Item 4E - MemoPage 1 of 3
M E M O R A N D U M
November 26, 2025
To: Alison Ortowski, City Manager
From: David Miller, Director of Community Services
Subject: Approve resolution 25-044 for an Advanced Funding Agreement
with the Texas Department of Transportation (TxDOT) for Phase
3 of the Green Ribbon – Funded Improvements at the
Intersection of State Highway 114 and North White Chapel Blvd,
in the amount not to exceed $527,430
Action
Requested: Approve resolution 25-044 for an Advance Funding Agreement
(AFA) with the Texas Department of Transportation (TxDOT) for
Phase 3 of the Green Ribbon – Funded Improvement Intersection of
State Highway 114 and W. Dove Road, in an amount not to exceed
$527,430
Background
Information: The purpose of this item is to seek City Council approval of resolution
No. 25-044 for an advance funding agreement with the Texas
Department of Transportation (TxDOT) for Phase 3 of the Green
Ribbon-funded improvements at the intersection of State Highway
114 and North White Chapel Blvd, in an amount not to exceed
$527,430.
The purpose of this resolution is to authorize the City Manager to
enter into an advance funding agreement with TxDOT for phase 3 of
the green ribbon improvements along the SH 114 corridor. The
Green Ribbon Improvements Project was discussed with the City
Council at the 2023 Summer Workshop, and the City Council gave
staff direction to pursue green ribbon funded improvements along
state highway 114 at the intersections of Dove, North White Chapel,
North Carroll, and Kimball. The TxDOT Green Ribbon Program is a
reimbursable grant program dedicated to aesthetic and
environmental improvements along TxDOT corridors.
To date, the City of Southlake has received a full $400,000 award
from the green ribbon program to begin these improvements in FY24
Item 4E
Alison Ortowski – City Manager
Meeting Date – December 02, 2025
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at W. Dove Road and SH114 on the south side of the intersection
and Phase 1 of this project was completed in Spring 2025.
The city received an additional $400,000 in Spring 2024 to begin
Phase 2 of the W. Dove Road improvements on the north side of the
intersection in 2025. Phase 2 has been fully designed and will be
brought to Council for a bid award in January with construction set to
begin in early spring of 2026.
Most recently, the city received $420,000 to begin design of phase 3
which will begin improvements at SH114, and North White Chapel
Blvd and improvements related to this award will be located at the
Northwest side of the intersection.
As discussed at the workshop, the green ribbon improvements will
take place in several phases. Each intersection will require 2-3
phases to complete (dependent on funding) as proposed, and each
phase represents approximately 1 year of time. City staff will
continue working with the team from Kimley Horn to apply for
additional green ribbon funding each spring and should have an
understanding each summer of the award amount, which will
determine the scope of work that can be accomplished in each
additional phase. A copy of both the original North White Chapel Blvd
concept, what will be accomplished in phase 3, and a projected
phase 3 schedule are attached.
The Advance Funding Agreement outlines the responsibilities of the
City of Southlake, the State, and the Federal Government, with a
total estimated cost of $527,430 with the City’s share of the costs
estimated to be $81,000 for engineering design and environmental
work. Within this agreement the State will be responsible for all
construction costs and the City of Southlake will be responsible for
the $81,000 in design, engineering, and environmental costs plus
any overruns. Related to cost overruns, both Phase 1 and Phase 2
bids came in under the award amount and the city was not
responsible for any additional costs over the award amount. Staff will
continue working with the design team to ensure what is designed
can be built within the award amount.
Financial
Considerations: The Advance Funding Agreement outlines the responsibilities of the
City of Southlake, the State, and the Federal Government, with a
total estimated cost of $527,430, with the City’s share of the costs
estimated to be $81,000 for engineering and environmental work.
Alison Ortowski – City Manager
Meeting Date – December 02, 2025
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The City’s portion of the costs, estimated to be $81,000, are
budgeted within the adopted FY 2025 Capital Improvements
Program Budget.
Strategic Link: Approval of the advance funding agreement is linked to the City’s
Strategy Map related to the Focus Area of Infrastructure and
Development. It also relates to the City’s corporate objective B2:
Collaborating with select partners to implement service solutions.
Citizen Input/
Board Review: City Council consideration of a resolution on December 02, 2025.
Upon City Council approval, the AFA will then be executed by the
City Manager and TxDOT.
Legal
Review: This agreement has been reviewed by legal counsel.
Alternatives:
•Recommendation to approve as presented
•Recommendation to approve with input as desired
•Recommendation not to approve
Supporting
Documents:
•Attachment A: Resolution 25-044
•Attachment B: Advance Funding Agreement and Phase 3
Coverage
•Attachment C: Green Ribbon Phase 3 Schedule
Staff
Recommendation: Approve resolution 25-044 for an Advance Funding Agreement
(AFA) with the Texas Department of Transportation (TxDOT) for
Phase 3 of the Green Ribbon – Funded Improvement Intersection of
State Highway 114 and W. Dove Road, in an amount not to exceed
$527,430
CITY OF SOUTHLAKE, TEXAS
RESOLUTION NO. 25-044
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SOUTHLAKE, TEXAS,
APPROVING AN ADVANCE FUNDING AGREEMENT FOR GREEN RIBBON
FUNDING ON-SYSTEM WITH THE TEXAS DEPARTMENT OF TRANSPORTATION
(TxDOT); AND PROVIDING AN EFFECTIVE DATE.
WHEREAS, the City of Southlake, Texas (“City”) is a home rule municipality acting under
its charter adopted by the electorate pursuant to Article XI, Section 5, of the
Texas Constitution and Chapter 9 of the Local Government Code; and
WHEREAS, the City of Southlake has submitted an application to the Texas Department
of Transportation (“TxDOT”) for Green Ribbon funding in March of 2025, for
SH114 from 1000 feet north of N. White Chapel Boulevard to N. White
Chapel Boulevard and SH114.
WHEREAS, the City of Southlake was notified by the Texas Department of
Transportation (“TxDOT”) on June 30, 2025, that its application for Green
Ribbon Funding was accepted for the Landscaping of SH114 Project; and
WHEREAS, the Texas Department of Transportation has requested that the City of
Southlake approve the Advance Funding Agreement for Green Ribbon
Program On-System (the “Agreement”); and
WHEREAS, the Advance Funding Agreement outlines the responsibilities of the City of
Southlake, the State and Federal Government, with a total estimated cost
of $527,430 with the City’s share of the costs estimated to be $81,000 for
engineering and environmental work.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
SOUTHLAKE, THAT:
SECTION 1
All the findings in the preamble are found to be true and correct and the City
Council does hereby incorporate said findings and recitals into the body of this Resolution
as if copied in its entirety.
SECTION 2
The City of Southlake authorizes and approves an Advance Funding Agreement
with the State of Texas for Green Ribbon Program On-System Landscaping of SH114.
Attachment A: Resolution No. 25-044
SECTION 3
The City will be responsible for construction cost overruns and engineering and
environmental costs of $81,000 plus related cost overruns.
SECTION 4
The City Manager is authorized to execute all documents necessary to complete
this transaction.
SECTION 5
This Resolution shall become effective immediately upon passage and it is so
resolved.
PASSED AND APPROVED THIS ____ DAY OF ____________, 2025.
APPROVED: _________________________
Shawn McCaskill, Mayor
ATTEST: _________________________
Amy Shelley, City Secretary
Attachment B: Advance Funding Agreement and Phase 3 Coverage
TxDOT:: Federal Highway Administration:
CCSJ # 0353-03-117 AFA ID Z00012345 CFDA No. 20.205
AFA CSJs 0353-03-117 CFDA Title Highway Planning and Construction
District # 02 Code Chart 64# 40050
Project Name FY 26 GR - SH 114 N White Chapel
Blvd AFA Not Used For Research & Development
AFA Budget Formats Rev. 6/20/2025
ATTACHMENT B
PROJECT BUDGET
Construction costs will be allocated based on 80% Federal funding and 20% State funding until
the Federal funding reaches the maximum obligated amount. The Local Government will then
be responsible for 100% of cost overruns.
Description Total
Estimated Cost
Federal
Participation
State
Participation
Local
Participation
% Cost % Cost % Cost
Environmental (by Local
Government)
$13,000 0% $0 0%$0 100%$13,000
Engineering (by
Local Government)
$68,000 0% $0 0%$0 100%$68,000
Construction (by State) $420,000 80% $336,000 20%$ 84,000 0%$0
Subtotal $501,000 $336,000 $84,000 $81,000
Environmental Direct
State Costs
$6,262 0% $0 100%$6,262 0%$0
Engineering Direct State
Costs
$6,261 0% $0 100%$6,261 0%$0
Right of Way Direct State
Costs
$1 0% $0 100%$1 0%$0
Utility Direct State Costs $1 0% $0 100%$1 0%$0
Construction Direct State
Costs
$12,525 0% $0 100%$12,525 0%$0
Subtotal $25,050 $0 $25,050 $0
Indirect State Costs
(5.51%)
$1,380 0% $0 100%$1,380 0%$0
TOTAL $527,430 $336,000 $110,430 $81,000
Initial payment by the Local Government to the State: $0.00.
Payment by the Local Government to the State before construction: $0.00.
Estimated total payment by the Local Government to the State $0.00.
This is an estimate.
The final amount of Local Government participation will be based on actual costs.
Item Green Ribbon Project - Southlake White Chapel Blvd Beautification Improvements Finish
Description J JASONDJFMAMJ JASOND
Project Set-Up Phase
Execute TXDOT Amended Funding Agreement
1 TXDOT: Award Letter to Southlake 6/2/2025
2 TXDOT: Funding Agreement to Southlake 9/22/2025
Design and Bid Phase
4 City of Southlake: Contract to Kimley-Horn 10/8/2025
5 TXDOT: Kickoff Call 8/12/2025
6 Kimley-Horn: 60% Design Plans and Environmental Documents 10/17/2025
7 City of Southlake: 60% Plan Review 11/11/2025
8 Kimley-Horn: 60% Updates 11/14/2025
9 TXDOT Review 60% Plans (approx. 3 week review)12/5/2025
10 Kimley-Horn: 90% Design Plans and Specification Development 12/19/2025
11 City of Southlake: 90% Plan Review 1/2/2026
12 Kimley-Horn: 90% Updates 1/9/2026
13 TXDOT Review 90% Plans (approx. 3 week review)1/30/2026
14 Kimley-Horn: 95% Design Plans and Specification Development 2/13/2026
15 City of Southlake: 95% Plan Review 2/20/2026
16 Kimley-Horn: 95% Plan Updates 2/27/2026
17 TXDOT Review 95% Plans (approx. 3 week review)3/20/2026
18 Kimley-Horn: Final Construction Document Submittal 4/3/2026
19 Environmental Clearance 4/6/2026
20 Distrcit Approval - Letting Date 6/25/2026
21 Southlake Council Award of Construction Contract 8/18/2026
Construction Phase
22 Mobilization 9/1/2026
23 Fine Grade and Prepare Landscaped Areas 10/15/2026
24 Irrigation Installation 10/30/2026
25 Landscaping and Amenities Installation 11/30/2026
26 Project Punchlist 12/10/2026
2025 2026
Attachment C: Green Ribbon Phase 3 Schedule