FINAL AgendaREGULAR CITY COUNCIL MEETING
NOVEMBER 21, 2006
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: Coy Quesenbury, Lonesome Dove Baptist Church
3. Lean Event presentation.
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.
Executive Session.
Reconvene: Action necessary on items discussed in Executive Session.
3A. Mayor’s Report
3B. City Manager’s Report
1. Introduction of Teen Court Coordinator, Lindsey Baker
Consent Agenda:
4A. Approve the minutes from the November 7, 2006, regular City Council meeting.
4B. Excuse members of the City Council and the P&Z Commission for absences from meetings.
4C. Resolution No. 06-070, Approve a resolution authorizing expenditure of FY 2007 budgeted funds for repair of paving infrastructure through the use of an interlocal agreement with
the City of Grapevine.
4D. Resolution No. 06-071, Approve a resolution supporting a regional rail initiative.
4E. Award contract to Ariamedia Corp. for website redesign and deployment in the amount of $53,995.
4F. Authorize the City Manager to sign an agreement with Tyler Technologies (MUNIS) for the purchase of a license and maintenance agreement for the Finance, Human Resources Information
Management and Utility Billing software applications in the amount of $599,000 plus $136,636 in additional/optional services and equipment.
4G. Authorize a professional services agreement with Credera/Maximus, Inc., to provide implementation management services, including data conversion services for the Finance, Human Resource
Information Management, Utility Billing, & Public Services Operations software applications, & software selection assistance for the Public Services Operations software application.
4H. Approve the Metroport Teen Court Interlocal Agreement.
4I. Resolution No. 06-073 (ZA06-059), Specific Use Permit for a telecommunications antenna at 3700 N. White Chapel Blvd. Current Zoning: CS. SPIN #1. THIS ITEM IS TABLED TO THE JANUARY
2, 2007, CITY COUNCIL MEETING.
4J. Ordinance No. 480-509, 1st Reading (ZA06-131), Zoning Change and Development Plan for proposed Estancia at Southlake at 579 N. Kimball Ave. Current Zoning: AG. Requested Zoning:
R-PUD. SPIN #6. THIS ITEM IS TABLED TO THE DECEMBER 5, 2006, CITY COUNCIL MEETING, PER THE APPLICANT’S REQUEST.
REGULAR AGENDA:
5. Public Forum.
6A. ZA06-135, Site Plan for Lot 2R1, Block 60, Pecan Creek at 409 Byron Nelson Pkwy. Current Zoning: R-PUD. SPIN #9E. PUBLIC HEARING
6B. Ordinance No. 480-422a, 2nd Reading (ZA06-147), Zoning Change and Site Plan for Westgate Plaza at 2300 E. S.H. 114. Current Zoning: S-P-1. Requested Zoning: S-P-1. SPIN #6. PUBLIC
HEARING
6C. ZA06-103, Plat Showing for T. Easter No. 458 Addition, being approx. 1 acre located at 2300 E. S.H. 114. Current Zoning: S-P-1. SPIN #6.
6D. Ordinance No. 480-OOO, 2nd Reading, Misc. amendments to the Comprehensive Zoning Ordinance No. 480, as amended, including the following: density and use standards in the Transition
Zoning District (TZD); Specific Use Permit requirements for alcohol sales; open space management plan standards for residential zoning districts; parking variance allowance and Section
4, Definitions. PUBLIC HEARING
6E. Resolution No. 06-072, (ZA06-058), Specific Use Permit for a telecommunications antenna at 340 Miron Dr. Current Zoning: B-1. SPIN #8. PUBLIC HEARING
6F. ZA06-145, Site Plan for Vermilion Court Garden Offices, Lot 16, Block 1, Vermilion Addition, at 2840 W. Southlake Blvd. Current Zoning: O-1. SPIN #15. PUBLIC HEARING
6G. ZA06-159, Site Plan for Lot 17, Block 1, O.W. Knight No. 899 Addition at 325 E. Southlake Blvd. Current Zoning: S-P-2. SPIN #9W. PUBLIC HEARING
6H. ZA06-163, Revised Site Plan for Bob Jones Park to add the Bob Jones Nature Center, being Tracts 3, 4, 5 & 5A, R.D. Price Survey, Abstract No. 1003D; and Tracts 1 & 2 M. Mahaffey
Survey, Abstract No. 916D; at 355 E. Bob Jones Rd. Current Zoning: AG. SPIN #1. PUBLIC HEARING
6I. Resolution No. 06-074, (ZA06-164), Specific Use Permit for the sale of alcoholic beverages at Truluck’s at 1420 Plaza Place. Current Zoning: DT. PUBLIC HEARING
7A. Ordinance No. 704-C, 1st Reading, Amendment to Ordinance No. 704-B, City of Southlake Sign Ordinance.
There are no items on this agenda.
There are no items on this agenda.
There are no items on this agenda
Meeting adjourned.
Item 4C
Resolution No. 06-070, Approve a resolution authorizing expenditure of FY 2007 budgeted for repair of paving infrastructure through the use of an interlocal agreement with the City
of Grapevine
Authorization of funding for 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
Authorization of funding for Concrete Repairs
Process:
The Cities 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
Authorization of funding for Concrete Repairs
RECOMMENDATION:
Authorize expenditure of funds not to exceed $150,000 from the FY 2007 operating budget for concrete repairs under the contract with Manning Concrete
Authorization of funding for Concrete Repairs
Funding:
Funds are available
FY 07 General Fund Operating budget
Streets and Drainage Division
Questions?
Bob Price
(817) 748-8097
Item 4D
Resolution No. 06-071, Approve a resolution supporting a regional rail initiative.
Regional Activity
RTC Study
Regional Transit System Review Committee established by HB 2702 (79th Texas Legislature)
Tarrant Regional Transportation Coalition
Citizen Survey
Citizen Survey – Key Findings
Purpose:
To conduct a public opinion study on support for regional rail expansion; and,
financing options for that expansion
Conducted Aug-Sept, 2006
Citizen Survey – Key Findings
62.9% support – “to fund an expansion of the rail transit system in the DFW metroplex”
Use of Sales Tax Revenue – 61.3% favor areawide infrastructure improvements over 38.7% favoring economic development in individual cities.
Citizen Survey – Key Findings
82.3% agree – “DFW area is way behind other large metropolitan areas when it comes to efficient, modern mass transit systems.”
85% agree – “Rail would help them-even if they didn’t use it – by getting more cars off the road and making it easier to drive around the area”
Item 4D
Questions?
Bob Price
(817) 748-8097
Award contract to ARIAMEDIA CORP. for
website redesign and deployment
in the amount of $53,995
Item 4E
Website Redesign & Deployment
Unique-to-Southlake Design, Look and Feel - Branding elements to be added
Concise, Informational Home Page
Information Sections - Residents - Businesses - Visitors
Community-based Inclusion - Boards and Committees - Community Organizations - City Departments
Interactive Services - Mapping - E-mail subscriptions - Forms submittals (applications, permits, registrations, etc.) - Surveys / Polls - Community Calendar - Online
payments (future)
Anticipated Features
Website Redesign & Deployment
May 19, 2006: RFP sent for website redesign, hosting, maintenance
August 15, 2006: RFP submittals rejected by Council due to non-responsiveness of submittals and best interest of City
September 19, 2006: RFP sent for website redesign (branding elements added), hosting, maintenance
Request for Proposals Process
Website Redesign & Deployment
Qualifications (30%)
Website Development (20%)
Maintenance (20%)
Hosting (10%)
Fee for Services (20%)
Evaluation Criteria
Website Redesign & Deployment
Evaluation Comparison
Proposals evaluated and criteria ranked by Website Specialists Committee
* Based on 3-year service contract. Range for Year 1: $40K – 80K. Aggregate range by Year 3: $72K – 163K
5 = Excellent 4 = Good 3 = Fair 2 = Poor 1 = Unsatisfactory
Website Redesign & Deployment
Ariamedia – Addison, TX
- Specialize in building web solutions that require a highly creative design and advanced administrative features through a content management system
- $53,995.40 total year 1 ($54,000 budgeted) - $14,700 annual hosting / maintenance (beginning FY07-08)
8 – 12 week completion schedule (March 2007) - Branding elements will be incorporated as they are adopted
- 3-year contract with renewal options for years 4-5
Recommendation
Website Redesign & Deployment
Questions?
November 21, 2006
Item 4F Authorize the City Manager to sign an agreement with Tyler Technologies (MUNIS) for the purchase of a license and maintenance agreement for the Finance, Human Resource Information
Management and Utility Billing software applications in the amount of $599,000 plus $136,636 in additional/optional services and equipment.
Background - IT Alignment Study
The IT Alignment Study, completed in April 2006, identified improvement opportunities in four significant areas
Strategy Recommendations and a supporting IT Alignment Roadmap were developed to address the opportunity areas
The first major project in the IT Alignment Strategy Roadmap is the implementation of new software to support the Financial, Human Resources and Utility Billing functions performed by
the City
Background – Software Selection
A software selection project was initiated in June 2006 to identify the best software package to support the City’s Financial, HR and Utility Billing functions
The selection process is summarized below
Over 1500 business requirements were developed and validated by a cross section of City staff
An RFP covering the required business functionality was developed and distributed to 13 separate municipal software providers
After detailed RFP analysis was completed, 2 of the 7 respondents were invited to demonstrate their software
1 vendor, Tyler Munis, was the clear overall best fit
City staff followed up with reference checks and a site visit
Background – Software Selection
The Tyler Technologies MUNIS product was the final selection based on their high marks across all areas
Tyler Technologies, with Headquarters in Dallas, focuses exclusively on solutions for the public sector
Largest company solely dedicated to providing software and IT Services to the public sector
Publicly traded on NYSE (TYL); in business for over 40 years
Serves nearly 4,500 customers; MUNIS is used by over 1,200 customers
Local customers include City of Frisco, Mesquite ISD, Irving ISD and McKinney ISD
MUNIS installs between 60 and 70 new customers annually
Functionality & Benefits
Implementation of Tyler MUNIS will significantly address three of the four recommendations from the IT Alignment Strategy project
Implementation - Timeline
The Finance and Procurement implementation will begin in mid-December and will move into production in October 2007.
The Utility Billing implementation will begin shortly after the financial system and will also move into production in October 2007
The HR and Payroll systems implementation will begin in May and go live on January 1, 2008.
Implementation - Costs
One time implementation costs = $1,410K (see table below)
Ongoing yearly software maintenance = $67K
Ongoing yearly disaster recovery service = $14K
IT Alignment Study Implementation Phase II Strategic Initiative Fund Budget
$925,000 Purchase of the Finance, Utility Billing and Human Resource Management foundational software;
$90,000 Purchase of hardware for the above software applications;
$350,000 Implementation management for the above software applications;
$310,000 Data conversion associated with the above software applications;
The total budget for the technology infrastructure proposal phase II is $1,675,000.
IT Alignment Study Implementation
Cost v. Benefits Summary
Annual savings in labor hours 17,657
Annual savings in fte 7
Labor re-allocation $ 215,643
Cost avoidance $ 82,000
Total expense savings $ 297,643
Total implementation costs $1,410,000
Implementation recovery 4.7 years
Item 4F
Questions?
Approve a professional services agreement with Credera/Maximus, Inc. to provide application implementation management for financial/utility billing/human resource management software
applications; preparation of a request for proposal, software selection assistance, and software application implementation management for public services operations software applications;
and, data conversion for finance, utility billing, human resource management, and public services operations software applications
City Council
November 21, 2006
Item 4G
Background
Findings of the IT Alignment Study
grouped into 4 themes
Missing system functionality results in manual or inefficient business processes
Technology infrastructure is complicated and lacks critical integration between applications
Background
Current applications make reporting
and analysis difficult or even
impossible in some cases
Current foundational applications are based on out of date technology and
are hard to use
Project Scope
Agreement covers application implementation management for financial/utility billing/human resource management software applications;
preparation of a request for proposal, software selection assistance, and software application implementation management for public services operations software applications; and,
data conversion for finance, utility billing, human resource management, and public services operations software applications.
Project Summary
Credera/Maximus, Inc. Team
The team of Credera/Maximus, Inc. has experience conducting information technology selection and implementations in both the public and private sectors.
This team, in combination, brings deep local government industry knowledge, with an appreciation for the need to clearly link technology investment to constituent benefit and extensive
and proven IT implementations
Why Credera/Maximus, Inc. Team?
Understand and respect our business and community.
Have a thorough knowledge and understanding of the organization and its needs.
Know the quality and detail of the product we will get based on past experience with this team.
Have assembled the right team to meet our needs.
Project Schedule and Cost
Will begin immediately with the software implementations and the data conversions for the Finance/HR/Utility Billing Software and will be complete within 12 months; software selection
for the public services operations software will begin in December 2006 and be completed by April 2007.
Fixed price contract of $690,000 for phase II covering application implementation management services for financial/utility billing/human resource management software applications; preparation
of a request for proposal and software selection assistance for public services operations software applications; and, data conversion for finance, utility billing, human resource management
software applications.
Funds were budgeted in the amount of $775,000 in the FY2007 annual budget.
Project Schedule and Cost
Fixed price contract for phase III of the project to include the public services operations software implementation management and data conversion of $490,000.
Phase III will not be implemented until and unless Council appropriates funds in the FY2008 annual budget.
Item 4G
Questions?
Jim C. Blagg
817.748.8601
Item 4H Metroport Teen Court
FY 2007 Interlocal Agreement
Request for Renewal
Metroport Teen Court
FY 2007 Interlocal Agreement
The Interlocal Agreement is an annual agreement between Southlake, Grapevine, and Colleyville providing for the participation in and funding for Metroport Teen Court.
The Colleyville City Council approved the FY 2007 Interlocal September 9, 2006
The Grapevine City Council approved the FY 2007 Interlocal October 17, 2006.
Metroport Teen Court Defendant Referral History
Table represents a 41% growth rate from FY 2005 to FY 2006
The FY 2007 budget, as approved by City Council, reflects this growth.
Metroport Teen Court
Staff Recommendation to Council
Approve renewal of the FY 2007 Interlocal Agreement.
Metroport Teen Court
Questions?
Item 6A ZA06-135
OWNER/
APPLICANT: Pecan Creek Southlake Partners
REQUEST: Approval of a site plan for Lot 2R1, Block 60, Timarron Addition Phase 5, proposing the development of a general office building totaling approximately 7,500 square feet on
a lot of approximately 1.112 acres.
LOCATION: The property is located at 601 Zena Rucker Road.
ZA06-135
Site Data
Gross/Net Acreage: 1.112 acres
Number of Buildings: 1 general office buildings
Square Footage: 7,500 square feet
Parking Required: 30 spaces
Parking Provided: 40 spaces
Open Space: 23,385 square feet (48%)
Impervious Cover: 25,090 square feet (52%)
Previous Landscape Plan
New Landscape Plan
Previous Rendering of the Proposed Elevation
New Rendering of the Proposed Elevation
Southlake Family Medicine (Baylor) on Rucker Road
Timarron Family Medicine on Rucker Road
Villages at Timarron at Byron Nelson and Rucker Road
Village at Timarron
Approved Development Plan
Approved Development Plan
Stacking approved at 17 ft.
Site Plan
East Elevation
West Elevation
North Elevation
South Elevation
Item 6A ZA06-135
P&Z ACTION: Approved (6-0) subject to review.
Questions?
Public Works Presentation
Preliminary Utility Plan
Preliminary Drainage Plan
Questions?
Item 6D 2nd Reading - Ordinance 480-OOO
Proposed Amendments to the Zoning Ordinance
November 21, 2006
Overview of 480-OOO
Zoning Ordinance Amendments as they relate to the following:
- Density standards in the Transition Zoning District;
Increase in the variance allowance for shared parking;
Elimination of SUP requirement for sale of alcoholic beverages and clarification of related definitions; and
Open space management requirements for residential zoning districts.
Amendments to Transition Zoning District
Section 47 – Transition Zoning District:
Addition of a density limit for residential uses at 2 DU/gross acre
Elimination of “Single-family attached” dwelling unit
Amendments to Shared Parking Standards
Section 43 – Overlay Zones:
Increase in the variance allowance for the number of parking spaces required from 10% to 15%.
To qualify for a variance over 10% to the parking requirements, an applicant must demonstrate the adequacy of provided parking through the submission of a parking study.
Amendments to Regulation of Alcohol Sales
Section 4 – Definitions, Add definitions for:
Restaurant: An establishment that primarily serves food prepared in the kitchen of the same establishment for patrons and may serve alcohol with a valid Texas Alcoholic Beverage Commission
License as long as the establishment derives less than 75% of its gross revenues from alcohol sales.
Bar or Tavern: An establishment that derives 75 percent or more of the establishment’s gross revenue from the on-premise sale of alcoholic beverages.
Section 45 – Specific Use Permits
Elimination of SUP requirement for alcohol sales
Addition of SUP requirement for Bars and taverns
Section 34 – Accessory Uses
Allowance of restaurants that sell alcoholic beverages as an accessory use provided that the distance requirements set forth in Section 109.33 of the Texas Alcoholic Beverage Code are
met.
Open Space Management Plan
All residential districts: Addition of Open Space Management Plan standards for all development proposing any open space:
Guidelines for the maintenance and operation of the protected open space and any facilities located thereon;
An estimate of the costs and staffing requirements needed for maintenance and operation of the open space; and
A provision for enforcement of the open space management plan.
Item 6D 480-OOO
P&Z ACTION: Approved (6-0) for the following items under 480-OOO in the P&Z memo dated October 19, 2006:
Item 1 (a) approving only the definitions for Restaurants and Bars and Taverns; Item 3 (a); Item 5 (a); Item 7 (a) and (b) only; and, Item 8 (a) and (b).
The motion included tabling the following items under 480-OOO to the November 7, 2006 P&Z Meeting from the same memo:
Item 1 (a) definition of portable storage unit; Item 2 (a); Item 4 (a); Item 6 (a); and, Item 7 (c).
.
Item 6D 480-OOO
COUNCIL ACTION: Approved 1st reading (6-0)
Questions?
Item 6E ZA06-058
OWNER: American Tower Corp. & Southwestern Bell Wireless, Inc.
APPLICANT: MetroPCS
REQUEST: Approval of a specific use permit for a telecommunications antenna and equipment cabinet. The purpose of the request is to add three (3) cellular antennas and an equipment
cabinet, battery and utility rack on the ground within the tower compound.
LOCATION: The property is located at 340 Miron Drive.
Existing Building
Existing Cabinets
Adding Platform,
Cabinet and Battery Back up
Proposing new antenna
*No more than 3 separate equipment buildings/cabinets is permitted on a single lot.
The applicant is proposing to add a 6th equipment shelter at the facility
*The applicant is proposing that the existing plantings and screening be permitted.
Variance Requests
Item 6E ZA06-058
P&Z ACTION: Approved (5-0) subject to review.
Questions?
Item 6F ZA06-145
OWNER/
APPLICANT: Vermilion Office Park
REQUEST: Approval of a site plan for Lot 16, Block 1, Vermilion Addition, proposing the development of a general office building totaling approximately 8,970 square feet on a lot of
approximately 1.649 acres.
LOCATION: The property is located at 2840 W. Southlake Blvd.
W. Southlake Blvd
Vermilion Court
Jellico Circle
Previously Approved Concept Plan
ZA06-145
Site Data
Gross/Net Acreage: 1.649 acres
Number of Buildings: 2 general office buildings
Square Footage: Building A – 3,577 square feet
Building B – 5,393 square feet
Total – 8,970 square feet
Parking Required: 39 spaces
Parking Provided: 57 spaces
Open Space: 37,316 square feet (51.9%)
Impervious Cover: 35,514 square feet (48.1%)
Site Plan
Building A Elevations – South & West
Building A Elevations – North & East
Building B Elevations – South & West
Building B Elevations – South & West
Tree Conservation Plan
Wrought iron
Masonry
Item 6F ZA06-145
P&Z ACTION: Approved (5-0) subject to review; noting the applicant’s willingness to construct an eight foot pre-fabricated concrete wall along the northern boundary from front building
line to drainage easement, at grade.
Questions?
Public Works Presentation
Service off of 8-inch water
line in W. Southlake Blvd
Service off of 8-inch sanitary
sewer line in W. Southlake Blvd.
Preliminary Drainage Plan
Existing Channel
Constructed with the
Vermilion Subdivision
Southlake Blvd.
Vermilion Court
Questions?
Item 6G ZA06-159
OWNER: J.W. Richards, D.V.M.
APPLICANT: Providence Bank
REQUEST: Approval of a site plan for Lot 17, O.W. Knight No. 899 Addition, proposing the development of a Providence Bank totaling approximately 5,585 square feet on a lot of approximately
1.00 acre.
LOCATION: The property is located at 325 E. Southlake Blvd.
Previously Approved Concept Plan
Filed Plat of Record
ZA06-159
Site Data
Gross/Net Acreage: 1.00 acre
Number of Buildings: 1 bank building
Square Footage: 5,585 square feet
Parking Required: 22 spaces
Parking Provided: 30 spaces
Open Space: 15,466 square feet (35.5%)
Impervious Cover: 28,104 square feet (64.5%)
Site Plan
Building Elevations – North & South
*A pitched roof is required on buildings with a footprint of 6,000 square feet or less. The applicant is requesting a roof designed with a combination of pitched roof and flat roof
areas.
Building A Elevations – East & West
*A pitched roof is required on buildings with a footprint of 6,000 square feet or less. The applicant is requesting a roof designed with a combination of pitched roof and flat roof
areas.
Elevation Rendering
Elevation Rendering
Tree Conservation Plan
Landscape Plan
Item 6G ZA06-159
P&Z ACTION: Approved (5-0) subject to review; granting the requested variance.
Questions?
Public Works Presentation
Service off of 8-inch water
line in Parkwood Drive
Service off of 12-inch sanitary
sewer line in E. Southlake Blvd.
Preliminary Drainage Plan
Proposed Underground
Detention Pond
Questions?
Item 6H ZA06-163
OWNER/
APPLICANT: City of Southlake
Department of Community Services
REQUEST: Approval of a revised site plan for Bob Jones Park, proposing addition of the Bob Jones Nature Center.
LOCATION: The property is located at 355 E. Bob Jones Rd.
Area of Revised
Site Plan
Area of Revised
Site Plan
Previously Approved Site Plan
Site Plan – Nature Center Detail
Front & Rear Building Elevations
Building Elevations – South & North
Pavilion Elevations
Pavilion Elevations
Examples of ‘galvalume’ roof type
The proposed nature center has been approved as follows:
June 20, 2006 - City Council approval of Bob Jones Nature Center Conceptual Plans (7-0)
June 20, 2006 - SPDC recommendation for approval of Bob Jones Nature Center Conceptual Plans (7-0)
May 8, 2006 - Parks Board reviewed and recommended approval of the Bob Jones Nature Center conceptual plans (6-0)
Item 6H ZA06-163
P&Z ACTION: Approved (5-0) subject to review; noting the applicant’s willingness to address access issues to Miles’ property; and, granting the requested variance.
Questions?
Public Works Presentation
Service off of 8-inch water line in E. Bob Jones.
No sanitary sewer available to this site.
Questions?
Item 6I ZA06-164
OWNER: SLTS Grand Avenue LP
APPLICANT: Truluck’s Seafood, Steak, Crab House
REQUEST: Approval of a Specific Use Permit for the Sale of Alcoholic Beverages.
LOCATION: The property is located at 1420 Plaza Place in the Grand Avenue District of Southlake Town Square.
Site
Truluck’s Seafood, Steak, Crab House
Site
Truluck’s Seafood, Steak, Crab House
Harkins Theatres
Hilton Hotel
State Highway 114
Central Ave
Truluck’s
Item 6I ZA06-164
P&Z ACTION: Approved (5-0) subject to the terms of the lease.
Questions?