FINAL AgendaREGULAR CITY COUNCIL MEETING
October 2, 2007
LOCATION: 1400 Main Street, Southlake, Texas
Council Chambers in Town Hall
WORK SESSION: 5:00 p.m. – 3rd Floor Training Rooms in Town Hall
1. Call to order.
2. Invocation: Rolla Goodyear, Chaplain of the Month
3A. Ordinance No. 480-RRR, Amending the Comprehensive Zoning Ordinance No. 480, as amended, as it pertains to oil and gas drilling and production.
3B. Amendment to the City’s Master Comprehensive Plan as it pertains to oil and gas drilling production, oil and gas production pad sites and natural resource extraction activities.
3C. Ordinance No. 880-A, Amending Section 9.5, Article IV, of the Southlake City Code regarding oil and gas well drilling and production.
Discuss all items on tonight’s meeting agenda.
REGULAR SESSION: 6:00 p.m. or immediately following the work session
1. Call to Order
2A. Executive Session
2B. Reconvene / Action necessary from Executive Session
3A. Mayor’s Report
3B. City Manager’s Report
3B1. Oktoberfest Announcement
3C. School District Report
CONSENT AGENDA:
4A. Approve the minutes from the September 18, 2007, regular City Council meeting.
4B. Authorize the purchase and installation of a Motorola 600 Series 5.4 GHz point to point data radio from Motorola, Inc., through the Houston-Galveston Area Council of Governments
in the amount of $65,925.
4C. Authorize the purchase of Vac-Con Hydroexcavator from Vac-Con, Inc. and Santex Truck Center through the Houston-Galveston Area Council of Governments in the amount of $259,988.
4D. Ordinance No. 918, 1st Reading, Adopting an ordinance to dedicate a waterline easement on City-owned property at Continental Boulevard for purpose of constructing public improvements.
4E. Resolution No. 07-048, Approving the 2007 City of Southlake Sidewalk Plan, an element of the City of Southlake Comprehensive Master Plan, the Southlake 2025 Plan. THIS ITEM IS TABLED
TO THE OCTOBER 16, 2007, CITY COUNCIL MEETING.
4F. Ordinance No. 480-LLL, 2nd Reading, Amending the Comprehensive Zoning Ordinance No. 480, as amended, as it pertains to the creation of the SF-2 Single Family Residential Zoning District.
THIS ITEM IS TABLED TO THE OCTOBER 16, 2007, CITY COUNCIL MEETING.
REGULAR AGENDA:
5. Public Forum
6A. Ordinance No. 635-B, 2nd Reading, Amending Ch. 2, Article VI, Code of Ethics and Conduct of the Southlake City Code to comply with provisions of Ch. 176 of the Texas Local Government
Code as amended by HB 1491. PUBLIC HEARING
6B. Ordinance No. 699-A, 2nd Reading, Repealing Ordinance No. 699 and amending the regulations regarding Cross Connection Control. PUBLIC HEARING
6C. Ordinance No. 914, 2nd Reading, Adopting regulations regarding the generation, transportation and disposal of liquid waste in the City of Southlake. PUBLIC HEARING
6D. Ordinance No. 917, Consider all matters incident and related to the issuance and sale of “City of Southlake, Texas, Tax and Waterworks and Sewer System (Limited Pledge) Revenue Certificates
of Obligation, Series 2007,” including adoption of an ordinance authorizing the issuance of such certificates of obligation. PUBLIC HEARING
6E. Resolution No. 07-057, CP07-003, Comprehensive Land Use Plan Amendment for South Village at Watermere, being approx. 33.72 acres at 2271 Union Church Rd. The current underlying
land use designation is Medium Density Residential. SPIN #15. PUBLIC HEARING
6F. Ordinance No. 480-467a, 2nd Reading (ZA07-097), Zoning Change and Concept Plan for South Village at Watermere on Tracts 4F, 4F1, 5A1B, 6A1 and 6B4 and a portion of Tracts 4D, 4G
and 6A, J.G. Allen Survey, Abstract No. 18 and located at 2271 Union Church Rd., 2811 W. Southlake Blvd., 2809 W. Southlake Blvd., 2477 Union Church Rd, and 2451 Union Church Rd. Current
Zoning: AG. Requested Zoning: S-P-2. SPIN #15. PUBLIC HEARING
6G. Ordinance No. 480-532, 2nd Reading (ZA07-098) Zoning Change and Development Plan for South Village at Watermere on Tract 4C and 6A2 and a portion of Tracts 4D and 6A, J.G. Allen
Survey, Abstract No. 18 and located at 2271 Union Church Rd. and 2451 Union Church Rd. Current Zoning: AG. Requested Zoning: R-PUD. SPIN #15. PUBLIC HEARING
6H. ZA07-099, Preliminary Plat for South Village at Watermere on property described as Tracts 4C, 4D, 6A2 and a portion of 6A, J.G. Allen Survey, Abstract No. 18 located at 2271 and
2451 Union Church Rd. Current Zoning: AG. Proposed Zoning: S-P-2. SPIN #15.
6I. Ordinance No. 480-533, 2nd Reading (ZA06-160), Zoning Change and Site Plan for Offices of K. Wayne Lee on Tracts 4A14 and 4A20, J.G. Allen Survey, Abstract No. 18 located at 3220
W. Southlake Blvd. Current Zoning: AG and R-PUD. Requested Zoning: S-P-1. SPIN #7. PUBLIC HEARING
6J. Ordinance No. 480-187a, 2nd Reading (ZA07-090), Zoning Change and Site Plan for Sports Complex on Lot 2R, Block B, Commerce Business Park Addition located at 280 Commerce St. Current
Zoning: S-P-1. Requested Zoning: S-P-1. SPIN #7.
7A. Ordinance No. 480-QQQ, 1st Reading, Amending the Comprehensive Zoning Ordinance No. 480, as amended, relating to accessory structure standards in residential zoning districts.
7B. Ordinance No. 480-492, 1st Reading (ZA06-045), Zoning Change for a portion of Lot 1, Block 1, Arnold Estates, situated at 1275 Shady Oaks Dr. with access through 520 W. Highland
St. Current Zoning: RE. Requested Zoning: SF-1A. SPIN #11.
7C. Ordinance No. 480-534, 1st Reading (ZA07-063), Zoning Change and Development Plan for Winfield Estates on Tracts 1, 1C, 1C1, A.H. Chivers Survey, Abstract No. 299 located at 2210
N. Carroll Ave., 1155 E. Dove Rd., and 1107 E. Dove Rd. Current Zoning: C-2 and AG. Requested Zoning: R-PUD. SPIN #5.
8A. Resolution No. 07-054, Approving a new purchasing policy.
9A. Consider SP07-232, Variance to Sign Ordinance No. 704-C for Petsmart at 200 Village Center Dr.
9B. Consider SP07-317, Variance to Sign Ordinance No. 704-C for Home Design Studio lat 2225 W. Southlake Blvd., Suite 465.
10. There are no items on this agenda.
11. Meeting adjourned.
Item 4C Authorize the purchase of a Vac-Con Hydro-excavator from Vac-Con Inc. and Santex Truck Center through Houston-Galveston Area Council of Governments (HGAC) in the amount of $259,988
Purchase of a Hydro-excavator
Purpose:
Routine repairs to water lines require excavation to expose the buried line
The presence of buried Gas, Electric and Fiber Optics complicate the excavation process
Vacuum excavation is provides for safe repair
Purchase of a Hydro-excavator
Process:
This equipment is available through the cooperative purchasing program offered by the HGAC
The Vacuum excavation equipment is to be provided by Vac-Con, Inc. at a cost of $190,799.11
The truck cab and chassis will be purchased from Santex Truck Center for a cost of $69,188.00
Purchase of a Hydro-excavator
Funding:
Funding of $260,000 is available
FY 08 Utility Fund Operating budget
Water Division
Purchase of a Hydro-excavator
RECOMMENDATION:
Authorize the purchase of a Vac Con Hydro-excavator from Vac-Con Inc. and Santex Truck Center through Houston-Galveston Area Council of Governments (HGAC) in the amount of $259,988
Purchase of a Hydro-excavator
Questions?
Contact Chuck Kendrick at (817) 748-8080
Item 4D
Ordinance No. 918, 1st Reading,
Adopt an ordinance to dedicate a waterline easement on City owned property at 981 E. Continental Blvd.
Location Map 981 E. Continental Blvd.
Site Location
Approve Dedication of Easements
Purpose:
City Charter requires ordinance to “Convey, lease or authorize the conveyance or lease of any lands of the city.”
City is conveying property rights to City
Approve Dedication of Easements
Background:
Property purchased with Park Dedication Funds
4 Lots in East Haven Addition
Park Board recommended approval of the easement dedication on 9/10/07
Approve Dedication of Easements
Purpose:
Waterline Easement – For construction of 12-inch water line extension to complete the Continental Boulevard water line
Approve Dedication of Easements
RECOMMENDATION:
Approve Ordinance No. 918 dedicating a waterline easement on City owned property at 981 Continental for the purpose of constructing a 12-inch water line.
Approve Dedication of Easements
Funding:
Cost – County Record Filing Fee
Funding - Public Works/ Administration Budget
Questions?
Gordon Mayer
(817) 748-8089
ITEM 6A Ordinance No. 635-B 2nd Reading: Amending Chapter 2, Article VI, Code of Ethics and Conduct of the Southlake City Code to amend Section 2-265, Disclosure of Interest
Background
Chapter 176 of Texas LGC
Requires disclosure of certain business relationships
Extended by City Council to advisory board members, employees
2007 revisions to Chapter 176
Clarified ambiguities and resolved problems with previous law.
Chapter 171 defines “conflicts of interest” and “substantial interest”
Requirements for abstention from discussion and voting
Ordinance No 635 does not change
Proposed Revisions
Changes to reflect applicability of law to City Council members and city manager;
Added para. F and G, Section 4.0 “Disclosure of Interest”
Provides for similar disclosure of interest by advisory board members and employees
Proposed Revisions
Sets threshold income level of $2,500 (excl. investment income) in preceding 12-month period;
Exempts gifts from family members and gifts as political contributions from $250 limit in preceding 12-month period.
Ordinance No. 635-B, Code of Ethics and Conduct
City Secretary retains responsibility for statements of council members and advisory board members;
Human Resources responsible for employee statements.
Staff recommends Approval.
Item 6B Ordinance No. 699-A, 2nd Reading, Repeal Ordinance 699 and Amending the City of Southlake Cross Connection Ordinance
Ordinance No. 699-A, Cross Connection Control
Purpose:
Section 290, Regulations for Public Water Systems requires the identification and isolation of cross connections to drinking water systems
Ordinance 699 adopted by Southlake in 1998 meets that intention
does not adequately address annual testing requirements
Ordinance No. 699-A, Cross Connection Control
Process:
Ord. No. 699-A proposes the following:
All backflow assemblies tested on initial installation by registered individuals
Annual Testing - All assemblies isolating connections deemed by TCEQ which pose a health hazard
Assemblies failing annual test be repaired/replace
Annual testing records will be maintained by the City
Ordinance No. 699-A, Cross Connection Control
RECOMMENDATION:
Approve Ordinance No. 699-A, 1st Reading, Repeal Ordinance 699 and Amend the City of Southlake Cross Connection Ordinance
Ordinance No. 699-A, Cross Connection Control
Questions?
Contact Chuck Kendrick at (817) 748-8080
Item 6C Ordinance No. 914, 2nd Reading, Adopt regulations regarding the generation, transportation and disposal of liquid waste in the City of Southlake.
Ordinance No. 914, Liquid Waste Regulation
Purpose:
House Bill 1979, adopted in 2003 is intended to address grease accumulation in sewer systems
EPA estimates that 42% of sanitary sewer overflows result from pipe blockages caused by grease
Ordinance No. 914, Liquid Waste Regulation
Process:
Ord. No. 914 proposes the following:
Permit required for each liquid waste hauling vehicle
Manifests required for collection, transport, and disposal
90/180-Day service frequency required for grease traps
Ordinance No. 914, Liquid Waste Regulation
RECOMMENDATION:
Approve Ordinance No. 914 on 1st reading, adopt regulations regarding the generation, transportation and disposal of liquid waste in the City of Southlake
Ordinance No. 914, 1st Reading
Questions?
Contact Chuck Kendrick at (817) 748-8080
Item 8A
Resolution 07-054, Approving a new purchasing policy
October 2, 2007
Background
Current policy adopted June 21, 2005;
Structured around manual processes;
Complicated, confusing text;
Recommended Changes
Simplify policy language-user friendly;
Technology controls support policy;
Modified bidding requirements;
Increased departmental accountability;
Simplify Policy
Flowcharts
Bid Process
Requisition and Purchase Order Process
Language
Non-accountants can comprehend
Technology Controls
Established workflow
Non-discretionary process
Bidding requirements
City limits
State limits
Budget restrictions
Bidding Requirements
Current
$500-$900 (verbal quotes)
$1,000-$49,999 (written quotes)¹
$50,000 and above (Sealed bid)²
¹City Manager approval required on all purchases $5,000 and above
²City Council approval required
Recommended
$2,500 or less (no quotes)
$2,501-$9,999 (written quotes)¹
$10,000-$49,999 (written quotes or informal sealed bids)¹
$50,000 and above (Sealed bid)²
¹City Manager approval required on all purchases $5,000 and above
²City Council approval required
Accountability
Policy requires accountability of department directors;
Strengthen internal controls
Proactive Detection Techniques Analysis;
Periodic random reviews.
Updated Policy
Provides user-friendly guide for employees;
Supported by technology controls;
Provide flexibility for good pricing, with additional accountability for purchases.
QUESTIONS?
Bidding Parameters
7 cities responded to survey
3 Cities require quotes on purchases $500 or less;
1 City require quotes on purchases $1,500 or less;
3 Cities require quotes on purchases $2,000-$3,000 or less;
Examples
Over 75% of all expenditures are above $500 for various departments
Limited vendors
Delay in completed projects