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1998-03-24 CC Mid-Year ReviewCity of Southlake, Texas MEMORANDUM March 20, 1998 TO: Honorable Mayor and Members of the City Council FROM: Curtis E. Hawk, City Manager SUBJECT: Agenda Item Comments and Other Items of Interest for City Council Mid Year Review March 24, 1998 Agenda Item No. 3. Financial Review. The mid year review is a tradition in the City of Southlake, which allows staff to present the Council with a review of 1) progress toward budgetary goals, 2) the city's financial performance during the first half of the budget year (including revenue projections, departmental expenditures, and the annual audit), and 3) upcoming departmental requests for additional funding. We have allocated an hour during next Tuesday's meeting for this purpose. Obviously, we have provided you with a great deal of material and information. Therefore, you may wish to contact Director of Finance Lou Ann Heath prior to the meeting if you have detailed questions. Otherwise, we will do our best to provide you with the information you need during the time allotted. Bear in mind, however, that we are presenting this information with the expectation that additional discussions may be required at future City Council meetings, or that meetings will be scheduled with individual City Council members to address particular concerns/questions. 2. Agenda Item No. 4. Capital Projects Status Report. You regularly receive the comprehensive capital improvement project report in your Council packet, providing you with up-to-date information about the status of each project. As such, you have probably noticed that things change occasionally, as projects are added, etc. The time will allow us to discuss the report and changes during the budget year. Honorable Mayor and Members of City Council Mid Year Review March 24, 1998 Page 2 3. Agenda Item No 5 Corridor Study Enhancements As discussed last Tuesday, the City Council will need to decide which enhancements we wish to pursue and/or are willing to pay for. The packet information provided by Greg Last covers this issue in detail. Please let him know if you lave any questions or comments. 4. Agenda Item No. 6. Other Mid Year Review Issues. The "text only" items provided in your notebook have been prepared to provide you updates on current projects, and may be discussed as needed during the last portion of the meeting or subsequent City Council meetings. The departmental progress reports essentially document our progress toward goals during this fiscal year, while the other items provide detailed information on specific projects. Other Items of Interest 5. Population Estimates. The North Central Texas Council of Governments is preparing to publish the 1998 Annual Population Estimates. We received the final draft calculations today. Note that our 1998 population estimate will be reported as 19,250. The revised 1997 population estimate will be reported as 16,850. 6. Final Note. Lately we have been plagued with a plethora of computer virus problems... should you find something unusual in the text of the items, we may be able to blame it on Wazzu! CEH CITY OF SOUTHLAKE Mid Year Financial Review - March 24, 1998 (October 1, 1997 through February 28, 1998) Five months through the 1997-98 fiscal year, revenues in the General Fund are near or slightly ahead of budgeted amounts in several categories. This discussion of revenues will focus on receipts from October 1997 through February 1998 and how the total relates to the amount budgeted. Included in this report is a copy of the General Fund Statement of Revenues, Expenditures and Changes in Fund Balance for the period ended February 28, 1998 with comparative actual amounts for the period ended February 28, 1997. Also included is the Water and Sewer Enterprise Fund Comparative Statement of Revenues and Expenses for the period ended February 28, 1998 and February 28, 1997. These reports reflect the final audited amounts for FY1996-97 as reported in the City's Comprehensive Annual Financial Report. The December 1997 quarterly investment report, prepared by First Southwest Asset Management, is included. This report details the security holdings of the City and the Southlake Parks Development Corporation. The yield to maturity as of December 1997 on the City's overall portfolio is 6.0% and the market value is $22,092,714. GENERAL FUND REVENUES PROPERTY TAX. In the General Fund, $3,563,568 of $4,036,234 or 88.3%, of budgeted property tax has been collected. Since property tax bills are delinquent as of February 1, most tax collections are received in the first four months of the fiscal year. Although this collection percentage is slightly lower when compared to last year it is anticipated that collections will meet projections. Tarrant County has collected the City's taxes since 1982. Approximately $72,000 has been collected in agricultural rollback taxes for the year. In FY1996-97, total collections from rollback taxes were $117,000. FRANCHISE FEES. Franchise fees include amounts received for use of public rights of way from TU Electric, Tri-County Electric, Southwestern Bell Telephone, General Telephone, and Marcus Cable. The FY1997-98 budget estimated a 10% increase over actual FY1996-97 receipts, unless there was a set contract amount, such as that for Southwestern Bell. To date the City has received $580,795 of $801,030 budgeted. Electric utility franchise receipts are $14,108 ahead of budget. Cable franchise fees are $600 ahead of estimates. The Gas franchise will be received in late May. It is likely that franchise fees from GTE will exceed the $160,000 budgeted by approximately $30,000. For two quarters, $96,000 has been collected from GTE; another $90,000+ is expected for the remainder of the year. It is anticipated that revenues from Franchise Fees will exceed budgeted amounts by approximately $44,000. FINES/FORFEITURES. Revenues from Fines and Forfeitures are $248,376 which is 48.2% of the $515,300 budgeted. This revenue source depends on many variables, such as the number of citations issued, warrants issued and collected, plus the number of cases assigned to deferred D1-1 (` adjudication. Citation volume is expected to level out, and revenues from fines are anticipated to meet or slightly exceed budget. CHARGES FOR SERVICES. This category includes revenue from ambulance transport, recreation class fees, and amounts received from the Cities of Grapevine, Colleyville, Trophy Club and the Grapevine/Colleyville and Carroll School Districts for participation in the Teen Court program. Revenues to date total $152,604, compared with $88,577 last year. Recreation fees make up the greatest part of the amounts collected to date, $126,846, however there is a corresponding increase in the Parks and Recreation Division expenditures for temporary labor and payments to recreation instructors. It is anticipated that revenues from Charges for Services will be within budgeted amounts. SALES TAX. Sales tax (1 %) budgeted for Fiscal Year 1997-98 is $2,715,000, which is an increase of 40.6% over last year's actual collections of $1,931,017. For October 1997 through February 1998, (four months collections) the City has collected $861,136 in sales tax. This is 2.1%, or $58,238 ahead of the projected amounts to date. The following table shows actual FY1996-97, plus the budget and actual to date for five months (through March) collections for FY1997-98. Based on this information, sales tax is estimated at $2,772,630 for the year. Actual Budget Actual Estimated (est-budg) % Month 1996-97 1997-98 1997-98 1997-98 Difference Change October 161,892 211,176 237,164 237,164 25,988 12.31% November 135,367 180,672 193,664 193,664 12,992 7.19% December 115,084 157,347 163,871 163,871 6,524 4.15% January 198,873 253,704 266,437 266,437 12,733 5.02% February 125,671 169,522 168,914 168,914 -608 -0.36% March 104,733 145,443 0 145,443 0 0.00% April 182,384 234,742 0 234,742 0 0.00% May 152,577 200,464 0 200,464 0 0.00% June 171,813 222,585 0 222,585 0 0.00% July 223,854 282,432 0 282,432 0 0.00% August 184,851 333,186 0 333,186 0 0.00% September 173,917 323,729 0 323,729 0 0.00% Total 1 1,931,0171 2,715,000 1,030,050 2,772,630 57,630 2.12% D1-2 The following chart shows the amount of sales tax collected by quarter for FY1995-96, FY1996- 97 and FY1997-98 as projected. Sales Tax Collections by Quarter 2,000,000 1,500,000 1,000,000 500,000 FY96 FY97 FY98 0 Qtr 4 0 Qtr 3 ■ Qtr 2 ■ Qtr 1 PERMITS/FEES. Revenues from permits and fees are $944,333, or 41.7% of the budgeted amount of $2,264,710. This is more than the $840,223 collected as of February 1997. Through January 1998, there have been 24 more single family residential permits issued compared with the first four months of FY1996-97. The City has issued 233 permits; 600 are estimated for the year. Staff will continue to monitor the collections from single family permits issued. As of February 1998, 55 commercial permits had been issued, compared with 59 for the same period the previous year. This revenue category also includes fees from zoning, platting, contractor registration, drainage inspection, construction inspection, and engineering plan review. MISCELLANEOUS. This category includes amounts received for copies of ordinances, revenue from tower leases, the 10% administrative fee retained from Municipal Court State taxes remitted quarterly to the Comptroller, and fees received for police accident reports. The City has received $37,053 to date, compared with $17,114 received during the same period last year. Because of increased fine collections, the 10% fee retained by the City for court taxes has increased. However, it is anticipated that, because of the expected leveling off of citations during the year, that these fees will level off as well. Revenues from miscellaneous income will meet or slightly exceed the $113,975 budgeted. INTEREST INCOME. Interest earnings to date total $54,773. The total collected is on target with the $155,000 budgeted for the year. GENERAL FUND EXPENDITURES For the first five months, or 41.67% of the fiscal year, General Fund total expenditures are $4,941,667, or 38.6% of the $12,792,393 budgeted. A brief discussion of each department will follow, providing a summary explanation of major expenditure trends. General Government Department. Department expenditures for the City Secretary's Office, Human Resources, City Manager's Office, Support Services and Community Services total Dl-3 $1,060,880, which is 45.0% of budget. Personnel expenditures are on target with budget. Due to the number of position recruitments, personnel advertising is running slightly ahead of budget. It is anticipated that expenditures in the second half of the year will decline, since most of the recruitments occur at the beginning of the fiscal year. The City pays for its liability insurance at the beginning of the year, instead of a monthly payment, therefore the budget for Support Services reflects this large expenditure early. Total insurance premium paid to date is $128,072 of the $619,432 total expended. Legal service fees are currently at $171,835 of the $350,000 budgeted. In Community Services, the contracts for the community service groups have been executed and disbursed, with $29,935 spent to date. Therefore it is anticipated that expenditures in General Government will be within the amount budgeted. Finance Department. For the Finance, Municipal Court, and Teen Court Divisions, total expenditures to date are $287,551, or 37.9% of the $759,522 budgeted. Personnel, operations and capital expenditures are within budget. Public Safety Department. Total expenditures for Police Services, Fire Services, and Public Safety Support are $2,174,831, which is 41.3% of the $5,261,340 budgeted. The Public Safety Department maintains an internal accounting system for purchases which must be approved within the chain of command before items are acquired. This reinforces the accountability of the Department and ensures the close tracking of expenditures. Currently, overtime expenditures are running slightly ahead of budget. This is due to the under -expenditure for personnel services resulting from understaffing at the beginning of the year. It is anticipated that total Operations (4w, and Capital expenditures will finish the year within budget. Public Works Department. Budgeted within this department are Building Inspections, Streets/Drainage, and Public Works Administration. Expenditures to date are $810,457, or 33.7% of the $2,406,499 budgeted. Personnel expenditures are within budget. In the Streets/Drainage Division, $163,000 is allocated for street repairs, which is primarily done during the warm months. As of February, $53,000 has been spent, leaving the bulk for the remainder of the year. In the Public Works Administration Division $250,000 had been allocated for engineering services, primarily for the drainage master plan. Slightly more than $36,000 has been spent through February. Phase two of the drainage master plan will be initiated in the near future. Parks and Recreation Department. Total expenditures are $390,474, or 29.6% of the $1,318,066 budgeted. Personnel expenditures are on target with budget. There is $120,000 allocated for contract mowing during the summer months, consequently no expenditures have been made on this line item. Many of the recreation programs are planned for the summer months, therefore only $45,635 of the $225,000 budgeted for revenue -supported contract instructors has been spent through February. Community Development Department. The Community Development and Economic Development Divisions have expended $217,474, or 31.5% of the $690,489 budgeted for the year. Expenditures in the Department are within budget. .V, D1-4 WATER AND SEWER ENTERPRISE FUND Revenues. As of February 28, 1998, the City has received $2,842,063, or 37.5%, in revenues of the $7,570,600 estimated. This is compared to $2,332,093 received through February of last year. There have been 211 new water customers, 227 new sewer customers, and 200 new garbage customers added from October through January 1998, increasing the number of customers to 5,948 water, 3,458 sewer, and 5,386 garbage. The majority of revenue is received in the summer months. Total revenues for the year will most likely be within budgeted amounts. Expenses. The City has expended $2,493,839, or 32.0%, of the $7,784,102 budgeted for personnel, operations, and capital expenses. Of the total expenses, $499,884 has been paid to the Cities of Fort Worth and Trophy Club for treated water, while $726,569 has been paid to the Trinity River Authority for debt service, together accounting for over 49% of total expenses. DEBT SERVICE FUND The City has received $2,509,736 in current and delinquent ad valorem taxes through February 1998. There has been $25,963 interest earned and $177,859 transfers from other funds for debt service. Principal and interest payments of $1,772,145 have been made. These amounts are within budget. The remainder of annual debt service requirements will be paid in August, according to the bond payment schedules. SOUTHLAKE PARKS DEVELOPMENT CORPORATION Operating Fund. Through February, $430,568 in the '/2 cent sales tax has been collected, and $10,750 interest earned. Sales tax receipts, as mentioned in the General Fund discussion, are 2.1% ahead of estimates, or $29,119. Expenditures for personnel total $20,179, and $271,588 has been transferred to the SPDC Debt Service Fund. Debt Service Fund. Bond interest and administrative expenditures total $223,406, with $8,831 earned in interest. PARK DEDICATION FEE FUND Revenues. The City has collected $33,503 of the $50,000 budgeted for the year. This revenue source varies depending on the number of developments during a fiscal year, and the park dedication fee credits given, if any, for open space and amenities. The fund has earned $2,716 interest for the year. Expenditures. Total expenditures to date are $22,331 of the $53,594 budgeted. This amount is transferred to the Debt Service Fund. In FY1995-96, the City acquired an additional 17 acres for Bob Jones Park. The annual amounts due on the notes payable are paid by the park dedication fees. D1-5 REVENUES Ad Valorem Taxes Sales Tax Franchise Fees Fines Charges for Services Permits/Fees Miscellaneous Interest Income Total Revenues City Secretary Human Resources City Manager Support Services Community Services subtotal -General Govt. Dept. Finance Municipal Court Municipal Court -Teen Court subtotal -Finance Dept. Fire Police 'ublic Safety Support abtotal-Public Safety Dept. tuilding Inspection Streets/Drainage Public Works Administration subtotal -Public Works Dept. Parks and Recreation Dept. Community Development Economic Development subtotal -Community Development Total Expenditures Excess (deficiency) of Revenue over Expenditures OTHER FINANCING Proceeds from C.O. Sale (net) Transfer In -Other Funds Total Other Sources/(Uses) Excess (deficiency) of Revenues/other sources over Exp. FUND BALANCE OCT 1 ENDING FUND BALANCE fund balance percentage GENERAL FUND Statement of Revenues, Expenditures and Changes in Fund Balance for the period ended February 28, 1998 with comparative actual amounts for the period ended February 28, 1997 (fiscal month 5 - 41.67 %) $877,572 266,437 19,053 45,651 29,024 231,070 11,858 $1,507,421 $15,414 12,850 22,965 115,254 30,203 20,185 3.476 133,111 204,824 58,934 60,189 1i IRT-111 35,804 5.514 41.314 $927,052 $580,369 $0 58.333 $58,333 $638,702 Adopted Percent Actual Percent Year to Date 1997/98 1997/98 Collected/ Year to Date Total Collected/ $3,563,568 Budget $4,036,234 E=nd 88.3% 2/28/97 $3,152,444 9/30/97 $3,464,261 E=nde� 91.0% 861,136 2,717,500 31.7% 611,216 1,930,016 31.7% 580,795 801,030 72.5% 659,385 939,599 70.2% 248,376 515,300 48.2% 166,597 509,328 32.7% 152,604 551,550 27.7% 88,577 354,555 25.0% 944,333 2,264,710 41.7% 840,223 2,525,797 33.3% 37,053 113,975 32.5 % 17,114 130,203 13.1 % 54,773 155,000 35.3% 75-632 185.630 40.7% $6,442,638 $11,155,299 57.8% $5,611,188 $10,039,389 55.9% $85,474 $241,365 35.4% $105,405 $242,575 43.5% 80,121 172,288 46.5 % 45,118 144,948 0.0 % 130,150 362,173 35.9 % 182,100 499,939 36.4 % 619,432 1,211,717 51.1% 512,885 1,497,945 34.2% 145,703 368,934 39.5% Q Q 0.0% 1,060.880 2,356,477 45.0% 845,508 2,385,407 35.4% 162,750 420,717 38.7% 178,014 418,017 42.6% 103,749 282,869 36.7% 87,062 253,010 34.4% 21.052 55.936 37.6% 16.870 48,370 34.9% 287,551 759,522 37.9% 281,946 719,397 39.2% 697,783 1,569,067 44.5% 450,311 1,460,111 30.8% 1,097,897 2,681,325 40.9% 927,657 2,242,915 41.4% 379-151 1,010,948 37.5 % 398,454 975,419 40.8 % 2,174,831 5,261.340 41.3% 1,776,422 4,678,445 38.0% 209,234 605,723 34.5% 203,911 474,511 43.0% 289,028 927,057 31.2% 264,411 903,988 29.2% 312,195 873,719 35.7 % 258,620 690,191 37.5 % 810,457 2,406,499 33.7 % 726.942 2,068,690 35.1% 390,474 1,318,066 29.6% 320,808 1,013.013 31.7% 180,785 573,514 31.5% 198,115 463,551 42.7% 36,689 116,975 31.4% 27,178 90.319 30.1% 217.474 690,489 31.5% 225,293 553,870 40.7% $4,941,667 $12,792,393 38.6% $4.176.919 $11,418,822 36.6% $1,500,971 ($1,637,094) $1,434,269 ($1,379,433) $0 $715,547 $5,000 $838,504 295,363 700,000 Q 633,000 $295,363 $1,415,547 $5,000 $1,471,504 $1,796,334 ($221,547) $1,439.269 $92,071 $2,445,724 $2,445,724 $2,353,653 $2,353,653 $0 $0 $0 $0 $4,242,058 $2,224,177 $3,792,922 $2,445.724 17.4% 21.4% Of- 4 REVENUES Water Sales -residential Water Sales -commercial Sewer Sales Sanitation Sales Other utility charges Miscellaneous Interest Income Total Revenues F.XPEN_ SF_C Water Sewer Sanitation Debt Service - Revenue Bonds Total Expenses Excess (deficiency) of Revenue over Expenses OTHER FINANCING SOURCES ,AND (USES) Transfer In -Other Funds ansfer Out -Other Funds tal Other Sources/(Uses) Excess (deficiency) of Revenues and other sources over Expenses WATER AND SEWER ENTERPRLSE FUND Comparative Statement of Revenues and Expenses for the period ended February 28, 1998 and February 28, 1997 (fiscal month 5 - 41.67%) $232,M 45,37 67,15 57,88 28,41 2,31 $443,35 $136,12 45,26 40,63 295.33 $517,36 Year to Date $1,694,860 306,226 384,354 255,582 156,428 16,673 27.940 $2,842,063 $1,098,949 276,168 159,743 958,979 $2,493,839 $348,224 Adopted 1997/98 Budo $4,887,500 701,500 920,000 534,000 359,000 91,600 $7,570,600 $4,426,137 795,475 500,000 2,062.494 $7,784,102 ($213.502) $69,512 $347,560 $834,145 (294,667) (700,000) $11,179 $52,893 $134,145 $401,117 ($7.2 3$7) 01-_? Year to Date 2128/97 $1,352,664 43.7 % 230,949 41.8% 316,134 47.9% 213,373 43.6% 150,732 18.2 % 29,084 39.157 $2,332,093 Actual Percent Total 9/30/97 Collected/ E=nds� $4,425,797 30.6% 657,807 35.1% 811,624 39.0% 508,224 42.0 % 409,950 36.8% 92,063 31.6% 77.196 50.7% $6,982,661 33.4% $1,163,837 $3,971,926 29.3% 318,173 727,546 43.7 % 143,225 445,205 32.2% 815,193 1,817.529 44.9% $2,440,428 ($108,335) $6,962,206 $20,455 35.1% $290,904 $698,170 . 0 (633,000) $290,904 $65,170 Lq L O 4-m O p L O L a Im M.4 �, arOrvz r Noo th O •6 v) V% .G .p y O � o000C O � N V A — 00 in 00 OC IA O N y v�i00��h r rN S O �OOrvOIn '. en Nvrvi G O� x en N — N 00 M M N V C N Itn N ( t n � I N O O R O O Y _V On0000 O L a000 O �a NOnN�O r• MN W% N en 0 D 0 0 -Ir 00 rn N — N In� 00oaoo 00o « r--v�r °O nN L N v000v10 0 L(, OOOnvi 00 a�•fn —rw 00 M M N N s u 0000rvoo 0 i LI aoao 0 a 0005� V1 r N 0> L 0 0 0 M M L a —OOr 00 N N O L M M �p U r •L d P O� O� O O OM-- �' 0000 O nnrr n y « N0 O C C GOON 000 N0000 O.OI OO�ONn Nv1 u O Wn 10 10 W% v1 UG 0000— c �0. 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Discussion • This monthly report is in a narrative format, which describes the ongoing progress of each project. A graphical schedule of each project is also included which shows the current schedule with the corresponding baseline schedule. • The following is included: 1. Sewer and Water Infrastructure CIP Report 2. Neighborhood Sewer/Street CIP Report 3. S.H. 114 Reconstruction Projects Report 4. Miscellaneous Projects Report • As staff moves forward with the bond sale, some of the CIP projects may need to be reprioritized, because of the changes in the cost of S.H. 114 R.O.W. and time delays of easement/ROW acquisition. D 71 (40" MONTHLY CAPITAL IMPROVEMENT PROJECTS UPDATE March 1998 1996-98 Sewer and Water Infrastructure CIP Projects X SEWER LNTRASTRUCTURE Project Description: Dove Estates Lift Station & Sanitary Sewer Improvements Discussion: Currently, the Dove Estates subdivision is served with sanitary sewer. This sewer flows to a small treatment facility where.it is treated and discharged into Lake Grapevine. This treatment facility is a maintenance problem and requires daily upkeep. In order to abandon the treatment facility, a lift station needs to be constructed so the sewer can be pumped within a force main to the gravity sewer located in Lonesome Dove Estates. The design of this project is ongoing and should be completed by the end of February. The design of this project has spanned longer than anticipated due to expanding the scope of this project. This change involved analyzing whether other properties near this proposed sewer line can be connected to sewer via these improvements. This project was originally proposed and funded for the FY1996-97, but because no improvements to this project can occur until the lift station at N. Carroll Ave. and E. Dove St. is abandoned and improvements to the lift station at Lonesome Dove Ave. and E. Dove St. occur, this project was delayed and placed in the FY1997-98. The estimated design and construction cost is $170.000. ID Task Name Duration 1997 1998 1999 J I J JAI SJOI NJ D J F M A M J I J A I S101 NJ D J I FIMIAIMI J I J 56 Dove Estates Sewer 358d 37 Design 110d 90°A 58 Review Plans 21d 046 59 Obtain Right of Way 120d °G 60 Finalize Plans 10d 61 Advertise 21d O 0% 62 Council Bid Award Id a 9/17 63 Obtain Contract Documents 15d to 0% 64 Preconstruction Conference ld 10/9 65 Construction 90d 0% Project Description: Crossroads Square Sanitary Sewer" Discussion: The City budgeted $125,000 in the FY1996-97 CIP budget to construct a sanitary sewer line from the existing lift station at Crossroads Square tot he existing sewer line at the end of Caddo Lake Drive in the Lakecrest Addition. portion of this project was approved and funded for the FY 1996-97. The original alignment of the sewer was revised due to the developer of the Shady Oaks Retail Center participating with the city. Under this new alignment, the portion of the sewer line from Caddo Lake Drive to the north side of F.M. 1709 was constructed. Due to the alignment change, an additional $50,000 is required to design and construct the remaining portion of this sewer line. The remainder of this sewer line is from the entrance to Bicentennial Park to the lift station located at F.M. 1709 and N. White Chapel. With the completion of this section, the existing lift station will be abandoned. The construction plans are complete and are being reviewed by the city. The anticipated completion date is the end of June, 1998. ' Desipates a ne%v project •' Deaipates a revision to a previously proposed project I N 10 1 Task Name Duration 1997 1998 1 D J I F M A M J J A S O N D J F M A M J J A! S I O N D J F M A M J 89 Crossroads Square Sewer 161 li 90 j Design 80 0 hpeb 91 Review Plans 18 tt 50°6 92 1 Obtain Right of way 0 0 3 93 Finalize Plans 3 u � OS6 94 Advertise 28 ® 0% Ii 95 Council Bid Award 1 Cy 4/14 96 I Obtain Contract Documents 15 o i 01A 97 Preconstruction Conference 1 O �s 5/6 98 i Construction 15 0 ' 046 Project Description: Sewer Line Extension North on White Chapel to Bob Jones Park* Discussion: This sewer line is needed to provide sanitary sewer service to Bob Jones Park. The estimated design and construction cost is $244,000. The city anticipates having this sewer line engineered and designed in the FY1997-98 and constructed in the FY1998-99. Therefore, $19,520 will have to be funded for the engineering costs for the FY1997-98. The design of this project was scheduled to be completed by the end of November 1997. However, the design has been delayed because the TRA lift station is not yet in service. The design will begin once the TRA lift station is in service. The projected completion date for this lift station is mid -March, 1998. i =IDTaskme Duration 1998 1999 O N D J F M A M J J A S O N D J F M A M J J A S O N D J F M A 100 Bob Jones Park Sewer 188d 101 Design 30d 0% 102 Review Plans 15d o p•A 103 Obtain Right of Way 30d r I 104 Finalize Plans 5d u I�tA 105 i Advertise 21d t� 0°A 106 Council Bid Award 1 d 7/7 107 I Obtain Contract Documents 15dElfi 0•4 108 j Preconstruction Conference 1d Q 729 109 I Construction 90d p Project Description: S-7 Sewer Line Extension* Discussion: The S-7 sewer he serves the southeast portion of the city. With the construction of this extension, the city can eliminate the wastewater treatment facility at Bank Place. This sewer line will also serve the commercial and industrial sites located in this portion of the city. The estimated design and construction cost for this project is $1,000,000. The city anticipates that the design and a portion of the construction will be completed in the FY 1997-98 and the remainder of the construction to occur within the FY 1998-99. Therefore, $500,000 is proposed to be allocated for the FY1997-98, and the remaining $500,000 to be allocated for the FY1998- 99. A portion of this sewer line was recently authorized for design. The portion authorized was the part that will cross the petroleum companies along SH 26. The intended completion date for this project is December 1999. * Desigpates a new project ** Designates a revision to a previously proposed project 2 0 NJ ID Task Name Duration 7 1998 1 1999 J A S O N D J F M A M J J A S O N D J F M A M J j J A S O N I D! J 122 S-7 Sewer Extension 458d 123 Design 90d �p•.6 124 Review Plans 15d 0% 125 Obtain Right of Way 150d p•� 126 Finalize Plans 5d 127 j Advertise 21d 091i 128 j Council Bid Award 1 d 312 129 Obtain Contract Documents 15d 0•.6 130 Preconstruction Conference 1 dq 131 Construction 180d p°A Project Description: Diamond Circle Estates Sewer/Streets Discussion: Construction is on schedule for this project. The sanitary sewer construction is complete and work on the street has reached the midpoint of completion. Construction is scheduled to last until the end of March_ 1998- go Project Description: Sutton Place Sewer (CDBG) Description: Construction began for this project on October 27, 1997. At least 60 days will be required to install the sewer main line. As you are aware, there is a second phase of construction which involves connecting the residents from their existing septic systems to the main sewer line. The construction for this portion is now in nrol'ress_ ID Task Name Duration 1997 1998 N D J FMA I MI J IJ A S O N D J F MA M J I J A S O N D 1 Sutton Place Sewer (CDBG) 300 2 Design 60 100°i 3 Review Plans 21 100% 4 I Obtain Right of Way 60 100% 5 Finalize Plans 10 6 Advertise 28 100.6 7 Council Bid Award 1 9/2 8 Obtain Contract Documents 15 100•� 9 Preconstruction Conference 1 0 102 10 Construction 100is 700A * Designates anew project ** Designates a revision to a previously proposed project 3 Project Description: Dove St. Force illain (Lonesome Dove Ave. to Kirkivood) ** Discussion: The first phase of this project was originally approved and funded for the FY 1996- 97. The first phase will be constructing a 14" force main along Dove. St. and modifying the existing lift station located at Dove. St. and Lonesome Dove Ave. In the future, an additional 18" force main along Dove St. will be required in order to serve the subsequent development and the existing homes connecting to sewer. Therefore, instead of constructing the 18" force main at a later date and disturbing the area a second time, the city proposes constructing the 18" force main at the same time as constructing the 14" force main. The additional cost is $361,000. of which $300,000 will be allocated for the FY1997-98 and the remainder S61,000 being allotted for the FY 1998-99. The design of this project is around 85% complete. Approval was received from TU Electric in order for the proposed force mains along Dove St. to be located within the existing TU Electric easement along the north side of Dove St. Permission still must be granted by the homeowners for which this existing TU Electric easement is located. The utility easements are now being aauired. The expected comnletion date is Decemher I QQR i ID Task Name Duration 1997 1998 OTN7 D J F M A M J J A S O N D J F M A M J J A S O N D J F M A 45 Dove Road Sewer 528 46 Design 332 90°b 47 Review Plans 21 0 c '0% 48 Obtain Right of Way 120' 49 Finalize Plans 10 0 �€ 0% 50 Advertise 28 0 p% 51 Council Bid Award 1 0 12 52 Obtain Contract Documents 15 0 i p.b 53 Preconstnrction Conference 1 O �l 7,6 34 Construction 120 0% Project Description: 18" Force Main from Raintree vicinity to Kirkwood Blvd. * Discussion: This force main will convey the sewer from the Raintree/Shady Lane vicinity to the proposed sanitary sewer line at the intersection of Dove St. and the future Kirk --wood Blvd. The cost of this project is estimated at $648,000, although only $432,000 will be appropriated for the FY 1997-98. The remaining $216,000 willbe funded in the FY 1998-99 budget. This project is in its beginning design stage. The nreliminary schedule for this Droiect is as shown below. ID Task Name Duration 7 1998 1999 j J A S O N D J F M A M J J A S O NI D J F M A M J J A S O N D J 78 Force Main tam Rak*ve vtdnRy 5/ Sd 79 i Design 150d 20°6 80 Review Plans 30d 81 Obtain Right of Way 150d p° 82 Finalize Plans 20d 0°6 83 Advertise 28d 04A 84 I Council Bid Award 1d 0% 85 Obtain Contract Documents 15d I 0% 86 Preconstruetion Corriere nce 1d 0•� 87 Construction 150d j! 0•A * Designates anew project ** Designates a recision to a previously proposed project 9 Project Description: Lift Station Located in the Raintree/Shady, Lane Vicinity* Discussion: This lift station will pump sanitary sewer from the Raintree; Shady Ln. area to the gravity sanitary sewer located at Dove St. and the future Kirkwood Blvd. The estimated cost of this project is $425,000, of which $318,650 will be allotted for the FY1997-98. The remaining 51O6,25O will be allocated for the FY1998-99. This project has begun and should be designed ahead of schedule. The city has purchased the property where this lift station will be located. The anticipated schedule is as follows- 10 Task Name Duration 7 1998 I 1999 J A S O N D J F M I A I M I J IJ A S O N D J I F i M A M J J A S 1 0 N D J 89 Lift Station @ RaYitree/Shady Area 440d 90 Design 130d •� 91 Review Plans 30d 92 Obtain Right of Way 150d 93 Finalize Plans 20d Mal 0% t� 94 Advertise 28d L 0% 95 Council Bid Award 1d peb 96 Obtain Contract Documents 15d I' Q% o 97 Preconstruction Conference 1d p•� 98 Construction 150d I Project Description: 18"Gravity Sewer Line from Mesco Lift Station to Proposed Raintree/Shady Ln. Lift Station* Discussion: This sanitary sewer line will begin at the existing lift station located near the Mesco property and extend along the Jones Branch creekway to the proposed lift station located in the Raintree/Shady Ln. vicinity. With the construction of this line, the existing lift station at Mesco will be eliminated. The estimated design and construction cost is $175,000, although only $116,667 will be appropriated in the FY1997-98 CEP budget. The remaining $58,333 will be funded in the FY 1998-99 budget. This project is in its beginning design stage and will be contingent on the proposed drainage improvements along Jones Branch. The preliminary schedule is depicted below. IDTask I Name i Duration 1998 1 1999 A S O N D J I F M I A M I J J A S O N D J F M! A M J J 100 tir-S.S. LM from Mesco to Raintree 515d 101 Design 150d 5% 102 Review Plans 30d 103 Obtain Right of Way 150d 0• 104 Finalize Plans 20d 0% 105 Advertise 28d 0% 106 Council Bid Award 1d h0% 107 Obtain Contract Documents 15d p% 108 Preconstruction Conference 1d 10% 109 1 Construction I 150d 0% " Designates a ne« project ** Designates a revision to a previously proposed project 5 N "'ATER L FRASTRUCTURE Project Description: 12 " GYater Line along Continental to Crooked Lane to S. Kimball to F.t1. 1709 Discussion: Currently, the existing 12" water line along F.M. 1709 is fed only from one direction. With the construction of the above referenced water line, a loop with the existing 12" water line along F.M. 1709 with the 12" water line along Continental will be created. The alignment for this water line along Continental has been revised. The plans for this re,,ised alignment have been completed and re-,iewed by the city. The city is in the process of obtaining the required easements for construction.. The easement acquisition should be complete by mid - March. Construction is anticipated to take at least 180 days_ ID (Task Name Duration 1997 1998 O N DI J F M A M J J A S O N D J F M A M J J .A ; S O N D J F; MIA 67 Continental/Kimball Water 531 68 Design 240 14 1 69 Review Plans 107 70 Obtain Right of Way 98 35IA 71 Finalize Plans 10 I' 72 Advertise 28 I 0°% 73 Council Bid Award 1 0 /9 74 Obtain Contract Documents 15 cm 0% 75 Preconslruction Conference 1 0 5/1 76 Construction 180 0°% Project Description: 12" Water Line - Dove St. to Kirkwood Blvd. ** Discussion: This project will provide water service to the IBM complex in Solana as well as the future development along the future Kirkwood Blvd. This project was approved and funded in the FY1996-97 CIP budget. During the design process, various topography and development concerns led to revising the original alignment. The original estimate which was funded in the FY 1996-97 budget was $200,000. With the alignment change and the addition of certain valves and fittings, the revised estimate is $326,000. This additional $126,000 will be funded in the FY1997-98 CIP budget. Construction is ahead of schedule and is now being cleaned up for finalization. ID Task Name Duration 8 1997 1998 J A S O N D J F M A M J J A S O N O J F MIA M J J A S O N D J 56 Dove to Kirkwood Water 395d 57 Design 60d 100•% 58 Review Plans 21d 100°% I' 59 Obtain Right of Way 160d 100°% 60 Finalize Plans 10d 61 Advertise 28d 1001%I 62 Council Bid Award 1 d 0 9r25 ` i 63 Obtain Contract Documents 19d ©, 100°% 64 Preconstnution Conference 1d 0 10/2 I I 65 Construction 120dm0iiiiiiiiiiiii 98% a Designates a new project " Designates a revision to a previously proposed project G (am" Project Description: 24" Transmission Water Line from Trophy Club to Ground Storage Tank No. 2** Discussion: This water line will provide a second main feed for the city from the City of Fort Worth. This project was approved and funded for $1,300,000 in the FY1996-97 CIP budget. This amount was estimated based on a proposed 20" water line. Based upon a water model study by Freese & Nichols, it was determined that a 24" water line was required in lieu of the 20" line. Therefore the project estimate increased by $211,000. For the FY 1997-98 CIP budget, $105,500 will be allocated with the remaining $105,500 budgeted for the FY1998-99 CIP budget. The design of this project is complete. The construction plans have been reviewed by the city are being finalized . The city is also in the .process of obtaining the necessary easements for this Droiect. The expected completion date is the heQinning of Anril of 1999 ID Task Name Duration 1997 1998 1 N D J F M A M J I J A S O N D J F M A M J J A S O N D J F M A M 12 24" Transmission Water Line 537 13 Design 180 100 14 Review Plans 50 100% 15 Obtain Right of Way 90 0% 16 Finalize Plans 10 to 17 Advertise 28 0% 18 Council Bid Award 1 3/27 19 Obtain Contract Documents 15 p•5 20 Preconstruction Conference 1 0 4/20 21 Construction 240 016 Project Description: 24" Transmission Line from Ground Storage Tank No. 2 to Dove Elevated Tank** Discussion: The construction of this water line will provide a redundant source from the proposed Ground Storage Tank No.2 to the Dove St. elevated water tower. This project was originally estimated to cost $650,000 in the FY1997-98 CIP budget. The original alignment of this water line was revised in order to bypass Corps of Engineers property. Furthermore, the size of this water line was increased from 20" to 24" for hydraulic considerations. For these reasons, as well as for the purchase of the required easements, the estimated cost increased by $200,000. This amount will be financed through the FY 1997-98 CIP budget. This project will begin in mid - March due to the time to manufacture the pipe. The expected completion date is the end of Aueust_ 1998. ID Task Name Duration 1997 1998 N D J F M A M J J A S O N O J F M A M J J A S O N D J F M A M 100 24" Ground Storage 2 to Dove 420 101 Design 120 ° 102 i Review Plans 30 103 Obtain Right of Way 30 104 Finalize Plans 6 IW% 105 Advertise 15 1 106 Council Bid Award 1 1 107 Obtain Contract Documents 15 108 Preconstruction Conference 1 109 Construction 120 Designates a new project " Desigtatcs a re%isioa to a previously proposed project 7 Project Description: 20" TVater Line from FjV11709/White Chapel to Woodland Heights** Discussion: The construction has been completed and the waterline is in service. Project Description: 12" Water Line on Continental from Crooked Lane to Heritage Business Park* Discussion: This water line is crucial in providing fire flow for Heritage Business Park. This water line will also provide a loop with the existing water lines from Commerce Business Park and Heritage Business Park to the proposed 12" water line along Continental. The estimate for this water line S 162.000. The Dreliminary schedule is depicted below_ ID Task Name I Duration 1998 1 1999 j S1 OINI'ID.Jl F1 MIAIMI J I J JAI SIDI NJ D JJFJM A M J J A S O N D J I F M 111 12" Line on Continental to HeraaW I 295d 112 Design 60d O-A 113 Review Plans 21d 114 Obtain Right of Way 120d Q°4 115 Finalize Plans 10d © 0S6 116 Advertise 28d 0% 117 Council Bid Award 1d 1 0% 118 Obtain Contract Documents 15d o 0•� 119 Preconstruction Conference 1 120 Construction 60d M 0% Project Description: 12" Water Line on E. Dove St. from White Chapel to Carroll Ave. * Discussion: This water line will replace the existing 6" water line along E. Dove St. The engineering will be funded in the FY1997-98 CIP budget. The estimated cost for the engineering is $22,800. The funding for the construction of this line will be budgeted in the FY 1998-99. The estimated amount for the construction is $262,200, therefore the total amount for this project is estimated to be 5285,000. The engineering has been delayed until the necesary easements for the force mains along Dove have been obtained. This will help minimise any conflicts if revisions occur to the force mains. ID Task Name Duration 1998 1999 O N O J F M A M J J A S O N D J IFIMIAIMIJIJ JAISJOINID J F M A 122 12" on E.Dov° from WC to Carroll 415d 123 i Design 120d 0% 124 Review Plans 21d 125 Obtain Right of Way 150cl 0°A 126 Finalize Plans I 10d 0°6 127 Advertise 28d 09b i 128 Council Bid Award 1d 0°b 129 Obtain Contract Documents 15d 0°6 130 Preconstruction Conference td 0% 131 Construction 90d 0% Project Description: 12" Water Line on N. White Chapel from W.Highland to F.M. 1709* Discussion: The current 12" water line along N. White Chapel is deteriorating and requires replacing. The water line will be designed in the FY1997-98 and constructed during the FY1998- 99 and FY1999-00. The engineering costs are estimated to be $22,800 and will be allocated in ` Desumates a net projea '• Designates a revisiw to a previously proposed project 8 Qe the FY 1997-98. The remaining $262,000 will be funded as part of the FY 1998-99 and FY 1999- 00 CIP budgets. The nreliminary design and cnnstnrctinin is nn the next nnva ID Task Name Duration 1998 1999 i 2000 F M A M J J A S O N D J F M I A I M' J J A S O N D J F, M A M J! J I A 133 12" on WC tom Highland to FM1709 340d MEW- 134 Design 45d 135 Review Plans 21d 136 Obtain Right of Way 150d 0% 137 Finalize Plans todl i0% 138 Advertise 26d 0% 139 I Council Bid Award td 140 Obtain Contract Documents 15d 0% 141 Preconstruction Conference td 0% 142 Construction 90d 0- Project Description: _ firon Elevated Tank** Discussion: This water tower will maintain adequate fire flow and water pressure to the east side of the city's water system. The design of this project is complete and is being reviewed by the city. The original estimated amount for this project has increased from $1,560,000 to $1,710,000. This increase is attributed to required modifications to the elevated tanks at Bicentennial Park and at E. Dove St. once the construction is complete to the Miron elevated tank. These improvements total $90,000. Furthermore, a second floor in the tank shaft will also be constructed as part of the Miron elevated tank. This improvement will cost $60,000. The engineering and construction costs are divided equally between the FY 1997-98 and FY 1998-99, which amount to $855,000 each. This project has been designed and the city has reviewed the plans. The project will be bid on March 6. The city is working together with the residents to determine the best Daint scheme for the tank. i ID Task Nam. Duration 1 1 1997 1998 1 1 D J I F I M A M J J A S O N D J I F M A M J J A S O N Di J F M A M J 78 ! Miron Elevated Tank I 581 79 i Design 200 •� 80 Review Plans 16 1. 81 Obtain Right of Way 0 82 Finalize Plans 21 83 Advertise 19 79% 84 Council Bid Award 1 6 85 ! Obtain Contract Documents 15 % 86 Preconstniction Conference 1 *3130 87 Construction 270 •6 Project Description: 30"/36" Transmission Line from N. Pearson to SH 114* Discussion: As part of the Northeast Tarrant County Regional Water Supply (NETCREWS), the city has committed to constructing a 30" water line from Pumping Station No.I along N. Pearson to Florence, thence along Florence to Randol NO. At this intersection, the water he will increase in size to a 36" water he and will extend north along Randol Mill to the intersection of the future Precinct Line Rd. and SH 114. With the construction of this water line and the proposed 24" water line along S.H. 114, a redundant main feed will be accomplished from the City of Fort Worth. This line is scheduled to be completed in the FY2000-01. In order to • Designates anew project •' Designates a re,.ision to a pre%iously proposed project 2 (4w, accomplish this, the engineering must be scheduled for the FY 1997-98. This amount is estimated to be S298,861. The remaining estimated costs will be appropriated over the FY1998-99, FY 1999-00, and FY2000-01. The entire nroiect cost is estimated to be S3.733.516. ID Task Name Duration 1998 1 1999 2000 2001 A J J A S O N J F MA M J J A S N J A J J A S O N J MA J J A S NI DIJ 144 ". D6" TI misslon llns 820 - I 145 Design 150 0°4 146 I Review Plans 30 i 147 Obtain Right of Way 360 % 148 Finalize Plans 15 0% 149 I Advertise 28 0°6 150 Council Bid Award td I 0% 151 I Obtain Contract Documents 15 i 0% I 152 Preconstruction Conference 1d I 01A 153 Construction 250 O+A Project Description: Pump Station No. 2 at T. W. King Rd. ** Discussion: This pump station will provide water storage and distribution to the northem part of the city. The tank itself was approved and funded for the FY1996-97 for an estimated cost of $600,000. Along with the ornamental facade, which was not estimated in the original cost of the tank, and the increase in the bid of the tank from the estimate, there is a $400,000 increase to the project. The design is complete for the tank itself. Construction on the tank has begun. The design of the pump station is near completion. Construction of the pump station will be delayed (41W until the construction of the 24" transmission waterline begins. For the FY1997-98 CIP budget, $2,110,000 will be appropriated and the remaining $400,000 will be fimded in the FY1998-99 for a total estimated cost of the nroiect of $3.110.000. -- ID Task Name Duration 1997 1998 1 D JJFJ A M J J A S O N D J F I MIAIMIJI J A S O N D J F M A M, J 111 Ground Storage 2 597 112 I Design 292 I °6 l' 113 j Review Plans 30 0: 114 Obtain Right of Way 0 115 Finalize Plans 20 0°b' 116 i Advertise 28 mill0% 117 Council Bid Award 1 0°A 118 Obtain Contract Documents 15 0 0% i 119 Preconstruction Conference 1 0°6 120 Construction 210 Project Description: Oversi:ing of 20" Water Line Through Town Center* Discussion: The current Master Water Concept Plan requires a 20" water line to loop with the existins 20" transmission line along N. White Chapel and the proposed 20" transmission line along F.M. 1709. The proposed route for this water line is along N. Carroll from F.M. 1709 to S.H. 114 thence along S.H. 114 to N. White Chapel. Due to the future vertical alignment of the proposed N. Canoll/S.H. 114 intersection, the city proposes to locate the section of this 20" water he from F.M. 1709 to S.H. 114 through the Town Center Development. Consequently, the oversiane cost of this water line will be elegible for TIF funds . The proposed cost to be ' Designates anew project •' Designates a re%uica to a previously proposed project 10 funded through the FY1997-98 CIP budget is $20,000, with the remaining $230,000 to be funded in the FY 1998-99 budget. The construction plans have been reviewed by the city. Project Description: Painting Florence Water Tovver* Discussion: The Florence Rd. water tower is scheduled to be painted during the FY1997-98. The estimated cost is $73,500. ' Designates anew project " Designates a revision to a previously proposed project 11 MONTHLY CAPITAL L IPROVEMENT PROJECTS UPDATE March 1998 1996-98 Neighborhood Sewer/Street CIP Projects NEIGHBORHOOD SEWER/STREET PROJECTS Project Description: Shady Lane Area (Sewer, Water and Road Improvements) ** Discussion: Originally, $1,467,445 was approved and appropriated for the FY 1997-98 CEP budget. Due to expanding the original couQept of this project, there is an increase of $458,550. This is attributed to providing sanitary sewer service for the residents north of the Jones Branch creek as well as building the ultimate culvert under Shady Ln. across the Jones Branch. The construction of the water lines will replace the existing undersized water lines. The design is complete for this project. Construction has begun for this project. Approval was recently granted by the City of Grapevine to allow a portion of this sewer flow through Grapevine's sewer system. An interlocal agreement is now being processed with the City of Grapevine. The street portion along with the construction of the culvert under Shady Lane will be bid separately following the ,1...: ,.01.... ...tee.- n-A cnvor �inuc ID - - - Task Name - - - Duration 1997 1998 A S O N D J F M A M J J A S O N D J F M A M J J I A S O N D J F 1 Shady Lane Water/Sewer/Roads 537 2 Design 75 100% 3 Review Plans 21 100A 4 Obtain Right of Way 210 950 5 Finalize Plans 10 6 Advertise 25 o OQ°6 7 Council Bid Award 1 Q 1211 8 Obtain Contract Documents 15 p 40A 9 Preconstruction Conference 1 Q 10 Construction 210 25°A Project Description: W. Dove Reconstruction from S.H. 114 to N. White Chapel Discussion: Construction of this project involves reconstructing the existing roadway. The widening of the existing cross-section of this road will be limited to 1 to 2 feet. Minor drainage improvements will also be constructed for this project. This project was originally approved to be budgeted for the FY 1997-98 for an estimated cost of $150,000. Originally, this project was delayed in order to not risk damaging the reconstructed road during the proposed development along Dove. However, under the recently approved developer's agreement with Maguire Thomas, this project has been moved up to be constructed entirely within the FY 1997-98. Therefore, the cost for constructing this project will be allocated within the FY1997-98 CIP budget. The following schedule on the next page has been revised to reflect these changes. • Desigaates a new project •' Designates a re%ision to a previously proposed project 12 ID Task Name Duration 1998 1999 i NovJDecJ Jan Fe MarlAprIMayliunj Jul lAuglSepi Oct Nov Dee Jan 1 Feti1 Mad Apr I Ma JunJul'Aug 89 W. Dove 114 to White Chapel 286d I 90 Design 90d 309/6 --------_� 91 Review Plans 21d I 92 Obtain Right of Way Odl C 93 Finalize Plans 10d I 0% i o 94 Advertise 28d 0% 95 Council Bid Award td �6r26 I Q 96 Obtain Contract Documents 15d 0°.6 p 97 Pr construction Conference 1d 7/20 98 Construction 120d Project Description: Huntwick Sanitary Sewer/Abandonment of Lift Station at Carroll anul Dove** Discussion: This project has existing funds allotted. Due to a revision in the project, the project will cost an additional estimate of $92,000. This additional cost will be funded in the FY1997-98 CEP budget. The revision includes abandoning the existing lift station at E. Dove and N. Carroll and constructing a new lift station near Quail Creek Estates. Construction of these improvements will provide sanitary sewer service to Huntwick Estates. All easements have been acquired and the project construction is underway. The anticipated construction date is the end of Anril_ 1998_ 10 Task Name Duration 1997 1998 A S O N D J F M A M J J A S O N D J F M A M J J A! S O 1 N i D• J, F 12 Huntwick Sewer 331 13 Design 60 is 100% 14 Review Plans 15 t= 100% 15 Obtain Right of Way 200 100° I 16 Finalize Plans 10 0 17 Advertise 12 0 Iffy00% 18 Council Bid Award 1 d t t 18 i 19 Obtain Contract Documents 15 0 0% I 20 Preconstruction Conference t 0 122 21 Construction 90 0 30°A Project Description: Mission Hills Sanitary Sewer** Discussion: This project was approved and funded for the FY1996-97 in the amount of $368,000. The cost for this project has increased due to efforts to save existing trees and replace existing landscaping within the R.O.W. This increase totals $62,000 and will be funded through the FY 1997-98 CEP budget. All easements have been acquired and the project has begun.. The preliminary schedule on the next page reflects an anticipated completion date by mid -August, 1998. ' Designates anew project ** Designates a re%ision to a previously proposed project 13 0 ID Task Name Duration 1997 1998 A I SIDI NJ D IWj J J A S O N D J F M A M J J A S O N I D J I F 34 Mission Hills Sewer 484 _:LLFIM1A 35 Design 75 36 Review Plans 21 100°.6 37 Obtain Right of Way 130 1001Y. i' 38 Finalize Plans 10 c 39 Advertise 16 MR,1 0°6 I j 40 i Council Bid Award I 1 Q 1211d 41 Obtain Contract Documents 15 C3 42 Preconstruetion Conference 1 Q 43 Construction 120 1 °A Project Description: Burney Ln. Reconstructionfrom N. Carroll to Lonesome Dove Ave. ** Discussion: Construction of this project involves reconstructing the existing roadway. If needed, the widening of the existing cross-section of this road will be limited to 1 to 2 feet. Minor drainage improvements will also be constructed for this project. This project was approved to be funded for the FY 1997-98 for an estimate of $129,400. Recently, we received an updated estimate reflecting the current construction prices and the estimate was $17,600 higher for a total of $147,000. This increase will be funded through the FY 1998-99 CIP budget. The .1:... ,.h-A-1v P— fhie nrniort is rlPnirtPrl hpinw ID Task Name Duration lggg 1 1999 Oct Nov Dec JanlFeN Mar Apr I Ma Jun J Jul IAug I Sepi Oct I Nov I Decl Jan I Fed Marl Apr I MaA Jun I Jul 1 Burney (Carroll to Lonesome I 226d 2 Design 60d 5% 3 Review Plans 21d ® 0% 4 Obtain Right of Way Od is 5 Finalize Plans 10d i; 0 0% 6 Advertise 28d p 0°,i 7 Council Bid Award 1d Q 7131 8 Obtain Contract Documents 15d p 9 Preconstruction Conference 1d Q 824 10 Construction 90d 0% Project Description: Love Henry Court Reconstruction** Discussion: This project was approved to be funded for the FY 1997-98 for an estimate of $66,800. This estimate reflected replacing the existing asphalt roadway while keeping the existing concrete curb. Recently, we received an updated estimate reflecting the current construction prices along with additional proposed improvements and the estimate was $42,200 higher for a total of $109,000. These proposed improvements include replacing the existing concrete curb and existing asphalt roadway and constructing minor drainage improvements. This increase will be funded through the FY 1998-99 CUP budget. The preliminary schedule for this project is depicted on the following page. * Des-i6mates anew project ** Designaw—, a revision to a previously proposed project 14 ID (Task Name Duration 1998 1999 Oet Novi Dec Jan Fed M Mar Apr a Jun JW Au Sep Oct Nov Dec JanlFeti Mar Apr Ma Jun JW 12 Love Henry Court 181d 13 Design 45d 14 Review Plans 21d 0% 15 Obtain Right of Way Od 16 Finalize Plans 10d C3 0°6 17 Advertise 28d C== 0% 18 Council Bid Award 1 d �8(7 1 19 Obtain Contract Documents 15d t 3 0°6 20 Preconstruction Conference 1d 0 �8l31 i 21 Construction 60d Project Description: Lake Dr. Street Reconstruction along iv/ Water & Selver Iniprovements" Discussion: This project was approved to be funded for the FY 1997-98 for an estimate of $93,000. Recently, we received an updated estimate reflecting the current construction prices along with the addition of constructing a water line and sewer he along Lake Dr. The proposed water line will replace the existing undersized water line along Lake Drive. The proposed sewer line will serve the residents along the east side of Lake Dr. The reconstructing of the road will include widening the existing pavement 4'-6' in order to obtain a continuous 22' wide cross section. The estimate was $76,000 higher for a total of $169,000. This increase will be funded t gh the FY 1998-99 CIP budget. 'Itiepreftnuilaryscileautetortnis ro ect is ue ltacu umum ID Task Name Duration 1998 1999 Dee Jan Fe Mar Apr'Ma Jun Jul A Se OctJNovJ Dee JanIFebIMae Apr Ma Jun JW Aug Sep 23 Lake Drive 256d I op I 24 Design 60d e 50 b 25 Review Plans 21d 0% 26 Obtain Right of Way Od I 27 Finalize Plans 10d 0% 28 Advertise 28d 0% 29 Council Bid Award 1 d 7H 30 Obtain Contract Documents 15d 0°6 31 Preconstruction Conference 1d 723 32 Construction 120d 0% Project Description: Pine Dr. and Lilac Ln. Reconstruction" Discussion: This project was approved to be funded for the FY1997-98 for an estimate of $234,600. The construction for this project will be removed from the FY1997-98 to the FY1998- 99 C 1P budget. The engineering will be funded for the FY 1997-98 for the amount of $18,768. The remaining S21 5,832 willbe funded during the FY 1998-99. The preliminary schedule for this project is depicted on the next page. The construction of this project will include reconstructing the existing roadway. The estimate reflects widening the proposed roadway by 1 to 2 feet. * Desipates a nevv project ** Desigtiates a revision to a previously proposed project 15 ID Task Name Duration '1998 1999 —� Ma Jun I Jul JAug Sepi Oct I Novi Dec Jan I Fe Marl Apr Ma Jun I Jul[AugSepI Oct I Novi Dec Jan Feb 33 34 Lilac/Pine 330d 35 Design i 5d i=310°b 36 Review Plans 21d 37 Obtain Right of Way 90d _ _ ._ .. 0% 38 Finalize Plans 10d 39 Advertise 28d 0% 40 Council Bid Award 1d Ij,4129 41 Obtain Contract Documents I 15d 0% 42 Preconstruction Conference id 521 43 Construction 120d j 0% i Project Description: Harrell Drive Reconstruction* Discussion: Construction of this project involves reconstructing the existing roadway without widening the existing roadway. The existing drainage problems will be addressed in the design of this project. This project is estimated to cost $140,000. For the FY1997-98, $11,200 will be appropriated for the engineering. For the FY1998-99, the remaining $128,800 will be fimded for the cnnctnictinn_ The nrefiminary schedule is reflected below. ----------------- ID Task Name Duration 1998 1299 M4.lunl Jul JAuglSep Oet Nov Dee Jan Fe Mar Apr Ma iunl Jul JAugJSepJOctJNovJDec 99 !JFeb 100 Harrell Dr. Reconstruction 271d 101 Design 75d A 102 Review Plans 21d O!,6 103 Obtain Right of Way Od 104 Finalize Plans 10d 0% 105 Advertise 28d 0% 106 Council Bid Award 1d 3/10 107 Obtain Contract Documents 15d 0% 108 Preconstmction Conference 1d /t 109 Construction 120d 0% Project Description: Union Church and S. Pearson Reconstruction* Discussion: This project is estimated to cost $534,310. For the FY1997-98, $42,745 will be appropriated for the engineering. For the FY1998-99, the remaining $491,565 will be funded for the construction. If needed, the widening of the existing cross-section of this road will be limited to 1 to 2 feet. The preliminary schedule is reflected on the following page. * Designates a nett proje%A ** Designates a re%ision to a previously proposed project 16 31 ID Task Name Duration 1998 1999 Ma Jun Jul Aug Sep Oct Nov Dec Jan Fe Mar Apr Ma Jun Jul Aug Sep Oct Nov Dee Jan Feb 110 I 111 Union Church & S. Pearson 316d I 112 Design 90d 0° 113 Review Plans 21d 0% 114 Obtain Right of Way Od 115 Finalize Plans 10d 0% 116 Advertise 28d 0% 117 Council Bid Award 1 d 226 118 Obtain Contract Documents 15d 0% 1 119 Preconstruction Conference 1d 322 120 Construction 150d 0% Project Description: N. White Chapel from S.H. 114 to County Line* Discussion: This project will be constructed as a cooperative project with Tarrant County. The city will pay the engineering and material cost and Tarrant County will provide the labor. The estimated material cost is $181,850. The existing cross section of the roadway will remain the cam,- Thic nrnient is nnrrently heino decimteti ID Task Name Duration 1998 AuglSepi Octl Novi Dec Jan I Fe Marl Apr I MaA Jun I Jul JAug J Sep Oct Nov Dee Jan iFed Marl ApriMay 122 N. White Chapel 280d MOW! 123 Design 100d 124 Review Plans 10d o 06A 125 Obtain Right of Way Od 0 17 126 Finalize Plans 5d n 0% 127 Advertise 28d 0% 71':. 128 Council Bid Award 1d 20 129 Obtain Contract Documents 15d 0' OS6 130 Preconstruction Conference td Cy 5/12 131 I Construction i 120d 0% Project Description: S. Kimball Extension from Crooked Ln. to Heritage Business Park* Discussion: The projected cost for this project $1,750,000. This project will be designed and engineered during the FY1997-98 CEP budget for $80,000. It will be constructed within the FY 1998-99 and FY 1999-00. These improvements include constructing a divided four lane mL_ _C _L_.1_.1,_ ..L,. t...l,. V1112111LL ID liVLL1+1 GlG ivauvvay. i Task Name lllV Duration A%, UA A"1 Jv"b�"av 1J JUV 1998 •�L V 1999 Apr Ma Jun Jul Auq Sep Oct Nov Dec Jan JFeMarlApr IMSA Juril Jul JAugJSepJ OctJNovJ Deci Jan 132 133 S. Kimball Extension 316d I 134 Design 90d 0% 135 Review Plans 21d 0% 136 Obtain Right of Way Od j 137 Finalize Plans 10d 0°A 138 Advertise 28d 0°6 139 Council Bid Award 1d 3/31 140 Obtain Contract Documents 15d 0% 141 Preconstruction Conference 1d %z2 142 Construction 150d 0°b ' Designates anew project " Designates a revision to a previously proposed project 17 Project Description: Brumlow Reconstruction* Discussion: This project will be constructed as a cooperative project with Tarrant County. The city will pay the engineering and material cost and Tarrant County will provide the labor. The estimated material cost is $112,700. The existing cross section of the roadway will remain the same. The construction plans have been completed and the city is reviewins them. ID Task Name Duration 1998 1 Sep Oet Nov Dec Jan Fe Marl Apr IMayiJun Jui IAu Sep Oct Nov Dee Jan Fe Mad Apr Ma Jun 144 Brumlow Reconstruction 210d 1. 145 Design 30 0 )00% 146 Review Plans 10 0 25% 147 Obtain Right of Way 0 Q ' 13 148 Finalize Plans 5 0 0°A 149 Advertise 28 0% 150 Council Bid Award 1 151 Obtain Contrail Documents 15 JLI 0% 152 Preconstnxtion Conference 1 ;�518 153 Construction 120 0•A Project Description: Year 3 Neighborhood Sewer (Jellico, Cross Timbers, Dove Acres, Hillwood Acres) Discussion: As part of the Neighborhood Sewer Program, sanitary sewer service will be provided for residents in Jellico Estates, Cross Timber Hills, Dove Acres, and Hillwood Estates. The estimated engineering and construction cost is $2,000,000. Due to the extent of these projects, $1,000,000 will be budgeted for both the FY1997-98 and FY1998-99 CEP budgets. The iW construction plans have been completed for Dove Acres and Hillwwod Estates and are being reviewed by the city. The plans for Cross Timbers will be completed by the beginning of March. The nlans for Jellico are 85% comnlete. ID Task Name Duration 1997 1 1998 1999 J J A S O N D J F M A MI J J A S O N D J F M A M J J A S O N D 34 I Hillwood. Dove Acres, Jellico 465d 35 Design 120d 75% 36 Review Plans 21d I= 5% 37 Obtain Right of Way 90d 0°A 38 Finalize Plans 10d G 39 Advertise 28d 4 0 0% 40 Council Bid Award 1d 8/31 41 Obtain Contract Documents 15d C3 0°A 42 Preconstruction Conference 1d 0 9i22 43 Construction 210d 01A * Designates anew project ** Designates a re%ision to a pre%io"y proposed project 18 31 ID Task Name Duration 1997 1998 1999 J J A S O N D J F M A M J J A S O N 1 D J F M A M' J J A S I O N D 45 Cross Timbers Sewer 480d i 46 Design 120d 95% 47 Review Plans 30d i 48 Obtain Right of Way 150d pob 49 Finalize Plans 45d 0•6 50 Advertise I 28d 0•b 51 Council Bid Award td 8/10 52 Obtain Contract Documents 15d p% 53 Preconstruction Conference Id 9/1 54 Construction 240d 100% Project Description: Intersection at Peytonville Ave. and F.M 1709* Discussion: The increased traffic congestion has warranted several changes along F.M. 1709 at various intersections. At the Peytonville/F.M. 1709 intersection, lane improvements are needed in order to accommodate the traffic generated by the high school. The city has recently received an estimated cost for these provisions, which amount a total of $570,258. The engineering will be budgeted for the FY1997-98 for the amount of $70,000. The remaining $500,278 will be budgeted for the FY 1998-99 when construction commences. The preliminary schedule is shown below. ID Task Name Duration 1998 1999 Jan Fe Mar Apr I MaA Jun I Jui JAugJ SePI Jan I Febi Mar Apr Ma Jun Jul Aug ISep Oct 154 1 155 Peytonville Intersection 226d 1 156 Design I 60d p% 157 Review Plans 21d •� 158 Obtain Right of Way Od 159 Finalize Plans 10d p•r, 160 161 Advertise Council Bid Award 28d 1d O46 8114 162 t Obtain Contract Documents 15d 0% 163 Preconstruction Conference 1d 917 164 Construction 90d 0.6 Project Description: Intersection at S. White Chapel and F.M. 1709* Discussion: The increased traffic congestion has warranted several changes along F.M. 1709 at various intersections. At the intersection of S. White Chapel and F.M. 1709, a third lane is needed on S. White Chapel for a left turn only lane. The estimated cost for this project is $225,000. During the FY1997-98, the project will be engineered and partially constructed. The project willbe complete in the FY1998-99. Therefore, $118,000 will be allocated for FY1997-98 and $107,000 will be allotted for FY 1998-99. ' Designates a nett' project " Designates a revision to a previously proposed project 19 x ID Task Name Duration 1998 1999 Apr MaJun I J lAuglSep Oet Nov Dee Jan Feli Mar Apr Ma Junj Jul IAug Sepl Oct Novi Decl Jan 165 I I 166 S. White Chapel Intersection 166d 167 Design 30d0•� 168 Review Plans 21d 0% 169 Obtain Right of Way Od 170 Finalize Plans 10d 0•� 171 Advertise 28d 0% 172 Council Bid Award 1d h10/13 173 Obtain Contract Documents 15d, 0% 174 Preconstruction Conference 1d ; 1114 175 Construction 60d 0% Project Description: School Road from Shady Oaks to N. White Chapel" Discussion: This project was originally funded for $90,000 for the FY1996-97 and $860,000 for the FY 1997-98. Due to the priority of this project, only funding for engineering for the FY 1997-98 will be appropriated and the existing $90,000 will not be used for this project. The engineering costs are estimated to be $68,800. The remaining $881,200 will be funded in the r i iyva-vv sir oua et. ine estimate reriects an unarvtaea two-lane a nanic concrete roaawa . ---r ID Task Name Duration 1998 1999 Aprtvta Ju Jul Au Sc Oct No Dec Jan Fe Mar Ap hb Ju Jul Au Sc OctlNo De Jan 176 177 school Rd. tom shady oaks to WC 221 d 178 Design 43 g•/, 179 Review Plans 21 OX ft 180 I Obtain Right of Way 0 181 Finalize Plans 10 I 0% 182 Advertise 28 OX t 183 Council Bid Award 1 12125 184 Obtain Contract Documen 13 I 01b 185 Pr construction Conferen 1 1118 186 Construction 100 0% Project Description: Seal Coat - Woodland Heights and 8"Water Line Construction Discussion: This project was originally funded for completing the seal coat in the FY1996-97 for an estimated $17,500. The seal coat has been completed. The 8" waterline was approved to be funded for the FY 1997-98 at an estimated cost of $30,000. This waterline will loop the water line within the Woodland Heights Subdivision and Cambridge Place, Phase H. Project Description: W. Dove St. from Shady Oaks to Kirkwood Branch Creek Discussion: This project involves reconstructing the existing roadway. As part of this project, there will be no widening of the existing roadway. The culvert under the road located just west of Shady Oaks will be replaced as part of this project. Construction has begun for this project. The construction should take up to four months. " Designates a new project •' Designates a revision to a previously proposed project 20 ID Task Name Duration 1997 1998 A S O N D J F M A M J J A S I O N D J F M A M J J A. S O N D J: F'; M 1 Dove (Shady to Creek) 409 2 Design 65 3 Review Plans 21 100°L 4 Obtain Right of Way 0 5 Finalize Plans 6 6 Advertise 13 0 100-A 7 Council Bid Award 1 0 9/16 8 Obtain Contract Documents _ 36 100 9 Preconstruetlon Conference 1 11,14 10 Construction 120 ® 25% Project Description: Highland Road from Shady Oaks to White Chapel Discussion: This project involves reconstructing the existing roadway. Although there will be no widening of the roadway, the alignment of W. Highland will be realigned with E. Highland. The city is currently negotiating with two homeowners to acquire the required right-of-way. The city hopes to have this right-of-way by mid -March. Construction is anticipated to last for 180 days. ID Task Name Duration 1997 1998 A I SJOJ NJ DI J I F1 MIA IM J J A S101 NJ DI J I FJMJAJ MI J I J JA 1 S1 01 NJ DI J I F1 M 12 Highland (Shady - WC) 599 13 Design 65 14 Review Plans 21 OWA 15 Obtain Right of Way 268 5046 16 Finalize Plans 6 i 17 Advertise 28 04i 18 Council Bid Award 1 423 19 Obtain Contract Documents 15 I 0 ©% 20 Preconstmction Conference 1 5/15 21 Constntttion 180 Project Description: Timarron Street Rehab Discussion: The scope of this project has changed from the original. Originally, the distressed streets were to be repaired as one project. Under a City Council recommendation, the project was to be phased into three separate projects. Each phase would repair the distressed pavement within the phase boundary. These phases would have been completed over a 2 to 3 year period. The first phase was bid on and the bid prices were higher than expected. So, City Council directed staff to request bids on just the grouting portion of the project for the entire subdivision. The paving replacement and rehabilitation will take place separately in the coming years. The project was awarded for bid for the grouting portion to Phase One only (Creekway Bend). Construction is complete for the grouting of Creekway Bend. ' Desigrates anew project " Designates a revision to a previously proposed project 21 x ID ITask Name Duration 1997 1998 A S O N D J F M A M J J A S O N D J F M A M J J A S O N D J F M 23 Street Rehab - Tim arron etal 370 24 Design 93 100°6 25 Review Plans 10 I •� 26 Obtain Right of Way 0 27 Finalize Plans 45 0 I 28 Advertise 24 0 100 29 Council Bid Award 1 0 1 I°ti% 30 Obtain Contract Documents 15 C3 tl•� 31 Preconstruction Conference 1 a 1210' 32 Construction 45 i 100% Project Description: Ridgecrest Road Discussion: This project involves reconstructing the existing roadway and constructing various drainage improvements. If needed, the widening of the existing cross-section of this road will be limited to 1 to 2 feet. The design of this project is completed. The offsite easements for drainage have been successfully negotiated and are currently being obtained from the downstream property owner. Construction is anticipated to take at least 90 days, which will place the completion date at the end of August. 1998. ID Task Name Duration 1997 1998 1 1 N D J I F1 MIA[ MI J I J JAI S1 01 NJ DI J I F1 MIA I Ml J I J JA I S1 01 NJ DI J I F1 MIA I MI J 34 Ridgecrest Road 378 35 Design 140 100°61 36 Review Plans 5 100% 37 Obtain Right of Way 110 50% 38 Finalize Plans 10 c 39 Advertise 21 t= 0% 40 Council Bid Award 1 0 4/17 41 Obtain Contract Documents 15 i 0 42 Preconstruction Conference 1 43 Construction 90 0% Project Description: Continental Blvd. from Davis to White Chapel Discussion: This scope of this project involves reconstructing the roadway and improving the drainage along Continental. The roadway width will be increased in areas as needed at various intersections with side streets to subdivisions and in front of Carroll Elementary. At these locations, the roadway will be widened to three lanes. The design is almost complete. The city «ill need 30 days to review and approve these construction plans. Obtaining the required easements and right-of-way may take longer than originally anticipated. This delay will probably occur in part because of a negotiations with property owners along Continental who own unplatted property. Construction is anticipated to take at least 180 days. This project should be completed by the beginning of May, 1999. ' Designates a new project •' Designates a revision to a previously proposed project 22 A N4 ID Task Name Duration 1997 1998 1 1999 1F1 MIA I MI J I J I A I S O; NJ DI J I F1M1A1MFJT_JTA_1 S101 NJ DI J I F 1 MIA IMI J I J JAifl 45 Continental Blvd 504 46 Design 200 47 Review Plans 21 c_1 QeA 48 Obtain Right of Way 150 49 Finalize Plans 10 0 50 Advertise 21 t= 0% 51 Council Bid Award 1 V 8/6 52 Obtain Contract Documents 15 L' 0% r 53 Pr construction Conference 1 8/28. I 54 I Construction 180 i 0 % I Project Description: Burney to Cul-de-sac Discussion: This project involves reconstructing the pavement from the cul-de-sac to approximately 1000' west along Burney. The design of this project is complete and the plans have been reviewed. The construction plans are currently being finalized. The city will require 20 days to review and approve the plans. The advertising, bidding, and award of contract will take up to 45 days. Construction is anticipated to take at least 90 nays — ID Task Name Duration 1997 1998 1 1999 FIMIAIMI J I J I A S O N D J F1 MIA1 MI J I J JAI SJOINI DI J I FIMIAIMI J i J JA' S 56 Burney to Cul-de-sac 313 57 Design 150 0 100°b 58 Review Plans 15 lot 59 Obtain Right of Way 0 0! 60 Finalize Plans 20 a 0% 61 Advertise 21 t� al 0% —� 62 Council Bid Award 63 i Obtain Contract Documents 15 0 0•� 64 Preconstruction Conference 1 0 5/27 j 65 1 Construction 90 0 S.H. 114 RECONSTRUCTION PROJECTS The State of Texas has recently committed to appropriating money over the next several years for the reconstruction of S.H. 114. Consequently, the City of Southlake must satisfy several agendas before the start of construction. The next few projects listed need to be funded for the FY1997- 98 CIP budget in order to carry out these agendas. Project Description: Channel Improvements along the Jones Branch* Discussion: Currently, Wal-Mart and the Village Center Development are detaining the runoff from their sites. The proposed R.O.W. for S.H. 114 along these developments is the land area which these detention ponds presently occupy. These detention ponds will be eliminated for the reconstruction of S.H. 114. Before these detention ponds are eliminated, provisions must be made to the downstream properties in order to increase the capacity of the current Jones Branch. The city will appropriate $250,000 for each of the FY1997-98 and FY1998-99 for the easement * Desi6tates a ne% project *' Desig3ates a revision to a previously proposed project 23 acquisition and construction of drainage improvements along the Jones Branch. These improvements must be accomplished before construction of S.H. 114 begins. Project Description: R.O. W. Acquisition at S.H. 114 and Dove St. * Discussion: The city has committed to obtaining the additional R.O.W. required to build the future intersection of Dove St. and S.H. 114. The estimated cost for the appraisals, property, etc. is S 1.500.000. which will be funded for the FY 1997-98. Project Description: Utility Relocation along S.H. 114* Discussion: The city must relocate .the existing utilities which are located in the S.H. 114 R.O.W. These utilities must be relocated prior to construction of S.H. 114. For the FY 1997-98, an estimated $269,600 will be required to relocate utilities before the first phase of construction begins (Dove/S.H. 114 intersection). MISCELLANEOUS PROJECTS Project Description: Traffic Signal Lights on F.M. 1709* Discussion: Recently, the city conducted a traffic signal warrant analysis along F.M. 1709. The results warranted traffic signal lights at the intersections of Shady Oaks and F.M. 1709 and Commerce and F.M. 1709. For the FY1997-98 CIP budget, $100,000 will be appropriated for the signal lights at each of these intersections. The design is currently underway for these traffic lights and installation should begin by July, 1998. Project Description: Heritage Business Park Infrastructure Improvements* Discussion: The city is committed, through the Developer's Agreement, to reimbursing the developer for the oversizing of the water he along Kimball and the street improvements constructed in the Heritage Business Park. These reimbursements are estimated to cost $85,000 and vvill be funded in the FY 1997-98 CUP budget. Project Description: Keller Water Meter Purchases for Southlake Residents on Keller Water* Discussion: The City of Keller currently provides water service for approximately 250 residents of the City of Southlake. In order to transfer these customers to Southlake water, the city must purchase these water meters, water lines, etc. Therefore, the city proposes to transfer residents in the coming fiscal years in phases. For the FY1997-98, the city is allotting $250,000 for the purchase of a number of meters. In the subsequent years, all residents of the City of Southlake will be transferred to Southlake water. • Designates anew project " Designates a revision to a previously proposed project 24 24 CITY OF SOUTHLAKE City Council Mid Year Review March 24, 1998 EXECUTIVE SUMMARY Issue Urban Design Enhancements for State Highway 114 Background The Corridor Study adopted in August of 1995 recommended several enhancements to the planned facilities for SH 114 through Southlake. This discussion issue will address our continued desire to accomplish the goals established in the Corridor Study. Discussion The purpose of this discussion item is to seek the Council's direction regarding several opportunities for enhancing the SH 114 construction impacts through Southlake. We have met with TxDOT staff concerning any opportunities or constraints and have prepared the attached table for evaluating many alternatives. We anticipate being able to show slides of product examples at the mid year meeting and discuss some cost impacts only in broad terms. We have not pursued tighter estimations of cost at this time because we felt it better to request Council direction philosophically regarding the extent of desired improvements before expending considerable staff and TxDOT time researching more detailed costs. More detailed cost estimates will be forwarded to Council prior to commitments with TxDOT on these projects. Attached you will find several documents which we intend to use to facilitate the discussion regarding Council's desires for implementing various recommendations of the Corridor Study. The first set represents graphical concepts developed in the Corridor Study for S.H. 114 improvements. This is followed by a matrix intended to facilitate broad discussion on what urban design characteristics are implementable via TxDOT and their relative measure of expense to the city. The third set of items are budget estimates, mainly for landscape architectural items noted in the Corridor Study, prepared by Newman, Jackson, Bieberstein. The final attachment is an estimated timeline and task notation table which details critical points in the decision -making process in the upcoming months. Enc. Excerpts of Graphic Concepts from Corridor Study State Highway Design Criteria Matrix dated March 3, 1998 Budget Estimates Prepared by Newman Jackson, Bieberstein dated 9-19-97 Task timeline dated March 20, 1998 I . Ioun 1 w.rvm.m w ",::=:7 - .1r:1IR" .w 11 March 30. 1998 (11:31am) > O IW a�b0+0 -5.0-3 E c g A 'ti ti' w c c,c.g H�;Q�E cd C��gGn •_ 0 „ cA o ho 0 4" o = v� V3 •.'� C'� •N. A C.) Cd to O A I t •r W Mm i 00 f A tz It CA OR m �1 9L a 'i 6N 31 v x x x x x x x x v 4 y x x x x v � y Q Q q x x x x x x C� T. � U U a .a r. Q c1. i C cn z z z >- z ? C6 CA �- c z y. z z z U n iL ., y to ❑ � d0 C Q 'O ca Q Y U 73 . 3 n Eto y .�. 73 U A .Na lzca.o w aQ' U Ems- �n cn 0. Q a cn cn U W m -. �-+ N M r-. N M �--� N M V'1 -••� N M �--� N M i slluM nump-d idols a�pug SUR-i L luaivan ssudiapun s�llunnapls i ssudaanp agpug C� v> x x x x v x x x AE v v o w �o ate+ y N y z z z r U U C y U .r4 � N 'G 3 .U. °° fn i - signed spi,2Pulns ;gSiZ M O 2i � suoclaasialui C� b- - I C, Soo-25-97 09:03A NOB. Inc. 972 233-2022 P.02 Southlake Corridor Study Budget Estimates of Urban Design Elements September 19, 1997 A. Portal "A" $302,796.00 S. Portal "B" o Median $54.520.00 o Greenway $17,640.00 C. Portal "C" (W o Median S61,500.00 o Greenway $17,640.00 0. S.H. 114 Overpasses (EA) o Highway $312,720.00 o Median S22.956.00 E. 1709 Intersections (EA) $117,490.00 F. Private Development Landscape Zone/Buffer Yards (Does not include screening shrubs) 1. S.H. 114 (100' R.O.W.) S15,624 (per 100 LF) 2. 1709 (100' R.O.W.) $13,104 (per 100 LF) 3. Davis (1ar R.o.w.) or Continental (1ar R_o.w.) $11,064 (per 100 LF) G. Street Lighting Upgrades (EA) $1,050.00 H. Signal Light Upgrade (EA) $2,500.00 SOUCC00A A S Sep-25-97 09:03A NJB, Inc. 972 233-2022 P.03 0ST ESTIMATE PORTAL A JOB NAME: Southisks - Pilot Project JOB NO: 002S47 PHASE: OATS: 9119/97 BY: MS ITZM UNIT ITEM CATEGORY NO. I ITEM OTY. UNIT COST TOTAL I SUBTOTAL - 1. � Evergreen _ - 124 EA $350.00 -- $43.400.00 2. Crape -myrtle (Red) 61 EA $150.00 ; $9.150.00 3. ! Wild Flower 6 AC ' $200.00 $1,200.00 4. Tree Uplight (Cypress trees a Sign Wall) 8 EA $500.00 — $4.000.00 - 5. Lawn 276.400 SF $0.10 $27,640.00 - 6.;Irrigation - _ - 1 276.400 _SF S0.40 i 5110.560.00 7. I.D. Graphics �a) Wall (8' ht 60' long) I f I _ Allow.) 518.000.00 ' _- f b) Cast Stone Motif I Allow.; $4,000.00 ic) Metal Letters ' _ AJlcw. $3,500.00 d) Lighting I ' slow. I _ $5,500.00 8., Existing Corc_Bridge Face Painting 9.880� SF $0.50 S41,940_00 9. , Metal Bridge Rail Painting 1,040: LF $2.00 S2.080.00 10-.Limestone Cobbie Under Bridge 1,980 SF $2.00 $3,960.00 11.' Store Banding Under Bridge (2' wide) 2.400 SF $6.00 $14,400.00 SUBTOTAL; _ $252.330.00 20% Contingency I $50.466.00 TOTAL 5302,796.00 01 - - f.. _ ESTIMATE TOTAL: $3Q2.796 00 Newman, Jackson. Bieberstein, Inc. 1 Sep-25-97 09:03A NJB, Inc_ 972 233-2022 P-OG �OST ESTIMATE PORTAL B ITEM NO. ITEM JOB NAME: Southiake - Pilot Project JOB NO: 0029-97 PHASE: DATE: W19127 BY: ms OTY. I UNIT I COST I TOTAL I SUBTOTAL A. I MEDIAN: 1. ! Shade Tree C Median 4' cal. - 5 EA $440.00 : $2,200.00 2.1Crapemyrr0a (Rod) 4'-5' ht 6, EA $150.00 $900.00 _ 3.;Asian Jasmine 4- pots _ 700 EA _- $1.50 _ _ $1,050 00 4. Uriope Q Sign Wall 4' pots EA $1.50 _— --- 5300.00 ' 5. Seasonal Cabr Sign Wall _ _200 132 0 EA $1.50 _ _ _ $1,980.00 -- - 6. , Irrigation _ — 5,000 SF 30.40 $2.000.00 - - 7. Tree UplightMedian 11 EA 1 $500.00 $5,500.00 8.1 L D. Graphics -180! la) Sign Wall (35' x 5' Ht) _ ! SF ( Allow.! $12.000.00 ; b) Cast Stone Motif (Oak Leaf & Acom) Alkrn.' S4,000.00 _ 'c)-Southlaks' (2) Letters I _ Allow.: $3,500.00 Id) Lighting i - j Allow. $12,000.00 j SUBTOTAL' $45,430.00 — - 20% Contingency; - $9.086 — --- -- TOTAL' 554,516.00 GREENWAY 1. Shade Tree (bcth sides of F.M.1709) 4- cal. 17 EA $440.00 — $7.480.00 _ 2. de Tree (bc� sides of F.M.170_9_) 2- cat. 11_ EA $220.00 $2,420.00 _ 3. Lawn 9,600 SF S0.10 $96C.00 4. Irrigation 9.600 SF S0.40 $3.840.00 -- - - - - — SUBTOTAL- $14,700.CC _ n% Contingency _ $2.940.00 TOTAL _ _ $17.540.CC TIMATE TOTAL: $72.156.00 Newman. Jacksm. Biebemtein. Inc. 2 Sep-25-97 09:04A NJS. Inc. 972 233-2022 P.05 COST ESTIMATE PORTAL C ITEM N0. :] A. MEDIAN: 1. Shade Trees Z.'Crapemyrtle 3. Asian Jasmine 4. Irrigation 5. Tree Upl'tght 6.'I.D. GraOhics ITEM JOB NAME JOB NO: PHASE: DATE: BY: Southlake • Pilot Project 002S-97 9119197 MS UNIT I ITEM CATEGORY OTY. I UNIT COST TOTAL SUBTOTAL Median 4' cal. 51 EA $440.00 $2.200.00 Median 4'•5' ht12 _-EA $150.00 ' $1,800.00 Median 4" pots 6.5001 _ EA $1.50 59.750.00 5 000E SF $0.40 i $2.000.00 — 17 EA 5500.00 i $8,500.00 j a} Metal Letters ("Southlake-) _ I i Allow.; $2,500.00 - --- ib) Graphics Col. (8' ht 4' dia.) 2i EA Allow.1 $18,000.00 }C) Cast Concr-ete "Butterfly" ! 2! EA Allow. S6.000.00 EE _ Allow., 32.500.0. 0 SUBTOTAL; i $51,250.00 20% Contingency — - S10,250.00 -- TOTAL! - - 561.500.00 3. 5GREENWAY:- 1. Shade Trees tbc%n s:des or Cantinentat SQ 4• cat ! 17 EA $440.00 S7,480.00 2 Shade Trees (rc:h sales or Continental St.) 2' cal 11; EA $220.00 ; _ $2,420.00 3 Lawn - 9,600 SF $0.10 $960.00 4. Lrgat;on 9.600, _' SF _ S0.40 $3,840.00 SUBTOTAL' 20% Contingency' TOTAL` I ESTIMATE TOTAL: $79.1".00 L S14,7C0.00 $2, 940.00 $17.640.00 Newman, Jackson, 8ieber3tein, Inc. 3 Sep-25-97 0-9:04A NJB. Inc. 972 233-2022 P.06 �OST ESTIMATE S.H. 1141OVERPASS JOB NAME: Southlake - Pilot Project JOB NO: 0025-97 PHASE: DATE: 9119197 BY: MS ITEM NO. ITEM aTY. UNIT UNIT COST ITEM TOTAL CATEGORY SUBTOTAL A. HIGHWAY: 1. Evergreen. Trees - 79 EA' $350.00 _ $27,650.00 - 2. lawn 168,000 SF $0.10 : $16.800.00 , 3. • Irrigation 168.000: SF $0.40 $67,200.00 4.; Paver Enhancement 16.8001 SF $5.00 ; $84.000.00 . _ 5.1 Limestone Cobble a Over Brdge a Median 1.9501 _ SF 1 $2.00 1, $3,900.00 - 6.1 Limestone Cobble Under Bridge 1 _ 19,8001 _ SF T. $2.00 i $39,600.00 ! 7. one Band Under Bridge 2,40V SF ; $6.00 ; $14.400.00 _ ; S.IExisting Bridge Face Painting 1 9,900! SF $0.50 1 $4,950.00 9.1Existing Metal Bridge Rail Painting 1,0501! LF $2.00 - - i $2.100.00 SUBTOTAL. - $260,600.00 20% Contingency - - - - -S52,120.00 TOTAL ; I 5312.720.00 S. ' MEDIAN:- 1. Shade Trees 4' cal. 2._Ornamental Trees 6'-6' hL_ 3. Curb -Median Planter Shrubs, 2 gal. a Groundcover, 1 gal. ---- 5. Lawn _ 6. Irrigation _ SUBTOTAL - 20% Continency TOTAL ESTIMATE TOTAL: $335.676.00 (40W, 10, $4.400.00 EA -- S440.00 44 EA $150.00 ' $6.600.00 ._ 20 $15.00 $300.00 _ 255 _EA EA - $10.00 -_$2,650.00 9,800 SF $0.10 _ S980.00 10,500. SF $0.40: _ $4,200.00 S 19,130.00 $ 3, 326.06 $22,956.00 Newman, Jackson, Bieberstein, Inc. 4 Sep-25-97 09:CaA NJB, Tnc. 972 233-2022 P.O7 OST ESTIMATE F.M. 1709 (MAJOR INTERSECTIONS) JOB NAME: Southlake - Pilot Proj*ct JOB NO: 0025-97 PHASE: DATE: 9119/97 BY: MS ITEM UNIT ITEM CATEGORY NO. ITEM I OTY. I UNIT COST TOTAL SUBTOTAL I., Shade Trees 4- cal. 18 EA $440.00 S7,040.00 _ 2.'Omamental Trees 6'-8' ht. 48- EA . $150.00 57,200.00 _ 3. Shrubs t� Median Pint 2-gal. 40- EA S15.00 S600.00 _ 4.:Groundcover (Juniper) 1-gal. wbm.trees 530 EA $10.00 —$5.300.00 $.!Tree Uplight (Shade Trees only) I 16 EA $500.00 -_ 1 S8.000.00 i _ 6. i Lawn ! 5.600 SF I $0.10 i $560.00 _ _ _ 7. i Irrigation 6.8001 -SF $0.46 $2,720.00 > _ S. Stone Paver @ Median 1 3,120j SF $2.00 i $6.240.00 ; --- _ 9.' Paver Enhancement 8 Strvet hc.rsecoons i 6.400: SF ; 36.00 $32.000.00 _ 10. Concrete Bike Trail j 7,000' SF i $2.75 S19,250.00 11. Berrn/Grading Allow. $9_ ,00.0.00 _ SUBTOTAL' S97,910.00 _ 20X'Contingency, — ---- $19,582.00 TOTAL: S 117.492.00 i I I - 1 ESTIMATE TOTAL: $117,492 L Newman, Jackson, Bieberstsin, Inc. 5 Sep-25-97 09:04A N.M. Inc. 972 233-2022 P-08 �ST ESTIMATE S.H. 114 (2S- WIDE BUFFER) 100 LF JOB NAME: Southlake - Pilot Project JOB NO: 0025-97 PHASE: DATE: 9119197 BY: MS ITEM I UNIT ITEM CATEGORY NO. ITEM CITY. I UNIT COST TOTAL I SUBTOTAL - 1.,Shade Trees 4" cal. -- -- 2; EA $440.00 $880.00 2. Shade Trees 2" cal. Z EA $220.00 $440.00 _ - 3. Omamental Trees_ 6: _EA 51 - .00 ; $900.00 ; -- 4. lawn 3,1001 SF $0.10 ' $310.00 _ S.;Irrigation _ — 3_,100 SF i $0.40 ; $1,240.00 _ G. BemVGrading 185 CY I $50.00 ' $9,250.00 i SUBTOTAL + ( f $13,020.00 20% Contingency 52,604.00 -- TOTAL j $15.624.00 —, ESTIMATE TOTAL: $15.624.00 (4w, _ i I I _ i f _ j Newman, Jackson, Bieberstein, Inc. 6 Sep-25-97 09:04A NJ8, Inc. 972 233-2022 P.09 (liiiii3OST ESTIMATE S.H. 1709 (20- WIDE BUFFER) 100 LF JOB NAME: Southlake - Pilot Project JOB NO: 0025-97 PHASE: DATE: 3119M7 BY: MS ITEM UNIT I M CATEGORY NO. ITEM CITY. I UNIT COST TOTAL SUBTOTAL t. Shade Trees a• Cal.__ 2 EA 3880.00 2. _Shade Trees cal _ Z EA _3440.0_0 $220.00 ' , S440.00 ' 3 Ornamental -- - 6, EA 5150.00 $900.00 - - - - a- Lawn 2.400. SF 30.10 S240.00 5. Irrigaton 2.400 SF $0.40 ; _ $960.00 6_ 9ermsJGrading 150 CY 350.00 $7,500.00 , _ SUBTOTAL'-1 I I $10.920.00 _ 20% Contingency, $2.184.00 _ TOTAL, -- $13.104.00 t I ESTIMATE TOTAL: $13.104.00 L D I i. Newman, Jackson, Blebersteln, Inc. 7 .Sep-75-97 09:05A r4J6. Inc. 972 233-2022 P.10 (-OST ESTIMATE DAVIS (15' WIDE BUFFER) OR CONTINENTAL (15' WIDE BUFFER) 100 LF JOB NAME: Southlake - Pilot Project JOB NO: 0025-97 PHASE: DATE: 9119/97 BY: MS ITEM NO. T ITEM Qnj UNIT UNIT -T COST ITEM TOTAL CATEGORY SUBTOTAL I. Shade Tree 2 EA $440.00 3880.00 2. Shade Tree 2 EA $220.00 W0.00 --- - 3.Omamental 6 EA $150.00. $900.00: _ 4. Lawn - - - 2.000 SF 50.10 $200.00 5. Irrigation 2.000 SF 50.40 - - $800.00 --- 6. Bem:s/Grading _ — 120• Cy-" $50.00 36,000.00 --- _ 3UBTOTAL4 i i $9,220.00 20% ConUnyoncy. i - $1,844.00 TOTAL; I i- _ - i 511,084.00 ESTIMATE TOTAL: $11.064.00 Newman, Jackson, Bieberstein, Inc 8 m IN Q �7 w O ON � � o = � a c vi CA E g b b a� a Q a O O ai b c " U U -o E b inis -o U a� 3 u sN-. q) ro n U cd •� w ° U 3 y O .� ❑ w� EnIr � 0 r0 'n cca N C O y •� ca E� C ai O U p O aO 'd O qA ob•E ++ _ O y a E" U ❑ O E� ... C X 3 a4 ed _ X Ca v� U is C C� a� o �, o y c o [^] H O U E- y m :D r Hz CITY OF SOUTHLAKE City Council Mid Year Review March 24, 1998 City Manager's/City Secretary's Office (General Government) - Progress Report The City Manager's Office, Community Services Division, Human Resources Division, and City Secretary's Office comprise the Department of General Government, with the City Manager serving as Department Head. The City Manager is by City Charter appointed by and responsible to the City Council for the proper administration of all affairs of the City. The City Manager is the City's chief executive and administrative officer. The City Manager's Office is responsible for the coordination of the City's governmental activities and oversees all municipal operations. The Community Services Division was created at mid -year 1997. This division allows the City to more adequately address "customer service" needs of citizens, community groups, etc. The new division provided more resources to address public information, SPIN, joint utilization, Southlake Sister Cities, seniors, youth, and volunteer programs. The Human Resources Division, established in FY 1996-97, is also under the direction of the City Manager's Office. With the growth of the City and the increasing number of personnel and employment regulations, the addition of this division became essential in order to provide the specialized attention required of a growing staff. This division provides one location where job applicants and employees can receive assistance and answers concerning benefits, retirement, compensation, training, employment laws and other job related issues The City Secretary is appointed by and reports to the City Council. The Secretary's duties include the Council agenda, recording minutes of official meetings, preservation of municipal records of the City Council, preparing for municipal elections, arranging necessary legal advertisement, and maintaining records of boards and commission appointments. T1 -1 U F 1, Mm a WINM • Crime Control and Prevention District On November 4, 1997 the citizens of Southlake voted to create a Crime Control and Prevention District, and to appoint a Board to administer the district. The Board was appointed by Council on December 2. The Board has met three times, and has successfully established a budget, initiated contracting for a facility needs assessment for the design and construction of DPS facilities, and drafted an administrative services agreement with the City. The next meeting of the Board is scheduled for April 1. The administrative services contract will be considered at that time. The Board will also discuss land acquisition, and anticipates moving very quickly on tying up property for the facilities. • Tax Increment Reinvestment Zone The City established a tax increment reinvestment zone on December 16, 1998. In January, Carroll ISD approved entering the Reinvestment Zone at zero percent. At the time, the CISD Board was concerned about issues being reviewed by the Attorney General regarding reinvestment zones and their impact on the state funding formulas and permissible TIRZ projects. The Attorney General has yet to release any statements regarding reinvestment zones. With the election in a few months it is unlikely to receive a decision in the near future. Although they are statutorily permitted to enter the reinvestment zone at any time, a commitment will be necessary before plans are finalized for the Town Hall. A Reinvestment Zone Board Meeting is planned for April. The bond issuance for the TIRZ projects will most likely take place in June or July. • Designation as Texas Sister Cities Headquarters On January 16, Southlake was selected as the state-wide headquarters of Texas Sister Cities International (TxSCI). In addition to the honor of being selected, this designation will also expose the City to statewide leaders and cities in a positive way while at the same time introducing Southlake to other Texas cities which have Sister City affiliations. It is also likely that its location in Southlake would lead to conferences, conventions, or other activities which could be considered as positive promotion for our City. T 1 -2 As an incentive to be selected, the City committed to spending "seed" money to help with set up costs for the organization. This $20,000, which was approved at the January 6, 1998 Council meeting, will come from the economic development portion of our budget. The economic development line item will be increased with a mid year budget amendment so the account code can be established. It is anticipated that the mid year amendment will be formally brought before Council in May. Similar to the other non -profits we sponsor (such as Metroport Meals on Wheels, Southlake Sister Cities, and Keep Southlake Beautiful), we will enter into a contract for services with TxSCI. This will detail the commitments of both parties, and facilitate the transfer of funds. • Library Services In early January, the City was asked to commit to participate in a tri-city library system with Grapevine and Colleyville. Staff worked with the City's fiscal planning consultant to evaluate both the tri-city library and a stand-alone Southlake facility. At their January 20 meeting, Council directed staff to pursue a combined alternative. As a result, the City will be committed to contribute a more equitable share for their continued participation in the Grapevine Library System. This amount will be determined by a mechanism that will be established in the preparation of the FY98-99 proposed budget. Meanwhile, the City of Southlake will initiate steps to begin developing a Southlake Library at some point in the future. This Southlake Library would be a stand-alone operation, but would still be a part of the Greater Grapevine Regional Library System. The City Manager has met with his counterparts in the other cities to discuss the issue further. Among the items addressed is the need to determine future opportunities for cost sharing resulting from participation in the regional library system, as discussed in the April 12, 1990 letter from Grapevine Public Library Director Janis Roberson to City Manager Curtis Hawk (which formed the basis for the City of Southlake's offer to participate in a tri-city library system composed of three separate stand-alone facilities in a shared resource approach). Because of its own needs, the City of Grapevine will continue to pursue an expansion of the Grapevine Public Library, whether at the existing location or at another site. Given this combination (expanded Grapevine Public Library, new Southlake Library) of developments, the cities should ask the consultant who prepared the tri-city library project report to analyze the report data to identify opportunities for resource sharing. This analysis is not expected to have significant costs, which nevertheless will be jointly funded by the participating cities. 'f As the City has never actually paid for use of the library, it is anticipated that the FY98-99 contribution will be significantly higher than in past years when T 1 -3 the City's contribution was used to purchase books. This will need to be considered in our budgetary discussions at the June retreat. The Community Services Division was created at mid -year 1997 by combining activities previously situated in different departments or divisions. In the past year the division has provided staff resources to many of the community -based organizations, boards and committees established by the City Council. These include: ✓ Southlake Program for the Involvement of Neighborhoods (SPIN) ✓ Joint Utilization Committee (JUC) ✓ Joint Drug and Alcohol Awareness Committee ✓ Senior Advisory Committee (SAC) ✓ Southlake Youth Action Commission (SYAC) ✓ Keep Southlake Beautiful (KSB) ✓ Southlake Sister Cities In addition, a number of events and special publicity projects were coordinated through the public information office; the City's web site was launched and has over 135 "hits" per day; use of the cable channel continues to expand to other programming; and joint utilization discussions were initiated with Keller Independent School District. Community Services Division staff also participated in or coordinated a number of other special projects as discussed in the following paragraphs. • SPIN Summit The objectives of the Summit were to hold a high profile event, consistent with SPIN's mission to be a forum for communication, that would benefit the community and generate positive publicity for SPIN. It is felt that the project was successful in that community leaders were brought together, high priority projects were identified, cooperation between organizations was begun, and Southlake residents had increased exposure to SPIN. • Senior Activity Center Renovation Project The renovation of the former Eubank's house into a Senior Activity Center began on October 25, 1997 and will be completed by the beginning of May, 1998. The project goal to involve the community through volunteer work has been accomplished through involving both individuals and area companies. The volunteer based project has involved over 150 individuals giving 2,000 hours of time to the project. Approximately 75 organizations have donated either materials or labor to the senior center project valued at well over $100,000. T 1 -4 The initial scope of work had a limited focus to ensure compliance with ADA and other building codes. As a result of the tremendous community support, the scope of work on the senior activity center expanded to include greater renovations and replacement of everything in the house. Even with the additional improvements, only $25,775.57 spent of the $118,000 allocated by SPDC has been spent. • Southlake Youth Action Commission (SYAC) The Southlake Youth Action Commission is very busy balancing the membership's community service projects and youth in government program. Started in 1994, the program has grown considerably. This year there are 40 active members ranging from 7th to 12th graders. SYAC has volunteered their time in the following community service projects: senior center renovation project, Christmas for Kids, random acts of kindness month, Christ Haven, Texas Trash Off, and other City events. The youth in government program is a leadership program developed to educate SYAC members about the workings of government. This year the focus is on local government with the City Manager and department directors teaching SYAC about their respective roles in the organization. The program will culminate with SYAC demonstrating their knowledge in the Mock City Council meeting in April, by role playing an issue of importance to youth in Southlake. • Joint Drug & Alcohol Committee The Joint Drug and Alcohol Committee began meeting in November, 1997. The committee has developed goals and objectives including surveying the community, researching existing successful programs and educating parents. Members of the Committee are actively working toward the goals through established sub -committees. They will present recommendations to the City Council and CISD Board. The committee meets on the first and third Thursday of each month. • Operational Review of the Parks & Recreation Department Due to rapid growth in the Parks & Recreation Department, the City Manager's Office determined the need to analyze and review the departmental operations to ensure efficient and effective services are provided to Southlake residents. An evaluation of the Parks & Recreation Department began in July with an Operational Review. This study is intended to help the department respond to the increasing demands placed on its operations. The purpose of this review is to promote continuous process improvement by analyzing the overall effectiveness of the Parks & Recreation Department, and identify specific opportunities to improve the efficiency and responsiveness of the department. • Coordination of MIS Audit The management of information is critical in any organization, but particularly **a.r so in our dynamic work environment. The demand is created by the many T 1 -5 groups and individuals both internal and external to the municipal organization. In an attempt to piece -meal a system together with as little cost as possible, particularly the cost of hiring full time staff computer professionals, the City has used a "computer committee" (see Finance Department summary) consisting of staff from the different departments to guide our MIS applications. The City contracted with Brice Systems, Inc. in 1996 (formerly known as LeBlanc & Associates, Inc.) to provide project management and implementation assistance of a city-wide computer network, and to provide ongoing maintenance, support and training for the City's computer users. Questions about the effectiveness of the current approach to our technology program resulting from the ongoing review of issues identified by the computer committee, prompted the City Manager to direct that an MIS audit be conducted by two outside consulting groups. Community Services division staff provided overall coordination of this effort including defining project scope, interviewing and selecting consultants, and coordination of work while on -site. One of the consultants has completed a preliminary report and is expected to deliver a final report the week of March 23, 1998. The other consulting group began their work the week of March 17 and expects to be completed by the first part of April. It is anticipated that an overview of the audit, and the recommendation for the management of information organization -wide, will be presented to the City Council during the June Retreat. • Crime Control and Prevention District Public Education Campaign A public education campaign for the Crime Control and Prevention District election on November 4, 1997 was developed and implemented. The comprehensive campaign included the following: ✓ Article and Q & A in Southlake In Review ✓ Informational brochure and announcement of city-wide meetings, mailed to all postal customers in Southlake ✓ Arranging media interviews and scheduling speaking engagements for director of public safety (Chamber of Commerce, neighborhood associations, community organizations, etc.) ✓ Videotaping first city-wide meeting and airing on city's cable channel two weeks prior to election • 40th Anniversary Celebration The City celebrated its 40th Anniversary in 1997 with three community -wide events and numerous activities scheduled throughout the year. The Public Information Officer successfully coordinated, organized and implemented the year -long celebration by forming a steering committee, organizing sponsors, activities and entertainment, and overseeing complete execution of all the activities. T 1 -6 • CityLogo Policy g Y In this age of mass information, our municipal identity is of considerable importance -- from recognition of official printed material and identification of personnel through proper uniform and vehicle markings. In order to ensure consistency or the logo's use and to prevent the misuse or nonuse of the City logo, a usage policy for the City logo is being developed. The policy will encompass letterhead, business cards, uniforms and all other City -issued apparel, vehicles, and specialty items. The logo policy will be incorporated into a Public Information Policies and Procedures Manual which is also being developed. This comprehensive manual will include the functions and procedures of the PIO including: news releases, media relations, citizen communications, publications, and special events • Automated Telephone System (Customer Assistance Menus) The City's existing automated telephone system that is reached when dialing the main number is being reformatted. This is being done to make the menus more user-friendly, and to enhance our ability to maintain appropriate customer service delivery. A new directory of City departments and extensions will be mailed to all residents when the telephone system is improved. The development of the Human Resources Division has been extensive. Several projects have been completed and new projects started in the past six (6) months: • Compensation and Classification System As approved by the Council in the 1997-1998 budget, the City's new compensation and classification system was implemented effective October 9, 1997. This new system updated the City's job descriptions, updated the pay plan to provide for growth and competitiveness, and adjust the pay of our current employees within the new pay plan. • Development of City of Southlake Supervisory Academy This academy was developed to meet some immediate training goals, including providing basic supervisory training to mid -level and front line supervisors to improve their effectiveness as supervisors. It is also intended to provide opportunities for supervisors from different departments to share information and ideas and to improve inter -departmental communications. The Program began on March 17 with a full -day management assessment session. The Supervisory Academy will continue in April with a half day .•- session conducted every other month. These sessions will be led by the Department Directors, with each director conducting a session on a selected T 1 -7 topic. The topics will be based on ICMA's Effective Supervisory Practices QW, training program and will include communicating, coaching and motivating; planning work time and organizing a team; developing and maintaining discipline; employee selection, orientation, training and performance evaluations; resolving employee complaints and grievances; employment laws; managing change effectively; budgeting; and workplace safety and wellness. • Training For Non -supervisory Employees Though the supervisory academy will help in training for supervisors, there is the need for training for other City employees. Media Relations training was provided by NCTCOG Regional Training Center for non -supervisory (as well as supervisory) professional staff that may be interviewed by the media. In May, HR will offer another training course for non -supervisory employees, the topic of which is not yet determined. • Personnel Policies The Human Resources Department has been working with input from the Department Directors and City Manager's Office to update the City's Personnel Policies Handbook. Policies currently being developed include wage and salary administration, supplemental benefits for workers compensation leave, overtime and Fair Labor Standards Act, FMLA, military leave, e-mail/internet, smoking, USDOT drug and alcohol, disabilities and related issues, and uniforms. One policy which has been approved and implemented is the Criminal History Checks Policy implemented in November 1997. The HR Department has begun conducting criminal history checks on all current and new employees affected by the policy. The Office of the City Secretary responds to requests for information made by the citizens of Southlake, as well as city staff and general public. The Secretary's office receives numerous requests every day for general information about the city, meeting schedules, solicitation, seasonal permits, board and commission members, ordinances, and other issues. Another very routine yet necessary task for this office is the research of minutes, ordinances, agenda items, contracts, bidding information and requests for copies of meeting tapes, presented to us in the form of a Request for Information. During this fiscal year, the office has specifically accomplished the following: • Special Election for the Creation of the Crime Control and Prevention District On November 4, 1997, the City of Southlake held a special election for the creation of the Crime Control and Prevention District. The City Secretary was responsible for coordination and preparation of this election, and served as the Early Voting Clerk. T 1 -8 • Records Management The City Secretary's Office maintains official records of the City including minutes of each board and commission as well as City Council meetings. The minute books are up to date, with daily entries being made. The ordinances of the City are indexed and filed in several places, as well as the indexing of City Council meetings being accomplished on the Clerk's Index Software System. A data base has been established to include city owned properties and developer agreements. An election register is maintained with election information for each election held since 1978. During the past year, the records center was moved from behind City Hall to a climate control self- service storage building in North Richard Hills. The program is moving along well with the system in place. In the next couple of months, Council will be asked to authorize the City Secretary to sign a declaration of compliance as recommended by the Texas State Library and Archives Commission. This action will indicate that the City of Southlake desires to adopt the Texas State Library and Archives Commission schedules and guidelines. The deadline for the City to take this action is January 4, 1999. • Boards and Commissions The Office of the City Secretary is responsible for maintaining current records for boards and commissions. The office advertises for applications when current terms expire and keep a complete record of same. The Board and Commission Handbook is prepared by this office and updated once a year. T 1 -9 CITY OF SOUTHLAKE City Council Mid Year Review March 24, 1998 I Community Development Department - Progress Report The Community Development Department has continued to make progress on a variety of topics as outlined below. These projects include the processing of master plan updates, regulatory control updates, corridor study implementation programs, special projects, new economic development implementation programs as well as the day-to-day processing and review of multiple development projects. Highlights of major projects are outlined below and a list of accomplishments for the past two years is attached. Corridor Study Implementation • Entry Portals We have been progressing with discussions regarding the development of entry portals at various entries to the City. We have had meetings with Chamber of Commerce representatives and KSB representatives regarding their interest in fund raising for these portals. Currently we are preparing a summary of needed land acquisition and construction timing for prioritization by City Council. We are also beginning conceptual development on the entry portal at Pearson which we discussed during budget approvals last year. We anticipate submitting funding requests in the upcoming budget year for implementation of an entry portal • Urban Design Enhancements for SH 114 We have had detailed discussions with representatives from TxDOT regarding our desires to enhance the improvements intended for SH 114. This item will be a discussion item during this mid -year review. (Staff Contact - Chris Carpenter, Sr. Comprehensive Planner, ext. 866) • Demonstration Sites We have commissioned a concept plan for the first demonstration site which was located in front of the Myer's Meadow subdivision due to the availability of f` open area within FM 1709 right-of-way. We anticipate continuing with the development of this project and submittal of funding requests in the upcoming year for implementation of this project. T1 -10 • Updated Master Plans We recently completed the 1998 update to the Land Use Plan for the City. This update will provide a basis for all other master plans driven by estimations of the development patterns for the City. (Staff Contact - Chris Carpenter, Sr. Comprehensive Planner, ext. 866) • Updated Ordinances As directed by City Council, we are diligently pursuing changes to development ordinances at this time. Attached is a copy of the latest approved priority chart for Community Development. (Staff Contact - Karen Gandy, Zoning Administrator, ext. 743) • Development Processing We were recently able to hire the budgeted Planner I to assist in our development case processing which has helped tremendously. We are experiencing increased commercial project submittals, particularly along the FM 1709 corridor. We anticipate accelerated interest along the SH 114 corridor as the highway improvements become a reality. (Staff Contact - Dennis Killough, Sr. Current Planner, ext. 787) We are working on a variety of projects and programs related to economic development. We are planning a full presentation for the June retreat at which time we will describe our multi -point implementation program summary and various other initiatives that we are working on. (Staff Contact - Director Last, ext. 750) • Village Center East Circulation Study. This study has progressed well over the past few months. There has been considerable public input and support for the concept of addressing development circulation patterns in the VCE area from a comprehensive perspective. The summary report and Planning and Zoning Commission recommendation will be presented at the next Council meeting. (Staff Contact - Chris Carpenter, Sr. Comprehensive Planner, ext. 866) enc: 1997 and 1998 "Summary of Accomplishments" for Community Development Dept Priority Schedule for Community Development dated February 3, 1998 T1 -11 1997 • Zoning Ordinance Amendment No. 480-W, Telecommunication Facilities: Amend definitions §4; Amend regulations for telecommunication towers, antennas, and ancillary structures §34.1(bb)(3) deleted, §44, §45 (Advertised 08-21-96, adopted 02/04/97) • Zoning Ordinance Amendment No. 480-X, P.U.D. Density: Amend maximum density in P.U.D. §30 (Advertised 11-06-96, adopted 02/04/97) • Zoning Ordinance Amendment No. 480-Y, Personal Care Facilities: Amend definitions §4; amend regulations for Specific Use Permits §45, establish regulations for personal care facilities (Advertised 03/05/97, adopted 7/l/97) • Zoning Ordinance Amendment No. 480-Z, Gasoline Service Stations/Convenience Store: Delete service station/convenience store use from all districts except "C-3 with a Specific Use Permit"; establish regulations for these specific uses; amend parking requirements. (Four work group meetings prior to public hearings; advertised 03/05/97, adopted 8/19/97) • Master Thoroughfare Plan Update: (3 months, approved 3/4/97) 1 - Planning and Zoning Commission recommendation at 1/6/97 public hearing 1 - City Council briefing by staff (2/3) 1 - CC Work Session (2/28) 1 - City Council public hearing • Land Use Plan Update: (7 months, adopted 01/20/98) Conducted initial research and prepared work session presentations of recommended changes for P&Z during second half of 1997 1 - Kickoff meeting with P&Z and SPIN committee 5 - Work sessions to discuss individual study areas 2 - Regular P&Z meetings: 1 discussion item and 1 public hearing 1 - Joint P&Z/CC Work Session 1 - City Council public hearing • Resolution No. 97-22 on Agenda Management, "Points System": Repealed previous resolution and adopted point system for managing agenda items (6 months, adopted 4/1/97) • Timarron Commercial Rezoning, 531 acres: (Advertised 10/17/96; adopted 5/6/97, following 9 public meetings, 2 - Joint P&Z/CC Work Sessions on 3/13 & 3/31 and ? staff meetings with consultants) • Southlake Town Center Rezoning, 110 acres: (Advertised 11/7/96; adopted 5/20/97, following 11 public meetings and 4 Work Sessions with P&Z and CC in 1996 and ? staff meetings with consultants) • Subdivision Ordinance No. 483-F: (with Parks Dept.) Revisions to the park dedication provisions in the subdivision ordinance (6 months, approved 7/1/97) 1 - Joint Park Board/City Council work session 2 - Park Board regular meetings (discussion) 1 - Park Board retreat (discussion) 1 - Park Board regular meeting (recommendation) 2 - Planning & Zoning Commission public hearings 2 - City Council readings T1 -12 • Subdivision Ordinance No. 483-G: Miscellaneous revisions to several sections to fix unique items and make changes required by the Thoroughfare Plan Update (4 months, approved 6/ 17/97) 1 - Planning & Zoning Commission public hearing 2 - City Council readings • Tree Preservation Ordinance No. 585-A: (An update) Started 4/29/97 - adopted 12/16/97 5- Workgroup Meetings 2 - Planning and Zoning Commission meetings 2 - City Council meetings • Sidewalk Ordinance No. 683: (With Public Works and Parks) Assisted in drafting of new sidewalk standards (6 months; 2 workgroup meetings with various members of the community; adopted 12/16/97) 1 - Planning & Zoning Commission meeting 2 - City Council public hearings • Solana Annexation, Rezoning, SUP for alcoholic beverage sales, 480 acres: (Advertised 6/19/97; adopted 9/2/97 following 6 public meetings) • Community Development Block Grant (CDBG) 23rd year award to construct drainage improvements in Sutton Place (6 months, application submitted 1/98) • Zoning Ordinance Amendment No. 480-AA (Senior Adult Living Complex): Pending CC direction • Zoning Ordinance amendment No. 480-BB (Impervious Coverage Regulations): Several Council discussions before and after Joint P&Z/CC Work Session on 1/15/98; referred item to P & Z for their recommendation. 1 - Planning & Zoning Commission meeting (continued until April 9, 1998) • Zoning Ordinance Amendment No. 480-CC (Residential Adjacency Standards - previously called Neighborhood Preservation Ordinance No. 480-Q): Reviewed by work group for approximately 6 months, including a meeting with developers on 10/16/97; several Council discussions before and after Joint P&Z/CC Work Session on 1/15/98; referred item to P & Z for their recommendation. 1 - Planning & Zoning Commission. meeting (continued until April 9, 1998) • Moratorium on Sexually -Oriented Businesses placed to allow review of current ordinance, No. 399, codified as Chapter 5, Article V of the City Code; Expires on 5/3/98 • Zoning Requests Processed: 49 • Plat Reviews Processed: 88 • Site Plan + Concept Plans Processed: 157 • BA. Cases Presented: 18 1997 - Economic Development: • Second Business Survey conducted • Solana Wage and Benefits survey initiated (will not be conducted until FY98) • Staff begins producing Community Profile entirely in-house which permits staff to cease production of the Supplemental Economic Development Information packet • Economic Development division transferred to Community Development Department • First Council Survey of Economic Development Priorities conducted with subsequent survey of commercial development community T1 -13 • Staff participates in its first promotional exhibit, the annual North Texas Commercial Association of Realtors Exhibit in Dallas • Professional staff completes 3 year training session offered by the Economic Development Institute • Number of identified Southlake businesses surpasses 700 1998 • Village Center East Circulation Study: This analysis is intended to determine appropriate locations for collector -level roadways through the area bounded by SH 114, FM 1709 and N. Kimball (Advertised 2/8/98; 3 meetings with property owners; on City Council agenda for 4/9/98 public hearing) 1 - Planning & Zoning Commission meeting • S.H. 114 Urban Design Enhancements: Explore alternatives for implementation of Corridor Study design recommendations (1 meeting with TxDOT officials) 1 - City Council briefing on 3/17/98 • Review of studies on Sexually -Oriented Businesses' Impacts and Regulations: 85% complete, anticipated presentation to P & Z on April 23, 1998; Council will need to extend the moratorium for an additional 6 weeks • Corridor Study Entry Portals: Currently holding meetings and conceptually planning entry portals. Also prioritizing land acquisition and construction of portals. • Corridor Study Demonstration Sites: Have worked with Newman, Jackson, Bieberstein (Landscape Architects) to develop a concept plan for a demonstration site within the FM 1709 ROW along the front of the Meyer's Meadow subdivision. • Cases as of 3-16-98 • Zoning Requests Processed: 5 • Plat Reviews Processed: 13 • Site Plans + Concept Plans Processed: 10 • BA Cases Presented: 3 1998 - Economic Development: • Hosted a tour for The Business Press' Real Estate reporter which garners increased coverage of Southlake economic activities and businesses. Additionally, The Dallas Morning News periodically requests additional informational charts from staff. • Initiated a Monthly Fact Column distributed to local media that provides general information on Southlake facts and economic development activities. • Initiated quarterly gathering of Northeast Tarrant County Economic Development professionals to discuss regional issues and disseminate information on our dynamic region. • Provided first -time -ever assistance to existing Southlake business seeking expansion of local operation. • Made a presentation to local brokers that was well received and may lead to similar presentations. 'fir.• • Responds often to increased requests for information from prospective businesses, development community and t ,, ia. T1 -14 • Currently finalizing a summary of economic development implementation programs for presentation to Council at the June Retreat. • Established the city's first Guide to Starting A Business In Southlake. 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CL CITY OF SOUTHLAKE City Council Mid Year Review March 24, 1998 EXECUTIVE SUMMARY Issue Southlake Department of Public Safety Progress Report Background The Southlake Department of Public Safety is a service delivery unit of the City of Southlake. There are a multitude of factors that are combined in order to provide exemplary service to our citizens. Discussion Below is a listing of our accomplishments in the fiscal year. Support Services (4w, • Communicators Tag Team program for public education organized and in place. • DPS Software for Property Room, Field Interview Cards, and Warning Citations has been developed and implemented. • Negotiated with our Data Processing provider to have a rapid response from a programmer available to us at no extra expense • Budget Coordinator trained in the software program. • Filled all open positions. • City Wide Area Network in place and working, with the exception of DPS. • Acquired budgeted laptops and PC's. Fire Services • The preparation of the emergency management program continues to challenge everyone. Annexes have been received and assembled into a draft form. The assembled plan is awaiting the final review prior to adopting. A training drill will be announced the month following the plan being adopted, with table top being .•- first, followed by a full field exercise. T1 -18 • Fire Service is expected to continue in growth and service to the citizens of Southlake. Areas receiving the most emphasis in the last half of the fiscal year are home safety surveys, community fire prevention classes, continued daily training, officer improvement program, and implementation of the new Public Safety House. • Acquired new self contained breathing apparatus. • Updated protective clothing for all personnel in compliance with the Texas Commission on Fire Protection. • Installed light tower on Engine 401 for use in night time accidents and fires. • Purchased one infrared camera for quick search and rescue of victims. Camera is made by International Safety Systems. • Upgraded oxygen, blood pressure, and pulse machine for Paramedics. These are used to assist medics in prognoses of patients by monitoring oxygen levels and recording vitals on the move. • Completed automatic defibrillator program with one upgrade and one new unit. • Joint purchased a Public Safety House and trained personnel to operate for public education. • Installed radio head sets in fire apparatus for ear protection and clear radio transmission. • Completed second story addition in fire bay. • Increased training 100 %. Routinely completed live fire training, performance drills, and street tests. • Completed leadership training for first and second line officers. • Placed second ambulance in service allowing more than one call in our city to be answered without calling for mutual aid. This insures EMS service to our community when we are called upon to assist other cities. • Implemented an Emergency Medical Technician course that the students at the high school may take and receive credit as an elective. Paramedics teach on a regular basis in the school. The Honors class is a very successful class with more students than positions available. • Hired three additional firefighters in April 1997. T1 -19 • Cardio Pulmonary Resuscitation classes are taught the third Saturday of each month and as requested to parties of ten or more. • Home safety inspections and fire drills are provided when requested to any homeowner. • Fire extinguisher classes are taught for businesses and homeowners as requested. • Replaced/added 1300 feet of large diameter hose on fire apparatus. • Received bids on self contained breathing apparatus compressor. Pumps 6000 psi for use in breathing apparatus. • Assembled and placed in service two complete high rise fire fighting packs, including new nozzles and hose. • Implemented one hydrocarbon tester used for analyzing burned material for petroleum based products. • Hired Fire Inspector/Fire Prevention Officer May 1997. • Received one emergency management vehicle. Used as fire, EMS, and emergency management. Police Services • Public Safety House operational and in use. • Developed and filled Police Lieutenant position. • Upgraded in -car video taping in three units. • Received certification from Tarrant and Denton County as a juvenile processing center by providing a room that meets these counties juvenile system standards. • Expanded the number of members in the bicycle program in order to meet those demands that require bicycle personnel, which in tern will reduce overtime within this group. • Received additional COPS grant funding for two, additional officers. • Decreased citation error rate to less than three tenths of a percent. • Improved traffic plan for Texas Motor Speedway events. • Expanded PSO program by adding one officer.-. T 1 -20 • Remodeled holding facility to increase safety in handling of prisoners. • Certified four additional department members as TCLEOSE instructors. • Modified hallway to decrease interruptions in training room. • Modified Sergeants office to accommodate Lieutenant and five additional lockers. • Community Services Officer taught the Eddie Eagle Gun Safety Pprogram in every elementary school in the city. • Community Services Officer was accepted to National Victims Assistance Academy. • Received Horizon Award from TML for greatest potential and effort in police driver training. • Deputy Director is staff liason to Joint City and CISD Drug and Alcohol Committee. • Mailed over 1100 pamphlets out to parents of all high school students and conducted meeting regarding new drug and alcohol laws. T 1 -21 CITY OF SOUTHLAKE City Council Mid Year Review March 24, 1998 Finance Department - Progress Report The Finance Department comprises three Divisions within the City's organizational structure. The accounting, revenue collection, payroll, accounts payable, debt administration and cash management functions are performed in the Finance Division. The Municipal Court Division and Teen Court are also part of the Finance Department. The Utility Billing function, accounted for within the Utility Fund's Water Utilities Division, reports to the Finance Director. There are seventeen full-time employees and two part-time employees within the Department. Discussion Finance •� • Long Range Financial Plan For several years, the City has conducted a multi -year financial plan and rate study of the water and wastewater utility system. This review encompasses the operational and capital requirements necessary to serve the projected population growth in the City. The City's capital project requirements are addressed in the water, wastewater, and roadway impact fee studies conducted every two to three years. Recently the City initiated a multi -year financial planning study to incorporate its remaining operational components: public safety; public works; administration; and parks and recreation. Mr. Lewis McLain, a fiscal planning consultant that has worked with the City on its impact fee study, is conducting the study. A preliminary report is expected at the June retreat. The multi -year financial plan will provide a planning document to develop and plan for the fiscal demands created by increased population and service demands. • Impact Fee Accounting The Finance Division is developing a new database of water, sewer and roadway impact fees collected since 1990. This accounting method will document receipts by subdivision and allow for improved tracking of this revenue source. r • Telephone System Responsibilities The Finance Division has responsibility for coordinating the telephone system changes, instrument purchases, and system expansion. The telephone system T 1 -22 (411W needs continues to grow as new employees are added. Currently, the system's auto -attendant menu is being revised to become more customer -friendly by shortening the number of selections required before speaking to a `live' person. • Ambulance Billing Billing responsibility has been assumed by the Accountant from the Cashier's office. The Finance Director and the Deputy Director -Fire Services are reviewing ambulance billing software packages that will facilitate report and billing information and create a database of ambulance transports. • Credit Card Usage The Municipal Court Division requested permission to accept credit card payments for fines. This program was approved by the City Council and is in process of being implemented. Credit card devices are being installed in the Public Safety communications office for after hours payments, and in the cashier office at City Hall. It is anticipated that this program will be operational by the end of March. • Bond Sales - Certificates of Obligation In April 1998, the process to issue certificates of obligation will be initiated to fund the capital projects approved by the City Council in the FY1997-98 budget. Actual funds from the certificate sale will be received in June. A review of the City's fiscal condition and update of current developments will be conducted with the bond rating agencies, Moody's Investors Service and Standard and Poor's, prior to the actual certificate sale. • Crime Control District Sales Tax The Finance Division has implemented separate general ledger accounting funds for the District in anticipation of the April 1 effective date of the Crime Control District sales tax. The first sales tax allocation will be received in June 1998. A separate bank account will be established for the District as well. • Computer Committee The Finance Division coordinates the Computer Committee, which consists of members from each Department. The purpose of the Committee is to develop hardware and software standards, endorse and assist in development of a computer usage policy and serve in an advisory capacity to city management for future computer needs and purchase decisions. The Finance Division coordinates the purchase and delivery of all computer equipment and software ordered for the City. • Investment Training Effective September 1, 1997 State law requires persons that are responsible for public funds to attend ten hours of continuing education training. The Finance Director and Chief Accountant have completed five hours each and will complete the training in April 1998 at the Government Finance Officers Association of Texas Spring Institute in Austin. T1 -23 The Utility Billing Division is responsible for the billing and collection of water, sewer, and residential refuse service payments. Employees in the division are often the first contact new residents have with city workers. The division also works with customers concerning discrepancies and problems. • Two Cycle Billing In May 1997, the City implemented a two cycle billing process. This was due to the rapid growth in the number of utility customers. The process involved regrouping over three thousand meters into the new cycles for meter reading purposes and changing the account numbers to correlate to the new cycle. The division is currently billing over 6,300 total accounts. Most accounts are billed for all services, but there are accounts that are billed for garbage only and some irrigation accounts that are billed for water only. As of February there were 5,997 water, 3,520 sewer and 5,443 garbage accounts billed. Converting to the two billing cycle has resulted in more efficient service by improving the meter reading accuracy and eliminating the "crunch" processing inherent with one cycle billing. • Customer Service One of the Division's main objective is to improve its customer service skills. Currently, the Division is implementing a system by which all complaints and concerns are addressed within 24 hours. This includes billing questions and trash and recycling complaints. Follow-up calls are being made the next business day to verify that the trash has been picked up. This process has received a great deal of appreciation from residents already. Another improvement has been made by modifying the voice mail greeting on each of the utility billing employees' telephone, and will soon be modified on the City's main telephone auto -attendant. • Information Packet An information packet has been assembled for all new residents applying for water service. This packet contains information on the SPIN program, voter registration cards, maps, directory of city services, recycling information, water and sewer rates, and other community information. • Automatic Bank Draft for Bill Payment The Division is researching the City's ability to draft customer bank accounts for the monthly billings. This has been long requested by customers. The mechanics of the program are being discussed with the City's depository bank and utility billing software provider. It is anticipated that this will be implemented within the next few months. T 1 -24 To date, the municipal court has processed 6,374 citations and 843 warrants, compared to 5,628 citations and 384 warrants during the same period in FY1996-97. The Municipal Court has been successful in streamlining critical operations which have resulted in the increased collection of revenues in FY1997-98. A total of $827,440, which includes the state taxes that are remitted to the Comptroller, was collected during FY1996-97. In the first five months of FY1997-98, $423,751 has been collected. This is an overall revenue increase of 34% percent compared to the same period last year. • Uniforms The FY1997-98 budget allocated funds for uniforms for the Municipal Court personnel. Winter and summer uniforms have been approved with professional court day attire consisting of khaki pants, white button down oxfords and a blue blazer. • Workspace In January 1998, the Court was given much needed additional work/storage space to help relieve the overcrowded conditions of the workplace. Public Works Administration employees were relocated to the Administration Building, thereby making available the added space for Municipal Court. This increased space allowed the Court to purchase additional storage units to accommodate the increasing number of citations and archival -paperwork. • Court Settings The Municipal Court added a monthly average of three additional plea court sessions and two jury trial sessions. Three plea courts sessions are now held on the first, second and fourth Wednesday of each month, while bench trials and pre-trial conferences continue to be held on the third Wednesday. While the court had anticipated an increase in the number of requested court sessions and trials, the number of jury trials demanded by defendants was underestimated. Compared to no jury trials in FY1996-97, the court has averaged approximately two jury trials per month since the beginning of FY 1997-98. The Texas Constitution Article 1, Section 15 states that the right to a jury trial is inviolate. That means the right to a jury trial is absolute and if a defendant wants one, they must be given one. Therefore it makes it extremely difficult to gauge the number of trials demanded in a given year. • Participation As anticipated, the Metroport Teen Court has seen a steady increase in the number of defendants requesting this voluntary program. To date, the Cities of Colleyville Grapevine, Southlake, and the Town of Trophy Club have referred 285 juvenile class C misdemeanor cases to Teen Court. This is a 15 % increase in overall referrals compared to the same period of time in FY1996-97. T 1 -25 Volunteers The program has also witnessed an increase in the number of teen and adults volunteers. It is not surprising to see an average of 30 adult and teen volunteers working together on any given court night. Even with these successes, the Metroport Teen Court continues to look for creative ways to recruit, retain and recognize volunteers. • Texas Teen Bar For the past two years, the Teen Court Coordinator has been working on creating the Texas Teen Bar Association. In collaboration with other area Coordinators and Teen Attorneys, the Texas Teen Bar Association was officially formed during the FY1997-98. An organizing board comprised predominately of teens from the Metroport, Hurst/Euless/Bedford, North Richland Hills, and Duncanville Teen Courts was created. This group will oversee the development of the program, the purpose of which is to provide interested youths an opportunity to learn more about the law. Selected Coordinators and adult volunteers from each court comprise the Advisory Board which has created a logo and outlined by-laws. • Texas Teen Court Conference In 1996, the Metroport Teen Court was awarded the bid to host the 1998 Texas Teen Court Association Conference. Planning for this event began in FY1996- 97 and has continued with the help from the Metroport Teen Court Advisory Board, City employees, area Teen Court Coordinators, and other interested community volunteers. The Texas Teen Court Conference will be held October 21-23, 1998 at the Harvey Hotel in Irving. Calls have already started coming in from around the state, as well as from around the nation. A primary goal of this state wide conference is to provide support and education for existing Teen Courts while promoting the interest and formation of other Teen Court programs throughout the State of Texas. T 1 -26 CITY OF SOUTHLAKE City Council Mid Year Review March 24, 1998 Parks and Recreation Department - Progress Report The Parks and Recreation Department is responsible for the grounds maintenance of the City's Bicentennial Park, Bob Jones Park, Koalaty Park, Smith Park, Noble Oaks Park, Lonesome Dove Park, the leased 200 acres of the Corps of Engineers Walnut Grove Park, equestrian trails, hike and bike trails, medians, municipal buildings and assists with maintenance of facilities utilized jointly with CISD and non-profit institutions (i.e. soccer field at St. Martin's Church). Responsibilities include mowing, athletic field maintenance, litter control, irrigation and sprinkler maintenance, and cleaning and maintenance of park buildings. Recreational programming responsibilities include scheduling City and joint -use facilities by community groups, securing recreation program contractors, coordinating with CISD Community Education classes, and organizing and advertising recreational classes and special events. The department also oversees park construction and renovation projects, park dedication ordinance, landscape ordinance, issues tree permits, community tree installation projects, and reviews and inspects landscape installations by developers. Below is a listing of accomplishments in the fiscal year to date: • Bicentennial Park Phase II expansion Has been designed by MESA Design Group and bid tabulation for grading, utilities, hockey court, basketball courts and tennis courts construction is under review. Bids will be awarded in April with construction expected to begin in May. Completion of is projected for February 1999. • Bob Jones Park construction. Construction began in late August with a grading contract for 50 acres including 14 soccer fields, parking lots and a five acre pond. A contract is currently underway for paving the parking lots and installing a pipe rail fence and gates to secure the park. Cheatham and Associates is preparing the construction documents for review and approval by Texas Parks and Wildlife, Grants .. Branch, for the $500,000 grant project to be bid in May 1998. The goal is to have seven soccer fields available for play in August 1998. T1 -27 • The Cottonbelt Hike and Bike Trail grant project. Located along highway 26 and the railroad, this trail is funded 80 % by TxDot and is coordinated by a tri-city committee of Southlake, Colleyville and North Richland Hills. City Council has approved contract agreements with DART and TxDot. MESA Design Group is preparing construction documents for all three cities. Projected completion is the year 2001. • Replacement of fencing. SPDC and City Council contracted for replacement of fencing for Fields 4 and 5. This project has been completed in time for the Spring baseball season. Bid tabulation for replacing ballfield lights for Fields 1 and 3 is now under review. • Automation. Additional computers have been ordered and received for the maintenance and recreation divisions. The consultants are networking the additional computers in our department in the coming month. Specifications for recreation software is being compiled. • Board Retreat. The Park Board at its annual retreat has set goals for 1998-99 to revise the Trail System Master Plan with an implementation plan and combine it with the Parks, Recreation and Open Space Master Plan, and to complete master plans for Koalaty, Noble Oaks, Smith and Lonesome Dove Parks. The Board wants to continue to support the City in acquiring all the park land needed for build -out of the community and to implement the Trail System Master Plan. • Youth Park Board. The Youth Parks and Recreation Board has completed its first year of existence and is providing tremendous input to the Parks Board and staff. The Youth Park Board will be participating with SYAC on a mock city council meeting where they will present a proposal for city -run Youth Activity Center. • Ordinances. City Council adopted changes to the Park Dedication Ordinance, the Tree Ordinance and established a new Sidewalk Ordinance which the Park Board and city staff committed many hours of work to complete. T1 -28 • Street Tree Design and Demonstration Texas Forest Service Grant Completed by January 1998. Newman, Jackson and Bieberstein prepared a street tree planting plan for White Chapel, Dove and Continental. A 60 tree planting demonstration project was planted on the hill at Bicentennial Park. Staff is reviewing the report and will forward to KSB for consideration. • Street Trees for Southlake Completed for 1998. Forty trees were planted in the ROW and 11 additional trees were planted by the residents. This is a joint project with KSB. The City pays for 50 % of one tree per household that is planted in landscape easements in the front of the residential home. Over the four seasons of this project a total 107 street trees in the ROW have been planted and a total of 34 additional trees have been planted by the residents in landscape easements, dedicated to the city. • Special Events Stargazing Parties, Harvest Fest, Spooky Camp, Turkey Camp, Holiday in the Park, Snack with Santa, Breakfast with Santa, Parent/Child Valentine Dance, Spring Break Day Camp, bi-monthly Southlake Saturday Nite and monthly Masterworks Artist Series were offered, with a total record attendance of 3544 to date. • After -School Program. Has grown to an average of 69 children each day. The program has received top satisfaction ratings from the participants. At the request of CISD, children from Carroll Elementary and Rockenbaugh Elementary were allowed to attend the Durham program and the City contracts busing them to Durham. • Youth Basketball League. Held this year by the City for the second time. The City had a record of 1,239 youth who played a 15-week season in five joint -use facilities. The City hosted the Texas Amateur Athletic Federation Boy's State Basketball Tournament where 52 teams from 38 cities participated in Southlake March 21 and 22. • Mowing The second annual mowing contract is now out on bid. The City is bidding additional park land that has been acquired, additional water storage sites and other city -owned property. Bids should be awarded in mid -April. The budget for mowing is $120,000. 5j T 1 -29 • Fields The maintenance crew has overseeded the athletic fields in Bicentennial Park with winter rye grass. This not only helps the fields to look good for the spring soccer, softball and baseball season but also provides some additional turf coverage for athletic play. The crew also maintains a schedule of topdressing, aerating and fertilizing the athletic fields to maintain the quality athletic turf the citizens expect. • Signage Additional signage has been installed at Bicentennial Park to advertise the various locations of practice fields available in Southlake. The challenge of the Department is to increase awareness that other park and joint -use facilities (besides Bicentennial Park) are available. • Neighborhood Parks The maintenance crew has done some hand brush clearing and tree pruning in Noble Oaks Park, Koalaty Park and at Smith Park. The clearing was done to improve maintenance access and safety and to improve the appearance of these parks. CITY OF SOUTHLAKE City Council Mid -Year Review March 24, 1998 Issue Public Works Department, Administration/Engineering Division - Progress Report This division is responsible for the overall administration of the Public Works Department and includes administration, engineering and geographic information system (GIS). Some of the highlights of the division for this fiscal year to -date include: I. Award of Bids A. 5 million gallon Ground Water Tank No. 2 on T.W. King Road B. 1.5 million gallon Miron Elevated Water Tank II. Design A. 24-inch water main along S.H. 114 B. 24-inch water main from Kirkwood Blvd. to Dove Elevated Water Tank C. 12-inch water line on Kimball/Continental II. Development Review and Coordination A. Southlake Town Center B. S.H. 114 III. GIS A. Transition from UNIX to NT computer platform to be completed in April B. GIS Analyst hired in January. C. Development of sanitary sewer, water and storm sewer databases by end of 1998. D. New digital photography files have been downloaded. T 1 -31 (40w, CITY OF SOUTHLABE City Council Mid -Year Review March 24, 1998 EXECUTIVE SUMIM ARY Lum Public Works Department, Building Inspection/Code Enforcement Division - Progress Report This division has recently been transferred to the Department of Public Safety, effective this month. This division is responsible for the administration, enforcement, and update of the local codes and ordinances regulating the construction and use of buildings and structures. In addition, the division enforces zoning, sign, and junk vehicle ordinances. Some of the progress the Building Inspection Division has made in meeting workload demands for this fiscal year is: • Issued 55 Commercial Building Permits during the 1997-98 Fiscal Year compared to 59 during the same period 1996-1997 Fiscal Year. • Issued 233 Residential Building Permits during the 1997-98 Fiscal Year compared to 209 during the same period 1996-1997 Fiscal Year. • Issued 43 Commercial Certificates of Occupancy for the 1997-98 Fiscal Year compared to 23 during the same period 1996-1997 Fiscal Year. • Issued 180 Residential Certificates of Occupancy for the 1997-98 Fiscal Year compared to 223 during the same period 1996-1997 Fiscal Year. • The average number of 1,934 inspections per month for the 1997-98 Fiscal Year compared to an average number of 1,922 inspections per month for 1996-1997 Fiscal Year. T1 -32 Ordinances • Adoption of the 1997 Uniform Building Code • Adoption of the 1996 International Mechanical Code • Adoption of the 1997 Uniform Housing Code • Adoption of the Substandard Dangerous Building Code • Adoption of Code Enforcement Ordinance 604 Miscellaneous • Implement an area clean up of rubbish and junk vehicles. Information letters -have been mailed to violators in the following areas. a) Oak Lane North and South b) Perry Lane c) Bob Jones Park • Conduct Building Contractors Meeting A meeting was held on March 17, 1998 to update registered building contractors on the Tree Preservation Ordinance and the new rules affecting residential construction. => A meeting was held on March 19, 1998 to update registered plumbing and mechanical contractors on the Tree Preservation Ordinance and the new rules affecting plumbing and mechanical construction. • Addition of Plans Examiner An additional Plans Examiner was added to the Building Department Plan Review Staff on January 5, 1998. Plan review time for residential construction has been reduced from 12 - 14 days to 4 - 5 days as a result. • Addition of Building Inspector An additional Combination Building Inspector was added the Building Department Staff on February 2, 1998. • Town Square Building Permits issued The first building permits for Town Square were issued March 5, 1998 for Buildings A, B, and C. T1 -33 CITY OF SOUTHLAKE City Council Mid Year Review March 24, 1998 EXECUTIVE SUMMARY Public Works Department, Streets and Drainage Division - Progress Report This division is responsible for maintaining public streets and drainage areas, assigning personnel and equipment for new programs to meet the need for the increasing demands on the division due to growth. • Slurry Seal project for Dove Estates, Brittany Ct. , Raven Bend, Highland Estates, Whispering Dell Estates, Emerald Estates, Cedar Oaks Estates, and Harbor Oaks will be advertised for bid in April. The budgeted amount for the project is $77,000, and will seal approximately 64,000 square yards of road. • Nine hundred (900) tons of cold mix have been used for pothole and overlay repairs. This represents a six hundred (600) ton increase in the use of cold mix from the Fiscal Year 1997 mid year review. This is due to the condition of old chip seal roads and streets that are in need of reconstruction. • Two thousand (2,000) linear feet of bar ditch have been cleared to correct drainage problems. This figure is two thousand (2,000) linear feet less than last year's total. This represents the improved condition of the bar ditches due to this program • One 6-8 yard dump truck has been ordered through the Houston -Galveston Area Cooperative Purchasing Program. The truck has been ordered and the delivery date is estimated to be in June 1998. • Bidding opens on April 1, 1998 for a mowing tractor, which will be used to mow right-of-way. Staff Development Cross training employees on all of the aspects of different jobs. It is vital that department performance is not hindered due to the -Absence of an employee. T 1 -34 CITY OF SOUTHLAKE City Council Mid Year Review March 24, 1998 EXECUTIVE SUMMARY Public Works Department, Water/Wastewater Division - Progress Report This division is responsible for maintaining and regulating the use of water and sewer utilities, applying new government regulations, assigning personnel and equipment for new programs to meet the need for the increasing demands on the division due to growth. This year the water distribution crew added an equipment operator to improve safety and increase production in the excavation of water mains. The department has also added four maintenance workers. Two of these positions are responsible for the implementation of the new fire hydrant maintenance program. This involves cleaning and greasing the upper section of the hydrants and painting the exterior. Installation of the new hydro-storz cap occurs with the implementation of this program. The other two positions add to the safety of the water main maintenance crew. The wastewater collection section added an equipment operator to operate the hydraulic jet rodder and the sewer vacuum truck to perform preventive maintenance on the sewer mains and lift stations. The addition of a new maintenance worker provides the personnel necessary to safely perform this work. The division has purchased the budgeted vehicles, and all are currently in service. Bidding for the portable sewer pump and the fire hydrant Storz connections will be completed by April. Council will likely be asked to award these bids in May. The new fuel facility is operational and now focus is on compiling specifications for the removal of the old underground tanks and equipment at the city hall site. Completion of a new roof and other building improvements will occur later this year. Paving the parking lot and driver areas will occur this summer. Tl -35 NJ CITY OF SOUTHLAKE City Council Mid Year Review March 24,1998 EXECUTIVE SUMMARY Issue Fort Worth Water Contract Background Fort Worth Water Utility provides potable water to a multitude of public whole sale customers. All of these wholesale customers are on a "Uniform Contract" except two, Keller and Southlake. Currently Southlake has a Non -Uniform Contract, which expires in June 24, 2002. After this time we will be required to execute a Uniform Contract. Also, we have an interlocal agreement with Keller to share the cost of the Southlake Non -Uniform Contract by metering the flows, which go to Keller and Southlake. Fort Worth bills Southlake and we in turn bill Keller for their volume of water as metered. Keller also has a Non -Uniform Contract with Fort Worth for their water supply to the west side of Keller. In improving Southlake's water supply, Southlake is building the T.W. King Ground Water Storage Facility. The tank walls are almost completed. A 24-inch water main design is being completed and the easements are being obtained to furnish the water supply to the new tank. One easement is anticipated to go to condemnation. The water supplied by Fort Worth for this line will flow through existing Trophy Club MUD water lines. An interlocal agreement with Trophy Club MUD is needed. Trophy Club MUD is reviewing the agreement at this time. Additionally, before we can receive any water from Fort Worth via Trophy Club MUD, the City will need to have a "Uniform Contract". It is estimated that the agreement and contract will need to be executed prior to spring of 1999. Discussion ■ Impact of Uniform Contract 1. If the "billing" relationship ended with Keller, Fort Worth would bill each city for their water usage. This is an advantage to Southlake. 2. The City's actual cost for the water from Fort Worth will be less both in the "volume or commodity charge" and the "peaking charges". This will also be an advantage to Southlake. The latest fiscal year totals are FY96-97 in which Southlake used 66.7% of the total water. The following reflects Southlake's share of the total bill from Fort Worth. T2-1 N X [(existing) Non -Uniform rates are in bold] [(future) Uniform rates are in italics] TOTAL USAGE 1,547,442,600 (GALLONS) x 1.1549 (per 1,000 gallons) x 1.0844 (per 1, 000 gallons) MAX. DAY IN EXCESS 6.8660 (MILLION GALLONS) x 105,265 OF AVERAGE x 82,950 W MAX. HR IN EXCESS OF .8057 (MILLION GALLONS) x 37,497 AVERAGE x 21,215 SERVICE CHARGE PER 12 MONTHS 16.68 METERIPER MONTH 16.68 TOTAL COST TO Non -Uniform Contract SOUTHLAKE Uniform Contract TOTALS SAVINGS 1,787,141.40 1, 678, 046.70 109,094.70 722,749.49 569, 534.70 153,214.79 30,211.33 17, 092.93 13,118.40 200.16 200.16 0.00 2,540,302.20 2, 264, 874.40 275,427.80 Therefore using FY96-97 as a comparison the City would have saved $275,427.80. The Uniform Contract uses a "rolling" last three-year average maximum day and maximum hour to calculate the peaking charges. The Non -Uniform Contract uses the historical maximum day and maximum hours. With the construction of the ground water storage tank, we should be able to reduce both maximums. Therefore, under the Non -Uniform Contract, there will be no savings, but under the Uniform Contract a reduction in the maximums will reduce our payments to Fort Worth. There is a disadvantage to the Uniform Contract. Measurement of the advantages against the disadvantages requires a policy decision. The contract requires the Fort Worth Water Impact Fee to be collected on any new building in Southlake. Fort Worth's Water Impact Fee for a 1-inch water meter is $594.52 (see attached -Schedule 2). The fee would be added to Southlake's Water Impact Fee for a 1-inch meter of $1,450, for a total $2,044.52 fee. The Impact Fee is paid by the homebuilders at the time of obtaining a building permit. Whether or not this fee increase will have a deleterious effect on new homebuilding in Southlake is the unknown. T2-2 MAR-18-98 WED 10:16 FT. WORTH WATER DEPT FAX NO. 8178718195 P.02 x Rates for Non -Uniform Wholesale Water Contracts Outside District Effective October,1997 Schedule D-1 The City of Fort Worth has a contract for raw water supply froth the Tarrant County Water Control and Improvement District No.l. The contract allows the District to proceed with operation of Richland Chambers, West Fork and Cedar Creek Reservoirs. Prior to October 1 of each year, the District will establish its operating budget and will advise the City of Fort Worth of the charge for raw water. This amount eon vary each year, and if the revenue does not equal the vq mdinues, the rate can and will be adjusted to recover additional costs. The District has advised the City of Fort Worth that the charges for raw have Banged. Charges to Fort Worth for water sold to customers outside the District will be $0.64710 per 1,000 galIoms. There is a street rental charge of 4% and a system loss charge of 4% which increases the raw water coat to wholesale customers outside the District to $0.6989 per 1,000 gallm- The Volume Charge is trade up of two components: (1) the total raw water cost to the wholesale customer of S0.6989 per 1,000 gallons; and (2) the cost of treatment, pumping, etc. to deliver writer to the wholesale customer's meter at $0.4560 per 1,000 gallons. The commodity charge will be $1.ir S{- 9 per 1,000 galloas. 1/0 W we. - The wholesale water contract provides for the annual charge for water used to be computed under paragraphs 1 and 2 below and the customer shall pay whichever is greater. 1. Monthly charges based on a S25 per meter charge and the regular Fort Worth water -only rate plus 10% are shown as follows: Gallons Rates per Per Month 1.000 Galbns First 1,970,000 S 1.971 Next 1,870,000 1.426 Usage Per Month Charges Gallons per Month 1,000,000 $1,971.00 2,000,000 S 3,871.15 5,000,000 S 8,149.15 ' 7,500,000 S11,714.15 i0.000.000 $15,279.15 15,000,000 =409.15 30,000,000 $43,799.15 2. Computations for the annual charge based on water used and the maximum rates of withdrawal shall be made in accordance with the following rates: Outside District Commodity Charge, Rate per 1,000 gallons S 1.1349 Excess Maximum Day Demand (Annual Charge Per MGD) S 105,265 of daily demand in excess of average day demand) Excess .kUximum Hoot Demand (Annual Charge Per MOD) S 37,497 of daily demand in excess of maximum day demand Service Charge per Meter per Month S 25 T2-3 . MAR-18-98 WED 10:17 FT. WORTH WATER DEPT FAX NO. 8178718195 P. 03 A N Schedule D-3 Rates for Uniform Whoksak Water Contracts Outside District Effective October,1997 The City of Fat Worth has a contract for raw water supply from the Tarrant County Water Control and Improvement District NO-1. The contract allows the District to proceed with operation of Richland Chambers, West Fork and Cedar Creek Reservoirs. Prior to October 1 of each year, the District will establish its operating budget and will advise rite City of Fort Worth of the charge for raw water. This amount can vary each year, and if the revenue does not equal the expenditures, the rate can and will be adjusted to recover additional coats. The District has advised the City of Fort Worth that the charges for raw have changed Charges to Fort Words for water sold to customers outside the District will be $V.64710 per 1,000 gallons. There is a strut rental charge of 4% and a system loss charge of 4% which increases the raw water coat to wholesale atstomers outside the District to 50.6989 per 1,000 gallons. The Volume Charge is made up of two components: (1) the total raw water cost to the wboksak customer of $0.6999 per 1,000 gallons; and (2) the coat of treatment pumpiag, etc- to deliver water to the wholesale customer's meter at 503855 per I ,000 gallons. The commodity charge will be $1.0844 per 1,000 galkxm 1. Monthly charges based on the greater of either $1.000 or a sum equal to the Volume Charge for the actual volume of water taken plus 1 /12 of the sum of the estimated Race of Use Charges and a $25 per meter charge. For purposes of estimating the rate of use payments. the current rate of use charges will be derived from the prior Fiscal Year's Maximum Day Demand, Maximum Hoar Demand and Average Daily User Computations for the monthly charge based on the water used and for the Rate of Use Charge shall be made in accordance with the following rates: Volume Charge, Rate per 1,000 gallons S 1.0944 Excess Maximum Day Demand (Annual Charge Per MOD) $ SZ950 of daily demand in excess of average day demand) S 21,215 Excess Maximum Hour Demand (Annual Charge Per MGD) of daily demand in excess of maximum day demand S 25 Service Charge per Meter per Month 2. Annual payments will be the greater of the following: a. The charges calculated by applying the ==t Volume Charge to annual corwmptiom, the appropriate meter reading and billing charge, and the Rate of Use Charge for the current fiscal year, or b. The current fiscal year volume charge, the appropriate meter reading and billing charge. and the current Fiscal Year Rate of Use Charge applied to'the average of the Maximum Day Demand above Average Daily Use and the average of the Maximum Harr Demand above Maximum Day Demand for the most reaatly completed three Fiscal Year, which include the retreat Fiscal Year, or c. Twelve thousand dollars (512,000) (For examples of cakuhtions we Section 7, Paragraph 4 of the contract) T2-4 -MAR-18-98 WED 10:18 FT WORTH WATER DEPT FAX NO. 8178718195 P. 04 A SCEDULE 2 WATER AND WASTEWATER BOACT FEE COLLECTION SCHEDULE Mir"IER EQUIVALENCY . WATER WASTEWATER SIZE FACTOR 'DAPACT FEE* Il"ACT FEE#« 3/4" 1.00 $356.00 -$580.20 1" 1.67 $594.52 $968.93 1 12" 333 S1185.48 $1932.07 2" 533 $1897.48 $3092.47 3" 10.00 $3560.00 S5802.00 4" 16.67 $5934.52 S9671.93 6" 3333 $11,865.48 $19,338.07 8" 53.33 $18,985.48 $30,942.07 10" 76.67 S27,294.52 $44,483.93 ' Water is 44.6% of the total maximum assessable amount. Wastewater is 57.1% of the total maximum assessable amount. hl-fS �FF�e%i✓� �uN� 5/ /99G - JUNC l q99 T2-5 CITY OF SOUTHLAKE City Council Mid Year Review March 24, 1998 EXECUTIVE SUMMARY Issue Neighborhood Sewer Program Background The Neighborhood Sewer Program has entered the final stage of the three-phase program that began during the FY95-96 budget year. The number of lots within each subdivision that have connected to sewer, as of March 16, 1998, is summarized below: Subdivision Vista Trails Cimarron Acres Emerald Estates Highland Estates Whispering Dell Total # of Lots 70 18 49 17 38 Total Lots Connected 32 3 33 4 12 Total % of Lots Connected 46 % 17% 67 % 24 % 32 % Phase 2 of the Neighborhood Sewer Program is nearing completion. Installation of sanitary sewer is complete in Diamond Circle Estates and underway in Mission Hill Estates, Huntwick Estates and in the Raintree/Shady Lane area. Completion of this phase is anticipated to be in October 1998 with the completion of road improvements in the Raintree/Shady Lane area. A contract has been awarded to Cheatham and Associates for the design and engineering of Phase 3 of the program consisting of Dove Acres, Hillwood Estates, Cross Timber Hills and Jellico Estates. The projects in Dove Acres and Hillwood Estates should be ready to bid in early summer. Cross Timber Hills and Jellico Estates will require more time due to the number of easements that will need to be acquired. They should be ready to bid late summer. Council asked staff to reassess the commitment of the neighborhoods in Phase 3. Meetings were held with Dove Acres/Hillwood Estates and Cross Timber Hills. The survey results as of March 18, 1998 are as follows: Subdivision Total # of Commit in 6 Commit & Agree to Pay at No Lots Months Appropriate Time Sewer Dove Acres 31 8 3 (1 - 2 years) 2 Hillwood Estates 15 7 0 0 Cross Timber Hills 198 survey results due next week T3-1 The Neighborhood Sewer Program has been well received in the sense that residents of other areas have requested participation in the program. The following neighborhoods or groups therein have expressed a desire for sanitary sewer: Subdivision Cedar Creek Plantation Garden Addition Cedar Oak Estates Randoll Mill Estates Loma Vista Trail Creek, Phase 1 Heatherwood Estates Royal Oaks Twin Creeks Hershaw Estates Woodsey Ct/Timberline Ct Shadow Creek Pearson Ln/Pecan Acres Southlake Estates (Love Henry Ct) Hunter's Ridge Hillside Estates Discussion Total # of Cost/Lot Lots 14 7,457 14 21,600 29 12,910 22 11,364 7 24,171 11 8,509 16 20,875 18 10,200 21 10,629 8 16,650 51 5,659 11 7,039 21 13,714 10 29,700 19 8,526 16 8,188 Total Estimate Total Cost * (preliminary cost) 104,400 302,400 374,400 250,000 169,200 93,600 334,000 183,600 223,200 133,200 288,600 80,400 288,000 297,000 162,000 131,000 $3,415,000 * estimated costs are preliminary from Cheatham and Associates • Should Council decide to continue the neighborhood sewer program, several criteria could be considered to determine which neighborhoods would be included in the next phase. Suggested criteria include: 1. Cost of construction per lots in the subdivision. 2. Proximity of the subdivision to existing sanitary sewer. 3. Proximity or relationships to other subdivisions selecting sewer services. 4. Majority of lots entering into a contractual relationship with the City to connect to the sewer. • As discussed with Council, an objective assessment of neighborhood "need" for sewer could be developed, using the aforementioned criteria (weighted as appropriate). This approach would be useful to staff and Council in determining the future of this program. • Staff will present a more detailed analysis using the above criteria and cost estimates to Council at the June Retreat. T3-2 CITY OF SOUTHLAKE City Council Mid Year Review March 24, 1998 EXECUTIVE SUMMARY Issue Public Safety Grants Background The Southlake Department of Public Safety strives to provide service to the community in an effective manner, while exploring all available resources in order to help alleviate the tax burden to the community. We have aggressively pursued grants through the State and Federal Government. With the grant awards, there are two basic requirements, one being that the grant specifies the duties of the individual hired, and the other being that City funds are usually required at some level, with the grant monies diminishing through the life of the grant. Discussion Since mid -year 1996, Southlake has received awards for a total of $266,157 in funding through various State and Federal grant programs. An additional $69,088 in grant applications have been tawsubmitted and we anticipate approval of those funds within the next few months. The following is a detailed summary of our current grant activity. 24 In May of 1996, we received a grant award from the U.S. Department of Justice to provide a total of $75,000, distributed in decreasing increments over a three-year period, towards the salary costs of a Community Services Officer. We are in the second year of this project. In December of 1996, we made application to the Texas Criminal Justice Division (CJD) for funding of a DARE officer. The application called for a five-year project with 100% funding of salary and benefits in the first year and a 20% decreased funding each subsequent year. Although the original funding request was denied, CJD later discovered a surplus of grant funds and approved $37,347 in funding for the first year of a five-year project beginning November 1997. In December of 1997, we made application for $34,294 in second year funding, and $26,894 in third year funding. That grant has been reviewed by the North Central Texas Council of Governments and has been forwarded to CJD with a recommendation for funding approval. Final announcement should be made about May of this year. The Texas Department of Health awarded a $3,810 grant as a part of the FY 1997-98 budget to provide funding for emergency first -aid equipment and training aids. DPS acquired an electronic T4-1 defibrillator to be utilized in emergency responses to cardiac arrests. We also acquired several adult and pediatric mannequins, along with video tapes and equipment to facilitate our public education and training program. We anticipate submitting for additional funding the end of this fiscal year to assist with our public school training program during FY 1998-99. In December of 1997, application was made to the Texas Department of Transportation to provide $7,900 in funding towards a $9,000 project to conduct bicycle rodeos and bicycle demonstrations for children in Southlake. If funding is approved, this project would permit teaching bicycle safety to 1,500 to 2,000 students. We anticipate announcement of grant awards in May of this year. In January of 1998, the U.S. Department of Justice provided an additional $150,000 grant towards the salary and benefit costs of two uniformed officers working in a community policing environment. The funds are to be distributed in decreasing increments over a three-year period. We are currently undertaking the hiring process for these positions. We continue to monitor and evaluate grant funding programs. Future authorization for applications may be requested, based upon the established program parameters and consistent with the identified needs of the department. T4-2 s Issue Keller Water Meters Background CITY OF SOUTHLAKE City Council Mid Year Review March 24, 1998 EXECUTIVE SUMMARY W The City of Keller furnishes water service to approximately 220 Southlake households. These homes were in areas serviced by Keller prior to annexation. Over the past five years, Southlake has converted a small number of homes and businesses to Southlake water along W. Southlake Blvd. (F.M. 1709) and Davis Blvd. (F.M. 1938). This has been accomplished as water mains along these highways were built, and with the concurrence of Keller. The largest concentration of Keller's customers in Southlake is bordered by: Pearson Lane on the west and Randoll Mill Avenue on the east, Johnson Road on the south, and Florence Road on the north. A second area stretches along Randoll Mill Avenue from Florence Road, north to about Oak Hill Park at Morgan Road. Discussion One main issue, financing, will be presented on Keller Water Meters. ■ Financing Keller, like Southlake, has financed their water system through the issuance of bonds. The water sales revenue pays the bonds; therefore, each water meter or connection has a share or value in paying for the outstanding debt. Case law has established that the City of Keller must be compensated for the loss of their water customers. Approximately one year ago, Keller estimated the value as $1,800 to $2,000 per meter. Staff in their Capital Improvement Program budget presentation for FY 1997-1998 showed an estimated cost to Southlake of $500,000. This cost was based upon estimating 250 meters at $2,000 per meter. Recently staff has requested from Keller's city manager a proposal to first determine the exact number of meters and secondly place a value on each meter. Keller city staff is working to accomplish this program. The proposal is anticipated to be presented at the June Retreat if not before then. Based upon the FY1997-1998 budget presentation, Council did place $250,000 in the FY 1997-1998 Capital Improvement Projects (CIP) and a like amount in the FY 1998-1999 CIP. T5-1 Council has authorized in previous budgets (FY 94-95 and FY 95-96) the use of Community Development Block Grants (CDBG) to fund the construction of a water main along Pearson Lane, Florence Road, and Randoll Mill Avenue. Therefore, Southlake is now in a position to provide water service to about 90% of the Southlake residents on Keller water meters. South Pearson Lane and Union Church do not yet have the availability of Southlake water. The CIP schedule does not currently include this project, however with the possible development of a Keller school and the retirement center; this project will need to be programmed in the CIP. Cost factors have prohibited the City from moving forward on this project to -date. Other Council considerations include resident concern over the change as it relates to rates and strong identification with Keller clearly these residents have long been part of the Keller community and may resist change. T5-2 CITY OF SOUTHLAKE City Council Mid Year Review March 24, 1998 Operational Review - Parks & Recreation Department Due to rapid growth in the Parks & Recreation Department, the City Manager's Office determined the need to analyze and review the departmental operations to ensure efficient and effective services are provided to Southlake residents. An evaluation of the Parks & Recreation Department began in July with an Operational Review. This study is intended to help the department respond to the increasing demands placed on their operations. The purpose of this review is to promote continuous process improvement by analyzing the overall effectiveness of the Parks &- Recreation Department. The study included a comprehensive review of the department's operating policies & procedures, an (6w assessment of the department's organizational culture, a review of customer satisfaction, an analysis of the organizational structure, an evaluation of the communication systems, a benchmark comparison with area parks & recreation departments, a review of the effectiveness with appointed/elected officials, and a review of departmental safety issues. The study was conducted internally by a study team consisting of Assistant to the City Manager Darcey Imm, Director of Human Resources Lauren Safranek, and Senior Community Services Coordinator Shelli Siemer. Assistant City Manager Shana Yelverton provided general management guidance throughout the process. The background work is completed and included the following steps: • review of department materials, • conduct organizational culture survey, • interview department staff, • conduct field observations, • conduct comparative survey, • interview elected/appointed officials, • hold focus group meetings, • identify findings & observations (ongoing) • develop recommendations (ongoing) The study team will provide you with a final report, including detailed findings and recommendations, by the middle of May and a formal presentation at your June retreat. T6-1 Discussion The report provides an overview of the background, objectives, findings and recommendations resulting from the operational review of the Parks & Recreation Department. The organization of the final report will include six separate chapters: Introduction & Background Organizational Culture Survey Customer Satisfaction Comparative Survey Findings & Recommendations Implementation The following is a summary of each chapter. Organization Culture A major element of the operational review involved the conduct of a confidential employee attitude survey. The survey was designed to identify the attitudes of the department's employees on a variety of operational factors and characteristics which, in combination, can provide an indicator of morale. Included in the survey were 50 items focused on seven basic aspects of the department's operations as follows: • mission and goals • communications • work procedures • direction • work pride • training • resources A similar attitude survey was conducted for the contract instructors focusing on four basic topics including contract procedures, work price, communications and training. Customer Satisfaction The study team analyzed a variety of survey results to assess the customer satisfaction levels with the Parks & Recreation Department. The primary documents used included results from the 1996 Parks & Recreation Survey and results from the customer satisfaction surveys completed by participants at the end of each recreation program. The study team also conducted focus group meetings to obtain additional input from Southlake residents. The focus group meetings were intended to obtain additional customer feedback about the Parks and Recreation Department's activities and operations. A total of 146 participants was randomly invited to participate in focus group discussions to provide input in the following topical areas: facilities/fields, recreation programs, safety, priorities for parks & recreation. T6-2 N Comparative Survey A survey was distributed to twenty-five index cities to gather comparative information to determine how the Southlake Parks & Recreation Department relates to its peers on a variety of benchmark indicators. The survey instrument covered six general categories including: • mission, goals & objectives • facilities/parks • revenue generation/recovery • recreation programming • long-range capital improvement program • safety The purpose of surveying peer departments was to assess existing service level standards, policies and procedures of similar agencies, and to note significant differences and similarities between them. The survey results are not meant to stand alone nor be the only rationale for making recommendations for the department. The responses were used to supplement information collected throughout the study and will be incorporated into the overall departmental review. Findings & Recommendations The findings and recommendations are the principal product of the operational review and developed as a result of the analysis of the organization and operations of the Parks & Recreation Department. To date, the findings and recommendations generally fall into the following categories: • Mission, Goals & Objectives • Operating Policies & Procedures • Customer Satisfaction • Staffing/Organizational Structure • Board/Council Effectiveness • Communications • Safety Issues • Revenue/Fee Support • Recreation Programs • Facilities • Park Maintenance The intent of the findings and recommendations is to identify specific opportunities to improve the effectiveness and efficiency of the department. The focus of the review is on continuous process improvement opportunities to ensure the department is responsive to the increasing demands placed on operations. Because of this focus on improvement opportunities, the report does not attempt to recommend aspects related to the long-range planning for Parks & Recreation Department, including facility planning, parks master planning or financial planning. These recommendations will focus primarily on organizational, procedural and operational components of the department. Implementation The final chapter of the report will provide a detailed implementation plan associated with each of the specific recommendations. Implementation will provide an action plan for each recommendation describing the tasks associated with each specific T6-3 R recommendation, indicating a suggested timeline and priority, the individuals or units responsible for implementation, and any costs associated with the recommendations. It is important to note that many of the recommendations contained in the report will entail improvements in processes and can be adopted without additional costs to the city. Most recommendations represent opportunities to improve operational effectiveness or a modification in service levels. Some recommendations may have a cost implication while others may result in a cost savings. It is anticipated that recommendations which have funding needs will be addressed in the FY 1998-1999 budget or in subsequent budget years based on the implementation time frame. T6-4 CITY OF SOUTHLAKE City Council Mid -Year Review March 24, 1998 Issue Management Information Systems (MIS) Update W The FY 1997-98 Adopted Budget included $204,558 for MIS related items with $168,588 being allocated for equipment and software and $36,000 for consulting fees. As mentioned in the City Manager's Progress Report, staff has attempted to delay a request to City Council to hire a full time computer programmer and/or technician. To this point, we have managed to operate adequately through the use of our staff expertise, plus the use of an outside consultant. The City's computer committee, composed of representatives from each department, serves in an advisory capacity to determine hardware and software standards, and make recommendations on operational policies as they relate to computer usage by employees. The Computer Committee, through Deputy Director of Public Safety Support Services John Knight, also provides general direction and guidance to the City's contracted information systems consultant. The current status of the City's information systems is: • The four main City facilities (City Hall, Public Works Facility, Administrative Offices, and the Community Center) each has its own Local Area Network (LAN) server, using Windows NT as the operating software. The four facilities are linked via radio frequency (RF) antennas to form a Wide Area Network (WAN). This network allows the transmission of data files and e-mail between the four facilities. • A LAN for the GIS division is currently in the planning and specification stage. This LAN will also be linked via a router to the City network, ultimately allowing GIS data to be more readily available to other department users. • PC workstations are being upgraded, within the constraints of the existing budget, to currently available specifications (processing speed, data storage capacity, RAM). • Plans are to expand the City network to include servers for fax/pager capability, Internet access, and cellular wireless access for Public Safety and Public Works field laptops. • Standard software packages have been adopted and are currently being transitioned into use by employees. T7-1 • Draft personnel policies for computer usage and Internet access have been developed and are being reviewed. • The Year 2000 problem has been discussed and an action plan will be developed shortly. The rapid development of computer hardware and software has presented a formidable challenge to the City. The City is poised to move forward in its use of technology and needs to move forward given the expectations placed on our staff to produce information. It must be recognized that a significant expenditure will be required to build a suitable information systems infrastructure that will not only 'meet current needs, but also offer the flexibility to accommodate future developments in technology. I IWda CITY OF SOUTHLAKE City Council Mid Year Review March 24, 1998 City Telephone System Update The City's central telephone system has reached its maximum capacity, and should be replaced in the near future. Discussion • Telephone Equipment Update During the FY1997-98 budget process, a replacement of the City's AT&T (now Lucent Technologies) telephone equipment system was requested but not approved by Council. The situation surrounding the current equipment remains critical. At the 1997 mid -year review, a report was presented detailing the equipment limitations. This information is being brought forward once more because of the continued problems and difficulties in dealing with this equipment. In the latter part of 1990, the City purchased an AT&T System 25 telephone system, which included many features such as an automated attendant to answer and direct calls. This system provided the City with its first voice -mail capabilities, and proved very effective for customer service delivery. The system was purchased based on its expandability and affordability, however the City has added staff more quickly than was anticipated in 1990, due to the faster than anticipated growth of the community. The City now has three remote sites: the Park Community Building; the Administration Building; and the Public Works Facility. A diagram of the current telephone system prepared by the Lucent Technologies personnel is attached. Each of the sites is assigned the same main telephone number, 481-5581, and the appropriate extension numbers are assigned through the main System 25 switch at City Hall. The Park Building operates through off -premise extensions with GTE. The Administration Building and Public Works Facility each have a separate stand-alone telephone system (Merlin Legend System -Lucent Technologies) that integrates with the System 25. Neither of these separate telephone systems are near capacity; only the System 25 at City Hall is critical. T8-1 The Finance Division is responsible for coordinating telephone system problems, new equipment installation, and monitoring. The System 25 is at maximum capacity or `endpoints' now. Eight extension numbers were released for use after the installation of a paging server. Prior to this, the Park Project Manager, Ben Henry, and the Landscape Administrator, Keith Martin, were sharing an extension at the Park. The number of available extensions continues to be monitored to determine availability of telephones for new hires. • Call Volume Update The number of calls received and made through the City's telephone system exceeds 45,000 per month. There are peak times, at 10 a.m. and 3 p.m., in which the number of incoming trunks are unable to handle the call volume and customers receive a busy signal. An October call traffic report on the 481-5581 number indicated that customers receive busy signals 25% of the time. Currently there are 12 trunk lines serving the system. According to our system representative, there are now 6 more trunk lines that may be added that will help relieve the busy signal situation. These additional lines will be added shortly. The City could have the Administration Building and the Public Works Facility operate as stand alone telephone systems. This would mean that in order to reach persons in those buildings, customers would have to call a different number from 481-5581. Currently this is the solution of last resort, since it would be an inconvenience to our customers. We are attempting to "hang on" until we switch to the new Town Hall. T8-2 r d40=� s :3 L JL- 'sir o 00 H CITY OF SOUTHLAKE (400" City Council Mid Year Review March 24, 1998 L Town Hall Planning Update On December 16, 1997, Southlake created its first Tax Increment Reinvestment Zone. The main project to be funded with Reinvestment Zone dollars is a new city/county/school administration facility. Now that the funding mechanism has been established, the city is prepared to proceed with the design and construction of the town hall facility. Cooper & Stebbins have availed the City use of their architect, Urban Architecture, to assist with the preliminary programming of the building. The 1996 Carter & Burgess space needs study performed for the City and Carroll ISD was used as the starting point. The architect has met independently with COS and CISD staff to refine the analysis of the 1996 study to make sure it more accurately reflected our predicted space needs. Tarrant County has provided their anticipated space needs, and these areas have been included in the preliminary design scenarios. A meeting with County representatives and the architect should occur in the next week or two. In staff discussions regarding the actual planning and construction process, the necessity of a project manager was discussed. With the Town Hall being one of the most important and most visible city projects we are undertaking, extensive oversight will be essential. Although this contractual agreement would have budgetary impacts for the general fund in our next fiscal year, the cost would be reimbursable through the Reinvestment Zone once funds became available. A staff Town Square Development Team has been assembled from many departments. The team has been meeting to discuss the coordination of Southlake Town Square and Town Hall. This interdisciplinary team will allow us to thoroughly examine many operation and maintenance issues involved as we develop our first "downtown". T9 -1 CITY OF SOUTHLAIE City Council Mid -Year Review March 24, 1998 h= Park Dedication Ordinance - Implementation Procedures Since the adoption of the revisions to the park dedication provisions of the subdivision ordinance on July 1, 1997 there have been a number of issues arise which require some consideration. These issues include the need to have every development request, no matter how small, appear before the Park Board in order to request that fees be paid in lieu of land dedication. Secondly, this requirement is now imposed for commercial as well as residential development. The third consideration is the procedural sequencing of approvals between the Park Board, Planning and Zoning Commission, and City Council. Discussion The Parks and Recreation Board initiated revisions to the subdivision ordinance to encourage (aw developers to study the Parks, Recreation and Open Space Master Plan and the Trail System Master Plan and to contribute to these plans with land and facilities instead of paying fees. The Park Board has also revised their evaluation process for developers seeking credit for facilities. Under the new guidelines, the highest credit is given to land, open space, trails and practice field facilities which model the needs, desires and goals of master plans. With the new revisions to the subdivision ordinance, the Park Board now reviews and recommends credits or fees on all developments, whereas in the past the Board only reviewed projects seeking credit. NDU that the following issues really only come into play when a developer has no intention of asking for park dedication credits from the Park Board, but simply wants to pay fees rather than dedicate land. This is the case with most of the developers, especially the smaller ones. Issue No. 1. Fees in Lieu of Dedication: The ordinance as it currently is written requires the dedication of land in all instances, i.e. a two -lot subdivision must dedicate land unless the Park Board recommends to the City Council the payment of fees in lieu of land dedication. In some instances, this has resulted in a park land dedication requirement of as little as 0.125 acres for a five lot subdivision (Cedar Oaks). In this instance, the Park Board allowed the payment of fees in lieu of park land dedication. They also recommended approval of payment of fees for an 8.72 acre commercial development, although again, the Park Board must recommend payment of fees in lieu of park land dedication. The Park Board has instructed staff to place park dedication items on a "Consent" agenda if they meet the following criteria: T10-1 • Residential -- fewer than 20 lots • Commercial -- less than five acres The Park Board did not want to grant authority to the Park staff representative on the Development Review Committee (DRC) to allow payment of fees automatically under certain guidelines. They indicated they wanted to still have the option to review all developments coming forward. Issue No. 2. Requirement for Commercial Development to Dedicate Park Land instead of Pay Fees: Since many of Southlake's commercial developments are relatively small in size, the park land dedication requirement will often be less than one acre. To gain five (5) acres in park land dedication would require at least a 200 acre commercial development (1 acre for every 40 acres developed). A parallel issue with these small tracts of land is maintenance. A case in point is the small trail connection between Stone Lakes and Monticello. Although it is part of the mowing contract, it is often missed and must be tended by city crews. The city will incur significant costs if it is responsible for numerous small parcels scattered throughout Southlake. Issue No. 3. Procedural Sequencing: The question which arises here is whether or not a developer -should appear before the Park Board to discuss the need for parks, prior to appearing before Planning & Zoning Commission. Discussion points for each process might be summarized as follows: Process: Park Board - P&Z - Council • Would allow the developer to accommodate any land dedication prior to presenting a plan to P&Z. • The developer would not know the number of lots that P&Z might approve, street geometry, etc.; nor will the developer even know if the development is approved if zoning approval is needed until the application goes through City Council. Process: P&Z - Park Board - Council • Would allow the developer some assurance that the requested development layout will be accepted. Since park land dedication requirements are based on number of platted lots for residential the final dedication requirement will not be known for certain until after City Council approval. • If the Park Board wants the developer to accommodate a neighborhood park, this may necessitate a redesign of the development and if "substantial," will require going through P&Z again. Process: P&Z - City Council - Park Board - City Council • This has been the process for those developers requesting credits. After gaining approval of the development, but before approval of a developer's agreement (which includes the payment of park fees, dedication of land, credits, or a combination thereof), the Park Board can review the final layout and make its T 10-2 M recommendation. • If the Park Board is adamant about requiring the developer to dedicate land, no matter how small the developer's required dedication, it can place the developer in a dilemma. If there are significant changes required to the layout, he will have to go through the entire P&Z process again. One option could be for staff to bring to the Park Board those submittals which are being reviewed by the staff Development Review Committee. This could allow staff to convey to the developer early in his process, how the Park Board "feels" about the payment of fees in lieu of land dedication. The changes in the subdivision ordinance regarding park land dedication have created some administrative challenges. The Park Board, although open to the idea of a future revision to the process of park land dedication requirements, was still of the opinion that they want to see all developments come through them for review, at least for now. T 10-3 CITY OF SOUTHLAKE City Council Mid Year Review March 24, 1998 EXECUTIVE SUMMARY Issue Water Quality Background The Clean Water Act of 1972 focused concern of water quality towards wastewater treatment plants and the discharges from them into rivers and streams. The current emphasis in the Clean Water Act now places focus from these point sources to non -point sources (NPS). Non - point sources generally refer to storm water drainage and the potential pollution, such as silt, flowing into streams and lakes. This focus is incorporated in the regulations of the Environmental Protection Agency (EPA). Discussion The attached literature provides the latest information on the EPA's regulations and guidelines (4w surrounding non -point sources of water pollution. As these regulations are implemented, it will mean more controls placed on construction sites, municipal facilities and on -site wastewater disposal (septic tanks). There are several controls now being considered by EPA and the Texas Natural Resource Conservation Commission (TNRCC): • The City is required to implement best management practices (BMPs) and measurable goals for each of the following control measures: 1. Public Education and Outreach on Storm Water Impacts 2. Public Involvement/Participation 3. Illicit Connection and Discharge Detection and Elimination 4. Construction Site Storm Water Runoff Control 5. Post -Construction Storm Water Management and Development/Redevelopment 6, Pollution Prevention/Good Housekeeping of Municipal Operations TIM 24 • All construction sites will need to be covered by a National Pollutant Discharge Elimination System (NPDES) Permit, except those under one acre. This will provide monitoring of construction sites. Sites under one acre might be covered if it is determined there exists potential adverse impacts due to runoff. • The EPA's Cleanwater Action Plan includes the desire to reduce the number of decentralized wastewater systems. "The vast majority of these systems are conventional onsite wastewater systems (or sometimes cesspools). States report that these wastewater systems have failed because of inappropriate siting or design or inadequate long-term maintenance and those septic tanks constitute the third most common source of ground water contamination. Onsite systems . can also cause surface water quality problems. Improved management of these sources is essential to achieving water quality goals." • All municipal fleet maintenance, garage or outside storage facilities will need a NPDES Permit. • The proposed time table is: 1. March 1, 1999 - final rulemaking 2. March 1, 2001 - state programs required to be effective 3. May 31, 2002 - cities required to submit NPDES Permit application Notice of Intent. 4. Five years after permit issuance - cities to have their programs developed and implemented • TNRCC is proceeding to implement a study to measure the amount of pollution a water body can received and still meet surface water quality standards for its designated uses (e.g., aquatic life, recreation, water supply). The measure is known as "total maximum daily loads" or TMDLs. The TNRCC Program is to be known as "TMDLs in 10" Program. Their goal is to develop within ten years a comprehensive watershed action plan to limit pollution impaired waterways statewide. T11-2 By George Utting and Ben Lesser U.S. Environmental Protection Agency Office of Wastewater Management Stormwater Protection. s 1999 approaches, the U.S. Environmental Protection Agency is readying a broad expansion of its stormwater regulatory program which will affect thousands of mu- nicipalities and facilities nationwide. The objective is to com- ply with Clean Water Act requirements and to better protect the nation's streams, rivers, and beaches from polluted runoff. In 1990 EPA initiated Phase I of its stormwater regulatory program. Phase one regulated priority sources of polluted run- off, including many major industrial facilities, large and me- dium municipal storm sewers (municipal separate storm sewer systems or 'NIS4s), and construction sites of five or more acres. This broadened the traditional focus of the National Pollutant Discharge Elimination System (NPDES) permitting program from industrial wastewater and municipal sewage "point sources" of pollutants to include more diffuse sources. The "National Water Quality Inventory, 1994 Report to Con- aress," based on state data, confirmed the need for controls, showing stormwater discharges caused major water quality im- pairment with roughly 46 percent of impairment attributable to storm sewer runoff. The greatest environmental threats were shown to be illicit discharges to stormwater systems (including sanitary sewage), sediment (especially from construction sites), "floatable" substances, and oil and grease. In 1995, EPA's Office of Wastewater iVlanagement formally chartered a Federal Advisory Committee to help the agency sim- plify the existing program and add a stormwater Phase II pro- gram. Committee members include an APWA representative and other municipal advocates. After more than two years of deliberations, the regulations and general permits proposed bear the imprint of a thoughtful process. EPA believes its proposed Phase II rule will reduce damage to water quality and aquatic habitat, while regulating only discharges with the greatest po- tential for harm. As the advisory committee recommended, EPA is working to integrate both phases into a single stormwater program with administrative and compliance flexibility. The improved stormwater program allows the use of general permits, allows small municipalities to be co-permittees on individual phase one stormwater permits, emphasizes best management practices, imposes no new monitoring requirements, provides waivers if 26 permittee is party to a comprehensive watershed plan, and pro- vides exemptions for industrial facilities that move outdoor ac- tivities under cover or into buildings to avoid creating contami- nated stormwater. EPA is acting on advisory committee recommendations to improve stormwater phase one by clarifying program objectives, developing a less complicated and less expensive application process, improving enforcement and compliance outreach mechanisms, and providing public access to permit application information. Projects have been funded to evaluate the effec- tiveness of control practices, and to differentiate new pollution from preexisting sources such as atmospheric deposition. Automatic Nationwide Designation: Owners or operators of small MS4s in any incorporated place, county, or place under jurisdiction of a governmental entity within a census -designated "urbanized area" would be required to develop a local stormwater program (see timetable below.) This includes central commu- nities of 50,000 people or more, and those with 1.000 or more per square mile. About 3,500 municipalities will be included. State and federal facilities such as military installations, facili- ties of the U.S.Department of Transportation, universities, and correctional facilities within urbanized areas are also included. Potential Designation by Permitting Authority: Owners or operators of small MS4s located outside of "urbanized ar- eas" may be designated if they have existing or potentially sig- nificant water quality impacts, as determined by criteria set by the permitting authority. The permitting authority would also have to designate MS4s that are physically interconnected to regulated MS4s. Potential Waiver by the Permitting Authority: A permit- ting authority could waive requirements if a regulated small MS4 located in an urbanized area serves a jurisdiction of fewer than 1,000 people, is not contributing substantially to the pollutant loadings of a physically -interconnected regulated MS4, and the owner or operator has certified that stormwater controls are not needed based on: a waste load allocation that is part of a "total maximum daily load" (VADL) that addresses the pollutant of concern: or a comprehensive watershed plan, implemented for the water body, that includes the equivalent of a TNIDL and addresses the pollutants of concern. APWA REPORTER MMI FEBRUARY 1998 17 Minimum measures required for regulated MS4s: A program designed to reduce discharges to the "maximum ex- tent practicable," and protect water quality is required. Com- pliance with "maximum extent practicable" is determined by implementation of best management practices consistent with the proposed rule. Notice of the best management practices to be implemented and the measurable goals for each of the following minimum control measures is required: • public education and outreach on stormwater impacts; • public involvement and participation; • illicit connection and discharge detection and elimination; • construction site stormwater runoff control; • post -construction stormwater management in development/redevelopment; and • pollution prevention/good housekeeping of municipal operations. A municipality's program requirements could be satisfied by inclusion in an adjoining municipality's existing NPDES stormwater permit; agreement with another governmental or other entity that is already implementing one of the minimum control measures in the same jurisdiction; or if, in the permit, the permitting authority incorporates by reference a qualifying local. state or tribal stormwater management program that ad- dresses one or more of the minimum control measures. Any of these three alternatives would require that munici- palities evaluate program compliance, the appropriateness of their identified best management practices, and progress toward achievement of their identified measurable goals. This would be shown in annual reports for the first permit term and in years two and four in subsequent terms. In addition, the permitting authority could require monitoring. Construction requirements set for regulated MS4s: Construction sites below five acres would be required to be cov- ered by a NPDES permit, except those under one acre that are not part of a larger common plan of development or sale. The permitting authority would be able to waive the requirements for certain stormwater discharges from construction areas of less than five acres where: • rainfall is low (rainfall factor less than two); • soil loss is low (annual loss less than two tons/acre/year); or • a watershed plan is in place that includes the equivalent of a T1vIDL, addresses the pollutants of concern, and determines that construction site controls are not needed. The permitting authority would be able to designate addi- tional classes or individual sites under one acre based on the potential for adverse impact on water quality or for significant contribution of pollutants. EPA and authorized states and tribes would be encouraged to make use of general permits for such construction activities. Remaining unregulated stormwater discharge would be regulated on a case -by -case basis Any remaining unregulated discharge composed entirely of FEBRUARY 1998 December 15,1997: Proposed rule signed by EPA Admin- istrator. March 1, 1999: Final rulemaking. March 1, 2001: State programs required to be effective. August 7, 2001: ISTEA sources required to submit NPDES permit applications (existing deadline.) May 31, 2002: (or 3 years and 90 days from date of final regulation, or as instructed by the permitting authority if des- ignated, usually within 60 to 180 days) - regulated small MS4s required to submit NPDES permit application Notice Of In- tent. Five years after permit issuance - regulated small MS4s required to have their programs developed and implemented. Sources claiming no exposure of industrial activities and materials to stormwater required to comply immediately with all program requirements if circumstances change causing exposure. Every five years: No Exposure Certification to the permit- ting authority required. 2012: EPA revisits Phase II municipal requirements. stormwater could be designated for regulation on a case -by -case basis. The existing deadline (August 7, 2001) to obtain a permit for municipal facilities previously exempted under the Intermodal Surface Transportation and Efficiency Act of 1991 (ISTEA) would be maintained. Stormwater discharge associated with phase one industrial activities would be eligible for a conditional exemption for "no exposure" of industrial activities and materials to stormwater. A certification would have to be prepared and submitted every five years. This would expand the existing exemption from cov- erage under Phase I rule for those facilities that do not discharge stormwater associated with industrial activities. The proposed phase two rule is available for public review at http://www.access.crpo.crov/su—docs/aces/acesl40.html. More information about technical requirements and the process of developing the rule is available on EPA's Internet Home Page at http:/www.epa.gov/owm. Click on "wet weather," then on "gen- eral information," then on "Stormwater Program." Next scroll to "List of Phase II Documents." Those who have checked that site and have more specific questions about the rule itself may call (202) 260-5816 and record a question for EPA Headquar- ters staff response. Those with questions about applying the rule to individual sites or situations should call their nearest NPDES permitting authority or EPA Regional Office. EPA will continue working with the advisory committee in developing a "toolbox" to help municipalities and others imple- ment their stormwater programs effectively and cost -efficiently. Planned tools include fact sheets, guidances on developing BMPs and measurable goals, requirements to control runoff from Federal lands and facilities, an information clearinghouse, train- ing and outreach efforts, technical research, and support to local governments for demonstration projects, and assistance on nu- merous issues to states and tribes. EPA is also committed to conducting an enhanced research effort and compiling a com- prehensive evaluation of the program over the next 13 years. EPA looks forward to continuing work with APWA members and other stakeholders to frame a national program that works for all and helps streams and rivers become cleaner every year. APWA REPORTER T11-4 27 t Actions: Clean Water Action Plan http://www.epa.aov/cleanwater/action/c2c.htmi J R NEXT BACK Table of .CONTENTS CWAP HOME 31 Actions to Strengthen Core Clean Water Programs Clean Water Action Plan Strong Polluted Runoff Controls ow OW Polluted runoff is the greatest source of water quality problems in the United States today. Polluted runoff is rainwater and snowmelt that moves across the land, picking up pollutants and delivering them to streams, rivers, lakes, wetlands„and coastal waters. Polluted runoff, as the term is used in this Action Plan, is generated by many activities managed by states, territories, and tribes as nonpoint source pollution, as well as a number of activities that may be regulated as point sources under the Clean Water Act. The 1996 National Water Quality Inventory, which summarizes state surveys of water quality in the United States, indicates that about 40 percent of surveyed U.S. waterbodies are impaired by pollution, with the leading source being polluted runoff. About 70 percent of impaired rivers and streams and 49 percent of lakes are impaired by runoff or discharges from agriculture. While the nation has begun to make progress in controlling polluted runoff, meeting clean water goals in the next decade and beyond will require picking up the pace of this effort. The development and implementation of plans to restore water quality on a watershed basis will result in a significant reduction of polluted runoff. Chapter III of this Action Plan presents a unified watershed assessment and restoration approach to pull together the many state, tribal, and federal programs that can help quicken the pace of reducing polluted runoff. In addition to these programs targeted to specific problem areas, more needs to be done to prevent polluted runoff and to help ensure that waters that are now meeting clean water goals continue to do so. l of 14 3/2/98 4:09 P'vt T11-5 - Actions: Clean Water Action Plan http://www.epa.c,ov/cleanwater/action/c2c.html tribe adopts, and EPA approves, a revised standard. KEY ACTION: EPA will establish, by the year 2000, numeric criteria for nutrients (i.e., nitrogen and phosphorus) that are tailored to reflect the different types of water bodies (e.g., lakes, rivers, and estuaries) and the different ecoregions of the countrv, and will assist states in adopting numeric water quality standards based on these criteria over the following three years. If a state does not adopt appropriate nutrient standards, EPA will begin the process of promulgating nutrient standards. Assess and Reduce Air Deposition of Nitrogen Nitrogen gas makes up 78 percent of the atmosphere. However, bio-available nitrogen causes many health and environmental problems. Nitrogen oxides in the air can cause deep lung irritation and decrease lung function in children who are active outdoors and can contribute to the formation of ground -level ozone. Bio-available nitrogen has also become a major concern in many water bodies because it can acidify lakes, cause algal blooms, lower dissolved oxygen, and kill fish. More than 23 million tons of nitrogen are emitted to the atmosphere each year. About half of the nitrogen compounds emitted from fossil -fuel -burning plants, vehicles, and other sources in the United States are deposited on U.S. watersheds. Nitrogen compounds are released from a variety of other sources, including application of fertilizers and manure, and publicly owned treatment works. EPA has moved, under the Clean Air Act, to reduce emissions of nitrogen oxides (NOx) from new vehicles and electric power plants since the 1970s. EPA has proposed NOx emissions budgets for 22 states and the District of Columbia to reduce regional NOx emissions in the eastern United States. As the states take action under their plans to meet the new ozone and particulate standards, NOx emissions will be further reduced. KEY ACTION: EPA and NOAA will work with other federal, state, tribal, and local government agencies and others to better quantify the risks associated with atmospheric deposition of nitrogen compounds and other pollutants to water bodies. KEY ACTION: EPA will work through the Ti'*IDL program to evaluate the linkage of air emissions to the water quality impacts to help determine appropriate reduction actions. EPA will work with states, tribes, and federal land management agencies to employ both Clean Water Act and Clean Air Act authorities to reduce air deposition of nitrogen compounds and other pollutants that adversely affect water quality. EPA will develop a report on methods for this work by the spring of 1999. Improve Subsurface Sewage Disposal Decentralized wastewater systems currently serve about 25 percent of the U.S. population and approximately 37 percent of new development. The vast majority of these systems are conventional onsite wastewater systems (or sometimes cesspools). 7 of 14 3/2i98 4:09 PSI T11-6 Actions: Clean Water Action Plan http:i/www.epa.c.ov/cleanwater/action/c2c.html States report that these wastewater systems have failed because of inappropriate siting or design or inadequate long-term maintenance and that septic tanks constitute the third most common source of ground water contamination. Onsite systems can also cause surface water quality problems. Improved management of these sources is essential to achieving water quality goals. KEY ACTION: In 1998, EPA will publish technical guidance providing detailed information on onsite sewage disposal management programs, performance standards,.water conservation techniques, and alternative and innovative onsite disposal system designs. EPA will also, in 1999, develop voluntary national standards for onsite management programs that address siting, performance, design, and maintenance of these systems. u. KEY ACTION: EPA will promote the use, where appropriate, of centralized management of decentralized wastewater systems. This initiative will include financial and technical support of state, tribal, and local efforts to consolidate management of decentralized wastewater programs so that they are consistently managed and administered. Beginning in 1999, EPA will also fund projects that demonstrate how to overcome barriers to decentralized sewage management. EPA will publish guidance on the appropriate use of state loan funds to support these systems in 1999. Expand Clean Water Act Permit Controls The Clean Water Act provides that discharges of pollutants from a pipe or other point source are required to have a permit that limits the discharge as necessary to attain the water quality standard for the receiving waters. For many years, EPA and states worked to develop and issue permits to large point source dischargers, such as sewage treatment plants and industrial facilities. Recently, additional attention has been focused on point sources that discharge polluted runoff from urban areas and large facilities such as confined animal feeding operations. These permits are expected to make a significant contribution to reducing the water quality impacts of polluted runoff. Expand Control of Storm Water Runoff from Cities and Construction Sites Storm water runoff is one of the leading remaining causes of water quality problems in the United States. On December 16, 1997, EPA proposed to expand controls of storm water runoff to cover smaller cities (with populations under 100,000) and for small construction sites (under five acres). This proposal builds on the storm water Phase I rule promulgated in 1990, which relies on Clean Water Act discharge permits to address runoff from cities with populations of more than 100,000 and from construction sites greater than five acres. The proposed Phase II storm water regulation provides a flexible approach that builds on the programs that are already in place in many areas. The proposal recommends ways to adjust coverage as appropriate to protect water quality in a watershed and suggests how to give incentives for smart arowth. 8 of 14 3/2/98 4:09 P T11-7 Actions: Clean Water Action Plan http://www.epa.cz,ov/cleanwater/actionic2c.html M The Phase II storm water regulation promotes the use of best management practices, sucli as preventing illicit sewage connections and providing information to the public about pollution prevention measures they can undertake to minimize storm water impacts as part of a municipal storm water program. For construction, best management practices might include silt fencing and sediment ponds to trap storm water runoff. The benefits of controlling storm water runoff are numerous. The reduction in flow and movement of sediment reduces stream bank erosion, stream channeling and modifications to stream habitat from shallower waters. Sediment reduction will also greatly reduce the cost of dredging reservoirs and navigation channels and will generate recreation benefits, such as increased fishing and swimming opportunities and protection of spawning grounds. KEY ACTION: EPA will publish final regulations in 1999 on Phase 11 of the storm water program, consider public comments on the proposal, and work with states, tribes, municipalities, and the regulated community to make sure that storm water control measures are implemented as required. KEY ACTION: EPA will focus its compliance assistance and enforcement resources on addressing noncompliance with existing Phase I storm water requirements by targeting priority watersheds where storm water is of concern. Polluted runo challenge. Pictured is Portland, Oregon. presents a Substantially Reduce Pollution from animal Feeding Operations There are approximately 450.000 animal feeding operations (AFOs) &MA 9 of 14 3/1198 4:09 PNI T11-8 NRCC EMBARKS ON NtAJUK Jlvi 1 L^ L, TNRCC secutive Office s _` Aaency ommunication �'�� ` Media Relations .. ,Address/Phone/Fax media tnrcc.state.ts.us eR Search CONTACT: TOM KELLEY FOR ININIEDIATE RELEASE `VEDNESDAY, DECErIBER 10,1997 512/239-5000 (Pager 512/606-2965) TNRCC EMBARKS ON MAJOR INITIATIVE FOR TEXAS LAKES, STREAMS The Texas Natural Resource Conservation Commission (TNRCC) by emb al ty Improvement program arked on a statewide initiative with local, state, and federal partners In.unprecedented as lakes and streams meet state'. to ensure that Tex ation of at is known s "total This initiative involv es the development and subsequent implementmeasure f the aamount of maximum daily loads" (TMDc iv and still meet surface water qu in watersheds across Texas. A liy standards for its ed and (e g pollution a water body can re established by the state. Us are develop aquatic life, recreation, water supply) as im lemented for water bodies in which these standards are currently exceeded for specific pol utants. P These water bodies are called"impaired." RCC Chairman ram," said TN "We call this massive scientific undertaking the `TMDLsin 10' of this ma finitude and complexity to improve McBee. "This is the first water quality effort in this state lakes and streams. And our goal is to the quality of resources enjoyed by everyone - our rivers, development of comprehensive watershed action plans to limit pollution accomplish within 10 years the in impaired waterways statewide." to respond effectively to a U.S. Environmental Proeantection Agency Wat r Act and The measure arises from a challengePral (EPA) directive compelling states to enforce Ats act�on, an turn, of the fe e of current legal actions in giving them up to 13 years to do it. The E several states, including Oklahoma, New Mexico, and Louisiana. TNRCC in the past five years ver, the So far there has been no lawsuetHoustonthe Ship ChannelTexas. and Bosque River watersheds lto the calculateTNRto already initiate d TMDLs In th pollutant limits for these impaired water bodies forer bodies. ofast track state vide T�1DL development. prioritize over 140 other Impaired impaired streams must be restored to water quaky standards ofpollution entering their a wat r body from These p � assesstn the le The TNRCC s initiative will address that by g all sources, both point and non -point, and establishing limits orpollutants, which will then restore wa er quality to levels that better support aquatic life and pro public ter The new ini tiative builds on 30 years of water quality protection derte sthas te'salreysteway iproved permitting program. That eTOasr lakes and d streams. ed the federal regulatory Program, the quality of T The T�NIDL initiative goes further than our permitting program to help ensure Texas waterways are clean. " level of science this program will demand has not been available noted. Weill only beil yabledto suciceed with The say, it will stretch the state's resources significantly, designing and added technical, professional, and administrative skills oan lead the nat on by al partners, and state the add Q program, we and federal counterparts. As in the permitting p l of 3 T11-9 3/4/98 3:58 F TNRCC EMBARKS ON iVIA10R INITIATIVE FOR TEXAS LAKES, STREA.W://www.tnrcc.state.tx.us/exec/media/press/12-97tmdlpr.ht ni implementing TMDLs that ensure Texas solutions to Texas goals. "What we have with `TMDLs in 10' is an opportunity to return water quality to its intended uses in certain watersheds around Texas," Chairman McBee pointed out. "But we'll only accomplish this if we place a high reliance on sound science." Making these "watershed action plans" successful via the "TMDLs in 10" program will require on -location field science - stream monitoring, land use mapping, and in -stream pollutant modeling. These methods are designed to yield information conducive to the development of TiviDL requirements for pollutant discharges and pollutant loading in stormwater runoff along each segment. Upon the completion of individual watershed action plans throughout the state based on TMDLs over the next 10 years, the TNRCC, the Texas State Soil and Water Conservation Board, and other regional and local partners will begin the implementation of pollution controls. This could involve a variety of voluntary and regulatory approaches, including aggressive educational programs to raise awareness of pollution from rainfall runoff, the application of best management practices, for activities such as agriculture and construction, greater controls on the use of fertilizers and pesticides, and more stringent wastewater permits (municipal and industrial). The TNRCC will be leading a TMDL prototype project in the Arroyo Colorado watershed in deep South Texas. Given the limited resources currently available to develop TMDLs, various regional, state, and federal agencies have joined together in this watershed to commit their scientific expertise and approximately $500,000 during the next biennium toward the development of a watershed action plan. Through these collaborative efforts, TMDL data will be gathered to establish specific pollutant limits for this water body. TNRCC FACT SHEET "Total Maximum Daily Loads" (TMDLs) What is a "Total Maximum Daily Load" (TMDL)? TMDL is a technical term meaning the amount of pollution a water body can receive and still meet standards for its intended uses such as aquatic life, fishing, swimming, etc. Establishing TMDLs for specific pollutants in a specific lake or stream means that discharges of those pollutants to that water body are restricted. This will enable the water to attain state water quality standards compatible with its uses. How many water bodies in Texas require TMDLs? According to the most recent assessment (1996), 142 water bodies in the state have been identified as impaired and require TMDLs. Where are they located? These water bodies are located throughout the state, from the Rio Grande to the Sabine River. All river basins include some impaired water bodies. The water bodies may be a part of a major river, a small stream, a reservoir, or a bay or estuary. What's wrong with the water? The TNRCC, through its regular surface water quality monitoring program, has identified these water bodies as impaired, which means that state water quality standards are not being met for the uses of the water such as fishing, swimming, or public water supply. Standards set for these uses are not maintained; for example, one or more pollutants or conditions (e.g., temperature) are exceeded, or the dissolved oxygen level is too low to sustain aquatic life. How much is it going to cost? 2of3 T11-10 3/4i93 3:58 PM ' TiRCC EMBARKS ON MAJOR INITIATIVE FOR TEXAS LAKES, STPEAW://www.tnrcc.state.tx.uslexec/media/press.12-97tmdlpr.html The cost for the development of the TtiiDL and its associated watershed action plan will vary from watershed to watershed. The TNNIDL for the Arroyo Colorado watershed in the Lower Rio Grande Valley will cost about $500,000, and the state has funding commitments for this project in the next biennium. In less complex watersheds the cost will be lower. In other cases, the cost may be higher. A TMDL for a watershed in New York State has cost S 19 million. The costs for the implementation of the TMDL and the watershed action plan could be substantial but are dependent on the results of each TMDL. Can the state develop T:VIDLs for 142 streams in 10 years? TNRCC is committed to developing TMDLs for all impaired water bodies in the next 10 years, or two five-year cycles. The agency must rely on the help, knowledge, experience, and resources of its local, regional, state, and federal partners if this program is to succeed as planned. T 4RCC disclaimer Comments regarding Media Re 4 ons: media@,tnrcc.state.tx.us Technical questions regarding the TNRCC web Server: we master(eVtnrcc.state.tr.us http://www.tnrcc.state.tx.us/execimedia/press/index.htmi A N 3 of 3 3/4/98 3:58 Pit Tii-» Water'Q%aliry Management Plan http://www. tnrcc.state. Lx.us/water/quality/data/wmt/wgmpinfo.htrnl Office of Water Resource Nana ement Water Quality Data Collection Water Quality Management Plan Introduction Address/Phone/Fax wquality �,tnrcc.state.tx.us Help Search Apri129,--13-97 The Water Quality Management Plan (WQiv1P) for Texas is a group of planning documents designed to provide long-range planning and technical data for the water quality management activities to be implemented under the Texas Water Code and the Federal Clean Water Act. The WQMP is a waste treatment plan developed according to state and federa - law to accomplish Texas' clean water goals. Continuing water quality management planning coordination in Texas is conducted by the Texas Natural Resource Conservation Commission (TNRCC), in cooperation with other appropriate state and local planning agencies, in accordance with Sections 2050), 208, and 303(e) of the Federal Clean Water Act. TNRCC is designated under Section 26.012 of the Texas Water Code as the state agency to conduct water quality planning. Responsibility for the development and implementation of control programs for any identified water quality problems attributed to nonpoint source agricultural/silvicultural activities is assigned to the Texas State Soil and Water Conservation Board (TSSWCB). Development and financing of water resources is the responsibility of the Texas Water Development Board (TWDB), pursuant to Chapters 15, 16 and 17 of the Texas Water Code. Federal funds for wastewater treatment projects cannot be awarded unless the proposed facilities are consistent with the WQMP recommendations. State and Areawide Planning Areas Texas contains 15 major river basins. The water quality management planning program utilizes the generalized boundaries of those 15 river basins and the specific boundaries of the seven areas designated by the governor as areawide waste treatment management planning areas to delineate state planning areas. These seven designated regional planning agencies are responsible for water quality management planning in their areas. An integral part of WQMP planning process is the development of work programs under Section 2050) and 604(b) by TNRCC in cooperation with local planning agencies. This federal funding for water quality management planning is provided by Environmental Protection Agenct (EPA) to TNRCC through a 1% reserve of annual allocated funds to the TWDB for State Revolving Fund (SRF) loans. Of this amount, 40% is passed through to the seven designated area regional planning agencies. The work program defines the work effort necessary to result in appropriate revisions to the water quality management plan, and identifies which agency should be responsible for accomplishment of each task. The responsible planning agency develops appropriate recommendations (such as updated population projections) for revision to the water quality management plan for its area. Following satisfactory completion of the review/approval process, the revised documents are certified to the U.S. EPA as adopted revisions to Texas WQMP. Planning Delegation and Coordination The continuing water quality management planning program utilizes the combined capabilities of the TNRCC, the TSSWCB), the TWDB, and the local/areawide planning agencies. The review process includes the circulation of program documents to other state agencies whose activities may affect or be affected by TNRCC's program, thus ensuring coordination with overall state policies and programs. Program reports, prior to being submitted to TNRCC for state review, are available for review within the affected areas by other local governments which are interested in the documents. Each document which is to be certified as part of the Texas WQiviP is also subjected to a public hearing in the planning area and then must be approved by the TNRCC in a public meeting prior to certification to EPA. 1 of 2 3/16/98 4:45 Pit T11-12 Water Quality Management Plan http://www.tnrcc.state.tK.us/water/quality/data/wmVwqmpinfo.l Permit Federally Funded Construction Project Coordination In addition to the overall review process described above, NRCC has established detailed review and coordination procedures for wastewater permit issuances and federally funded wastewater facility construction projects in order to ensure general conformance with the water quality management plan, as mandated by the Federal Clean Water Act. All applications for new and amended permits are also reviewed for conformance with applicable water quality management plan recommendations. All facility plans and engineering reports in the TWDB's State Revolving Fund and other construction programs are reviewed by NRCC staff for general conformance with the approved water quality management plan. In those instances where there is a conflict between a water quality management plan recommendation and a proposed TWDB construction project, the applicant, the NRCC and the appropriate local planning agency in a designated area, will work jointly toward a resolution. Justification for the proposed changes to the plan will be reviewed. If acceptable, TNRCC will advise all parties (including EPA) that the new information will be incorporated into the next revision of the water quality management plan. If no water quality management plan revision is recommended and approved, or if the recommendation differs from the proposed engineering report then the construction project must be revised. Through this process, the conformance between the water quality management plan and wastewater facility construction projects is achieved. i Water Quality Management Plan Updates Water quality management plan documents all available data and is reviewed on an annual basis to account for changing circumstances, conditions, and program requirements in order to determine the need for revisions. Those elements of the WQMP that typically require revisions consist of population projections, wastewater facility needs, managements agency designations and waste load evaluations. The WQMP is maintained electronically in a database and in bound volumes located at NRCC. If revisions are required, the WQMP is updated to reflect the proposed changes through a public hearing process. The draft report may be revised after the public hearing to accommodate relevant public comments and the final report is placed on the agenda for approval consideration by NRCC's Commissioners. After TNRCC's approval, the WQMP is sent to EPA for certification, whereas the revisions officially become part of the WQMP for Texas. N 3 of 3/16/98 4:45 P' T11-13 CITY OF SOUTHLAKE City Council Mid -Year Review March 24, 1998 Economic Development Opportunities and Programs There are several topics that we intend to bring before Council in the next few months regarding opportunities and programs for Economic Development. Southlake continues to be on the radar screen of many real estate professionals and we are working diligently to professionalize our economic development efforts and meet the desires and expectations of City Council and the citizens of Southlake. It is our intention to discuss multiple economic development implementation programs and other issues at the upcoming June retreat. We have identified potential economic development initiatives that could have significant long-term benefits to the City of Southlake and we would like the opportunity to discuss the merits of these items with Council in the near future. Following is a brief summary of these opportunities. • Annual Traffic Count Reports At the direction of City Council, we approached the development community through our quarterly commercial developer's roundtable and asked them what type of assistance the ED staff could provide that would most benefit their pursuit of commercial growth in Southlake. One item in particular arose and was strongly supported by many in attendance. This item is the need for current traffic counts throughout the city. As an initiative that would likely benefit many internal staff projects, we advocate that this project be undertaken immediately. We feel the following steps are needed to implement this initiative. 1. Research costs and locations of counts. 2. Solicit contributions from developers. 3. Contract for counts to be performed. 4. Prepare report and disseminate. • Village Center East - ROW Parcels We have had many discussions with landowners of property within Village Center East study area. There appears to be a general understanding of the T12-1 A M overall benefits of determining circulation patterns in the area and working together to the mutual benefit of all affected parties. This discussion point is whether or not the city would be willing to cover the cost of preparing ROW dedication parcels on common lot lines in order to accelerate and coordinate the ultimate development of this area. It would seem that the cost of preparing these parcel dedications would quickly be covered by an advancement of commercial tax base generated by having the ROW available. Without a coordinated accumulation of ROW, a user of interior property could not develop without having the access to either FM 1709 or SH 114. If the ROW dedications were in place, any user could be assured of access and potentially construct the access, to the windfall benefit of adjacent properties. The following steps would need to take place to implement this initiative. 1. Confirm commitments from all affected land owners. 2. Contract for parcel map and legal description preparation. 3. Consummate dedication of all parcels. We would be glad to discuss these opportunities should there be any questions. There will be additional economic development opportunities discussed at the June Retreat. T 12-2 CITY OF SOUTHLAKE City Council Mid -Year Review March 24, 1998 Joint Utilization with Keller Independent School District Backgroun.d Since 1993, the City has had a formal relationship with the Carroll Independent School District to foster joint utilization of facilities, programs, and resources between the two governmental bodies. There has long been recognition that other school districts have constituents, and facilities, within the city limits of Southlake. Joint use with these districts was also considered, but not acted upon for reasons such as available funds, lack of appropriate projects, etc. It is appropriate now though, to consider formal joint utilization between the City of Southlake and the Keller Independent School District. Discussion In May 1993, the City Council passed Resolution No. 93-42, establishing the Joint Utilization Committee with Carroll Independent School District. Among other things, this committee was to be a forum for "an open and ongoing exchange of information and ideas ... " and "to cooperate to provide the least possible expenditure of public funds in order to maximize the benefit for their taxpayers." Since its inception, the JUC has been instrumental in bringing forward a number of successful joint use projects, including the Carroll Middle School gymnasium/recreation center, the inception and use of a cable channel, joint polling locations, and the use of a number of school recreation facilities by the City. Recently, a neighborhood park project to be built adjacent to Florence Elementary School has offered an opportunity to explore a long-term joint use relationship with Keller Independent School District. Staff has worked closely with the principal of Florence Elementary School to design a neighborhood park, incorporating some of the school's recreation and playground facilities, with the intent of making the City park property available for the school's use as well. KISD also plans to build one or more school facilities west of Davis Boulevard within the corporate limits of Southlake. Staff has had some preliminary discussions with KISD Superintendent Charles Bradberry regarding the possibility of joint use of those facilities. Staff has also discussed the potential of a joint use relationship between the City and KISD with the Joint Utilization Committee. The JUC was very receptive to the idea of pursuing this venture. There are several possibilities that could be considered to bring this idea to fruition: 1. A Joint Utilization Committee, separate from the existing JUC, but composed similarly of Council appointees, Park Board member, and KISD Board of Trustees appointees. 2. Expanding the membership of the existing JUC to include KISD Board appointees, T13-1 recognizing that some issues will be brought forward that apply solely to one or the other school district. 3. Pursuing currently identified joint use projects on a staff -to -staff relationship until such time as a formal committee should be appointed to study other potential joint use projects and recommend them to the cognizant governing bodies. The Southlake Joint Utilization Committee has been extremely successful in bringing about a spirit of cooperation between the City and CISD, while at the same time proving to be a cost effective expenditure of public funds of the two taxing entities. The Southlake model has been studied by many other communities across the nation looking for new and innovative ways to provide their citizens the services they want in a cost-effective manner. A joint utilization program with the Keller Independent School District will extend an already successful program, and serve another portion of the City which until now, has not reaped the maximum benefits of joint utilization. T 13-2 N CITY OF SOUTHLAKE City Council Mid Year Review March 24, 1998 S.H. 114 Open Space Background The notion of providing for open space along S.H. 114 is not a new one. City Councils of years past have discussed the need to have pockets of open space, or non -developed property, along the highway in order to try to preserve Southlake's historical geographic character. Although Councils have endorsed the idea, and even discussed specific tracts for the purpose, nothing has yet been done to ensure that there are natural areas to remain along the highway. Staff is currently in the process of developing a strategic land acquisition plan and, as such, the time is right to determine the City's intentions on this issue. Discussion Staff recently presented the idea to the current City Council, which has not yet had an opportunity to fully explore it. Specific tracts were identified as possibilities, particularly those tracts which will be difficult to develop. Staff has no intention of recommending that parks be developed in these areas; rather, the purpose of this initiative would be to preserve the open space, trees, and other natural amenities. Council will be provided an opportunity to discuss this idea further at the June Retreat. There appears to be some receptivity on the part of some members of the development community to work with the City on this. As such, the issue could potentially be raised prior to June. T14-1