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2023-05-16 Regular CC Meetingci,r or SOUTHLAKE TEXAS REGULAR CITY COUNCIL MEETING AGENDA MAY 16, 2023 LOCATION: 1400 Main Street, Southlake, Texas 76092 Council Chambers in Town Hall WORK SESSION: 5:30 P.M. 1. Call to order 2. Invocation: Clayton Reed 3. Honors & Recognition: Proclamation for Water Safety Month 4. Update from Methodist Southlake Hospital 5. Administer the Oath of Office for City Council Place 1 and 6. Reception in the lobby immediately following. 6. Discuss all items on tonight's agenda. No action will be taken and each item will be considered during the Regular Session. REGULAR SESSION: Immediately following the work session Call to order. 2. A. Executive Session: Pursuant to the Open Meetings Act, Chapter 551, Texas Government Code, Sections 551.071, 551.072, 551.073, 551.074, 551.076, 551.087, 418.183(f), and 418.106(d) & (e). Refer to posted list attached hereto and incorporated herein. Executive Session may be held, under these exceptions, at the end of the Regular Session or at any time during the meeting that a need arises for the City Council to seek advice from the city attorney as to the posted subject matter of this City Council meeting. Section 551.071: Consultation with city attorney. a. Seek advice of the city attorney regarding legal issues related to legislative items. b. Seek advice of the city attorney regarding driveway access to FM 1938 and other construction related matters for a future subdivision located on property addressed as 208 Randol Mill Avenue and located at the northern terminus of Maranatha Way. 2. Section 551.072: Deliberation regarding real property City of Southlake values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork City of Southlake City Council meeting agenda May 16, 2023 Page 2 of 6 a. Discuss the acquisition of real property for public purposes. B. Reconvene: Action necessary on items discussed in Executive Session. 3. REPORTS: A. Mayor's Report B. City Manager's Report 1. Annual Development Report 2. Building Services Process Improvement 3. Monthly Financial Report (written) CONSENT AGENDA: All items listed below are considered to be routine by the City Council and will be enacted with one motion. There will be no separate discussion of items unless a Councilmember or citizen so requests, in which event the item will be removed from the general order of business and considered in its normal sequence. 4. Consent: A. Approve minutes from the May 2, 2023, regular City Council meeting. B. Approve Resolution No. 23-010, appointing Mayor Pro Tem and Deputy Mayor Pro Tem. C. Approve Resolution No. 23-011, appointing City Council representatives to the Audit Committee, Southlake Parks Development Corporation, and the Corridor Planning Committee. D. Reject proposal for RFP2301 B540JC230002 Provide As -Requested Highway Gore Points Sweeping, General Highway, Non -Highway, and Parking Lot Sweeping and Related Debris Removal Services. E. Approve purchase of landscape and irrigation supplies from SiteOne Landscape Supply in an amount not to exceed $120,000. F. Approve an engineering services agreement with Freese and Nichols, Inc. (FNI) to provide engineering services to update the City's water model and master plan in an amount not to exceed $202,400. City of Southlake values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork City of Southlake City Council meeting agenda May 16, 2023 Page 3 of 6 G. Approve an engineering services agreement with Freese and Nichols, Inc. (FNI) to provide engineering services to update the City's Denton Creek/Grapevine Lake wastewater model and master plan in an amount not to exceed $169,800. H. Authorize expenditures with Freese and Nichols (FNI) for consulting services for the Lead and Copper Rule Revisions compliance program in an amount not to exceed $97,563. Approve a Professional Services Agreement (PSA) with TSK to provide architectural & engineering design and construction phase services for the Southlake Emergency Operations Center (EOC) Relocation Project in an amount not to exceed $166,250. J. Excuse the absence of the Planning and Zoning Commission Chairman Daniel Kubiak from the Regular Planning and Zoning Commission meeting scheduled for May 18, 2023. 5. Public Forum. (The Public Forum will not begin priorto 7:00 p.m. This is the public's opportunity to address the City Council about non -agenda items. During this proceeding, the City Council will not discuss, consider, or take action on any item presented. We respectfully ask that anyone stepping forward to speak during Public Forum to please limit remarks to three minutes or less.) 6. Ordinances, second readings, public hearings, and related items: (There are no items on this agenda.) 7. Ordinances, first readings, and related items: (There are no items on this agenda.) 8. Resolutions: (There are no items on this agenda.) 9. Other items for consideration: (There are no items on this agenda.) 10. Other items for discussion: (There are no items on this agenda.) 11. Adjournment CERTIFICATE I hereby certify that the above agenda was posted on the official bulletin boards at Town Hall, 1400 Main Street, Southlake, Texas, on Friday, May 12, 2023, by 5:00 p.m., pursuant to the Texas Government Code, Chapter 551. City of Southlake values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork City of Southlake City Council meeting agenda 16, 2023 ``����►�o�����j� H L4 s 'Z� 4(� Am IIU TRIVV- : Ws' C/) City Stnretary If you plan to attend tAfe, •ubIIC rrt6tin Mnd have a disability that requires special needs, lease Y p /� �� Y p P P advise the City Secretafyis�� iFo\ 8 hours in advance at 817-748-8016 and reasonable accommodations will be made to assist you. City of Southlake values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork City of Southlake City Council meeting agenda May 16, 2023 Page 5 of 6 EXECUTIVE SESSION Section 551.071: Consultation with attorney. The City Council may conduct a private consultation with its attorney when the City Council seeks the advice of its attorney concerning any item on this agenda, about pending and contemplated litigation, or a settlement offer, or on a matter in which the duty of the attorney to the City Council under the Texas Disciplinary Rules of Professional Conduct of the State Board of Texas clearly conflicts with Chapter 551. This includes the following pending and/or contemplated litigation subjects: 1. City of Southlake v. Town of Westlake, Texas, Supreme Court Case No. 22-0188; Court of Appeals No. 02-21-00241-CV; and Trial Court No. 2020-007041-1. 2. Myra Nunez v. City of Southlake; Cause No. 048-330936-21. 3. Roger Best, Et Al vs. Vann/Elli, Inc, and the City of Southlake; Cause No. 141- 337858-22. Section 551.072: Deliberation regardinq real property. The City Council may conduct a closed meeting to deliberate the purchase, exchange, lease or value of real property. Section 551.073: Deliberation regarding prospective gift or donation. The City Council may conduct a closed meeting to deliberate a negotiated contract for a prospective gift or donation to the City. Section 551.074: Deliberation regarding personnel matters. The City Council may deliberate the appointment, employment, evaluation, reassignment, duties, discipline, or dismissal of public officers, including the City Manager, City Secretary, City Attorney, Municipal Judge and city boards and commission members. A complete list of the city boards and commissions is on file in the City Secretary's Office. Section 551.076: Deliberation regarding security devices. The City Council may deliberate the deployment, or specific occasions for implementation of security personnel or devices. Section 551.087: Deliberation regarding economic development negotiations. The City Council may discuss or deliberate regarding commercial or financial information received from a business prospect that the city seeks to have locate, stay, or expand in or near the city and which the City is conducting economic development negotiations; or to deliberate the offer of a financial or other incentive to a business prospect as described above. Section 551.089: Deliberation regarding security devices or security audits. The City Council may discuss or deliberate regarding security assessments or deployments relating to information resources technology; network security information as described by Section 2059.055(b); the deployment, or specific occasions for implementation, of security personnel, critical infrastructure, or security devices; or results of security audits. City of Southlake values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork City of Southlake City Council meeting agenda May 16, 2023 Page 6 of 6 Section 418.183(f): Texas Disaster Act. The City Council may deliberate information: 1) for purposes of preventing, investigating, or responding to an act of terrorism or related criminal activity and involving emergency response providers, their staffing, contact information and tactical plans; 2) that relates to the risk or vulnerability of persons or property, including infrastructure, to an act of terrorism; 3) that relates to the assembly of an explosive weapon, the location of a material that may be used in a chemical, biological or radioactive weapon, or unpublished information pertaining to vaccines or devices to detect biological agents or toxins; 4) that relates to details of the encryption codes or security keys for a public communication system; 5) that relates to a terrorism -related report to an agency of the United States; 6) that relates to technical details of particular vulnerabilities of critical infrastructure to an act of terrorism; 7) that relates to information regarding security measures or security systems intended to protect public and private property from an act of terrorism. The Texas Disaster Act specifically requires that a tape recording of the closed meeting be made. Section 418.106(d) & (e): Local meetings to discuss emergency management plans regarding pipeline safety. The City Council may discuss emergency management plans involving pipeline safety and/or security of pipeline infrastructures or facilities when those plans or discussions contain such sensitive information. City of Southlake values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork CITY OF SOUTHLAKE TEXAS REGULAR CITY COUNCIL MEETING MINUTES MAY 16, 2023 LOCATION: 1400 Main Street, Southlake, Texas 76092 Council Chambers in Town Hall CITY COUNCIL PRESENT: Mayor John Huffman, Mayor Pro Tern Randy Williamson, Deputy Mayor Pro Tern Shawn McCaskill, and Councilmembers Kathy Talley, Randy Robbins, Ronell Smith, and Amy Torres-Lepp STAFF PRESENT: City Manager Shana Yelverton, Assistant City Manager Alison Ortowski, Assistant to the City Manager Major Youngblood, Management Assistant Bora Sulollari, Deputy Director of Communications Pilar Schank, Director of Human Resources Stacey Black, Chief Financial Officer Sharen Jackson, Police Chief James Brandon, Fire Chief Mike Starr, Director of Community Services Chris Tribble, Operations Manager of Special Projects Robert Briggs, Deputy Building Official Susie Hernandez, Planning and Development Services Business Manager Madeline Prater, Customer Service Manager Misty Eaves, Director of Economic Development and Tourism Daniel Cortez, Director of Planning and Development Services Dennis Killough, Director of Public Works Rob Cohen, City Attorney Allen Taylor, and City Secretary Amy Shelley WORK SESSION: 1. CALL TO ORDER Work Session was called to order by Mayor John Huffman at 5:31 p.m. 2. INVOCATION: CLAYTON REED Mr. Clayton Reed provided the invocation. Mayor John Huffman led the pledges of allegiance to the United States and Texas Flags. 3. HONORS & RECOGNITION: PROCLAMATION FOR WATER SAFETY MONTH Lori Cerami provided a brief presentation about water safety and Mayor Huffman presented a proclamation honoring May as Water Safety Month. 4. UPDATE FROM METHODIST SOUTHLAKE HOSPITAL Benson Chacko, President of Methodist Southlake Hospital provided an update on the current operations of the hospital and its future plans. 5. ADMINISTER THE OATH OF OFFICE FOR CITY COUNCIL PLACE 1 AND 6. RECEPTION IN THE LOBBY IMMEDIATELY FOLLOWING. REGULAR CITY COUNCIL MEETING MINUTES, MAY 16, 2023 Page I of 5 Judge Carol Montgomery administered the Oath of Office for City Council Place 1 to Kathy Talley and City Council Place 6 to Randy Williamson. 6. DISCUSS ALL ITEMS ON TONIGHT'S AGENDA. NO ACTION WILL BE TAKEN AND EACH ITEM WILL BE CONSIDERED DURING THE REGULAR SESSION. Mayor Huffman reviewed the items on the consent agenda. REGULAR SESSION: Immediately following the work session 1. CALL TO ORDER Regular Session was called to order by Mayor Huffman at 6:32 p.m. 2A. EXECUTIVE SESSION Mayor Huffman announced the City Council would go into Executive Session pursuant to the Open Meetings Act, Chapter 551, Texas Government Code, Section 551.071 consultation with city attorney and Section 551.072 deliberation regarding real property. City Council adjourned for Executive Session at 6:32 p.m. Since there was no business for Executive Session, the City Council reconvened after the Council Reception. 2B. RECONVENE Mayor Huffman reconvened the meeting at 7:00 p.m. 3. REPORTS: 3A. MAYOR'S REPORT 3B. CITY MANAGER'S REPORT 3131. ANNUAL DEVELOPMENT REPORT Planning and Development Services Business Manager Madeline Prater provided the Annual Development Report. 3132. BUILDING SERVICES PROCESS IMPROVEMENT Customer Service Manager Misty Eaves and Deputy Building Official Susie Hernandez highlighted the Business Services Process Improvement project. 3133. MONTHLY FINANCIAL REPORT (WRITTEN) CONSENT AGENDA: All items listed below are considered to be routine by the City Council and will be enacted with one motion. There will be no separate discussion of REGULAR CITY COUNCIL MEETING MINUTES, MAY 16, 2023 Page 2 of 5 items unless a Councilmember or citizen so requests, in which event the item will be removed from the general order of business and considered in its normal sequence. 4. CONSENT: 4A. APPROVE MINUTES FROM THE MAY 2, 2023, REGULAR CITY COUNCIL MEETING. 4B. APPROVE RESOLUTION NO. 23-010, APPOINTING MAYOR PRO TEM AND DEPUTY MAYOR PRO TEM. 4C. APPROVE RESOLUTION NO. 23-011, APPOINTING CITY COUNCIL REPRESENTATIVES TO THE AUDIT COMMITTEE, SOUTHLAKE PARKS DEVELOPMENT CORPORATION, AND THE CORRIDOR PLANNING COMMITTEE. 4D. REJECT PROPOSAL FOR RFP2301B540JC230002 PROVIDE AS- REQUESTED HIGHWAY GORE POINTS SWEEPING, GENERAL HIGHWAY, NON-HIGHWAY, AND PARKING LOT SWEEPING AND RELATED DEBRIS REMOVAL SERVICES. 4E. APPROVE PURCHASE OF LANDSCAPE AND IRRIGATION SUPPLIES FROM SITEONE LANDSCAPE SUPPLY IN AN AMOUNT NOT TO EXCEED $120,000. 4F. APPROVE AN ENGINEERING SERVICES AGREEMENT WITH FREESE AND NICHOLS, INC. (FNI) TO PROVIDE ENGINEERING SERVICES TO UPDATE THE CITY'S WATER MODEL AND MASTER PLAN IN AN AMOUNT NOT TO EXCEED $202,400. 4G. APPROVE AN ENGINEERING SERVICES AGREEMENT WITH FREESE AND NICHOLS, INC. (FNI) TO PROVIDE ENGINEERING SERVICES TO UPDATE THE CITY'S DENTON CREEK/GRAPEVINE LAKE WASTEWATER MODEL AND MASTER PLAN IN AN AMOUNT NOT TO EXCEED $169,800. 4H. AUTHORIZE EXPENDITURES WITH FREESE AND NICHOLS (FNI) FOR CONSULTING SERVICES FOR THE LEAD AND COPPER RULE REVISIONS COMPLIANCE PROGRAM IN AN AMOUNT NOT TO EXCEED $97,563. 41. APPROVE A PROFESSIONAL SERVICES AGREEMENT (PSA) WITH TSK TO PROVIDE ARCHITECTURAL & ENGINEERING DESIGN AND CONSTRUCTION PHASE SERVICES FOR THE SOUTHLAKE EMERGENCY OPERATIONS CENTER (EOC) RELOCATION PROJECT IN AN AMOUNT NOT TO EXCEED $166,250. 4J. EXCUSE THE ABSENCE OF THE PLANNING AND ZONING COMMISSION CHAIRMAN DANIEL KUBIAK FROM THE REGULAR PLANNING AND ZONING COMMISSION MEETING SCHEDULED FOR MAY 18, 2023. REGULAR CITY COUNCIL MEETING MINUTES, MAY 16, 2023 Page 3 of 5 APPROVED Motion was made to approve Consent Items 4A-4J, as written, noting the following: - Item 413 — approving Resolution No. 23-010, appointing Shawn McCaskill as Mayor Pro Tem and Kathy Talley as Deputy Mayor Pro Tem. - Item 4C — approving Resolution No. 23-011, appointing City Council representatives as follows: Audit Committee Mayor John Huffman June 2024 Mayor Pro Tem Shawn McCaskill June 2024 Deputy Mayor Pro Tem Kathy Talley June 2024 Southlake Parks Development Corporation Deputy Mayor Pro Tem Kathy Talley June 2024 Councilmember Randy Williamson June 2024 Councilmember Amy Torres-Lepp June 2024 Councilmember Ronell Smith June 2024 Corridor Planning Committee Mayor Pro Tem Shawn McCaskill June 2024 Deputy Mayor Pro Tem Kathy Talley June 2024 Councilmember Randy Robbins June 2024 Councilmember Amy Torres-Lepp June 2024 Motion: Williamson Second: McCaskill Ayes: Talley, Robbins, McCaskill, Huffman, Smith, Torres-Lepp, Williamson Nays: None Approved: 7-0 REGULAR AGENDA: 6. PUBLIC FORUM Mayor Huffman opened the public forum at 7:21 p.m. There being no one wishing to speak, Mayor Huffman closed the public forum at 7:21 p.m. 6. ORDINANCES, SECOND READINGS, PUBLIC HEARINGS, AND RELATED ITEMS: (THERE ARE NO ITEMS ON THIS AGENDA.) 7. ORDINANCES, FIRST READINGS, AND RELATED ITEMS: (THERE ARE NO ITEMS ON THIS AGENDA.) 8. RESOLUTIONS: (THERE ARE NO ITEMS ON THIS AGENDA.) REGULAR CITY COUNCIL MEETING MINUTES, MAY 16, 2023 Page 4 of 5 9. OTHER ITEMS FOR CONSIDERATION: (THERE ARE NO ITEMS ON THIS AGENDA.) 10. OTHER ITEMS FOR DISCUSSION: (THERE ARE NO ITEMS ON THIS AGENDA.) 11. ADJOURNMENT Mayor Huffman adjourned the meeting at 7:21 p.m. *An audio recording of this meeting will be permanently retained in the City Secretary's Office. MINUTES APPROVED ON THIS, THE 6T"OF JUNE 2023. 9�(�>) - J6A Hu an �T H Lq��e�iy Mayor A ST: O Am I y, TRN City retary �"ar� sa,�„•.�• `®1 a;fo"°�aaaa�an REGULAR CITY COUNCIL MEETING MINUTES, MAY 16, 2023 Page 5 of 5