10-29-2002* *-OFFICIAL MINUTES * *
APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE
1 JOINT CITY COUNCIL / SPIN STANDING COMMITTEE MEETING
2 SOUTHLAKE TOWN HALL
3 1400 MAIN STREET — EXECUTIVE CONFERENCE ROOM, 2ND FLOOR
4 SOUTHLAKE, TEXAS 76092
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6 MINUTES
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8 October 29, 2002
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10 SPIN Standing Committee Members Present — Andrea Brankin (#15), Chair; Brandon Bledsoe
11 (#9e), Vice -Chair; Boyd Dollar (Substitute for SPIN #1 Representative Cara White), Martin
12 Schelling (#2); Alan Hochstein (0); Jan Francis (#5); Tim Miller (#6); Jeff Wang (#7);
13 Pattie Minder (0); Al Morin (# 10); Roger Hutton (# 11); Rick Phillips (# 12); Mike Conrads
14 (#14); David Baltimore (Senior Representative).
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16 SPIN Standing Committee Members Absent — Trish Waters (#13); Bob Walker (#16),
17 Secretary.
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19 City Council Members Present — Rex Potter, Place 1; Keith Shankland, Place 2; Tom
20 Stephen, Place 5; Carolyn Morris, Place 6.
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22 City Council Members Absent — Rick Stacy, Mayor; Ralph Evans, Mayor Pro-Tem; Greg
23 Standerfer, Deputy Mayor Pro-Tem.
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25 SPIN Liaisons Present — Jim Jeppe (#9w); Wendi Carlucci (#12); Jeanne Alexander
26 (Seniors).
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28 Guests Present — Emily Galpin.
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30 City Staff Present — Lori Farwell, City Secretary; John Eaglen, Assistant to the City Manager;
31 Barry Hinkle, DPS Training Coordinator; Nicole Minder, Administrative Intern.
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33 Agenda Item No. 1, Call to Order — Chair Andrea Brankin called the meeting to order at 6:35
34 p.m.
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36 Agenda Item No. 2, Administrative Comments — Chair Andrea Brankin introduced several guests
37 to cover the following items:
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39 ■ Barry Hinkle, Department of Public Safety Training Coordinator, provided the meeting
40 participants with an overview of the SMU / Tarrant County College satellite education
41 program in conjunction with DPS regarding education credits in Dispute Resolution.
42 ■ Emily Galpin, representing Keep Southlake Beautiful, provided an overview of KSB's
43 partnership with the City in relation to the Storm Drain Identification Program, and asked
44 SPIN Representatives to assist in providing them information on neighborhood / Home
45 Owner Association Contacts to raise awareness of this effort.
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SPIN Standing Committee Meeting Minutes — October 29, 2002 Page I of 7
* *-OFFICIAL MINUTES * *
APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE
1 Agenda Item No. 3, Approval of the Minutes from the September 10, 2002 SPIN Standing
2 Committee Meeting —
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4 Motion to approve minutes as submitted.
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6 Motion: Brankin
7 Second: Morin
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9 Motion was unanimously approved.
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11 Agenda Item No. 4, Approval of 2003 Meeting Schedule — Mr. Eaglen explained that due to the
12 increasing use of Town Hall, staff would like to bring forward an annual meeting schedule
13 approved by the Standing Committee so they could proceed with reserving space at the desired
14 times. Mr. Eaglen explained that staff would like City Council's input on this schedule as well
15 in an effort to make the Joint Sessions more convenient for all participants.
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17 Ms. Morris asked what the difference was between the options presented, and Mr. Eaglen replied
18 that the proposals distribute the Joint Sessions differently based on the City Council and the
19 Standing Committee's busy times throughout the year. Mr. Eaglen stated that the items
20 presented were only options, and staff could accommodate any desirable meeting schedule.
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22 Motion to approve Option "B" as the 2003 SPIN Standing Committee Meeting Schedule.
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24 Motion: Minder
25 Second: Hutton
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27 Motion was unanimously approved.
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29 Agenda Item No. 5, Joint Session Issue Focus — Oktoberfest Recap — Mike Conrads explained
30 that this agenda item was an effort to provide value to the Joint Session agenda by providing City
31 Council with feedback on particular issues of focus. Mr. Conrads reviewed with the City
32 Council the SPIN participation in the Oktoberfest Event October 4 — 6, 2002, and provided the
33 City Council with a list of comments generated at the SPIN Booth on City issues raised by event
34 participants.
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36 Agenda Item No. 6, SPIN Information Packet Procedures — Mr. Eaglen stated that this agenda
37 item was to cover the changes in the SPIN Information Packets provided to SPIN
38 Representatives coinciding with the City Council meetings. The changes due to the approved
39 budget are the following:
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41 ■ Reduction of packets mailed to SPIN Representatives only, versus mail -outs to
42 Representatives and Liaisons (reduction from 80 packets to 20 every two weeks).
43 ■ Budget reductions from $6,972 in Fiscal Year 2001-02 to $960 in Fiscal Year 2002-03.
44 ■ Increased reliability on the website for information distribution, where the re -designed
45 website will be easier to maintain on a timely basis, and the e-mail notification system is
46 much more sophisticated and flexible than previous versions.
SPIN Standing Committee Meeting Minutes — October 29, 2002 Page 2 of 7
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* *-OFFICIAL MINUTES * *
APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE
■ The Development Calendar has been added as a feature on the SPIN web -page, and
residents can track development cases in the pipeline by case number and request
information present in Development Review Committee (DRC) on specific cases versus
mass -distribution of materials.
Mr. Eaglen stated that due to the budgetary priorities in Fiscal Year 2002-03, the nature of the
contents in the packets mailed out would be items that are primarily not available via website,
and that the packets would initially be a process of inclusion and exclusion. Mr. Baltimore
suggested that staff should refrain from sending out information in the packets that is readily
available via the website.
Agenda Item No. 7, Neighborhood Reports —
■ SPIN #2 — No Activity to Report.
■ SPIN #3 — No Activity to Report.
■ SPIN #8 — Neighbors in Woodland Heights question the purpose of SPIN, as neighbors
and developers agree on something, and then the City Council goes and changes things.
SPIN Representative is getting negative comments due to frustration about the results on
the Master Thoroughfare Plan Amendment extending Village Center Drive south of F.M.
1709.
Councilmember Potter replied that no one on City Council has decided to build a road at
this point, only that Planning has brought forth a plan to get traffic flow improved in that
area of town.
Councilmember Stephen stated that City Council does listen, but it is the job of the
Council to look at the big picture in making decisions.
Ms. Minder replied that the Woodland Heights neighborhood are discussing among
themselves some alternatives that would help traffic flow in the area.
■ SPIN #9e —
1. Sidewalks were an issue in August, grant application through partnership with City
and CISD coming forward to City Council to get funding to complete trail sections in
area.
2. There is increasing pressure for a traffic light at Continental and Brumlow Avenue.
3. Cut through traffic in Timarron is a big issue in the area.
■ SPIN # 11 — Lots of roadwork going on in the area, and a large amount of water from
State Highway 114 to Caldwell Creek at Shady Oaks is becoming a problem. Also up the
hill from Dove Road, water is piped from both sides of S.H. 114, this is eroding the road
bed on Shady Oaks.
SPINStanding Committee Meeting Minutes — October 29, 2002 Page 3 of 7
* *-OFFICIAL MINUTES * *
APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE
1 SPIN # 10 — Very quiet, I did receive a call about the trees along White Chapel needing
2 attention. Councilmember Morris replied that she had talked with the City Manager
3 about this issue and asked him to survey the trees and identify where they can replace
4 them, now that it is a good season to plant trees.
6 SPIN Senior
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1.
Inquiring about the status of Remington, is it ever going to happen? Councilmember
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Potter replied that he is aware that the developer's wife is ill, but doesn't know if that
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is an issue or not in the development of the project.
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2.
This Saturday Night is the Seniors for Seniors event with Seniors from Carroll High
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School and Senior Citizens at the Senior Activity Center.
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3.
November 16 is the Call A Ride Southlake (CARS) fundraiser, tickets are $30 per
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person. Steve Lakin is the contact person to purchase tickets.
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SPIN #12 —
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1.
Peytonville road reconstruction is taking quite a while, causing irritation with the
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neighbors. The grading from the curb back has no room for drainage and could flood
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yards.
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2.
Nothing new to report regarding wrapping up the Cross Timber Hills Neighborhood
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Sewer Project, the existing list of outstanding issues is still incomplete, staff and the
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neighbors have discussed these issues over three (3) SPIN Meetings and there is still
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no resolution. City Council and the City Manager also committed that the roads
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would be put back in the original condition and it seems as if that promise has been
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withdrawn. The hope is that the City Council keeps their integrity, as the people and
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the roads have not been taken care of at this time.
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Councilmember Potter replied that there are several bonding issues relating to this
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project, and similar circumstances exist at Bob Jones Park. It is important that tax
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dollars are not used to repair damages due to the contractor, we need to go through
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the process, and if the issues are still not resolved, then address those issues through
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the Capital Improvement Plan (CIP).
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Mr. Baltimore asked if there is anyone who can provide the current status of the
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project and the road issues, there is a Cross Timber Hills Homeowners Association
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meeting on Sunday.
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Councilmember Shankland replied that the current status on the project and the roads
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would be provided prior to the meeting on Sunday.
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Councilmember Morris stated that everyone is sorry that technology improvements
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that have improved the process of installing sewer in existing neighborhoods was not
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available for the Cross Timber Hills project, as it would have prevented a majority of
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the issues.
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SPINStanding Committee Meeting Minutes — October 29, 2002 Page 4 of 7
* *-OFFICIAL MINUTES * *
APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE
1 Mr. Phillips stated that Pedram Farahnak said at the last SPIN meeting that the roads
2 will be taken care of in conjunction with the Pavement Management System, how
3 does that coincide with the commitment of the Council and the City Manager? This
4 contractor had never done a sewer installation like this before, and the issues have
5 been caused by their negligence, commitments were made, and neighbors are not
6 getting straight answers, only tongue-in-cheek replies.
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8 Councilmember Potter replied that we need to go through the process.
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10 Counclmember Shankland stated that the City is fighting with contractors all over the
11 City. The process has to be followed in these instances in case the City has to go to
12 court to resolve the issues. The City Council is also frustrated with having to do this,
13 and we recognize that the residents in Cross Timber Hills have to live with this.
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15 Mr. Dollar stated that everyone needs to watch out for commitments being made or
16 the perception of commitments being made at a SPIN meeting, that the purpose of the
17 meeting is the exchange of information.
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19 ■ SPIN 41 — The issues at Bob Jones Park have been referenced already, and there was a
20 report of a home being TP'ed last week.
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22 ■ SPIN # 15 —
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24 1. There has been a report of a dead horse from West Nile Virus.
25 2. Johnson Road should be completed by the Christmas Holiday.
26 3. Lots of comments received on the sidewalks, and they are being used by residents.
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28 ■ SPIN #14 — There is a proposal coming through the Development Review process
29 requesting a zoning change to allow office buildings at the North East corner of FM 1709
30 and Shady Oaks, but haven't heard any comments on this proposal.
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32 ■ SPIN #5 —
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34 1. Concerns rising over the discussions of a Public Improvement District (PID) in the
35 wake of the issues with the Tax Increment Financing District (TIF). A big question
36 on the PID is if the City assumes the loan(s) if the developer defaults on their debt?
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38 Councilmember Stephen explained that the PID is similar to a defined special
39 assessment that would be payable upon transfer of the property, and the City would
40 have a lien on the properties and could assume ownership and sell the property in
41 case of default.
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43 Councilmember Stephen also reviewed the difference between the PID concept
44 (based on a defined assessment attached to each property) and the TIF, which is based
45 on projections of future incremental revenues that come into the TIF from the
46 development of the property within the zone.
SPINStanding Committee Meeting Minutes — October 29, 2002 Page 5 of 7
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* * OFFICIAL MINUTES * *
APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE
■ SPIN #6 — Tomorrow night there is a SPIN meeting at 7:00 p.m. at the East DPS Facility
regarding the proposed zoning change / concept plan for Patterson Park, an 8 acre tract on
North Kimball Avenue.
■ CPTN #7 -
1. Gymnastics Plus will not build their addition.
2. St. John's Baptist Church is on -hold.
3. The Soccer World is also on -hold.
4. Shafer Plaza landscaping is causing driving visibility issues on South Nolen Drive.
5. Ordinance 480-QQ will impact the homes on Woodsey Court.
6. S. Kimball at F.M. 1709 is moving along, hoping for completion next month, but
most likely in December. Mr. Morin asked if the City would do anything to mitigate
the impact of that wall along the intersection, and Mr. Wang replied that the
intersection is problematic due to school bus traffic.
7. Traffic on S. Kimball is becoming a problem.
8. There are issues with West Nile Virus in the SPIN #7 area also.
9. Pumpco property has been sold, but not aware of who the buyer is. Councilmember
Morris replied that she is aware that the owner plans to build one home on the
property.
Agenda Item No. 8, City Council Reports —
■ Councilmember Stephen — The existing Wal Mart was supposed to close last week, but
the prospective buyer, Alcon, didn't close and this will go back through the bidding
process.
■ Councilmember Potter — Residents noticing the increase rate for sewer, it is important for
people to know that while the City Council disagreed on areas of the budget, that the
Council was unanimously behind the concept of the Utility Fund being self-sufficient and
not relying on the General Fund. That is the reason for the increase in the rate structure.
The Brownstones in Town Square will be coming to the City Council on November 19tn
Councilmember Stephen added that through his analysis the Brownstones / Hotel in
Town Square provides estimated revenue to the TIF of $1.362 million per year to the
City, and $1.51 million per year to the CISD. The benefit to CISD is that the TIF
proceeds could be dedicated to retiring debt issues for school projects in the TIF, or for
the operations of those facilities in the TIF. The benefit to the City is that next year, the
revenues raised would pay 100% of the TIF deficit and have funds left over.
■ Councilmember Shankland — No Additonal Items to Report.
■ Councilmember Morris — No Additional Items to Report.
SPIN Standing Committee Meeting Minutes — October 29, 2002 Page 6 of 7
* * OFFICIAL MINUTES * *
APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE
1 Agenda Item No. 9 Close Joint City Council / SPIN Standing Committee Meeting — Chair
2 Brankin closed the Joint City Council / SPIN Standing Committee Meeting at 9:00 p.m.
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4 Agenda Item No. 10 SPIN Vacancies and Upcoming Standing Committee Appointments — Mr.
5 Eaglen explained that November has traditionally been a recruiting month for Representatives to
6 recruit new representatives for vacancies and Liaisons. Mr. Eaglen stated that this year the even-
7 numbered SPIN areas terms expire in December, and the Resolution appointing the even-
8 numbered SPIN area for 2003 — 2004 is tentatively on the January 7, 2003 City Council meeting
9 agenda. Mr. Eaglen encouraged anyone needing staff assistance in the month of November to
10 contact him.
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12 Agenda Item No. 11, Nominations for 2003 SPIN Standing Committee Executive Officers — Mr.
13 Eaglen stated that nomination forms are included in the packets, and that nominations for
14 Standing Committee officers will be taken up to the agenda item on the next meeting agenda on
15 December 10, 2002.
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17 Mr. Eaglen took nomination forms from the meeting participants.
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19 Agenda Item No. 12, Open Forum — There was no discussion regarding this agenda item.
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21 Agenda Item No. 13, Adjourn — Chair Brankin adjourned the meeting at 9:15 p.m.
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24 ATTEST:
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29 An rea Branki hair
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SPINStanding Committee Meeting Minutes — October 29, 2002 Page 7 of 7