision,
and would hold a meeting prior to the City Council meeting if necessary.
3. Joint Use Facilities information — have been doing research into this, found that the
information is loose and complicated, would be helpful to have a website calendar
and contact information available for people interested in reserving facilities to use as
a resource.
• SPIN #13 —
1. Things going well with West DPS facility, residents in Myers Meadow are pleased,
and that staff did well in planning this facility;
2. Residential concern about status and information available regarding FM 1938
expansion, the sooner we can start communication would be better.
3. Trail from Southridge Lakes to Bicentennial Park, it looks incomplete, what is the
status of this project? Mr. Standerfer stated that that is up in the air at this point, as
there is necessary utility work on FM 1709 that is awaiting completion, there are two
(2) storm drains that need to work around, and the bridge over Bicentennial Park is
underway.
• SPIN # 14 —
1. Lake Crest homeowners and doctor worked out issues and now a new fence is going
in.
2. Timber Lakes street repairs are going in and everyone seems happy.
Joint City Council /SPIN Standing Committee Meeting — December 11, 2001 Page 4 of 8
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* * OFFICIAL MINUTES * *
APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE
3. An upcoming proposal at the corner of FM 1709 and S. White Chapel will be
controversial in SPIN Area # 14.
• SPIN #11 —
1. No Activity to Report.
• SPIN #10 —
1. Some neighbors are asking about trees planted in Traffic Management Bond (TMB)
project on White Chapel @ FM 1709. There is also a big dip in the intersection of
White Chapel @ FM 1709.
• SPIN #1 —
1. Meeting held last week on soccer field lighting at Bob Jones Park, parks given
approval to use 70' poles, this was discomforting to residents around the park. The
Facilities Utilization Agreement with Grapevine-Southlake Soccer Association
(GSSA) antagonized the situation due to the timeframes where play could occur at
night — the residents around the park feel that the wishes of the associations are
outweighing the feelings of the residents. The GSSA President agreed to meet with
Boyd Dollar to discuss play hours and has not met with him yet.
• Parks and Recreation Board —
1. Ms. White stated that the GSSA was agreeable to working with residents on the play
times and their ability to hold tournaments. However, in the Parks Master Plan there
are only two (2) fields reflected at Bob Jones that are lighted, but this plan shows
three (3) fields that can convert into as many as six (6) small age size fields. The size
of the poles proposed at Bicentennial Park were 60' in height and proved
controversial, so the 70' proposal at Bob Jones will be discussed. The lighting plan
did not go through the Parks and Recreation Board, it first surfaced at the Planning
and Zoning Commission meeting held last week.
Mr. Morin suggested that it is troubling that this plan didn't go through the Parks
Board, and asked the Council if the Facilities Agreement with GSSA would be
approved at the next Council meeting? Mr. Evans replied that he thought that the
three (3) fields were a compromise reached several years ago with the area residents
and the association, and stated that he had not seen the next meeting agenda at this
time.
2. Aventerra went before the Parks Board this week for their dedication requirements,
and that they are trying to piecemeal the dedication together similar to the way
Timarron approached their park dedication requirements — this concerns the Board, as
they would like to see a parcel of land dedicated that can be used for a public park.
• Seniors —
1. Open house held last week, a good time was had by all who attended.
2. The next meeting of the Senior Advisory Committee will include a discussion of the
natatorium and the senior -related programming that is in planning.
Joint City Council /SPIN Standing Committee Meeting — December 11, 2001 Page 5 of 8
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* * OFFICIAL MINUTES * *
APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE
Mr. Payne mentioned that in relation to FM 1938, the Texas Transportation Commission (TTC)
will be issuing a minute order officially making this a Texas Department of Transportation
(TxDOT) project. The next step will be a TxDOT review of the alignment, and then they will
task cons in developing the construction plans — this should take around six (6) months.
Mr. Stone suggested that as soon as there is significant information people would like to know
about it. Mr. Campbell replied that there will be a meeting or it will be discussed on a City
Council agenda, and if there is a need for a SPIN meeting staff will be anxious to participate.
Mr. Evans thanked everyone for their time, and adjourned the Joint City Council / SPIN
Standing Committee session at 8:25 p.m.
Agenda Item No. 5, Fiscal Year 2001-02 Budget Update — Mr. Eaglen referenced the monthly
expenditure report, and explained that the overrun on Citywide Bulk Mail Printing was due to the
timing of the Citywide SPIN meeting on Central Park, and the cards had to be done on a rush job
basis. Mr. Eaglen stated that there was discussion at the Executive Committee meeting and that
he had an idea on how to proceed with future Citywide Mailings to avoid similar occurrences in
the future. Mr. Eaglen said that through the Is' Quarter things were moving on target in terms of
the approved FY 2001-02 budget.
Agenda Item No. 8, Approval of 2002 SPIN Standing Committee Meeting Schedule — Chair
Conrads reviewed the proposed meeting schedule for 2002, and discussed briefly the plans for
the SPIN Orientation and Retreat, and that further details on the format of the Retreat would
occur in January.
Motion to approve the 2002 SPIN Standing Committee Meeting Schedule as submitted.
Motion: Schelling
Second: Miller
Motion was unanimously approved by the Standing Committee.
Agenda Item No. 9, 2002 SPIN Officer Elections — Chair Conrads reviewed the election
procedures, and opened nominations for the office of Chair.
Chair Nominations:
Andrea Brankin
Motion to Close Nominations
Motion: Baltimore
Second: Stone
Motion was unanimously approved.
Joint City Council /SPIN Standing Committee Meeting — December 11, 2001 Page 6 of 8
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* * OFFICIAL MINUTES * *
APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE
Andrea Brankin was elected Standing Committee Chair for 2002.
Vice Char Nominations:
Kim O'Brien
Motion to Close Nominations
Motion: Stone
Second: Hutton
Motion was unanimously approved.
Kim O'Brien was elected Standing Committee Vice -Chair for 2002.
Secretary Nominations:
Phillips Team (Withdrawn by Nominee)
Brandon Bledsoe
Motion to Close Nominations
Motion: Schelling
Second: Stone
Motion was unanimously approved.
Brandon Bledsoe was elected Standing Committee Secretary for 2002.
Agenda Item No. 10, Open Forum-- The following items were raised during this agenda item:
• Boyd Dollar mentioned a public meeting on Robin Hood on Thursday, December 13 at
10:00 a.m.
• David Baltimore stated that there is an application for a Specific Use Permit (SUP) in the
review process from the 7-11 Convenience Store located across the street from Carroll
High School. Under the City's standard, this permit would be allowed, however the
School District has the right to apply for a 1000' distance between businesses that sell
alcohol and an existing school. At this time the CISD has not applied for this
requirement regarding this permit.
• Bill Stone announced that his term on the Standing Committee would expire at the end of
the month, and that he would not be seeking re -appointment. Mr. Stone thanked all of
the members of the Standing Committee and the Liaisons for their hard work for the
organization.
Joint City Council /SPIN Standing Committee Meeting — December 11, 2001 Page 7 of 8
* * OFFICIAL MINUTES * *
APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE
I Agenda Item No. 11, Adjourn — Chair Conrads adjourned the meeting at 8:45 p.m.
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3 ATTEST:
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8 Chair
M IiCt. CoN/ZA
Joint City Council /SPIN Standing Committee Meeting — December 11, 2001 Page 8 of 8