FINAL AgendaREGULAR CITY COUNCIL MEETING
June 5, 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: Rolla Goodyear, Chaplain of the Month
3. Update on logo development project.
4. 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. Proclamation to Local spring board diver, Brittany Wang, 1st place winner at the USA West National Championship Dive Meet
3B. City Manager’s Report
CONSENT AGENDA:
4A. Approve the minutes from the May 15, 2007, regular City Council meeting and the joint City Council and Planning and Zoning Commission urban design work session on May 23, 2007.
4B. Excuse a member of the City Council and a member 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. Resolution No. 07-027, Appoint 4 members to serve on the Board of Directors of the Tax Increment Reinvestment Zone Number One, City of Southlake, Texas.
4E. Resolution No. 07-029, Grant approval to the Tarrant County Housing Finance Corp. for the use of the proceeds of its series 2007 single family mortgage revenue bonds to finance home
mortgages for single family homes located within the City.
4F. Approve an interlocal agreement with North Central Texas Council of Government (NCTCOG) for cooperative purchasing for on-line recruiting.
4G. Approve the appointment of Jim C. Blagg as Assistant City Manager / Director of Public Safety for the City of Southlake.
4H. Approve an interlocal agreement with Carroll Independent School District for the use of Carroll Intermediate School as the interim DPS facility.
4I. Award bid to Cardinal Tracking, Inc. for paperless citation system in the amount of $42,647.
4J. Approve an agreement with Premier Chemicals, LLC to provide odor control treatment at lift stations.
4K. Approve expenditure of 2006 Pavement Management Application funds to repair Silverwood Circle in the Highlands section of the Timarron Addition in an amount not to exceed $125,000,
utilizing existing interlocal agreements.
4L. This item intentionally left blank.
4M. Approve an interlocal purchasing contract with Tarrant County.
4N. Approve a Revised Water Purchase Contract between the Cities of Southlake, Fort Worth and Keller.
4O. Resolution No. 07-028, Authorize expenditure of budgeted funds for repair of paving infrastructure through the use of an interlocal agreement with the City of Grapevine.
4P. Consider final approval for an amendment to the Shops of Southlake Conditional Sign Permit to allow decorative sign panels for Cherish at 1431 E. Southlake Blvd. #501.
4Q. Consider final approval for an amendment to the Shops of Southlake Conditional Sign Permit to allow vertical banners for Central Market at 1425 E. Southlake Blvd.
4R. Resolution No. 07-026, Supporting the Rest and Recuperation Program at DFW International Airport offering sincere thanks, appreciation and gratitude to all men and women in uniform
for a job well done.
4S. Ordinance No. 480-512, 2nd Reading (ZA06-189), Zoning Change and Site Plan for Southlake Design Center at 280 Commerce St. Current Zoning: S-P-1. Requested Zoning: S-P-1. SPIN
#7. THE APPLICANT HAS REQUESTED TO TABLE THIS ITEM UNTIL THE JUNE 19, 2007, CITY COUNCIL MEETING.
4T. Ordinance No. 480-LLL, 2nd Reading, An amendment to the Comprehensive Zoning Ordinance No. 480, as amended, as it pertains to the creation of the “SF-2” Single Family Residential
Zoning District. STAFF IS TABLING THIS ITEM UNTIL THE JUNE 19, 2007, CITY COUNCIL MEETING.
4U. Ordinance No. 480-492, 1st Reading (ZA06-045), Zoning Change for a portion of Lot 1, Block 1, Arnold Estates. The property is situated in 1275 Shady Oaks Dr. with access through
520 W. Highland St. Current Zoning: RE. Requested Zoning: SF-1A. SPIN #11. THIS ITEM IS TABLED UNTIL THE JUNE 19, 2007, CITY COUNCIL MEETING.
4V. Ordinance No. 480-521, 1st Reading (ZA07-005), Zoning Change and Site Plan for Chapel Crossing Shopping Center at 245 W. S.H. 114 and 200 Countryside Ct. Current Zoning: AG and
C-1. Requested Zoning: S-P-2. SPIN #11. THE APPLICANT HAS REQUESTED TO TABLE THIS ITEM UNTIL THE JULY 17, 2007, CITY COUNCIL MEETING.
REGULAR AGENDA
5. Public Forum (The Public Forum will not begin prior to 7:00 p.m.)
6A. Ordinance No. 480-522, 2nd Reading (ZA07-015), Zoning Change and Site Plan for White Chapel Office Park, Phase II on Lot 1, Block B, Reavenaux Village Addition, located at 201 Countryside
Ct. Current Zoning: O-1. Requested Zoning: S-P-1. SPIN #11. PUBLIC HEARING
6B. ZA07-016, Plat Revision for Lots 1R1 – 1R5, Block B, Ravenaux Village Addition, being a replat of Lot 1, Block B, Ravenaux Village Addition located at 201 Countryside Ct. Current
Zoning: O-1. Proposed Zoning: S-P-1. SPIN #11.
6C. Ordinance No. 480-523, 2nd 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. PUBLIC HEARING
6D. Ordinance No. 480-524, 2nd Reading (ZA07-036), Zoning Change for Lot 15, H. Granberry No. 581 Addition on Tract 5C1 and 5D, H. Granberry Survey, Abstract No. 581 located at 921 S.
White Chapel Blvd. Current Zoning: AG. Requested Zoning: RE. SPIN #9w. PUBLIC HEARING
6E. Ordinance No. 480-525, 2nd Reading (ZA07-041), Zoning Change and Concept Plan for Lot 1R1, R.P. Estes Subdivision on Tract 1R1, R.P. Estes Addition located at 940 W. Dove Rd. Current
Zoning: AG. Requested Zoning: SF-1A. SPIN #11. PUBLIC HEARING
6F. ZA07-042, Plat Revision for Lot 1R1, R.P. Estes Addition, being a replat of Tract 1, R.P. Estes Addition located at 940 W. Dove Rd. Current Zoning: AG. Proposed Zoning: SF-1A.
SPIN #11.
7A. Ordinance No. 480-445a, 1st Reading (ZA07-030), Zoning Change and Site Plan for Shady Oaks Offices on Lots 9 – 12, L.G. Hall No. 686 Addition located at 640 W. Southlake Blvd.,
620 W. Southlake Blvd., 600 W. Southlake Blvd. and 660 W. Southlake Blvd. Current Zoning: S-P-1. Requested Zoning: S-P-1. SPIN #13.
8. There are no items on this agenda.
9A. Consider SP07-127, Variance to Sign Ordinance No. 704-C for Pavilion Plaza, Players Circle at 1959 W. Southlake Blvd.
9B. Award bids for Bob Jones Nature Center Improvements to: 11) SPSD in the amount of $383,611 for site work and alternate #2; and, 2) Scobilt Contractors in the amount of $477,000
for building construction, with project contingency funding ($41,389 or 4.8%) for a total amount not to exceed $902,000, effectively amending the SPDC CIP in the amount of $350,000.
There are no items on this agenda.
11. Meeting adjourned.
Southlake Logo Project Update
RFQ Solicitation
RFQ sent to 24 consultants
We received 16 responses
Team evaluations: Councilmembers Terrell and Hill, and staff
Short-listed for interviews
Consultant Interviews
Interviewed 5 firms
Looked at examples
Talked about process
Unique aspects of working with a City
Consultant Selection
Torch Creative – www.torchcreative.com
Contract for $24,700
Involvement from Principles Brad Bishop and Mike Thurman
Logo Development Process
Research / Tour / Picture Inventory
June 20 kick-off meeting*
Public Input Solicitation (Web questions)
Conceptual Design
Concept Presentations / Discussion*
Refinement / Computer Development
Final approval* / Roll-out* (October)
*Public Meeting
Questions / Discussion
ITEM 4D
Resolution No. 07-027, appointing four members to serve on the Board of Directors of the Tax Increment Reinvestment Zone Number One, City of Southlake, Texas.
Resolution No. 07-027
Reappoints three (3) City Council members (John Terrell, Virginia Muzyka, and Greg Jones to a two year term .
Also appoints Sherrie Williams as the CISD Board representative.
Total appointments with this resolution is four (4) members.
TIRZ appointments are an annual agenda item after the City Council elections.
Resolution No. 07-027
Questions/Comments?
ITEM 4E
Resolution No. 07-029, Granting approval to the Tarrant County Housing Finance Corporation for the use of the proceeds of its Series 2007 Single Family Mortgage Revenue Bonds to finance
home mortgages for single family homes located within the city.
Resolution No. 07-029
Program designed to assist home buyers in Tarrant County.
Cities greater than 20,000 must pass a resolution by the governing body in order for properties within the City to be eligible for this program.
The City passed a similar resolution supporting the program last year.
There is no financial obligation to the City.
Resolution No. 07-029
Questions/Comments?
ITEM 4F Approve an interlocal agreement with NCTCOG for cooperative purchasing for
on-line recruiting
Background
Competition for talent is increasing – necessity for diverse recruiting strategies.
On-line recruiting offers:
Better approach for certain age groups than traditional newspaper;
Broader geographic outreach;
More cost effective for certain positions;
City as technologically savvy.
Interlocal Agreement
NCTCOG contract with Monster includes:
60-day postings on www.Monster.com and other sites;
Pre-screening questionnaire and ranking of eligible candidates;
Notifications to applicants.
Cost of $120 / posting
Approximately 1/3 of normal cost.
Interlocal Agreement
Contract terms:
remainder of Fiscal Year
based on committed number of job postings.
Estimate 10 positions that would be appropriate.
Cost: $1,200
Funds are available
QUESTIONS?
Item 4G
Appointment of Jim C. Blagg to the position of Assistant City Manager/Director of Public Safety
Purpose
The Southlake Charter requires that:
“The head of each department shall be a chief, director or superintendent who shall be appointed by the City Manager subject to the approval of the Council and such chief, director or
superintendent shall have supervision and control over his department. Two or more departments may be headed by the same individual and the City Manager may head one or more departments.”
Why this approach?
Assistant City Manager since 2005
Chief Operating Officer
Strategic Management System
Contract Negotiation
Interim DPS Director since January 2007
Jail/Communications Transition to Keller
Central DPS facility planning
CISD facility
Re-accreditation
Animal Control and Shelter Options
Corporate business plan & budget
Jim C. Blagg
Career highlights include:
More than 24 years experience in municipal government
Management experience with the cities of Abilene, Amarillo, Lubbock, and Littlefield
5 years as CEO of Dallas MHMR
Private sector consulting experience, most recently with the Mercer Group
Southlake ACM since 2005
Duties
Assistant City Manager
Chief Operating Officer
Primary focus on Public Services Workgroup
IT initiative, complex project management
Community involvement
DPS Director
Direct and oversee the activities and operations of the Department of Public Safety,
Coordinate assigned activities with other departments and outside agencies,
Provide highly responsible and complex administrative support to the City Manager.
Administrative
Services
Public
Services
Strategic
Direction
Fire
Police
Library
Dispatch
Parks
Animal
Control
Recreation
Nuisance
Abate.
Senior
Ctr.
Accountability
Indicators
City
Management
CIP
Planning
Strategic
Planning
IT
PIO
Finance
Audit
HR
CSO
Court
Util. Billing
Legal
Budgeting
City of Southlake
Work Groups Chart
Franchise
Economic
Development
Development
Services
Environ.
Transport.
Zoning
Compliance
Planning
Streets
Water/
Sewer
Building
Srvcs.
Engineering
Sanitation
Master
Planning
The Department
The Department
FY 2007 Budget = $11,626,136
Employees = 111
Fire Services: 45
Police Services: 63
Support Services: 3
The Department
This appointment…
Provides management continuity and stability,
Provides experienced and effective DPS leadership,
Broadens the responsibilities of the Director position
as a ACM,
Promotes professional development of Chiefs,
No negative budgetary impact,
Fills an important vacancy; allows for full staffing
Questions?
Item 4H
Approve inter-local agreement with CISD for the use of Carroll Intermediate School as the interim DPS facility
Goal
Identify interim DPS facility for use during DPS Headquarters construction
Maintain centrally located presence within Southlake
Negotiate a mutually accepted agreement for facility use
Issues
Construction of new DPS Headquarters will begin in late 2007
Need an interim facility for Police and Fire Operations
Must stay centrally located to maintain current response times
Carroll Intermediate School
Use Carroll Intermediate School as interim DPS facility
Agreement with CISD to last from October 1, 2007 to September 30, 2009
Utilize 7,640 square feet of space within the school
Lower operating costs than current DPS East facility
Financial Considerations
$27,000 to repair HVAC units prior to occupying Carroll Intermediate School
Estimated $38,123.60 per year for utility costs (Electric, Gas and Water)
FY 2005/2006 DPS Utility costs were $89,829.86
Questions?
Item 4I
Award of bid to Cardinal Tracking Inc. for a paperless citation system in the amount of $42,647.
Item 4I
Current traffic citation process is manual and handwritten
Entry of data in the court system is manual and subject to transcription and handwriting interpretation
Person cited has to wait to handle the citation until it is manually processed into the system at least a day later
Item 4I
Proposed system consists of seven (7) ruggedized citation writers and portable printers and all application software necessary to properly function and merge issued citations into municipal
court software
Application employs a magnetic reader to capture drivers license information direct to electronic citation device and software
All fields are pre-programmed and drop downs or list selections are used to input data
At end of contact, violator’s signature is captured in the software and printed on the paper copy of the citation given for follow up and disposition
Item 4I
At end of shift or when appropriate, officer docks the citation device back at the station and all the citations previously issued are uploaded and upon approval merged directly into
the municipal court system
Total cost of the proposal is $42,647 and will be funded from the court technology fund if approved
QUESTIONS?
Item 4J
Approve an agreement with Premier Chemicals, LLC to provide odor control treatment at lift stations
Issue
Odor - Kirkwood Hollow neighborhood
Cause: Build-Up of Hydrogen Sulfide Gas
Shady Lane and Lonesome Dove Sanitary Sewer Lift Stations
In 2006, Council approved annual contract for Premier Chemical product to address odor problems.
Significant reduction in H2S gas
Issue
Very successful performance to date
Staff recommends:
council approve agreement with Premier Chemical, LLC
guarantees a 12-month rate
estimated annual cost of approximately $60,000.00
Premier Chemical is a sole source provider of this technology
Financial Considerations
The FY 2007 Wastewater budget includes $65,000 for treatment at lift stations for odor control
This agreement will guarantee a price of $2.35 per gallon delivered to the City
Premier Chemical will own and maintain the storage and dispensing equipment at no additional charge to the City
Annual Purchase Agreement With Premier Chemical
QUESTIONS?
Item 4K
Authorize staff to expend 2006 PMA funds to repair Silverwood Circle in an amount not to exceed $125,000, utilizing contracts under the existing interlocal agreements and take any necessary
action
Authorize funding for Concrete Pavement Repairs on Silverwood Cir.
Purpose:
Certain pavement sections in the Timarron Addition failed prematurely due to the construction methods in place at the time the streets were constructed
Silverwood Circle in the Highlands in one more severely distressed streets in the area of concern
Authorize funding for Concrete Pavement Repairs on Silverwood Cir.
Process:
Adequate funds are available in the 2006 PMA project to restore the pavement and subgrade on Silverwood Cir.
Repairs accomplished:
Staff work for drainage improvements
Southlake’s interlocal purchase agreement with Grapevine provide the resource of paving
Authorize funding for Concrete Pavement Repairs on Silverwood Cir.
RECOMMENDATION:
Authorize staff to expend 2006 PMA funds to repair Silverwood Circle located in the Highlands section of the Timarron Addition in an amount not to exceed $125,000, utilizing contracts
under the existing interlocal agreements and take any necessary action
Authorize funding for Concrete Pavement Repairs on Silverwood Cir.
Funding:
Funds are available
2006 PMA Project
Questions?
Item 4M
Approve an Inter-local Purchasing Contract with Tarrant County
Interlocal Purchasing Contract with Tarrant County
Purpose:
Liquid asphalt emulsion is a necessary component of providing quality repairs to asphalt pavement
The City’s provider of this product is prohibited by new insurance regulations from dispensing this material into containers < 1,000 gallons
The City’s trailer mounted emulsion distributor is 250 gallons
Interlocal Purchasing Contract with Tarrant County
Solution:
Tarrant County, Pct. 3 has agreed to dispense and sell this material to the City of Southlake at the same rate that the County pays for the product.
Interlocal Purchasing Contract with Tarrant County
RECOMMENDATION:
Approve an Inter-local Purchasing Contract with Tarrant County
Questions?
Item 4N
Approve contract between the Cities of Southlake, Fort Worth and Keller.
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
Water Billing Contract between the Cities of Southlake, Fort Worth and Keller
Process:
The new contract requiring the standardization of the four meters involved in the billing process will allow Ft Worth to bill Southlake and Keller individually and provide better billing
accuracy
Water Billing Contract between the Cities of Southlake, Fort Worth and Keller
RECOMMENDATION:
Approve the contract between the three Cities and move forward with the meter modification /improvements
Questions?
Item 4O
Resolution No. 07-028, Approve a resolution authorizing expenditure of budgeted funds for repair of paving infrastructure through the use of an interlocal agreement with the City of
Grapevine
Purpose:
Nov 21, 2006
Council approved Res. 06-070
Limited expenditure to $ 150,000
Anticipated expenditures > $150,000
Requires New Resolution
Authorizes expenditures of budgeted funds (FY 07 = $350,000)
Concrete Repairs
Purpose:
Numerous repairs of concrete structures are required throughout the year
Reduce staff time required for redundant bid processing
Provide for competitive pricing to facilitate purchases
Concrete Repairs
Process:
The City’s of Southlake and Grapevine have adopted an interlocal cooperative purchasing agreement
Grapevine solicited sealed bids for the repair of concrete pavement resulting in a contract with Manning Concrete
Concrete Repairs
RECOMMENDATION:
Authorize expenditure of budgeted funds for concrete repairs under the contract with Manning Concrete
Concrete Repairs
Funding:
Funds are available
FY 07 General Fund Operating budget
Streets and Drainage Division
Questions?
Item 9B
Award bids for Bob Jones Nature Center Improvements to: 1) SPSD in the amount of $383,611 for site work and alternate #2; and, 2) to Scobilt Contractors in the amount of $477,000 for
building construction, with project contingency funding ($41,389 or 4.8%) for a total amount not to exceed $902,000, effectively amending the SPDC CIP budget in the amount of $350,000.
Previously rejected low bid of $867,000 exceeded available funding ($552,000)
Construction estimate below market rate
Revised bid was:
Further refined
split to separate structure renovation from the site work
Pavilion added to the base bid
4 bids received on May 24th
Lowest base bid is combination
Scobilt
$477,000 for structure
SPSD
$378,270 for site amenities
Alt #2 ($5,341)
Alternate #2
Alternate items not included:
Outdoor fireplace / patio gazebo
Overflow parking
Soft Trails
Revised bid represents savings from originally received bids:
Original Re-Bid
Base $866,978 $855,270*
19 parking spaces $ 9,862 $ 5,341
Learning Pavilion $ 79,000 $ 0*
Totals $955,840 $860,611
Represents savings of $95,229
* Learning pavilion included as part of base bid
SPDC CIP Funding
Current allocation of $552,000
Budget amendment of $350,000
Base Bid award ($855,270)
Alternate #2 ($5,341)
Project contingency ($41,389 – 4.8%)
Available in SPDC operating fund
No effect on existing project allocations
Nature Center listed as #1 Indoor Priority in approved 2005 Parks Master Plan
Parks Board recommended (7-0) at their May 29, 2007 meeting
SPDC will consider at their June 5th meeting prior to City Council
Recommendation:
Award bid for building construction to Scobilt Contractors for $477,000
Award bid for site work and alternate #2 to SPSD for $383,611
Provide contingency funding of $41,389
Project total not to exceed $902,000
Amend SPDC CIP project budget in the amount of $350,000
QUESTIONS?