10-14-2003 * * OFFICIAL MEETING MINUTES * *
APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE
1 JOINT CITY COUNCIL/SPIN STANDING COMMITTEE MEETING
2 SOUTHLAKE TOWN HALL— 1400 MAIN STREET
3 TRAINING ROOMS#3C AND#3D
4 SOUTHLAKE,TEXAS 76092
5
6 October 14, 2003
7
8 MINUTES
9
10 SPIN Standing Committee Members Present: Roger Hutton (#11), Vice-Chair; Jeff Wang (#7),
11 Secretary; Cara White (#1); Alan Hochstein (#3); Jan Francis (#5); Pattie Minder (#8); Sam
12 Timothy (#10); Mike Terry (#13); David Baltimore (Senior Representative).
13
14 SPIN Standing Committee Members Absent: Tim Miller (#6); Brandon Bledsoe (#9e), Chair;
15 Jim Jeppe (#9w); Wendi Carlucci (#12).
16
17 City Council Members Present: Carolyn Morris.
18
19 City Council Members Absent: Andy Wambsganss, Mayor; Ralph Evans, Mayor Pro-Tern;
20 Rex Potter,Deputy Mayor Pro-Tem; Keith Shankland; Greg Standerfer; Tom Stephen.
21
22 SPIN Liaisons Present: Boyd Dollar (#1); Harry Tharp (#5); Howard Carr (#7); Charlene
23 Weirsum (#16).
24
25 City Staff Present: Bruce Payne, Director of Planning; Dennis Killough, Senior Planner; John
26 Eaglen, Assistant to the City Manager.
27
28 Agenda Item No. 1, Call to Order— Vice-Chair Roger Hutton called the meeting to order at 6:48
29 p.m.
30
31 Agenda Item No. 2, Administrative Comments—Mr. Hutton introduced the following guests:
32
33 • Charlene Weirsum, SPIN#16
34 • Harry Tharp, SPIN#5
35 • Howard Carr, SPIN#7
36
37 Mr. Eaglen reviewed the meeting dates for Southlake 2025 Vision Statement and Goals and
38 Objectives as being on Thursday, October 16 and Monday, October 20. Mr. Eaglen also
39 mentioned that a meeting to review the proposed changes to the development plan of the
40 Hibernia National Bank at the NW Corner of F.M. 1709 and N. Carroll Avenue had been set up
41 for the 20th in response to a request from the developer.
42
43 Ms. Morris asked why the bank building meeting was scheduled for the same night as the 2025
44 Vision Statement and Goals meeting, and suggested that it was not a good idea. Ms. Morris also
45 commented that, as this proposal is located along F.M. 1709, a citywide notice should have been
46 sent out. Mr. Eaglen replied that 183 postcards had been mailed out and that signs were to be
Joint City Council/SPIN Standing Committee Meeting— October 14, 2003 Page 1 of 6
* * OFFICIAL MEETING MINUTES * *
APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE
1 placed at strategically located intersections. Mr. Timothy asked that since there was a lot of
2 interest by the participants at the previous SPIN meeting on this issue, if staff could contact the
3 participants who left their information on the sign-in sheet, and staff agreed to contact the
4 participants from the first meeting.
5
6 Agenda Item No. 3, Approval of the Minutes from the September 9, 2003 SPIN Standing
7 Committee Meeting— .
8
9 Motion to approve the minutes as submitted.
10
11 Motion: Baltimore
12 Second: Terry
13
14 Motion was unanimously approved.
15
16 Agenda Item No. 4, Review of SPIN / Southlake 2025 Meeting Plans — Mr. Wang and Mr.
17 Eaglen reviewed the Executive Committee discussion and reiterated the meeting dates.
18
19 Mr. Payne mentioned that Mr. Al Morin had about a 40 slide presentation and will take the lead.
20 Mr. Eaglen mentioned that Brandon Bledsoe will be facilitating the meetings.
21
22 Agenda Item No. 5, Approval of 2004 Meeting Schedule—
23
24 Motion to approve the 2004 Meeting Schedule with the exception that the February
25 meeting is scheduled for Tuesday,February 10,2004.
26
27 Motion: Baltimore
28 Second: Wang
29
30 Motion was unanimously approved.
31
32 Agenda Item No. 10, Planning for Participation in Harvest Fest—This item was moved up on the
33 agenda. Mr. Hutton and Mr. Wang reviewed the concept for the booth and stated the needs:
34
35 • Staffing — the event is from 5-8:00 p.m. There will be an hour for setup and an hour for
36 teardown.
37
38 4:30—5:30—Sam Timothy
39 5:30—6:30—Charlene Weirsum
40 6:30—7:30—Roger Hutton
41 7:30—8:30—Mike Terry
42
43 • Concept — having trinkets, handouts, and being able to discuss the SPIN Program and
44 what it does.
45
Joint City Council/SPIN Standing Committee Meeting— October 14, 2003 Page 2 of 6
* * OFFICIAL MEETING MINUTES * *
APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE
1 Ms. Morris inquired about the number of vacancies, and Mr. Eaglen replied that there were
2 vacancies currently in SPIN #2, #14, #15, #16, and Youth. Mr. Eaglen stated that he had met
3 with a potential Youth Representative yesterday, but he could not make the meeting.
4
5 Agenda Item No. 9, Overview of the Development Review Committee — This item was moved
6 up on the meeting agenda.
7
8 Dennis Killough provided a brief overview presentation on the Development Review Committee
9 (DRC) and the DRC process.
10
11 Ms. Minder asked if the lot across from the Big Bowl restaurant on FM 1709 was approved in
12 regards to tree removal. Mr. Killough confirmed that this was permitted and briefly reviewed the
13 requirements of the Tree Ordinance.
14
15 Ms. Minder expressed disappointment about allowing the scope of tree removal, and Ms. Morris
16 stated that she was in agreement. Ms. Minder suggested that a staff member be present when a
17 developer starts removing trees on a particular site to observe the impact.
18
19 Mr. Hutton asked if this case went through the staff process. Mr. Timothy asked if the City
20 could not allow development of a property if they did not commit to save trees.
21
22 Mr. Killough reviewed the context of the Tree Preservation Ordinance, and emphasized that the
23 developer has to make a good-faith effort to save as many trees as possible or mitigate the •
24 removal of trees on a per-caliper basis.
25
26 Ms. Minder suggested that the standards should be more stringent in order to maximize the
27 preservation of trees, and inquired about the standards for a developer to maintain the
28 landscaping that is approved through the Development Review Process. Mr. Killough replied
29 that the Tree Preservation Ordinance requires the developer to maintain the landscaping in
30 perpetuity.
31
32 Ms. Morris asked for clarification on the Tree Reforestation Fund. Mr. Killough reviewed the
33 concept of the Reforestation Fund, but indicated that he was not familiar with the specifics of the
34 fund. Mr. Payne added further context to the Tree Preservation Ordinance regarding the specific
35 mechanics of implementing the Tree Preservation Ordinance and how it relates to other
36 development standards.
37
38 Mr. Hutton asked if there was potential for revisions to the Ordinance. Mr. Payne replied that a
39 revised Ordinance is a possibility if advocated by the Planning and Zoning Commission and/or
40 City Council. Mr. Payne stated that there are some creative ways to mitigate tree removal. Ms.
41 Minder suggested that she liked the idea of increasing the tree mitigation calculations for
42 developers to aid in tree preservation.
43
44 Mr. Killough and Mr. Payne clarified that the process is in place to make sure that a plan is
45 compliant with all City Ordinances, and that proposals to not get released to Planning and
46 Zoning Commission unless there is compliance with all Ordinances unless there is a unique
Joint City Council/SPIN Standing Committee Meeting—October 14, 2003 Page 3 of 6
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APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE
1 hardship relating to the property, which qualifies for a request for variance. However this
2 request is subject to the approval of the Planning and Zoning Commission and City Council.
3
4 Ms. Morris mentioned that the Sign Variance request procedures have been incorporated into the
5 Development Review Committee process, and hopefully this helps make the process more
6 effective.
7
8 Mr. Wang asked about the DRC process as it relates to meeting with the developer and not
9 including the citizens. Mr. Killough stated that staff works with the developers, but these
10 discussions are always subject to change and until the staff has an actual plan submitted there is
11 no certainty regarding a specific plan. Mr. Killough added that if a developer leaves material
12 with the staff, these items are subject to the Open Records Act.
13
14 Mr. Terry asked about where SPIN fits in with the DRC process. Mr. Killough and Mr. Payne
15 clarified the SPIN role in the process, and how Planning and Zoning Commission and City
16 Council have traditionally implemented the SPIN program if there have been no requests.
17
18 Ms. White inquired about how the DRC process relates to the building inspection process, as she
19 had heard from a local business owner that there was confusion about the requirements to open
20 the business. Mr. Payne clarified how the DRC process relates to the building inspection
21 process.
22
23 Agenda Item No. 6,Neighborhood Reports—
24
25 • SPIN#3 —Haunted House at 906 Quail Creek Court on Friday, October 24 and Saturday,
26 October 25` •
27
28 • SPIN #11 — Shady Oaks traffic heavy due to serving as an alternate route to S.H. 114
29 traffic, residents concerned that this will continue on after construction is complete.
30 Another issue is the runoff coming from State Highway 114 — hits about the location of
31 1900 Shady Oaks and Garden Addition. This runoff has increased dramatically recently
32 and Public Works has been appraised of the situation, but they need to coordinate with
33 the Texas Department of Transportation.
34
35 • SPIN#13 —Three alligators have recently been pulled out of the Myers Meadows ponds,
36 not confirmed that this is actual or rumors in the neighborhood.
37
38 • SPIN #5 — Buzz in the neighborhood relating to the proposed developments going in,
39 there are a lot of rumors flying around with high density housing developments being
40 proposed for the Aventerra area. Ms. Morris stated that she has heard that Aventerra has
41 sold the acreage to another company. Mr. Tharp mentioned that there will be a push for
42 new uses relating to residential and light industrial uses.
43
44 • SPIN#16—Jeff Wang mentioned that there have been issues recently relating to drainage
45 problems in the vicinity to Carroll Elementary School.
46
Joint City Council/SPIN Standing Committee Meeting— October 14, 2003 Page 4 of 6
* * OFFICIAL MEETING MINUTES * *
APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE
1 • SPIN #1 — Philadelphia Suburban rejected the City's offer to purchase the private water
2 system that services the Lakewood Ridge and Indian Creek Estates subdivisions. This
3 process will move to a Texas Commission on Environmental Quality (TCEQ) hearing if a
4 settlement is not reached between the parties. Clariden Ranch is moving forward with
5 Phase H of the plan. The softball complex at Bob Jones Park is progressing and should
6 be ready for the spring. Parks and Recreation Division's participation with the SPIN
7 Program could be improved. The Nature Center Committee is progressing. 4..
8
9 • SPIN Senior — Seniors for Seniors Pot Luck Dinner set for Thursday, October 30 at the
10 Senior Center from 5-7:30 p.m. Senior Advisory Committee met today and discussed the
11 level of attendance at the Senior Activity Center, which has been static with an increase
12 in the Senior Citizen population. The other issues discussed was the level of maintenance
13 at the Senior Activity Center, which is getting harder and harder to get requests filled,
14 especially mowing the grass at the facility. Finally, the passage of Proposition 18 in the
15 recent constitutional amendment election relating to the local option for cities to now
16 enact a freeze on the valuation of property in relation to property taxes for senior citizens
17 and the disabled.
18
19 • SPIN #10 — Growing informal parking lot at the Oak Hill Subdivision at Carroll High
20 School is becoming a larger issue, the Chief of Police and the school principal have not
21 provided a next step in order to resolve the issue. Will continue to work with all parties
22 to address the problem.
23
24 • SPIN#8 — Problems with trash pickup relating to debris left behind, have addressed this
25 issue with staff. Woodland Heights residents are increasingly having issues getting out of
26 their neighborhood. Harris Methodist is progressing with their development. Wal-Mart
27 is supposed to be out of the city by the end of the month, residents are anxious as to what
28 is going in the Wal-Mart site. The proposed Eatzi's development seems to not be moving
29 ahead. The restaurants recently opened in Town Square have not seemed to increase
30 traffic in the area.
31
32 • SPIN #7 — Residents concerned about alcohol sales at Dragon Stadium. F.M. 1709 /
33 South Kimball intersection took a long time to complete and the right turn from the
34 intersection is still closed. Regarding the extension of South Kimball Avenue, the design
35 phase is nearing completion.
36
37 Mr. Howard Carr, 311 South Kimball Avenue spoke regarding the City trying to acquire
38 right-of-way to extend South Kimball. For starters there is confusion in the
39 neighborhood relating to the path of this acquisition. This extension will be taking out a
40 lot of trees in the area to complete this acquisition. At this time the City is trying to
41 acquire right-of-way from him, and he was notified by a Blue Moon Acquisition versus
42 getting notice from the City staff. This causes great concern from a taxpayer perspective.
43 Mr. Carr also expressed concern that in a copy of the appraisal that he has received, it
44 makes mention that the property owner not be notified at the request of the client, which
45 in this case is the City.
46
Joint City Council/SPIN Standing Committee Meeting— October 14, 2003 Page 5 of 6
* * OFFICIAL MEETING MINUTES * *
APPROVED BY MEMBERS OF THE SPIN STANDING COMMITI bE
1 Agenda Item No. 7, City Council Reports — Councilmember Carolyn Morris reviewed the
2 following items with the Standing Committee:
3
4 • The City is currently reviewing the Solicitation Ordinance in order to provide benefits to
5 the residents. Notably the Council is looking at door to door solicitation regulations and
6 regulation of collection box locations around the community
7 • The 2025 Vision Statement and Goals and Objectives will be presented to Planning and
8 Zoning Commission in November. At that time the Commission will be taking control of
9 the comprehensive plan update.
10 • Hopefully the Council will be reviewing the Tree Preservation Ordinance in the near
11 future.
12
13 Mr. Timothy asked about the status of State Highway 114, and Ms. Morris replied that it should
14 be wrapping up in November.
15
16 Agenda Item No. 8, Close Joint City Council / SPIN Standing Committee Meeting — There was
17 no action regarding this agenda item.
18
19 Agenda Item No. 11, Open Forum—Ms. White mentioned that on November 1st the Community
20 Services Department will be giving away trees from the City's Tree Farm. Staff will get some
21 information on this event out to the SPIN Representatives.
22
23 Agenda Item No. 12, Adjourn—Vice-Chair Roger Hutton adjourned the meeting at 9:15 p.m.
24
25 ATTEST:
26
27
28Oiled
29 Illk..AAL
30 'oger H oni5\ -Chaff
31
32
33 1
34 a , 1.
35 1g�
36 Jeff Wan'., Secretary
Joint City Council/SPIN Standing Committee Meeting—October 14, 2003 Page 6 of 6