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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?