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Agenda FinalRegular City Council MeetingDecember 2, 2008 LOCATION: 1400 Main Street, Southlake, Texas Council Chambers in Town Hall WORK SESSION: 1. Call to order. 2. Invocation: David Whitington, Chaplain of the Month 3. 2009 Capital Improvement Plan Sidewalk Plan priorities 4. Discuss all items on tonight’s meeting agenda. REGULAR SESSION: 1. Call to order. 2A. Executive Session. 2B. Reconvene / Action necessary from Executive Session. 3A. Mayor’s Report 1. Update of upcoming meetings and events 2. Special volunteer recognition CONSENT AGENDA: 4A. Approve minutes from the November 13, 2008, regular City Council meeting and the November 18, 2008 City Council work session. 4B. Approve a contract with the RPGA Design Group for the design of the North DPS Facility. 4C. Award annual purchasing agreement for signs and pavement marking to American Sign Brackets, Custom Products, Roadrunner Traffic Supply and Rocal. 4D. Award annual purchasing agreement for utility parts to ACT Pipe and Supply, Atlas Utility Supply, H.D. Supply Waterworks and Mainline Supply. 4E. Award bid to Recreation Consultants for $59,214 for the purchase of playground equipment for the Lonesome Dove Park Improvements project. 4F. Approve the 2009 Community Service Agreement with Keep Southlake Beautiful. 4G. Approve the 2009 Community Service Agreement with Grapevine Relief and Community Exchange. 4H. Approve the 2009 Community Service Agreement with Southlake Sister Cities. 4I. Approve the 2009 Community Service Agreement with Southlake Community Band. 4J. Approve the 2009 Community Service Agreement with SafeHaven of Tarrant County. 4K. Approve the 2009 Community Service Agreement with Southlake Historical Society. 4L. Authorize a professional services agreement with Weaver and Tidwell, LLP for audit services. 4M. ZA08-103, Plat Revision for Lot 17R, Block 1, Tuscan Ridge Phase 1 being a replat of Lot 17, Block 1, Tuscan Ridge Phase 1 located at 1657 Tuscan Ridge Circle. Current Zoning: MH. SPIN #12. 4N. ZA08-088, Plat Showing for Lots 1 and 2, Liberty Park at Sheltonwood Addition on Tracts 1A and 1C1A, Joel W. Chivers Survey, Abstract No. 350 at 570 and 590 E. Dove Rd. Current Zoning: CS. SPIN #3. 4O. ZA07-144, Site Plan for Lot 1, Players Circle on Lot 1, Block 1, Players Circle Addition at 1901 W. Southlake Blvd. Current Zoning: C3. SPIN #16. THIS ITEM HAS BEEN TABLED TO THE DECEMBER 16, 2008 CITY COUNCIL MEETING. 4P. Ordinance No. 480-571, 2nd Reading (ZA08-083), Zoning Change for 200 S. Peytonville Ave. on Tract 3C2, W. R. Eaves Survey, Abstract No. 500. Current Zoning: S-P-2. Proposed Zoning: O-1 or a zoning district which represents the highest and best use of property as provided in the City’s Comprehensive Zoning Ordinance No. 480, as amended. SPIN #16. THIS ITEM HAS BEEN TABLED TO THE DECEMBER 16, 2008 CITY COUNCIL MEETING. 4Q. Ordinance No. 480-572, 2nd Reading (ZA08-084), Zoning Change for 210 S. Peytonville Ave. on Tract 3C2A, W. R. Eaves Survey, Abstract No. 500. Current Zoning: S-P-2. Proposed Zoning: O-1 or a zoning district which represents the highest and best use of property as provided in the City’s Comprehensive Zoning Ordinance No. 480, as amended. SPIN #16. THIS ITEM HAS BEEN TABLED TO THE DECEMBER 16, 2008 CITY COUNCIL MEETING. 4R. Ordinance No. 480-573, 2nd Reading (ZA08-085), Zoning Change for 240 S. Peytonville Ave. on Lot 3, Akard Addition. Current Zoning: S-P-2. Proposed Zoning: S-P-1 or a zoning district which represents the highest and best use of property as provided in the City’s Comprehensive Zoning Ordinance No. 480, as amended. SPIN #16. THIS ITEM HAS BEEN TABLED TO THE DECEMBER 16, 2008 CITY COUNCIL MEETING. 4S. Ordinance No. 480-574, 2nd Reading (ZA08-086), Zoning Change for 260 S. Peytonville Ave. on property being Lot 2, Akard Addition. Current Zoning: S-P-2. Proposed Zoning: O-1 or a zoning district which represents the highest and best use of property as provided in the City’s Comprehensive Zoning Ordinance No. 480, as amended. SPIN #16. THIS ITEM HAS BEEN TABLED TO THE DECEMBER 16, 2008 CITY COUNCIL MEETING. 4T. Ordinance No. 480-575, 2nd Reading (ZA08-087), Zoning Change for 280 S. Peytonville Ave. on Lot 1, Akard Addition. Current Zoning: S-P-2. Proposed Zoning: O-1 or a zoning district which represents the highest and best use of property as provided in the City’s Comprehensive Zoning Ordinance No. 480, as amended. SPIN #16. THIS ITEM HAS BEEN TABLED TO THE DECEMBER 16, 2008 CITY COUNCIL MEETING. REGULAR AGENDA: 5. Public Forum. 6A. Ordinance No. 948, 2nd Reading, Dedicate a public utility easement for pedestrian access, roadway, utilities and drainage on city-owned property at Liberty Park at Sheltonwood. PUBLIC HEARING 6B. Ordinance No. 950, 2nd Reading, Adjust Southlake’s northeast city boundary adjacent to the City of Grapevine in the area of the westbound S.H. 114 frontage road and Park Blvd. PUBLIC HEARING 6C. Ordinance No. 934-B, 2nd Reading, Amend the 2006 Edition of the International Plumbing Code to establish the minimum standards of the installation of irrigation systems. PUBLIC HEARING 6D. Ordinance No. 937-B, 2nd Reading, Amend the 2006 Edition of the International Residential Code to establish the minimum standards for the installation of irrigation systems for one and two-family dwellings. PUBLIC HEARING 6E. Ordinance No. 480-570, 2nd Reading (ZA08-059), Zoning Change and Site Plan for The Plaza at Southlake Boulevard on Tract 4G, O.W. Knight Survey, Abstract No. 899 at 400 S. Carroll Ave. (per TAD records) and also being 1001 E. Southlake Blvd. (as assigned by the City of Southlake.) Current Zoning: AG. Requested Zoning: S-P-2 with C2 uses. SPIN #9E. PUBLIC HEARING 6F. ZA08-074, Preliminary Plat for The Plaza at Southlake Boulevard on Lots 1-3, Block 1, The Plaza at Southlake Boulevard at 400 and 450 S. Carroll Ave. (per TAD records) and also being 1001 E. Southlake Blvd. (as assigned by the City of Southlake). Current Zoning: AG. SPIN #9E. 6G. ZA08-080, Site Plan for Southlake Regional Medical Center on the remainder of Block 1, Brightbill Addition and Tracts 3E1A, 3E1B and 3E1C Larkin H. Chivers Survey, Abstract No. 300 located at 440 E. Highland St. and 335 E. S.H. 114. Current Zoning: S-P-2. SPIN #11. PUBLIC HEARING 6H. ZA08-104, Plat Revision for Lots 1-5, Block 1, Southlake Regional Medical Center being the remainder of Block 1, Brightbill Addition and Tracts 3E1A, 3E1B and 3E1C, Larkin H. Chivers Survey, Abstract No. 300 at 440 E. Highland St. and 335 E. S.H. 114. Current Zoning: S-P-2. SPIN #11. 7A. Ordinance No. 480-577, 1st Reading (ZA08-044), Zoning Change and Site Plan for Regents Park on Tracts 2C14 and 2C15, Jesse G. Allen Survey, Abstract No. 18 at 2580 and 2530 W. Southlake Blvd. Current Zoning: SF-1A. Requested Zoning: S-P-1. SPIN #15. 7B. Ordinance No. 480-578, 1st Reading (ZA08-075) Zoning Change and Development Plan for Ridgeview at Southlake on Tracts 2A, 2A1, 2A5C, and 2A6 W.R. Eaves Survey, Abstract No. 500 and Tracts 1 and 1C, Thomas J. Thompson Survey, Abstract No. 1502 at 505, 507, 511, 515 and 519 Davis Blvd. Current Zoning: AG, S-P-1 and SF-20A. Requested Zoning: TZD. SPIN #16. 8A. Resolution No. 08-061, Appoint a member to the Parks and Recreation Board. 9A. Consider SP08-210, Conditional Sign Permit for 280 Sports Complex at 280 Commerce St. 10. There are no items on this agenda. 11. Meeting adjourned. Item 4B Approve a Contract with the RPGA Design Group for the Design of the North DPS Facility in the Amount of $968,300 December 2, 2008 Overview of the facility Cost estimates and funding philosophy Contents of the agreement Recommendation basis DPS North Facility Presentation Outline DPS North Facility The project includes the construction of a new DPS North facility to house a joint training facility for both Fire and Police and a Fire station to reduce response times to the north side of town Construction of the project is scheduled to begin in early 2010 with completion in 2011 DPS North Facility Project Costs Initial Estimates Construction $ 9,000,000 Pre-Design Services $ 24,000 A&E Costs $ 720,000 FF&E $ 601,200 Construction Mgr. at Risk Fee $ 360,000 Additional A&E Services (Civil Eng.,Landscape Design, Contingency) $ 224,300 Additional City Costs (Materials Testing, Phone & Data Equipment, Contingency)$ 295,000 Total Project Cost $11,224,500 Cash Flow Projection FY 2010 $ 5,360,000 FY 2011 $ 5,864,500 Projected Cost $ 11,224,500 Funding Philosophy Bonds - Based on current cash flow projections there would be a need to issue short-term bonds DPS North Facility Professional services include in general the following: schematic design construction documentation and specifications cost estimation assistance in pre-bid and pre-construction meetings construction administration to include pay submittal review and progress analysis shop drawing review clarification of construction issues as needed DPS North Facility Recommended based on prior work on the planned north DPS facility RPGA, Inc. originally worked on this project when the original plan was to construct the DPS Headquarters on this site RPGA , inc. demonstrated good presentation and communication skills, strong desire to work with City officials, and professional plans resulting in a well designed project Well known firm in the Dallas/Fort Worth area RPGA, Inc. continued their work with the City with the design and construction of the new DPS Headquarters RPGA, Inc. has proven to be a quality partner with the City on all of these projects Questions? Jim C. Blagg 817.748.8601 Item 4C Award annual purchasing agreement for Signs and Pavement Marking to American Sign Brackets, Custom Products, Roadrunner Traffic Supply, and Rocal Annual Purchase Agreement for Annual Signs and Pavement Marking Purpose: Public Works Street division makes numerous purchases of Materials for use in the repair, maintenance, and replacement of traffic control signs and pavement markings Reduce staff time required for redundant bid processing Provide for competitive pricing to facilitate purchases Annual Purchase Agreement for Annual Signs and Pavement Marking Process: To provide for best possible value, supplies were divided into categories Staff solicited sealed bids for the most commonly used supplies from local vendors Two bids were received on November 14th, 2008 Annual Purchase Agreement for Annual Signs and Pavement Marking Funding: Funds are available from the following source: FY 09 Operating budget for the Streets and Drainage Division Annual Purchase Agreement for Utility Parts RECOMMENDATION: Award annual purchasing agreement for Signs and Pavement Marking to American Sign Brackets, Custom Products, Roadrunner Traffic Supply, and Rocal Questions? Bob Price (817) 748-8097 Item 4D Award annual purchasing agreement for utility parts to ACT Pipe and Supply, Atlas Utility Supply, H. D. Supply Waterworks, and Mainline Supply Annual Purchase Agreement for Utility Parts Purpose: Water and Wastewater divisions of Public Works make numerous purchases of parts and supplies for use in the repair and maintenance of the water and sewer system Reduce staff time required for redundant bid processing Provide for competitive pricing to facilitate purchases Annual Purchase Agreement for Utility Parts Process: To provide for best possible value, supplies were divided into categories Staff solicited sealed bids for the most commonly used supplies from local vendors Five bids were received on November 14th, 2008 Annual Purchase Agreement for Utility Parts Funding: Funds are available from the following sources: FY 09 Operating budget for the Water Division FY 09 Operating budget for the Waste Water Division Annual Purchase Agreement for Utility Parts RECOMMENDATION: Award annual purchasing agreement for utility parts to ACT Pipe and Supply, Atlas Utility Supply, H. D. Supply Waterworks, and Mainline Supply Questions? Bob Price (817) 748-8097 Item 4EAward of Bid to Recreation Consultants of Texas in amount of $59,214 for the Purchase of Playground Equipment for the Lonesome Dove Park Improvements Project Chris Tribble LONESOME DOVE PARK IMPROVEMENTS FY 2008 Park Dedication Fund Project $175,000 Budget Scope: Replace existing playground (2-5 yrs & 5-12 yrs) New park amenities (Shade, Benches, Drinking Ftn & Grill) Landscape improvements Goals: Provide high quality public assets Provide attractive and unique spaces for enjoyment of personal interests Generate new community interest and use of the park Improve ADA accessibility, function & safety of park CONCEPTUAL SITE PLAN ARTIST RENDERING OF SITE PLAY ELEMENT PHOTOS Saddle Spinner Single-post Swing Set Seesaw Sparger Park in Colleyville Shade Award of Bid to Recreation Consultants of Texas Parks Board and City Council approved the conceptual plan at their November meetings State and City purchasing requirements have been met by purchasing the equipment through the Buy Board Purchasing Cooperative of which the City is a member $59,214 is in line with the project’s cost estimate for the playground equipment Questions?Chris Tribble(817) 748-8021 Item #s 4F – 4K 2009 Community Services Agreements Chris Tribble City Council approval of the following CS Agreements for 2009: Keep Southlake Beautiful ($5,000) Grapevine Relief and Community Exchange ($5,000) Southlake Sister Cities ($5,000, plus 50% collected in Town Square fountain) Southlake Community Band ($7,000) SafeHaven of Tarrant County ($1,000) Southlake Historical Society (no funding) Community Services Agreements Community Services Agreements KSB provides public education and environmental awareness programs as well as volunteer assistance for beautification programs GRACE provides short term emergency assistance including food, clothing and shelter and similar essential needs Southlake Sister Cities serves as official liaison between Southlake’s sister cities of Tome-City, Japan and El Fuerte, Mexico. Community Services Agreements Southlake Community Band provides art and culture programs through music at community events SafeHaven of Tarrant County provides emergency services and crisis intervention for battered family members SHS provides education and preservation efforts for the history of Southlake Community Services Agreements • All renewals • Service levels remain same as previous year • Funding levels remain same as previous year • 1 year terms - expire December 31, 2009 • Reviewed by City Attorney • Funding approved in FY 2009 CS operating budget Community Services AgreementKeep Southlake Beautiful KSB non-profit community based organization First agreement with City of Southlake in 1994 KSB provides many services to the community Public Education Environmental Awareness Adopt-a-Street Volunteer assistance KSB Board of Directors approved this agreement Request is $5,000 as approved in FY2009 Budget No substantial changes to the agreement Community Services AgreementGRACE Short term emergency assistance for food and clothing Assistance with living expenses Referrals Distribution of donated resources Supplemental food distribution for low income families Housing repair and construction Low cost shopping at resale store Medical attention for uninsured residents Community Services AgreementSouthlake Sister Cities Serves as official liaison between Southlake’s sister cities of Tome-City, Japan and El Fuerte, Mexico Serves as host for visitors from Southlake’s Sister Cities Promotes the program and provides citizens with sister cities information through a variety of educational programs Represents Southlake in exchange visits to sister cities Community Services AgreementSouthlake Community Band Citizen access to: participate in the arts support community cultural events educational programs for both children and adults Minimum of six free public concerts: Stars & Stripes Home for the Holidays Celebration Fall Concert Guest Artist Concert Annual Young Peoples Concert Art in the Square Other concerts at Town Square Community Services AgreementSafeHaven Emergency Services (shelter, clothing, food & transitional housing) Crisis intervention at area hospital emergency rooms 24-hour crisis Hot Line Parenting education, case management, group and individual counseling Prevention services Legal advocacy Transportation to shelter, court and other service locations Twenty-four (24) hour crisis response to Southlake Department of Public Safety Community Service AgreementSouthlake Historical Society One-year agreement SHS allowed designated storage area for historical items prior to their use SHS maintains and manages own SHS website. When necessary, SHS is allowed to post information on the city’s website At the city’s discretion Content provided by SHS No funding is requested or proposed Questions? Chris Tribble (817) 748-8021 Authorize a professional services agreement with Weaver and Tidwell, L.L.P., for audit services December 2, 2008 Authorize a professional services agreement with Weaver and Tidwell, L.L.P., for audit services City Charter requirement Audit objective expression of an opinion as to whether the financial statements are fairly presented report on internal control The total amount is not to exceed $110,000 Questions? Contact Sharen Jackson 817.748.8042 Item 4M ZA08-103 Owner: CCH Investors I, L.P. Applicant: Area Surveying, Inc. Request: Approval of a plat revision for one (1) lot of .236 acres to abandon a utility easement. Location: 1657 Tuscan Ridge Circle LU Map Zoning District Map View North View South View East View West Previously Approved Plat Revision Oct. 16, 2007 Plat Revision Item 4M ZA08-103 P & Z ACTION: November 20, 2008; Approved (6-0, Chairman Morin Abstained) subject to Plat Review Summary No. 1, dated November 11, 2008. Questions?Ken Baker(817) 748-8067 Item 4NZA08-088 Owners: The City of Southlake and John and Bobbie Shelton Request: Approval of a 2-lot Plat Showing for Lots 1 and 2 Liberty Park at Sheltonwood Addition. The purpose of the plat is to accept conveyance of property from Sheltons and to formally create the boundaries, easements and right-of-way for the Shelton and City of Southlake properties . Location: 570 and 590 E. Dove Road Plat Showing Variance Request A variance is requested to the Subdivision Ordinance No. 483, Section 3.04(B), requiring a plat showing of four or fewer lots to bear the name of the original survey and abstract number in which said property is located as an addition. The property is located in the Joel W. Chivers Survey, which would typically require the name to be “Joel W. Chivers No. 350 Addition”. The applicant is requesting to name the subdivision in accordance with the name of the park. Item 4N ZA08-088 P & Z ACTION: October 23, 2008, Approved (5-0) subject to Plat Review Summary No. 2, dated October 13, 2008, and granting the variance for the naming of the subdivision. Questions?Ken Baker(817) 748-8067