Final AgendaREGULAR CITY COUNCIL MEETING
MAY 1, 2007
LOCATION: 1400 Main Street, Southlake, Texas
Council Chambers in Town Hall
WORK SESSION: 5:00 to 6:00 p.m.
1. Call to order.
2. Invocation: Linda Pallone, Gateway Church
3. Southlake Youth Action Commission End of the Year Report
4. Update on Substandard Building Removal Program
5. Discuss all items on tonight’s meeting agenda. No action will be taken and each item will be considered during the Regular Session.
REGULAR SESSION: 6:00 p.m. or immediately following the work session
1. Call to Order.
2A. Executive Session.
2B. Reconvene: Action necessary on items discussed in Executive Session.
3A. Mayor’s Report
3B. City Manager’s Report
3C. School District Report
CONSENT AGENDA:
4A. Approve the minutes from the April 17, 2007, regular City Council meeting.
4B. Award bid for the purchase of a 350 KW portable generator to Waukesha Pearce Industries, Inc., in the amount of $89,330.
4C. Authorize an amended Residential Developer’s Agreement with MDC Johnson Place, L.L.C., for Johnson Place, located on the west side of Randol Mill Avenue and north of Johnson Rd.
4D. This item intentionally left blank.
4E. Ordinance No. 908, 1st Reading, Amend Ch. 2, Administration, Article V, Boards and Commissions of the Southlake City Code by adding a Division 6 to establish the Southlake Arts Council.
4F. Ordinance No. 803-A, 1st Reading, Amend Ch. 2, Administration, Article XI, Public Arts Policy of the Southlake City Code.
4G. Approve the revised Recreation Activities Cost Recovery Policy.
4H. Resolution No. 07-017, (ZA07-039), Specific Use Permit for a telecommunications tower located at 340 Miron Dr. Current Zoning: B-1. SPIN #8. THIS ITEM HAS BEEN WITHDRAWN BY THE
APPLICANT.
4I. Resolution No. 07-018, (ZA07-040), Specific Use Permit for a telecommunications tower located at 3700 N. White Chapel Blvd. Current Zoning: CS. SPIN #1. THIS ITEM HAS BEEN WITHDRAWN
BY THE APPLICANT.
REGULAR AGENDA:
Public Forum.
6A. Ordinance No. 480-512, 2nd Reading, (ZA06-189), Zoning Change and Site Plan for proposed Southlake Deign Center at 280 Commerce Street. Current Zoning: S-P-1. Requested Zoning: S-P-1.
SPIN #7. THE APPLICANT HAS REQUESTED TO TABLE THIS ITEM TO THE MAY 15, 2007, CITY COUNCIL MEETING.
6B. ZA07-035, Site Plan for Cherry Lane Townhomes at 430 and 440 Cherry Lane. Current Zoning: MF-1. SPIN #6. PUBLIC HEARING
6C. Resolution No. 07-022, (ZA06-178) Specific Use Permit for carports on non-residential property, being legally described as a portion of Tract 1A, S. Freeman Survey, Abstract No.
525 and located at 2720 E. S.H. 114. Current Zoning: S-P-2. SPIN #6. PUBLIC HEARING
6D. ZA06-179, Revised Site Plan for proposed Lot 1, Morrison Office Park on a portion of Tract 1A, S. Freeman Survey, Abstract No. 525; located at 2720 E. S.H. 114. Current Zoning: S-P-2.
SPIN #6. PUBLIC HEARING
7. There are no items on this agenda.
8. There are no items on this agenda.
9A. Award bid for the Bob Jones parking Lot Improvements project to North Texas Contracting, Inc., in the amount of $337,400.
9B. Consider bids for Bob Jones Nature Center Improvements.
9C. Consider SP07-117, Variance to Sign Ordinance No. 704-C for First American Title, located at 700 E. Southlake Blvd., Suite 170.
9D. Consider SP07-127, Variance to Sign Ordinance No. 704-C for Pavilion Plaza, Players Circle, located at 1959 W. Southlake Blvd.
9E. ZA07-028, Plat Revision for Lots 3R4R – 3R11R, Green Meadows Subdivision, being a replat of property currently described as Lots 3R4 and 3R5, C. B. McDonald, Abstract No. 1013; located
at 2281 E. Continental Blvd. and 2261 E. Continental Blvd. Current Zoning: I-1. SPIN #7.
10. There are no items on this agenda.
11. Meeting adjourned.
Substandard Structure Update
May 1, 2007
Substandard Structure Scope
Identify structures meeting Health & Safety Code requirements for repair.
Unoccupied & dangerous structures considered first
City committed to working with homeowners
Substandard Structures Update
Project started May 2006
24 structures identified
2 structures being repaired
3 structures Code Enforcement is working with owners
17 structures demolished
2 structures with a demolition permit
How We Did It
Obtained voluntary compliance
Assisted owners when requested
Cost to the city: $2,385.20
Structures Being Repaired
Mobile Home
House
Structures Being Removed
House & Accessory Structure
Office Building
2 Accessory Structures
Demolition Permit Expired
Office Building
Demolition Permit Obtained
Structures Pending
House
House
Structures Removed
Structures Removed
Structures Removed
Code Enforcement Efforts
Code Enforcement Officers Renni Burt and Caroline Seay have done a tremendous job on this project: not only working with the home and structure owners, but with city staff to create
a positive outcome.
Questions?
Item 4B
Award bid for the purchase of a 350 KW portable generator to Waukesha Pearce Industries, Inc. in the amount of $89,330.00.
Bid Award for Backup Generator
Purpose:
The City operates 12 Sanitary Sewer Lift Stations
Emergency operation of 10 of these stations is provided by portable pumping equipment
The only viable backup operation at the two largest stations is through a backup power supply
Bid Award for Backup Generator
Process:
Bids were solicited for the purchase of a portable backup generator capable of meeting this need
Four bids were received on April 13, 2007
Bid Award for Backup Generator
RECOMMENDATION:
Award bid for the purchase of a trailer-mounted generator to Waukesha-Pearce Industries, Inc. for the amount of $89,330.00
Bid Award for Backup Generator
Funding:
Funds are available
FY 07 Utility Fund Operating budget
Wastewater Division
Questions?
ITEM 4C Johnson Place Estates AMEND Residential Developer’s Agreement
RDA Amendment
Purpose:
Reimbursement for construction
1500 L.F. of 12-inch water line
Not Required of Development
Funds ($ 75,000 available)
All provisions of original RDA remain in effect
Johnson Place Estates
Site Location
Johnson Place Estates
5,600 LF PAVEMENT
6,200 LF WATER LINE
4,200 LF SANITARY SEWER
1,500 LF STORM SEWER
Johnson Place Estates
54 Lot Subdivision – Located at the northwest corner of Randol Mill Avenue and Johnson Road
Park dedication subject to Park Board Agreement for Johnson Park
Critical Drainage Structure fees total $12,772.40
Standard agreement drafted by City Attorney
QUESTIONS?
Items 4E and 4F:
Ordinance No. 908, 1st Reading, Amend Chapter 2, Administration, Article V, Boards and Commissions of the Southlake City Code by adding a Division 6 to establish the Southlake Arts
Council; and,
Ordinance No. 803-A, 1st Reading, Amend Chapter 2, Administration, Article XI, Public Arts Policy of the Southlake City Code
Future of Public Art in Southlake
Potential for a Performing Arts Center
Enhanced emphasis on art beyond public sculptures
Broader scope of responsibility
Revitalized management structure to harmonize public art affairs
Proposed Southlake Arts Council
Serve as advisory Board to City Council
SOUTHLAKE ARTS COUNCIL
Provide input and advice to the City Council concerning all matters pertaining to public art
Including visual and performing art programs & facilities
City’s Arts Policy
Acceptance and placement of art related gifts, loans, and donations
SOUTHLAKE ARTS COUNCIL
Incorporation of art into the design of selected city projects
Commissioning of art pieces for public spaces and facilities
Project review
Recommend use of city funds for art projects and facilities
Budget and financing of the arts (grants, capital projects and facilities)
Performing Arts Center Development
SOUTHLAKE ARTS COUNCIL
Important step towards strengthening the City’s commitment to the arts
Establishing a Southlake Arts Council
Revisions to Public Art Policy
Meeting with PAAC (4/24/07) to discuss proposed changes to arts governance structure
PAAC to be dissolved
Anticipate appointments June (per Council) 2007:
Seven citizens, two year terms
Three citizen alternate members
Ex-Officio members (non-voting)
Appreciation of PAAC service
Catalyst for others
Community Awareness
Staff is available for questions and seeks City Council direction
Staff Contact: Steve Polasek (817) 748-8018
Item 4G:
Approve the revised Recreation Activities Cost Recovery Policy
The Process
PORC
Ordinance
Policies
Management Study Recommendation from Matrix.
Staff reviewed previous criteria for determining fees.
Development of policy included:
analysis of current and estimated cost recovery
Review of other cities
Staff input
Staff organized expenditures and revenues into cost centers by recreation activities.
Used Pricing Pyramid Model to formulate policy.
Model helps determine:
programs with higher subsidy
benefit to the community or individual
type of program being offered (general vs. specialized).
A definition of levels:
Allowed for allocation of activities
Amount of cost recovery to increase as the levels increase.
The Pricing Pyramid Model
Cost recovery percentages
Pricing Pyramid Model
Cost Recovery Percentage
Key Elements of the Policy
Minimum cost recovery levels
Review activities that have achieved or exceeded their recovery levels
Strategies for achieving cost recovery levels
The Cost Recovery Policy shall include other specific fee considerations (e.g. benchmarking of surrounding cities)
New activities are assigned to a level according to the Pricing Pyramid Model
Recreation Financial Assistance Program
Parks Board reviewed and recommended approval (7-0) at their April 9, 2007 meeting
Staff seeks City Council direction and is available for questions.
Staff contact: Steve Polasek (817-748-8018)
Item 9A:
Award bid for the Bob Jones Parking Lot Improvements project to North Texas Contracting, Inc. in an amount of $337,400.
Project Review:
Parks Board, SPDC, City Council and P&Z previous review and approval of design
Design improvements to include:
Increase parking spaces from 197 to 347
Sheet flow drainage
Transitional landscape
Irrigation
Native landscaping along the southern edge of the south parking lot
Bob Jones Parking Lot Improvements
South Parking
Loop Road Parking
Five bids were opened in the City Secretary’s office on March 20, 2007.
North Texas Contracting, Inc. $337,400*
JRJ Paving, LP $406,317*
Schmoldt Construction $409,150*
SCM Construction, Inc. $454,165*
GCC Enterprises, Inc. $469,078*
(* includes deduct to provide hydro-mulch in lieu of sod)
SPDC funding in the amount of $365,800 is currently approved for this project
design and reimbursable fees are $34,250
$331,550 for construction
North Texas Contracting, Inc. bid of $337,400 is $5,850 over the allocated funding
FY 2006-07 SPDC Project Reserve funding in the amount of $22,080 is available
no allocations to date.
If approved an unencumbered balance of $16,230 would remain in the reserve fund.
Bob Jones Parking Lot Improvements
North Texas Contracting, Inc. has performed satisfactorily on contracts of similar size and scope.
Recommendation from design engineer (DSS) indicates they’re capable of completing the contract requirements.
Bob Jones Parking Lot Improvements
Parks Board recommended award of bid (7-0) at their April 9, 2007 meeting.
Southlake Parks Development Corporation considered at their May 1, 2007 meeting.
Staff is available for questions and seeks Council direction.
Item 9B:
Consider bids for Bob Jones Nature Center Improvements
June 2006, City Council approved the conceptual design for the Bob Jones Nature Center
Base bid items
Structure modifications
Site improvements
Alternate Items
Pavilion*
Patio fireplace
Overflow parking
Additional trails
Architects Estimate ($667,000 including overhead and contingency)
$552,000 in available funding
(* Anticipate including as part of base bid in upcoming process due to need for outdoor learning space)
Project recently bid with two bids received:
SPSD $ 866,978 $ 993,546 with alternates
Fain $1,065,725 $1,162,368 with alternates
Staff working with Schrickel, Rollins and Associates to identify discrepancies between the bid and cost estimates
exploring opportunities to fine tune the documents without foregoing integrity of the project
Consultant and staff met with the low-bid contractor to evaluate bid in more detail
determine difference between cost estimates and actual bid.
Intent:
thorough examination of bid documents and bid pricing
re-bid project to obtain best pricing available (June)
knowledge that market driven pricing may exceed original estimates.
Parks Board recommended rejecting the bids (5-0-2) at their April meeting
SPDC considered at their May 1, 2007 meeting
Staff met with the Bob Jones Nature Center Board (4/18):
Update on status of the project
current steps being taken to further review and analyze bid documents
Preserve the integrity of the project
Staff is available for questions and seeks Council direction