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FINAL AgendaIntegrity ◊ Innovation ◊ Accountability ◊ Commitment to Excellence ◊ Teamwork Regular City Council Meeting February 5, 2008 LOCATION: 1400 Main Street, Southlake, Texas Council Chambers in Town Hall WORK SESSION: 5:00 p.m. 1. Call to order. 2. Invocation: Linda Pallone, Chaplain of the Month 3. I2ACTion Awards Recognition 4. Discuss Ordinance No. 480-SSS, pertaining to development regulations on properties that are not currently regulated by the City’s Corridor Overlay Zone or Residential Adjacency Standards. 5. Review consultant’s recommendations for Council Chambers sound systems and video systems. 6. Discuss all items on tonight’s meeting agenda. REGULAR SESSION: 6:00 p.m. or immediately following the work session Call to Order 2A. Executive Session 2B. Reconvene / Action necessary from Executive Session 3A. Mayor’s Report 3B. City Manager’s Report CONSENT AGENDA: 4A. Approve the minutes from the January 15, 2008, regular City Council meeting and the January 24, 2008, strategy session with City Council. 4B. Approve a revised water purchase contract between the cities of Southlake, Fort Worth and Keller. 4C. Approve an amendment to the inter-local agreement between Tarrant County, Denton County, City of Keller, Town of Westlake and City of Southlake to include funding for additional engineering and subsurface utility engineering services for the F.M. 1938 roadway project. 4D. Approve amendment no. 1 to the professional services agreement with Graham and Assoc., Inc. for engineering for the construction and R.O.W. documents for F.M. 1938, Precinct Line Rd. from S.H. 114 to W. Southlake Blvd. 4E. Authorize amendment no. 3 to the professional services agreement with Lee Engineering, Inc. to provide engineering services for the design of 3 roundabout intersections: Continental Blvd. at White Chapel Blvd., Dove Rd. at White Chapel Blvd., and Dove Rd. at Carroll Ave. 4F. Award of bid for the Bob Jones parking lot overlay to Peachtree Construction, Ltd. in an amount not to exceed $160,295. 4G. Authorize the purchase of vehicles from Philpott Motors through the Houston-Galveston Area Council of Governments in the amount of $187,756.36. 4H. Resolution No. 08-008, Establish an Audit Committee for the purpose of overseeing the annual financial audit process and appointing members. 4I. Ordinance No. 926, 1st Reading, Approve a settlement agreement between the Atmos cities steering committee and Atmos Energy Corp., Mid-Tex Division. 4J. Variance to Subdivision Ord. No. 483, as amended, regarding plat expiration, requesting to extend the validity of Case ZA06-138, Final Plat for Lot 1, Block 22, Southlake Town Square (Summit Park). 4K. Ordinance No. 927, 1st Reading, Street name change for East Haven Addition, changing E. Perry Circle and W. Perry Circle to Haven Circle. 4L. Ordinance No. 480-551, 1st Reading (ZA07-170), Zoning Change and Concept Plan for Davis residence on Lot A, Block 1, Old Orchard Country Estates at 1900 Shady Oaks Dr. Current Zoning: SF-1A. Requested Zoning: SF-2. SPIN #11. 4M. Consider SP07-181A, Variance to Sign Ord. No. 704-C for Edwin Watts Golf at 2801 E. S.H. 114. 4N. Ordinance No. 480-545, 1st Reading (ZA07-145) Zoning Change and Site Plan for Panera Bread and Bakery Café on Lot 2, Block 1, Gumm Scifres at 111 S. Village Center Dr. Current Zoning: O-1. Requested Zoning: S-P-1. THE APPLICANT HAS REQUESTED TO TABLE THIS ITEM TO THE FEB. 19, 2008, CITY COUNCIL MEETING. 4O. Ordinance No. 480-536, 2nd Reading (ZA07-139), Zoning Change and Site Plan for Lots 1R1, 1R2, 2R1, 2R2, and 2R3, Block 3, Cornerstone Business Park Addition on Lots 1 and 2R, Block 3, Cornerstone Business Park Addition at 500 Silicon Dr. and 510 Silicon Dr. Current Zoning: O-1. Requested Zoning: S-P-1. SPIN #7. THE APPLICANT HAS REQUESTED TO TABLE THIS ITEM TO THE FEB. 19, 2008, CITY COUNCIL MEETING. 4P. ZA07-111, Plat Revision for Lots 1R1, 1R2, 2R1, 2R2, and 2R3, Block 3, Cornerstone Business Park being a replat of Lots 1 and 2R, Block 3, Cornerstone Business Park Addition at 500 Silicon Dr. and 510 Silicon Dr. Current Zoning: O-1. Proposed Zoning: S-P-1. SPIN #7. THE APPLICANT HAS REQUESTED TO TABLE THIS ITEM TO THE FEB. 19, 2008, CITY COUNCIL MEETING. 4Q. ZA07-112, Site Plan for Lot 25R2, Block 1, Woodland Heights Addition at 175 Westwood Dr. Current Zoning: O-1. SPIN #8. THE APPLICANT HAS REQUESTED TO TABLE THIS ITEM TO THE MARCH 4, 2008, CITY COUNCIL MEETING. 4R. Ordinance No. 480-542, 1st Reading (ZA07-129), Zoning Change and Site Plan for Southlake Villa Offices on Tract 3, W.W. Hall Survey, Abstract No. 687 at 310 E. Southlake Blvd. Current Zoning: AG. Requested Zoning: S-P-1. SPIN #10. THE APPLICANT HAS REQUESTED TO TABLE THIS ITEM TO THE FEB. 19, 2008, CITY COUNCIL MEETING. 4S. Ordinance No. 480-544, 2nd Reading (ZA07-087) Zoning Change and Site Plan for Mendez Medical Offices on Tract 3D3A, W.W. Hall Survey, Abstract No. 695 at 918 E. Southlake Blvd. Current Zoning: AG. Requested Zoning: S-P-1. SPIN #10. THE APPLICANT HAS REQUESTED TO TABLE THIS ITEM TO THE FEB. 19, 2008, CITY COUNCIL MEETING. 4T. ZA07-088, Preliminary Plat for Mendez LTD on Tract 3D3A, W.W. Hall Survey, Abstract No. 695 at 918 E. Southlake Blvd. Current Zoning: AG. Proposed Zoning: S-P-1 and AG. SPIN #10. THE APPLICANT HAS REQUESTED TO TABLE THIS ITEM TO THE FEB. 19, 2008, CITY COUNCIL MEETING. REGULAR AGENDA: 5. Public Forum. (The Public Forum will not begin prior to 7:00 p.m.) 6A. Resolution No. 08-004, Urban Design Plan, an element of the Southlake 2025 Plan, the City’s Comprehensive Master Plan. PUBLIC HEARING 6B. Ordinance No. 480-546, 2nd Reading (ZA07-067) Zoning Change and Site Plan for Lot 2R, Block 1, Gorbutt Addition on Lot 2A, Block 1, Gorbutt Addition at 1575 E. Southlake Blvd. Current Zoning: O-1. Requested Zoning: S-P-1. SPIN #8. PUBLIC HEARING 6C. Ordinance No. 480-547, 2nd Reading (ZA07-131), Zoning Change and Concept Plan for Cantax Senior Communities on Lots 4 and 5 and a portion of Lot 3, Block 1, Stonebridge Park Addition at 150, 170 and 175 Stonebridge Lane. Current Zoning: S-P-2. Requested Zoning: S- P-1. SPIN #15. PUBLIC HEARING 6D. Ordinance No. 480-548, 2nd Reading (ZA07-132), Zoning Change and Concept Plan for Stonebridge Park on Lot 2 and a portion of Lot 3, Block 1, Stonebridge Park Addition at 155 and 175 Stonebridge Ln. Current Zoning: S-P-2. Requested Zoning: S-P- 2. SPIN #15. PUBLIC HEARING 6E. Resolution No. 08-007 (ZA07-173 and ZA07-174), Specific Use Permit for Tent Sale and Automobile Sales for the purpose of holding an auction for the sale of collectibles and automobiles for a time period to exceed 3 days, on Lot 2, Block B and Lots 6 and 7, Block A, North Davis Business Park at 1900, 1950 and 2055 Greenwood Dr. Current Zoning: I-1. SPIN #16. PUBLIC HEARING 7A. Ordinance No. 480-549, 1st Reading (ZA07-124) Zoning Change and Site Plan for Invitation Park on Tracts 3B and 3B1 and a portion of Tract 3D1, O.W. Knight Survey, Abstract No. 899 at 821 and 835 E. Southlake Blvd. Current Zoning: C-3 and AG. Requested Zoning: S- P-1. SPIN #9e. (If approved at first reading, the public hearing will be held on Feb. 19, 2008.) 7B. Ordinance No. 480-550, 1st Reading (ZA07-133), Zoning Change and Development Plan for Lake Forest on Tract 5, R.D. Price Survey, Abstract No. 1207 at 3185 Southlake Park Dr. Current Zoning: AG. Requested Zoning: R-PUD. SPIN #3. (If approved on first reading, the public hearing will be held on Feb. 19, 2008.) 8. There are no items on this agenda. 9A. Authorize a Residential Developer Agreement with Terra Shady Oaks, LP for Shady Oaks, Phase IA, a 36-lot addition located on the west side of Shady Oaks, between W. Highland St. and W. Southlake. Blvd. 10. There are no items on this agenda. 11. Meeting adjourned. Innovation ◊ Integrity ◊ Accountability ◊ Commitment to Excellence ◊ Teamwork Questions? City Secretary’s Office 817-748-8015 I2ACTion Award Program Reinforcing Southlake Values I2ACTion Awards Recognize, validate and value Recognize employees who demonstrate values at work Reward action that is above and beyond their normal job duties Awardees Integrity, Commitment to Excellence David Law – while conducting house check, realized something wrong with citizen; convinced him to get medical attention, saving his life. Mike Moore – met with residents regarding city project; allayed concerns leading to successful project. Awardees Innovation Diana Smith – asked Tarrant Cty to shred old police documents; did free of charge saving $2,800. Daniel Ford – created customized menus and toolbars for staff during conversion to ArcView 9.2. Awardees Innovation David Chancey – designed new inventory system for water meters and transmitters. Teamwork, Commitment to Excellence Stephanie Breitbarth – researched and compiled monitoring programs to comply with TCEQ requirements. Awardees Commitment to Excellence Tim Hackrott, Anthony Blain, Cody Cliatt – while repairing water register, noticed another problem; discovered easily overlooked broken piece and repaired, ensuring correct measurement and saving potential lost revenue. Awardees Commitment to Excellence John Lesinski – performed quick turnaround inspection following a paperwork mix-up by contractor; allowed contractor to stay on schedule and complete pool on time for resident. Kevin Northcutt – bitten by dog while performing inspection; completed inspection before seeking medical attention. Awardees Commitment to Excellence Lance Montee – stayed with car accident victim on SH114 until she received help. Clayton Comstock – acquired (7) utility franchise approval signatures in 2 days (Dallas, Lewisville, Mid-cities, Fort Worth); a process normally taking weeks. Awardees Commitment to Excellence, Teamwork Dianna Brawner, Kevin Northcutt, John Ard, Dennis Killough – fast tracked a CO for a Southlake business owner who had gone through permit process in neighboring city only to find at last moment that business was in Southlake and not in other city – requiring her to start process again. Awardees Commitment to Excellence Vickie DeWees – made extra effort to ensure three employees received their reimbursement checks in that week’s check run. Kealoha Vaipulu – took customer call after 5p. Resident stated “she was polite, professional, and very nice . . . She acted like it was 10a and not closing time. It was truly remarkable.” Awardees Innovation, Teamwork, Commitment to Excellence Manuel Alvarez, Albert Hernandez – worked together to teach a DPS Spanish language course to DFW area officers. Positive feedback specifically mentioned role playing exercises that Manuel and Albert conducted. Awardees Teamwork Kurt Long – assisted co-worker who was tied up on another project by scheduling and meeting onsite with utility to work through issues. Darrell Harvey, Adolfo Paz – assisted stranded vehicle by setting up cones and directing traffic during heavy downpour. Awardees Teamwork Lauren Clark – assisted with Commercial Developers Roundtable by registering participants, compiling business cards from attendees, running copies, etc. Roland DeGraauw – volunteered considerable time to help coordinate relocation of DPS from East facility to CIS; kept positive attitude throughout. Awardees Teamwork Marvin Athans, Terry Lee, Josh Lesinski, Ted Krause, Johnny Lopez – transported 143 boxes from City Secretary office to offsite storage; saved three days of work and showed great attitudes. Innovation ◊ Integrity ◊ Accountability ◊ Commitment to Excellence ◊ Teamwork Questions? Kevin Hugman (817) 748-8193 Innovation ◊ Integrity ◊ Accountability ◊ Commitment to Excellence ◊ Teamwork Item 4B Approve revised water contract between the Cities of Southlake, Fort Worth and Keller Action Requested Water Billing Contract between the Cities of Southlake, Fort Worth and Keller Purpose: Southlake and Keller share two water transmission lines from the City of Ft. Worth Ft. Worth bills Southlake for all water passing through both lines Southlake in turn bills Keller for their share estimating Max Day/Hour rate of use Revised Water Billing Contract New contract standardizes 4 meters Allows Ft Worth to bill Southlake and Keller individually. RECOMMENDATION Approve the contract between the three Cities and move forward with the meter modification improvements project Innovation ◊ Integrity ◊ Accountability ◊ Commitment to Excellence ◊ Teamwork Questions? Bob Price (817) 748-8097 Chuck Kendrick (817) 748-8080 Innovation ◊ Integrity ◊ Accountability ◊ Commitment to Excellence ◊ Teamwork Item 4C Approve an amendment to the inter-local agreement between Tarrant and Denton Counties, City of Keller, Town of Westlake and City of Southlake to include funding for additional engineering and subsurface utility engineering services for the F.M. 1938 roadway project Action Requested Inter-Local Agreement City of Southlake City of Keller Town of Westlake Tarrant County Denton County Inter-Local Agreement Executed March 2002 Counties – Acquire right-of-way Cities – Engineering Design and Project Management Parties to Inter-Local Agreement Project delays resulting in increased design costs Additional engineering fees requested Tarrant County, Precinct 3 Commissioner Gary Fickes has offered financial support to address fee increase request RECOMMENDATION Approve an amendment to the inter-local agreement between Tarrant and Denton Counties, City of Keller, Town of Westlake and City of Southlake to include funding for additional engineering and subsurface utility engineering services for the F.M. 1938 roadway project Innovation ◊ Integrity ◊ Accountability ◊ Commitment to Excellence ◊ Teamwork Questions? Bob Price (817) 748-8097 Innovation ◊ Integrity ◊ Accountability ◊ Commitment to Excellence ◊ Teamwork Item 4D Approve amendment no. 1 to the professional services agreement with Graham and Associates, Inc. for engineering for the construction documents and right-of-way documents for F.M. 1938, Precinct Line Road from State Highway 114 to West Southlake Boulevard Action Requested Additional Engineering Fee Request Project delays Increase in construction costs Changes in construction phasing approach Engineering challenges Additional Engineering Fee Request Splitting construction plans into 2 phases $ 80,000 Additional right-of-way research, surveys, strip map revisions, etc. 56,150 Offsite drainage analysis and plans 68,295 Environmental assessment (Phases I & II) 42,297 Total of Additional Engineering Costs $246,742 Additional Funding Provided by Tarrant County Precinct 3 Commissioner Gary Fickes County Precinct 3 discretionary funds No additional costs to cities RECOMMENDATION Approve amendment no. 1 to the professional services agreement with Graham and Associates, Inc. for engineering for the construction documents and right-of-way documents for F.M. 1938, Precinct Line Road from State Highway 114 to West Southlake Boulevard Innovation ◊ Integrity ◊ Accountability ◊ Commitment to Excellence ◊ Teamwork Questions? Bob Price (817) 748-8097 Innovation ◊ Integrity ◊ Accountability ◊ Commitment to Excellence ◊ Teamwork Item 4E Action Requested Authorize amendment no. 3 to the professional services agreement (PSA) with Lee Engineering, Inc. to provide engineering services for design of three roundabout intersections:  Continental Blvd at White Chapel Blvd., Dove Road at White Chapel Blvd., and Dove Road at Carroll Ave. Amendment No. 3 Original Contract $231,485 Fee Increase Roadway/Storm Drain $ 50,680 Utility Relocations 13,300 Additional Exhibits 3,000 Total Amendment $ 66,980 Purpose Additional Services required Changes in Scope Unanticipated level of design effort Revised Contract Amount $298,465 Project Location Map S. White Chapel Blvd. at W. Continental Blvd. S. White Chapel Blvd. at W. Continental Blvd. Dove at Carroll Avenue Dove Street at Carroll Avenue Proposed Detour Dove at North White Chapel Blvd. Dove at North White Chapel Blvd. Proposed Detour Urban Design Palette Underground Utilities (Not Funded) Dove at Carroll $ 700,000 Dove at North White Chapel $ 525,000 Continental at South White Chapel $ 300,000 $1,525,000 Costs include TXU, Tri-County and Verizon AT&T and Charter Communication pending Recommendation Authorize amendment no. 3 to the professional services agreement (PSA) with Lee Engineering, Inc. to provide engineering services for design of three roundabout intersections:  Continental Blvd at White Chapel Blvd., Dove Road at White Chapel Blvd., and Dove Road at Carroll Ave. Innovation ◊ Integrity ◊ Accountability ◊ Commitment to Excellence ◊ Teamwork Questions? Bob Price (817) 748-8097 Innovation ◊ Integrity ◊ Accountability ◊ Commitment to Excellence ◊ Teamwork ITEM 4G AUTHORIZE PURCHASE OF TWO REPLACEMENT VEHICLES FROM PHILPOTT MOTORS FOR PUBLIC WORKS PUBLIC WORKS PURCHASE TOTALS Total purchase cost for these two replacement vehicles is $187,756.36 Budgeted amount for this purchase is $204,000.00 QUESTIONS? PLEASE CONTACT SHAREN JACKSON DIRECTOR OF FINANCE 817-748-8042 Innovation ◊ Integrity ◊ Accountability ◊ Commitment to Excellence ◊ Teamwork Innovation ◊ Integrity ◊ Accountability ◊ Commitment to Excellence ◊ Teamwork Item 4H: Resolution No. 08-008 Establishing an Audit Committee and Appointing Members to the Committee Why should Southlake have an Audit Committee? Government Finance Officers Association (GFOA) recommended practice Link between council and auditor Facilitate communication Limit reliance on technical expertise Focus & document audit process Accountability tool for managing public funds Benchmark City Survey Bedford Colleyville Coppell Euless Farmers Branch Flower Mound Frisco Grapevine Hurst Keller University Park 11 cities surveyed: = Audit Committee = Informal Audit Committee * * * (3 council members) (3 council members) (3 council members) (2 council members) (3 council members) (10 citizens) Committee Composition & Appointment Process Composition Three council members Appointment Annually During regular boards/commissions appointments Committee Responsibilities Meet with external auditor prior to annual audit Review preliminary audit Other matters as determined by City Council and/or Audit Committee Innovation ◊ Integrity ◊ Accountability ◊ Commitment to Excellence ◊ Teamwork Questions? Alison Ortowski, Assistant to the City Manager 817-748-8261 Innovation ◊ Integrity ◊ Accountability ◊ Commitment to Excellence ◊ Teamwork Item 4I Ordinance No. 926 Purpose Endorse the Settlement Agreement between Atmos and Atmos Cities Steering Committee (ACSC) Ordinance No. 926 Background Atmos filed Statement of Intent to increase natural gas rates Southlake suspended the effective date of the rate increase Ordinance No. 926 Settlement Provides rate certainty for customers Implements an expedited rate review process Eliminates piecemeal ratemaking Requires Atmos to reimburse the steering committee of rate case expenses Avoids the necessity of costly litigation Questions? Sharen Jackson 817.748.8042 Innovation ◊ Integrity ◊ Accountability ◊ Commitment to Excellence ◊ Teamwork Innovation ◊ Integrity ◊ Accountability ◊ Commitment to Excellence ◊ Teamwork Item 9A Authorize a Residential Developer Agreement with Terra Shady Oaks, L.P. for Shady Oaks Phase IA, a 36 lot addition, located on the west side of Shady Oaks, between West Highland Street and West Southlake Boulevard Action Requested Shady Oaks Addition, Phase IA 5,170 LF PAVEMENT 5,400 LF WATER LINE 3,800 LF SANITARY SEWER 2000 LF STORM SEWER Utility Plan Shady Oaks Addition, Phase IA 36 Lot Subdivision – Located on the west side of Shady Oaks between Highland and W. Southlake Blvd. Critical Drainage Structure (#8 and #10) fees total $10,300.06 Standard agreement drafted by City Attorney Shady Oaks Addition, Phase IA Park Dedication Credits Park dedication requirements for this development are 0.9 acre of land, or a fee payment alternative of $54,000 based on 36 dwelling units at $1,500 each. The developer has existing park dedication credits of 13.395 acres and shall use existing 0.9 acre credit to satisfy dedication requirements. The Developer shall be allowed to carry forward the credit balance of 12.495 acres for future developments. Park Requirements The developer shall construct an 8 foot paved pathway connection along the north side of the east-west entry road from Shady Oaks to the western boundary of this phase, with the connection to Peytonville constructed in subsequent phases. Recommendation Authorize a Residential Developer Agreement with Terra Shady Oaks, L.P. for Shady Oaks Phase IA, a 36 lot addition, located on the west side of Shady Oaks, between West Highland Street and West Southlake Boulevard Innovation ◊ Integrity ◊ Accountability ◊ Commitment to Excellence ◊ Teamwork Questions? Bob Price (817) 748-8097 Innovation ◊ Integrity ◊ Accountability ◊ Commitment to Excellence ◊ Teamwork Item 4F Award of bid for Bob Jones Park parking lot overlay to Peachtree Construction Ltd., in an amount not to exceed $160,295 Bob Jones Parking Lot Overlay Project FY 2008 SPDC CIP Budget includes funding ($200,000) for 2’’ asphalt parking lot overlay (N & S soccer parking lots) 9 bids rec’d with low bid from Peachtree Construction, Ltd. ($145,722.80) Cheatham & Associates - verified contractor qualifications & recommends awarding to Peachtree Construction, Ltd. Includes 10% construction contingency for total project budget of $160,295. Bob Jones Parking Lot Overlay Project Bob Jones Parking Lot Overlay Project Project within approved budget Parks Board approved unanimously at their January 14, 2008 meeting SPDC to consider at their Feb. 5, 2008 meeting Staff is available for questions and seeks City Council approval Innovation ◊ Integrity ◊ Accountability ◊ Commitment to Excellence ◊ Teamwork Questions? Chris Tribble (817-748-8021) Steve Polasek (817-748-8018)