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FINAL AgendaREGULAR CITY COUNCIL MEETING MAY 15, 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. Oaths of Office for Councilmembers Place 3, Place 4, and Place 5 with reception following. 4. Discuss Revised Drought Contingency Plan. 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 1. Recognition of 2007 Colleyville Woman’s Club Youth Volunteer Service Award Honorees 2. Presentation on Game Over Event 3B. City Manager’s Report 3C. Library Board Report 3D. Financial Report CONSENT AGENDA: 4A. Approve the minutes from the May 1, 2007, regular City Council meeting. 4B. Excuse a member of the City Council and two members of the Planning and Zoning Commission for meeting absences. 4C. Resolution No. 07-023, Appoint a Mayor Pro Tem and a Deputy Mayor Pro Tem. 4D. Authorize Amendment No. 2 to a Professional Services Agreement with Teague Nall and Perkins, Inc., to provide engineering services related to construction review. 4E. Approve Interlocal Purchasing Agreement with the City of Hurst. 4F. Resolution No. 07-024, Support Safe Routes to Schools Application. 4G. Authorize the City Manager to enter into a Professional Services Agreement with Webb Watch for Control Assessment Services. 4H. Ordinance No. 480-524, 1st Reading (ZA07-036), Zoning Change for Lot 15, H. Granberry No. 581 Addition, being Tract 5C1 and 5D, H. Granberry Survey, Abstract No. 581, located at 921 S. White Chapel Blvd. Current Zoning: AG. Requested Zoning: RE. SPIN #11. 4I. Ordinance No. 480-525, 1st Reading (ZA07-041), Zoning Change and Concept Plan for Lot 1R1, R.P. Estes Subdivision on property being legally described as a portion of Tract 1, R.P. Estes Addition and being located at 940 West Dove Road. Current Zoning: AG Agricultural District. Requested Zoning: SF-1A Single Family Residential District. SPIN Neighborhood #11. 4J. Accept donation of a historic log cabin from the Southlake Historical Society. 4K. Ordinance No. 480-LLL, 2nd Reading, Amend the Comprehensive Zoning Ordinance No. 480, as amended, as it pertains to the creation of the “SF-2” District. THIS ITEM HAS BEEN ADMINISTRATIVELY TABLED UNTIL THE JUNE 5, 2007, CITY COUNCIL MEETING. 4L. Ordinance No. 480-492, 1st Reading (ZA06-045) Zoning Change for a portion of Lot 1, Block 1, Arnold Estates at 1275 Shady Oaks Dr. with access through 520 W. Highland St. Current Zoning: RE. Requested Zoning: SF-1A. SPIN #11. THIS ITEM HAS BEEN TABLED TO THE JUNE 5, 2007, CITY COUNCIL MEETING. REGULAR AGENDA: Public Forum. 6A. Ordinance No. 908, 2nd 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. PUBLIC HEARING 6B. Ordinance No. 803-A, 2nd Reading, Amend Ch. 2, Administration, Article XI, Public Arts Policy of the Southlake City Code. PUBLIC HEARING 6C. Ordinance No. 480-512, 2nd Reading (ZA06-189), Zoning Change and Site Plan for proposed Southlake Design Center at 280 Commerce St. Current Zoning: S-P-1. Requested Zoning: S-P-1. SPIN #7. PUBLIC HEARING 6D. ZA07-043, Site Plan for Home Depot on Lot 4A, Block 2, Village Center Addition, located at 300 Village Center Dr. Current Zoning: C-3. SPIN #8. PUBLIC HEARING 6E. Resolution No. 07-025 (ZA07-046), Specific Use Permit for an accessory building located in the front yard on Lot 4R1, J.W. Chivers No. 350 Addition, located at 2787 Ridgecrest Dr. Current Zoning: RE. SPIN #3. PUBLIC HEARING 6F. ZA07-047, Site Plan for Durham Elementary School on Lot 1, Block 1, Carroll ISD No. 1 Addition, located at 801 Shady Oaks Dr. Current Zoning: CS. SPIN #10. PUBLIC HEARING 6G. ZA07-048, Site Plan for Carroll Senior High School on Lot 1R, Block 1R Carroll High School Addition, located at 1501 W. Southlake Blvd. Current Zoning: S-P-1. SPIN #16. PUBLIC HEARING 6H. Resolution No. 07-020, Miscellaneous amendments to the City’s Mobility Master Thoroughfare Plan, an element of the Southlake 2025 Plan, the City’s Comprehensive Master Plan. PUBLIC HEARING 7A. Ordinance No. 480-521, 1st Reading (ZA07-005) Zoning Change and Site Plan for Chapel Crossing Shopping Center located at 245 W. S.H. 114 and 200 Countryside Ct. Current Zoning: AG and C-1. Requested Zoning: S-P-2. SPIN #11. 7B. Ordinance No. 480-522, 1st Reading (ZA07-015), Zoning Change and Site Plan for White Chapel Office Park, Phase II on Lot 1, Block B, Ravenauex Village Addition, located at 201 Countryside Ct. Current Zoning: O-1. Requested Zoning: S-P-1. SPIN #11. 7C. Ordinance No. 480-523, 1st Reading (ZA07-018), Zoning Change and Development Plan for Tealwood on Tract 2F01, J. N. Gibson Survey, Abstract No. 591, located at 1589 E. Continental Blvd. Current Zoning: I-1. Requested Zoning: TZD. SPIN #7. 8A. Resolution No. 07-021, Support the proposal to ARTSNET for relocation to Southlake. 9A. This item intentionally left blank. 9B. Consider SP07-143, Variance to Sign Ordinance No. 704-C for the Fergie Verizon Mobile VIP Tour at the Verizon Experience Store at 1450 Main St. 9C. Consider SP07-144, Variance to Sign Ordinance No. 704-C for two multi-tenant signs as Georgetown Park at 2425 and 2445 E. Southlake Blvd. 10A. Revision to the Grading Plan for Block 22, Southlake Town Square at 1500 E. Southlake Blvd. 11. Meeting adjourned. Item 4D Why Needed? Backlog of 14 developments Inability to hire Engineering staff due to market conditions Heavy Development Load Is it Working? YES Coincides with change in review standards Reviews averaging 2 ½ weeks Professional Services Agreement Initial Contract - $25,000 (12/28/06) Amendment No. 1 – 25,000 (3/20/07) Proposed Amendment No. 2-$ 60,000 Funds currently available – Mid-Year Budget Adjustment & transfer from salary surplus (vacant position) Developments Reviewed Palomar Estates (3-Complete) Johnson Place (3-Complete) La Mirada (3) Gardens of Stratfort Parc (3-Complete) Camden Park (3-Complete) Saddleback Ridge (4) Providence Bank (3) Timarron, Lot 2R1, Blk 60 (2) Developments Reviewed Miron Grove Office Park (2) Morrison Business Park (1) Bicentennial Retail (2) Cary Clarke Office Park, Ph I (2) Wimbledon Estates (1) Bowen Building (1) Southlake Professional Plaza (1) Questions? Contact Bob Price Item 4E Authorize execution of an Inter-local Purchasing Agreement with the City of Hurst Inter-local Purchasing Agreement with the City of Hurst City staff approached the City of Hurst benefit of sharing contracts for materials and services Similar agreements: Ft. Worth, Flower Mound, University Park, Grapevine, and with Tarrant County Mutually beneficial to both parties Inter-local Purchasing Agreement with the City of Hurst Agreement allows either city to prepare, execute, and administer contracts with vendors at prices established by the other party This agreement will become effective upon execution by the governing bodies of each municipality Agreement has been reviewed by the City Attorney. Questions? Contact Bob Price (817) 748-8097 Item 4F Resolution 07-024 Supporting the city’s Safe Routes to Schools (SRTS) Grant Application About the Safe Routes to School Program The Federal Safe Routes to School (SRTS) program was established in the SAFETEA-LU Federal Transportation Bill of 2005 Program objectives are: Enable and encourage children in grades K-8 to walk and bicycle to school Make bicycling and walking to school a safer and more appealing alternative Facilitate the planning, development and implementation of projects and activities that will improve safety and reduce traffic. The State (TxDOT) administers the program on behalf of the Federal Government Approximately $40 million is available in this program for local governments in Texas Program Details Projects can be: Infrastructure Projects: Sidewalk improvements, pedestrian crossing, bicycle facilities, traffic calming, and similar projects Projects have to be located within 2 miles of an eligible school (K-8) Maximum of $750,000 per application Non-infrastructure Projects: Education on bicycle and pedestrian safety and health Creation and reproduction of promotional and educational materials SRTS program is a REIMBURSEMENT program for all costs incurred. Recommended Infrastructure Projects Total for infrastructure projects = $280,000 Recommended Non- Infrastructure Project Grand total for all projects = $289,210 Questions/Comments Proactive & Balanced Risk Management Item No. 4G Authorize the City Manager to enter into a professional services agreement with Webb Watch for control assessment services. Managing Risk What is Meant by Risk? Why We Should Care – The Changing Landscape Who Should Be Involved? Southlake’s Plan - A Proactive & Balanced Risk Assessment Process A Definition of Risk The possibility of suffering harm or loss; danger. A factor, thing, element, or course involving uncertain danger; a hazard: "the usual risks of the desert: rattlesnakes, the heat, and lack of water" (Frank Clancy). a. The danger or probability of loss to an insurer. b. The amount that an insurance company stands to lose. a. The variability of returns from an investment. b. The chance of nonpayment of a debt. One considered with respect to the possibility of loss: a poor risk. Financial ENVIRONMENT RISK PROCESS RISK INFORMATION FOR DECISION- MAKING RISK Competitor Customer Wants Technological Innovation Sensitivity Shareholder Expectations Capital Availability Sovereign / Political Legal Regulatory Industry Financial Markets Catastrophic Loss Price Interest Rate Currency Equity Commodity Financial Instrument Liquidity Cash Flow Opportunity Cost Concentration Credit Default Concentration Settlement Collateral Empowerment Leadership Authority/Limit Outsourcing Performance Incentives Change Readiness Communications Information Technology Integrity Access Availability Infrastructure Governance Organizational Culture Ethical Behavior Board Effectiveness Succession Planning Reputation Image and Branding Stakeholder Relations Integrity Management Fraud Employee Fraud Third Party Fraud Illegal Acts Unauthorized Use Operations Customer Satisfaction Scalability Compliance Human Resources Performance Gap Business Interruption Knowledge Capital Cycle Time Product/Service Failure Product Development Sourcing Environmental Efficiency Channel Effectiveness Health and Safety Capacity Partnering Trademark/Brand Erosion Strategic Environmental Scan Business Model Business Portfolio Investment Valuation/Evaluation Organization Structure Measurement (Strategy) Resource Allocation Planning Life Cycle Public Reporting Financial Reporting Evaluation Internal Control Evaluation * Executive Certification Taxation Pension Fund Regulatory Reporting Operational Budget and Planning Product/Service Pricing Contract Commitment Measurement (Operations) Alignment Accounting Information The Protiviti Risk Model was reprinted with permission to Webb Watch Corporation from Protiviti KnowledgeLeader - www.knowledgeleader.com. © 2007 Protiviti Inc. PROTIVITI RISK MODEL Comprehensive organizing framework for defining and understanding potential business risks. Why We Should Care – The Changing Landscape Rating Agencies Citizens Media Organization Regulatory Community GASB, AICPA, GAO, OMB GFOA Other external factors The Changing Landscape - Expectations Gap to Close Expectations / Standards Expectations / Standards Relative Actual Performance Relative Actual Performance Expectations / Standards Gap to Close 2002 2007 / 2008 QUESTION? QUESTION? Conflict of Interest Risk Assessment Audit Committee Code of Conduct Formal Documented Procedures Compliance Monitoring Internal Auditor Antifraud Program On-Going Training Corrective Actions Code of Ethics Well Defined Policies On-Going Communications Internal Controls Framework Governing Body Oversight Independent Audit Control Environment Enterprise Risk Management Segregation of Duties Who Should Be Involved? Everyone has a responsibility: All employees City Manager Mid-Management Department Heads City Council Southlake’s Plan: Proactive & Balanced Risk Management QUESTIONS? Call Sharen Jackson Item 4J: Accept donation of a historic log cabin from the Southlake Historical Society Staff and SHS on-going discussion regarding placement of the log cabin Received written letter from President Lou Ann Heath City responsibilities: Move logs to City location Maintain logs Contract with experienced professional for reconstruction Locate in Bicentennial Park or other site mutually agreed on City to maintain SHS responsibilities: Partner with City on restoration process Assist with selection of professional(s) for reconstruction Assist with relocation of cabin logs Assist in event and activity planning and presentation Southlake Historical Society Log Cabin donation If approved: logs moved to Continental storage site Bid specifications developed for reconstruction of the cabin hill at Bicentennial Park consideration of previous Council direction and approved Bicentennial Park Schematic Design. Ownership of the cabin would be retained by the City On-going assistance provided by Southlake Historical Society Southlake Historical Society Log Cabin donation Southlake Historical Society Log Cabin donation Funding ($91,000) is approved in the Park Dedication Fee Fund. Ongoing maintenance of the cabin and surrounding site anticipated at approximately $2,500 annually more detailed costs to be determined Parks Board considered at their May 14, 2007 meeting Southlake Historical Society Log Cabin donation Southlake Historical Society Log Cabin donation Staff is available for questions and seeks City Council direction Items 6A and 6B: Ordinance No. 908, 2nd 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, 2nd 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 2nd reading – allows for Arts Council to accept donations valued up to $1,000 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 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 Approved on 1st reading (5/01) Staff is available for questions and seeks City Council direction Item 8A: Resolution No. 07-021, Support a proposal to ARTSNET for potential relocation within the City of Southlake ARTSNET non-profit organization mission is to encourage, support and facilitate artistic cultural opportunities in North Tarrant County 30 years cities, schools, and businesses, including state and national organizations Recognized by Texas Commission on the Arts as the official arts council of North Tarrant County (1997) City of Southlake MasterWorks Summer Music Series winter arts programming (Library) Community Arts Calendar ARTSNET presently located at Bedford Boys Ranch Seeking proposals from communities to relocate better serve and provide for member communities Draft proposal and Resolution May 4, 2007 Resolution supports a non-binding proposal encouraging: site review detailed discussions potential selection of Southlake as the future home of ARTSNET Proposal contingent upon: formal action and final adoption of necessary agreements and funding mechanisms In general, the proposal provides: use of approximately 7,000 square feet at CIS (minimum period of twenty-four months) City responsibility for utilities and custodial costs (approx. $30,000 annually) One time City commitment for modifications ($30,000) Use of Town Square pavilion, Bob Jones amphitheater, and other City park areas at no cost City open to exploring cooperative purchasing opportunities Grant assistance by City as resources allow Financial Impact: Annual funding of approximately $30,000 (utilities an maintenance) One time, upfront commitment of up to $30,000 (site modifications) Initial repair of HVAC ($15,000) Funding for these items not currently allocated Requires formal consideration and approval by City Council Staff visited with the CISD Board of Trustees Anticipate their mutual support based on Council action City Attorney has reviewed proposed Resolution No. 07-021 Addition of ARTSNET may serve to further enhance City position as a regional focal point for the arts Staff is available for questions and seeks Council direction