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Item 4BCity of Southlake, Texas MEMORANDUM April 12, 2006 TO: Honorable Mayor and Members of City Council FROM: Shana K. Yelverton, City Manager SUBJECT: Agenda Item Comments and Other Items of Interest for City Council Meeting April 18, 2006 4A. Mayor's Report. Note that Mayor Wambsganss will be out of the country and unable to attend the meeting. Mayor Pro Tem Keith Shankland will chair the meeting. 1. Recognition of the Citizens On Patrol (COPs), the Citizens Emergency Response Team CERT) and Fire Rehab Volunteers are an important aspect of the operations of the Department of Public Safety. This recognition will allow us to publicly thank the volunteers and to highlight their contributions. 2. Proclamation for Child Abuse Prevention Month A representative from the Alliance for Children will be present at the meeting to accept the proclamation. 4B. City Manager's Report. 1. Information Technology Alignment Study presentation. Dave Dobat with Credera and David Eisenlohr with Maximus will make a presentation during the worksession on Tuesday on the IT Alignment Study. The final report will be provided at the meeting. The findings and recommendations have already been used to identify initiatives that can be completed prior to the end of this fiscal year, as requested in the mid -year budget amendment. Your approval of the budget recommendations will provide for immediate implementation, allowing us to maintain the momentum of the project. Jim Blagg and Gary Gregg are available to review the report with you prior to Tuesday's meeting. Please contact Kim Bush if you would like to set up a time. Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council meeting April 18, 2006 Page 2 of 24 4C. Financial Report. A detailed quarterly financial report for the period ending March 31, 2006 has been provided to you in your packet. The report includes a quarterly financial review, the investment report, and a capital improvement project update. A brief presentation of the highlights will be made at the meeting. Please contact Sharen Jackson with questions on this item. 4D. Library Board Report. Your packet includes a written report. No formal presentation is planned for the meeting. 4E. Local Business Report. President/CEO of American Backyard, Dino Luckino, will be making the presentation. Consent Agenda Information. In addition to the written materials we normally provide as part of your packet, you will now also be able to access the power point presentations we have prepared for consent agenda items. These presentations include voice tags. By simply clicking on the "audio" link on the agenda, the power point slides will pull up and you will be able to watch a presentation on the item. Of course, we will continue to provide these presentations during your meeting upon request. Please let us know your opinion on this new aspect of the packet. If you find this option helpful, we will be glad to continue it as part of the packet process. Although it is not terribly cumbersome, there is a little extra work involved so let us know what you think. If you do not find it useful we won't continue the practice. If you encounter any trouble with the technology, contact Gary Gregg or Ben Thatcher. 5A. Approve the minutes for the April 4, 2006, regular City Council meeting. The minutes are included in your packet. Contact Lori Farwell with questions on this item. 5B. Consider excusing members of the City Council and the Planning and Zoning Commission for absences from meetings. Councilmember Greg Jones was absent from the April 4, 2006 City Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council meeting April 18, 2006 Page 3 of 24 Council meeting, and Al Morin was unable to attend the Planning and Zoning Commission meeting on April 6, 2006. Contact Lori Farwell with questions on this item. 5C. Appoint two City Council members to participate in the Bicentennial Park Planning Work Group. Staff has proposed a work group to help guide the master planning and schematic design work for Bicentennial Park, to include two Councilmembers. The workgroup — which will also include three representatives from the Park Board, two members from the Southlake Baseball Association, and city staff — will work with Schrickel Rollins and Associates to provide input during the planning and design process. We will also involve other Bicentennial Park users. It is our intention to provide plenty of opportunity for input from interested parties. Please contact Steve Polasek with questions on this item. 5D. Authorize a contract for a Library Automation System with Polaris Library Systems. The FY 2005 -06 budget included funds $20,000 to purchase a new automation system for the Southlake Public Library. This system is the cornerstone of library functions, including material check out/in, materials inventory, library user account information, etc. The replacement of the system will result in a more efficient system requiring less maintenance and support. The memo from Library Administrator Kerry McGeath outlines the advantages of the system for current library operations, as well as the new opportunities created. The cost of the system is $51,369 to be paid over two years, but the city should realize some savings in support costs with its implementation. Over the coming five years, it is estimated that the new system can be implemented for $10,000 less than it would cost to run the existing system for the same period. Please contact Rick Smith or Kerry McGeath with questions on this item. Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council meeting April 18, 2006 Page 4 of 24 5E. Authorize a Professional Services Agreement with Graham Associates for design of North White Chapel Boulevard from Highland Street to State Highway 114. This contract is the first step in moving forward with the reconstruction of North White Chapel Boulevard from just south of the Highland intersection to SH 114, as funded in this year's Capital Improvement Program. You may recall that this is a four lane divided roadway segment, with a trail on the west side of the street, estimated to cost approximately $1.7 million. Graham Associates completed the preliminary engineering on this project, including the development of schematics and ROW needs. This contract would be for final design of the project. The total engineering fee is $120,242, which will be paid through the CIP. Please contact Bob Price with questions on this item. 5F. and 5G. ZA05 -151, Preliminary Plat for Lots 2R1 through 5R2, Block 1, Stonebridge Park Addition, located at Stonebridge Lane and West Southlake Boulevard. Current Zoning: S -P -2 Generalized Site Plan District. SPIN Neighborhood #15 and 5G. ZA05 -152, Plat Revision for Lots 2R1 through 5R2, Block 1, Stonebridge Park Addition, being a revision of Lots 2 through 5, Block 1, Stonebridge Park Addition, located at Stonebridge Lane and West Southlake Boulevard. Current Zoning: S -P -2 Generalized Site Plan District. SPIN Neighborhood #15. Items 5F and 5G are platting items needed to accommodate the recently approved zoning and concept plan for Stonebridge Park Addition. The preliminary plat is required because there are significant changes to the previously approved plat (lots, street alignment and extension of utilities). There is an existing plat on the property, so we will also have to process a plat revision following approval of the preliminary plat. Think of the plat revision as the final plat. The concept plan approval provided for reduced ROW and pavement widths that are now reflected on the plat. As such, no variances are needed for these items, and no other variances are requested. Since the proposed plats conform to our subdivision regulations and the Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council meeting April 18, 2006 Page 5 of 24 zoning /concept plan, they are considered "clean" and have been placed on the consent agenda for approval. The Planning and Zoning Commission approved both items (5 -0) on April 6, 2006. Please contact Ken Baker or Dennis Killough with any questions or comments about these items. 5H. ZA05 -170, Plat Revision for Lots 7R1 and 7R2, Block 1, Timberline Estates, being a revision of Lot 7, Block 1, Timberline Estates, located at 220 Timberline Lane. Current Zoning: SF-IA Single Family Residential District. SPIN Neighborhood 915. This plat revision will provide for two single family lots with average lot sizes of 2.50 acres. No variances are requested. Please contact Ken Baker or Dennis Killough with questions on this item. 5I. ZA05 -136, Plat Vacation for Sandlin Estates, save and except the right -of -way dedication for Shady Oaks Drive, located at 400 West Chapel Downs Drive. Current Zoning: SF -20A. SPIN Neighborhood 910 Prior to filing the final plat for Sandlin Manor (a 21 -lot residential development approved last year), a plat vacation for Sandlin Estates must be approved. This plat vacation will remove dedications — save and except ROW dedication for Shady Oaks Drive -- and any deed restrictions that were filed as part of the original Sandlin Estates plat. This is necessary because the approved preliminary plat for Sandlin Manor does not remove these requirements. While the final plat for Sandlin Manor currently shows the dedication of the needed ROW for Shady Oaks Drive, it has not yet been approved. As such, this agenda item wording incorporates the "save and except" language to ensure that we retain the ROW dedication for Shady Oaks. Your approval of the consent agenda with this language ensures that the ROW is retained. Please contact Ken Baker or Dennis Killough with questions on this item. Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council meeting April 18, 2006 Page 6 of 24 5J. Resolution No. 06 -019, (CP06 -001) Land Use Plan Amendment from Low Density Residential to Medium Density Residential for approximately 29.85 acres located at 945 and 985 Randol Mill Avenue and along the north side of Gifford Court for proposed Palomar Estates. THIS ITEM IS TABLED TO THE MAY 2, 2006, CITY COUNCIL MEETING. Staff had anticipated this item being ready for your consideration at the upcoming meeting and advertised it. We have placed it on the agenda so that anyone tracking the item's progress through our system will know that Council is not considering it on April 18. Contact Ken Baker or Dennis Killough with questions on this item. 5K. Ordinance No. 480 -482, 2 " Reading (ZA05 -169), Zoning Change and Development Plan for Johnson Place located at 2440 Johnson Road and 430 Randol Mill Avenue. Current Zoning: AG Agricultural District and SF -lA Single Family Residential District. Requested Zoning: R- PUD Residential Planned Unit Development District. SPIN Neighborhood 415. PUBLIC HEARING. THIS ITEM IS TABLED TO THE MAY 2, 2006, CITY COUNCIL MEETING. This item is being tabled at the request of the applicant. Please call Ken Baker or Dennis Killough if you have any questions. 7A. Ordinance No. 894. 2 " Reading_ to cancel the Mav 13. 2006. General Election and to declare each unopposed candidate elected to office, and providing an effective date. PUBLIC HEARING. Subchapter C of Chapter 2 of the Election Code authorizes a governing body to declare each unopposed candidate elected to office and to cancel the election. Since the two candidates were unopposed and there were no write -in candidates, Council may cancel the May 13 General Election. Contact Lori Farwell with questions on this item. 7B. Ordinance No. 889 -A, 2 " Reading, amending Ordinance No. 889, amending Fiscal Year 2005- 06 Annual Budget. PUBLIC HEARING. A detailed presentation was made during the last Council meeting on each of the requests. Highlights of the proposed amendments include: Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council meeting April 18, 2006 Page 7 of 24 • Staff projects that we will end the year with $574,861 revenues over expenditures, bumping our undesignated fund balance in the General Fund to approximately 32.65 %, upon adoption of the proposed amendments. It is our intention to transfer any excess over our 25% target to the Strategic Initiative Fund at the beginning of the FY 2006 -07 fiscal year. • General Fund revenues have performed very well for the first half of the fiscal year, warranting an increase in our projections of $940,000. • Proposed additional expenditures for the General Fund include: • Wireless Network Project - $32,488 • IT Alignment Study (Phase I implementation) - $173,000 • Payroll Processing (Outsourcing) - $22,576 • DPS Promotional Process - $29,000 • Pre - Disaster Mitigation Grant Match - $10,000 • Underground Utilities (Shops of Southlake) - $220,000 • City Branding - $20,000* • Total cost of proposed additional expenditures in the General Fund is $507,024. • Utility Fund revenues are proposed to be increased by $500,000. Staff is proposing an expenditure to continue replacing aging transponder equipment, a cost of $223,813. Upon adoption of these amendments, the fund will have 70 days of working capital, well above the target of 65 days. • Proposed amendments to Park Dedication Fund expenses are for schematic design for Bicentennial Park, $62,500. • Staff is proposing to fund a Fleet Coordinator out of the Vehicle Replacement Fund. Cost for the remainder of the year is $26,100. Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council meeting April 18, 2006 Page 8 of 24 • SPDC Fund amendments total $103,625, for nature center asbestos abatement and the Bob Jones Park loop road. We appreciate your consideration of the proposed amendments. Please contact Sharen Jackson or myself with questions on this item. *Note on city branding initiative. The amended budget includes $20,000, which when combined with the currently budgeted $6,000 provides for $26,000 for the branding initiative as described by the Leadership Southlake team. You may recall that the team's information included a normal project time frame of approximately 18 months at a cost of approximately $60,000. The $20,000 budgeted is for the work that is realistic for the remainder of this fiscal year but would not provide completion of the project by the 50 anniversary celebration. Greg Last has met with the Leadership Southlake team to evaluate the feasibility of accelerating the project. He has provided a memo summarizing the various issues prior to the second reading of the budget amendment. We just want to make sure that the Council's expectations are clear with regard to this important project. Contact Greg should you have any questions, comments or suggestions regarding this initiative. 7C. Ordinance No. 585 -C. 2nd Reading_ Tree Preservation Ordinance and Technical Manual. PUBLIC HEARING. The primary purpose of the revision is to implement several key recommendations of the Southlake 2025 Plan in order to tie the environmental policies of the Plan to tree preservation requirements. The memo from Ken Baker provides details on the proposed changes to the ordinance, including those made since first reading. As you know we have worked extensively with the City Attorney's Office on this ordinance. We will need to brief you on the legal issues during executive session. Staff has also worked with both developers and neighborhood groups to identify issues and concerns and answer questions. Additionally, a survey was conducted of the penalties levied Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council meeting April 18, 2006 Page 9 of 24 by adjoining communities in the metroplex. The survey results summary is included in the packet behind Ken's memo. Please contact Ken Baker with questions on this item. 7D. Ordinance No. 480 -485, 2 " Reading (ZA06 -025), Zoning Change for 400 South White Chapel Boulevard. Current Zoning: AG Agricultural District. Requested Zoning: SF-JA Single Family Residential District. SPIN Neighborhood 914. PUBLIC HEARING. The applicant is requesting SF-IA zoning on the property, with plans to develop a residential lot of 2.415 acres to build a new home on the site. This plan for the property, located at 400 South White Chapel Boulevard, is consistent with the other developments in the area. Note that a single -lot plat showing has been included in your packet for informational purposes, but requires only administrative review. The Planning and Zoning Commission approved this plan as presented (5 -0) at the March 23, 2006 meeting and City Council approved the item on first reading on consent agenda. Contact Ken Baker or Dennis Killough with questions on this item. 7E. Ordinance No. 480 -486, 2 " Reading (ZA06 -034), Zoning Change for 2787 Ridgecrest Drive. Current Zoning: AG Agricultural District. Requested Zoning: RE Single Family Residential Estate District. SPIN Neighborhood #3 . PUBLIC HEARING. The applicant is requesting SF- IA zoning on the property, with plans to develop a residential lot of 5.52 acres to build a new home on the site. This plan for the property, located at 2787 Ridgecrest Drive, will result in a much larger lot than the other home sites in the area. Note that a single -lot plat showing has been included in your packet for informational purposes, but requires only administrative review. The Planning and Zoning Commission approved this plan as presented (5 -0) at the March 23, 2006 meeting and City Council approved the item on first reading on consent agenda. Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council meeting April 18, 2006 Page 10 of 24 Contact Ken Baker or Dennis Killough with questions on this item 7F. ZA06 -001, Revised Site Plan for White Chapel Methodist Church, located at 185 South White Chapel Boulevard and 175 East Southlake Boulevard. Current Zoning: CS Community Service. SPIN Neighborhood #9w PUBLIC HEARING. The purpose of this request is to provide for the expansion of the church campus. The church is: • Replacing an existing single -story classroom wing with a two -story classroom and fellowship building; • Adding a two story classroom at another location; • Adding a wedding chapel near the pond; • Adding 81 additional parking spaces. They are also requesting approval of the existing portable buildings as permanent structures on the campus. Recall that a special exception use permit was approved allowing the portable buildings to remain until June 24, 2007 There are several variances that are being requested, as outlined in the staff memo and review summary, including 1) height of steeple, 2) articulation, 3) roof materials, and masonry requirements (for portable buildings). Justifications for the variances have been submitted by the applicant as shown in attachment C. The Planning and Zoning Commission recommended approval (5 -0) subject to Site Plan Review Summary No. 3, granting a height waiver to allow the requested 61 foot steeple, granting the requested variances to articulation and roof material requirements, and allowing the classrooms as temporary buildings until June 24, 2010 (granting the variance to the masonry requirements). Please contact Ken Baker or Dennis Killough with questions on this item Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council meeting April 18, 2006 Page I 1 of 24 7G. ZA06 -002, Plat Revision for Lot 1R, Block A, White Chapel Methodist Church Addition, being a revision of Lot 1, Block A, White Chapel Methodist Church Addition, located at 185 South White Chapel Boulevard and 175 East Southlake Boulevard. Current Zoning: CS Community Service. SPIN Neighborhood 99w. This plat revision assembles about 23.35 acres for a single lot for the church, incorporating property located to the east of the original church site and addressing the realignment of Pine Drive. The Planning and Zoning Commission recommended approval (5 -0), subject to Plat Review Summary, No. 3. Please let Ken Baker or Dennis Killough know if you have any questions on this item. Note that staff has continued to explore options with Mr. Tom Stephen regarding the following items for Bicentennial Plaza. Steve Polasek contacted Schrickel Rollins to assist us with developing some design guidelines that could be incorporated into an agreement between the City and Mr. Stephen. We have also explored some options with our attorneys regarding land needs for this project. As of the date of this memo, we have not had any success in finding a resolution. We will continue to work toward reaching an agreement. In the meantime, the items are listed on your agenda and will come to you as previously presented. 7H. ZA05 -146, Site Plan for Bicentennial Plaza located at 410 West Southlake Boulevard. Current Zoning: C -2 Local Retail Commercial District. SPIN Neighborhood 910. PUBLIC HEARING. This property is located at the northeast intersection of the Bicentennial Park entrance and West Southlake Boulevard. The applicant has submitted two plans for the City Council to consider. The first plan was a proposal to rezone the property to SP -1 to allow for approximately 12,550 square feet of retail floor space and the near term construction of 20 off - site parking spaces and a driveway within the adjacent Bicentennial Park property. Also, an additional 24 off -site parking spaces within the park property are shown for future construction. This plan is dependent upon approval of a separate access and parking agreement between the City and the property owner. The second plan for consideration was a proposal to develop approximately 11,340 square feet of retail with no off - street parking. Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council meeting April 18, 2006 Page 12 of 24 The site plan proposed under the current C -2 proposes approximately 11,340 square feet of retail floor space with no off -site parking spaces on the park property. This plan is subject to City Council approval and execution of an access agreement for use of the Bicentennial Park driveway. The following variances are requested under the alternate C -2 revised site plan: • Parking —67 spaces required -requesting 10% reduction or 60 spaces; • Masonry — concrete tilt wall with a stained finish as shown on the building elevations; • Driveway Spacing — minimum of 250 feet required for right -in /right -out drives - 80 feet and 219 feet proposed; and • Driveway Stacking — minimum of 50 feet required - 22 feet proposed. The Planning and Zoning Commission recommended approval (6 -0) on February 23, subject to the site plan review summary #3 dated February 17; noting that the S -P -1 zoning and site plan is preferred; approving the alternate C -2 zoning revised site plan; and granting the requested variances. Contact Ken Baker or Dennis Killough with questions on this item. 8A. Ordinance No. 480 -481, 1 st Reading (ZA05 -146), Zoning Change and Site Plan for Bicentennial Plaza located at 410 West Southlake Boulevard. Current Zoning: C -2 Local Retail Commercial District. Requested Zoning: S -P -1 Detailed Site Plan District. SPIN Neighborhood #10 Under the proposed S -P -1 zoning, the primary site plan proposes approximately 12,550 square feet of retail floor space and construction of 20 off -site parking spaces and a driveway within the adjacent Bicentennial Park property. An additional 24 off - site parking spaces within the park property are also shown for future construction. This plan is dependent upon approval of a separate access and parking agreement between the City and the property owner. The proposal appeared before the Park Board and received a favorable recommendation. The following uses, regulations and variances are proposed under the S -P -1 zoning and site plan: • There shall be a side yard setback of not less than ten feet along the east boundary; • concrete tilt -wall with a stained finish as shown on the building elevations; Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council meeting April 18, 2006 Page 13 of 24 • Parking— 72 parking spaces required -requesting 10 % reduction or 65 spaces; • The following variances to the Driveway Ordinance No. 634 are requested under the S- P -1 site plan: o Driveway Spacing — minimum 250 feet required for right -in /right -out drives - 80 feet and 219 feet proposed; and Driveway Stacking — minimum 50 feet required - 41 feet proposed The Planning and Zoning Commission recommended approval (6 -0) on February 23, subject to the site plan review summary #3 dated February 17; noting that the S -P -1 zoning and site plan is preferred; approving the alternate C -2 zoning revised site plan; and granting the requested variances. Contact Ken Baker or Dennis Killough with questions on this item. 10A. ZA05 -128, Preliminary Plat for Bella Lago being Lot 10, Block 1, Harbor Oaks, and Tract 5 in the R. Price Survey, Abstract 1207, and being approximately 13.09 acres, located at 2970 Burney Lane. Current Zoning: AG Agricultural District. SPIN Neighborhood 93. You will recall that this plat was submitted with the request for SF-IA zoning on the property. The zoning was denied, but the plat has never been withdrawn by the applicant. It does not conform with the underlying AG zoning. The Planning and Zoning Commission recommended denial (5 -0) at its April 6, 2006 meeting. Please contact Ken Baker or Dennis Killough with questions on this item. lOB. Consider SP06 -223, Variance to Sign Ordinance No. 704 -B for Watermere at Southlake to be located at 2809 West Southlake Boulevard. Watermere at Southlake, formerly known as Watermark, is requesting a development sign with dimensions that exceed ordinance specifications. The applicant is requesting a variance of the maximum sign height (5 feet is allowed, 15 feet is requested), maximum sign area (32 square feet per sign face allowed, a one - sided, 160 square foot sign is requested), and time of installation (ordinance allows following Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council meeting April 18, 2006 Page 14 of 24 approval of developer's agreement, applicant is requesting to install it prior to approval of developer's agreement). The sign will be used as a pre- marketing effort to determine interest in the facility, as articulated in the permit application. By way of comparison, the development sign for Southlake Town Square is 152 square feet (10 feet -1 '/z inches X 15 feet -'/z inch) and is approximately 13 feet -11.5 inches tall. Please contact Ken Baker or Dennis Killough with questions on this item. 10C. Authorize a Residential Developer's Agreement for Estes Park, Phase III, a 40 -lot addition, located west of North Carroll Avenue and south of East Dove Road. There are two unique issues with this developer's agreement. First, developer agreements are normally approved following the approval of the final plat. The final plat for Estes Park Phase III is scheduled for consideration by the Planning and Zoning Commission on April 20, 2006. As such, your approval of this developer agreement should be subject to approval of the final plat. Second, the developer is proposing to meet park dedication requirements by utilizing credits granted as part of The Cliffs at Clariden Ranch developer agreement. (You will recall that the developer dedicated just over 13 acres in excess of required park land as part of that development and the developer agreement allows the excess to be used for other projects.) Other than these two items, the agreement is a standard agreement for the installation of public streets, on -site public water line, on -site public sanitary sewer line, and on -site public storm drain line. Please contact Bob Price with questions on this item. 11A. P lacement of longhorn cattle statues within City parks as part of the Southlake Stampede public art exhibit. During your last meeting, Park Board Chair Mary Georgia presented information about this special project and sought Council's endorsement. It was clear that City Council Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council meeting April 18, 2006 Page 15 of 24 approves of the project and is excited about it being a part of the 50 Anniversary celebration. The next step is to market the program and the longhorns. Marketing materials will include the placement of the statues. Councilmember Terrell has asked us to place this item on the agenda so that Council may provide staff general direction on the appropriate locations for statues. Upon receipt of your direction, marketing materials will be finalized. Contact Steve Polasek with questions on this item. OTHER ITEMS OF INTEREST 1. The Log Cabin Committee is finishing their work on the report to City Council and had originally planned to make a presentation at your upcoming meeting. Due to scheduling conflicts, the Committee report has been rescheduled until May 16th in order to allow for presentation to the full Council (the Mayor will be absent during the April 18th meeting and Virginia Muzyka will be absent at the May 2nd meeting). 2. Complaint regarding Utility Billing division Most of you are aware that residents on the far north side of Southlake recently received delinquent payment notification on their water accounts in error. It is our understanding that many never received their water bill, didn't pay as a result, and when the account became delinquent, the system generated the notifications. We are researching the issue, but believe that the issue resulted from a mail delivery problem. We are working with the residents of the affected area to adjust their accounts and eliminate penalties assessed to their accounts. Sharen Jackson has asked SPIN representative Cara White to assist us in getting information to the residents of the area encouraging them to contact her with questions or concerns. Sean Leonard is reviewing the postal situation. Several residents in the area, including Ms. White, have indicated the mail delivery is an ongoing problem. As such, Sean is planning to "test" mailing options to determine the best way to ensure those residents receive their bills in a timely manner. We are also encouraging residents to take advantage of the bank draft option we offer. Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council meeting April 18, 2006 Page 16 of 24 As you know, we have put considerable effort into improving the utility billing and related public works processes over the past two years. Attached is a memo from Sharen Jackson outlining the progress that has been made, but I would like to highlight a few key areas: • Management of the division was strengthened two years ago when Sean Leonard was assigned the responsibility of overseeing the day -to -day operations of the division. He is extremely detail - oriented and has a strong track record of improving the court operations and managing systems with high customer interface; • Extensive work has been done to inventory the equipment used to account for water usage, and the city has now implemented a systematic process for replacing aging transponders. This work is critical for billing accuracy. • We have major technical challenges with our billing software. We have been able to work around some of the issues, but desperately need a different billing package to ensure absolute accuracy and efficiency. The IT Alignment Study has confirmed our problems with the system and we have recommended new software evaluation and selection as part of the mid -year budget request. • When you approved the contract for an internal audit, the first project I assigned to the auditor was a review of the Utility Billing Division. His high level review resulted in a number of recommendations that we are now working to implement. (Sharen's memo details the recommendations.) It is likely that we will work with him in the future to continue to refine our process, to include not only billing issues, but also the pieces of the process attributable to the Public Works Department. I will be happy to discuss the progress we have made with the Utility Billing Division with you. Additionally, you can contact Jim Blagg or Sharen Jackson with any comments or questions. Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council meeting April 18, 2006 Page 17 of 24 3. House Bill 914 - Conflicts Disclosure Statements As presented at your March 21 meeting, House Bill 914 requires you to complete Form CIS under certain conditions. Please see the attachment entitled "Guidelines for filing conflicts disclosure statements" for a synopsis of the bill requirements from our city attorney and Form CIS. Please see the City's website home page for a list of current vendors to determine if you have a conflict (http: / /www.ci.southlake.tx.us/ finance / Vendors - Active %2004- 06- 06.pdf). The Bill requires you to file the statement with the City Secretary not later than 5:00 p.m. on the seventh business day after the date you become aware of the facts that require the filing of the statement. Contact Lori Farwell with questions on this item. 4. Cliffs at Clariden Ranch Environmental Assessments. Due to a history of on -site dumping the developer of the Cliffs at Clariden Ranch was required per "Attachment A" of the Developer Agreement to provide a Phase I and Phase II environmental site assessments (ESA) to be presented and reviewed by the Parks Board prior to acceptance of park land. The developer, Terra Land Developers, provided the ESA and the Parks Board reviewed the data at their January 9, 2006 meeting. The Board recommended use of a third parry consultant to further examine the information as submitted. The City contracted with the engineering firm of Freese and Nichols, Inc., to review the process by which the ESA was performed, as well as the resulting data. Freese and Nichols completed their assessment and indicated that further examination of soil and water samples may be warranted to better assess the potential for concentrations of volatile organic compounds and polycyclic aromatic hydrocarbons. At the March 13, 2006 meeting the Board indicated a desire for the additional review and testing of volatile organic compounds and polycyclic aromatic hydrocarbons as recommended by Freese and Nichols. Mr. Paul Spain with Terra Land Developers agreed to have Rone Engineering perform the work and the City received a copy of the addendum report on Monday, April 3, 2006. The test results indicate no VOC's or SVOC's were present in the soil or groundwater samples. Freese and Nichols were also provided a copy of the addendum report and concurred with the findings. The Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council meeting April 18, 2006 Page 18 of 24 Parks Board voted (6 -2) to approve the results of the Phase 11 ESA and Addendum Report at their April 10, 2006 meeting. 5. Reminder City offices will be closed Friday, April 14 in observance of Good Friday. 6. Open Government Workshop in Austin on June 2, 2006. TML will be offering elected and appointed city officials on Open Government Workshop that will not only fulfill the Senate Bill 286 training requirement, but go well beyond the minimum requirements to provide an in -depth understanding of open government. Lori Farwell and I are planning to attend. If you would like more details or to sign up, please contact Lori. Attachments • Memo from Sharen Jackson concerning utility billing • HB 914 Guidelines and forms SKY Staff Direct Phone Numbers: Baker, Ken, Director of Planning, 748 -8067 Blagg, Jim, Assistant City Manager, 748 -8601 Farwell, Lori, City Secretary, 748 -8016 Hugman, Kevin, Director of Human Resources, 748 -8193 Jackson, Sharen, Finance Director, 748 -8042 Killough, Dennis, Senior Planner, 748 -8072 Last, Greg, Director of Economic Development, 748 -8037 McGeath, Kerry, Library Administrator, 748 -8384 Polasek, Steve, Director Community Services, 748 -8018 Price, Robert, Public Works Director, 748 -8097 Smith, Rick, Director of DPS, 748 -8108 Thatcher, Ben, Assistant to the City Manager, 748 -8005 Yelverton, Shana, City Manager, 748 -8001 City of Sourthiake, T"as NIENIQRAN April 11, 2006 10: Shama Yclverton, City Manager FROM: Sharexr Jackson, Finance Director SUBJECT. Utility 1E31ling Below is a brief summary of the steps city staff has taken to address issues in the utility billing division: In 2004. Lire Cltility billiti{ di � slnn ]gad 1 00% irimover ir) staff.. Two of thrue were terrrrina in FLs bruary 2004 and the other retired in January 200 In March 2004, the city added anew position "Utility fulling and _Nlunicipal Court to provide higher level day-to -day uvYxsigbt of operations. Dui to the previous utility billing staff data entry errors and the lack of an inventory system of meters/transponders from Public Works operations, star was imccr Gain of the accuracy of information in the billing system as it related to the equipmrm (metersltransponderz) throughout the community. In July 2004, the city aired Freeze and Niebols to complete a city -wide field inventory of the equipment in the city to ensure accuracy of the billing. data - The inventory was completed in July 2005. In August 2005, std completed a conversion between the imentory data and our billing system to ensure each billing acccunt had the proper equipment assigned in the system. Currently, we have approximately 900 resideritial and 1200 cnminercial accounts out of 9,00 D accounts that public works operations is working on outstanding issues (i.e. addresses, cor&rming meter /tiransparrder numbers, etc.) Our current sofwarc New World is an extremely poor system. and we continue to have issues with the system On several occasions staff has worked k� ith New World customer services division on auLstandirig issues. In 2004 Finance Executive tear met with New World C4lstomvr Service Executives to discuss our dissatisfaction with their program. New World rcpresen-'atives were very candid that the best we could expect every from the New World utility billing software package was a "B" product. Staff hired Torre Bradford, computer prngra±n3ner, to assist us with Imhriological challenges posed by New World Systerns to streamline the reporting component of New World. Torn Bradford also assisted with addressirg issues as part of the drainage utility system project. + fn 2005, we improved internal controls by eliminating open access for manual adjustments to billing accounts. In eariv 1.990's the city implemented an electronic meter reading system.. Unfo.•mnatel.y, staff at the time raid na - }t cieaL2 a charige out plan for the transponders as fbe equipniml icached its life span of 10 year, In 2005 staff= began a- 4gressively addressing the issue: to date o cr 2,500 transponders have hen replaced. The mlc °ear budget xi,endnlent included $223.813 tliat will allow staff to replace an additional 16DO trairsponders by the end of September 3Cr, 2006. The total cost of the program is estlimeud to he $859,30 - which we v,611 addi - ess in the Shana Yelverion, City Manager April 11, 2006 next two fiscal years_ Finance created a replacement schedule for transponders through 2016 and public works operations will continue to update the plan as transponders am replaced. Utility billing was the first topic for Internal audit/process. The following are recommendations from the review: o Evaluate, design and implement- executivc dash boardloperational/ trend reporting; o Develop a business continuity strategy for water ureter reader, formalize i n ter]ol agreements with other cities for Tracc system, develop and test of business continuity strategy for Orion system; o Create a closed loop reconciliation process between public works and utility billing 1) meter inventory (2 inch or less) 2) transponder inventory 3) Develop a crnss- departmental coordination process to identify, capture and track meters larger than 2 inches o Evaluate meter reading vebicle environment for the housing of the trace server o Develop day to day - written procedures for public works meter reading processes and utility billing processes o Develop a public works' inventory m=agerrmenl process o Evaluate the possibility of designing reports to assist utility billing in day to clay operations * In 2004, staff' began coordinading process improvement efforts to ensure that information flows from Building Services to Utility Billing (i.e. septic to sewer permits). Beginning in 2004 utility billing stopped the penalty process on delinquent accounts clue to soffivare concerns. In 2006 the software glitches were corrected and staff began implementing the delinquent payment notification and penalty process. The City of Southlake penalty process is similar to most surrounding cities with the exception currently use )rave arr additional step (notification) to residents prior to disconnecting their sen�ice. Most cities send the delinquent notification via mail and any outstanding balances after the payrncrrt date on the delinquent notice will immediately r -eceive a reel tag (notice of disconnected service). However, the city process includes a yellow tag to residents with an outstanding balance after the payment date vn the delinquent notice with 24 -hour notice to pay outstanding balance to prevent discormection of service. The items listed above do not include all improvements in the division but it is intended to give a brief summary of the tremendous effort staff given to improve the division. I asn available to discuss any items in more detail. G M E LEMS 0R FILLNV CVJ IL SdR.°TS li 4 I OS UR 1.M STA TEAM IM o. The following municipal afcers are required to file conflicts disclosure statements: 1. = and members of ft g9vezning body of a murdcip 2. city rn=agers and city administrator; 31 beard anal commission members appointed by the mayor or members of the goveruimg body; 4 directors of 4A and 4B dcvelopmeut corpnratious, directors of local. gover=eat corporations; and 5. the mmfi - VI , directors or managers of 4A and 4B &- mlopment Mrparaticw. WHAT: A, nzu>t icipal officer must ale a confli discloses statement (Dorm CT'3). This form is' available online at vnvw ethics.s#ate.t:c and a copy is a�tta.claod to this deHM The farm. is fairly self- eltplanatory. Question No, 3 requirel the Mnicipal ai�cez tea (I) - aame the person or business with wham the City is contracting or consift ng doing business and -Yvith whom the 4f6cer nr the €aficees family member has an a loymeut or oftr business rolationship and/Ox (2) disclose the name of a person deslaibed in (1) if the offim or family member has received $3.50 or rriore, in gifts, other th= food, lodging, ttmav, orentertainuaenty from the person in the 12 preceding months. Qnesfon Nu - 4 rimes the oiRou to descn'be the ernploYmcnt or "business refationsbip with the person listed in Qucstion 3. The farm must be sigued,Mder trsth- '4 N -, A municipal ofcer must file the I'orm CIS n ot later flim 5.00 p.m, 011 the seventh business day after the date eaa which the officer homes aware that a poison or business has contracted wilb the municipality ar the rnu (; Pality is considering doing blasioess with the person and 1 . the officer or tte offimes tinnily member has an mnpIoYmVnt Or IOUOness 10,a unship that results in table, inromke'wjffi a person w ho has contracted with the City clr with wham the City is conside7 ng drying business; or 2, the officer or the off'icbes family m.embear has received and accepted one oz mores gifts with an aggrega� value of $250 iu the pzecedi.ng 12 =11LB from a person who r—oudttcts business or is being cor>stdered for business with, the City. NOTE, Gifts of food, t lodging and eratertai eut to a City officer or family member do not require the Officer to film a conflicts disclos= staterz mt. A `family mg mbee' is a. Person related to then municipal officer with= the fist degree by conSauguinity (blood) or a.ffira y (marriage) which mr-ludes a sgause, father, motlxer, son, dauglxter, f er- ha-law, :>nvtlaer - and son -in -law, and stepson c, s daughter. W:S�sayaailCrl tB er $ill4}9JsttWI a[ A "contraact" includes a pnrobase order, a sale of goods or services or an interest iu real property. ThLere b 110 minimum dollar amormt which triggers the requir+ememt to hie a FORM C1S. The detern fining factor of whether a staitemnt mist biv filed tams on whether an Qfficer or a =inber of the off'icer's family receives taxalle inc ome from a person or business who has a cotrtract with the City or -with whore the City is cnn&idming doing buinesa or from an agmt of r,wh a person or business. IWEM IRX: The local government officer must file the form with the City *s records aft .in trator, most Udy the City Secretary or the City Clark. F,WCi CEIVi T, , n failure to f (, the required statement is a Class C misdemeanor punsbable by a fine not to Mceed $500 It jz a defense the off= files the recpu-ked st &cement within seven clays afvx receipt ofnoti.oe of the violation - F1 AlVIP £3F. SMATIONS IN WHICH A DISCLOSURE STA.TETvMN'I° SE BE MED: 1, A City council member's wife is an enaplvyee of TXU and the TXU is exec lfing, a franchise agreement with the City. Z. A m=ber of the pla g acad ,zoning oa sisn is an fl statute f XU and if Te is ex cGu ing a franchise agre =ent win the City. It is pluolnase, eiecM Ity from T J, the p an d zoning comn #ssicmer mgt ale a. di.sc10sure statemaut. 1 The City Manager's son works for Office D t, and Office Depot bas glfbmimd a bid far the annual sale of office sugplies to the City. 4. A momb r of the board of a►djustmettt is aaa a layee of an a.acomt'ng firM who pm Ta=s services fin to City. 5. The father - -jn jaw of a council moraber is an air wnditivning cozatractoT who quaHes for amergy ef6'inent rebates from the City f Wstgamg energy efficient egtdpment in a resident's home, 6. The wife of a member Of the parks board of a City is a school teacher far the independent school district witb whicb the City bas several interlocal agreements- W, Tj.y0vslcb 1 4HB 914�Hcuse B11L419 Attauhmat= 01 180+6,d0a LOCAL GOVERNMENT OFFICER FORM CIS CONFLICTS DISCLOSURE STATEMENT (insirucUonsforciomplatingati-dfilin4this form W'� pro Un the This is the notice In the appro.oriate lor,@i governmental wility thal the OFFICE LIS E ONLY following loca I govercimpnt of h,,4F; bpronle aWare of farts that require the officer to file this statement in -3CCGI'danca with Ghapter 1 176, 1-rical Dale PecAkvAd Government Code, N ame of Local Government Officer 21 Office Held Name of person described by Sections M.002(a) and 176.003ta), Local Government Code 4j Description of the nature and extent of employment or business relationship with person named In item 3 List gifts If aggregate value of the gifts received from person oamed in item 3 exceed S�!50 Date Gift Receivcd Description cif lift - ept Gift Did Not ftr Date G i ft R n cf i v n d D n F; r r! pton of Gift u D i c Not Accept G Pft Date Gift r eceived DLmcription of Gift Uid NotAccept Gift (attach add iliori 1 f o rms as races f ry) AFFIDAVIT I swear under p -- r � Ity u' pre-jury tol the ab st is true and wffact I acknM%le4ge that the cirrip.,iff 0, r-. !(> fl f fnerl;)4- di-fircd hy Section 170 001(2). Local Gavemmnt Code) a' a grjv5r offirmf. 1-31sD Eck,9zoled-ce that this Ftalexiient rowr5 the 12-monih perto(l desrObt.- )v 1F-.uH-.-r- 17E,'003(al(2)(f Lou!] 3overnfflenl Code Siq 2f Lon Gover-im.en. Of AFFIX N07AIqy STAMP I SEAL ABOVE Sworn 19 and Sobv before rne. by the solid this Iha day of f to certify whch, witness my hand and seat of oince Signature *f gfflrer ad rFHriistering 9AI h Printed name of olficar 2drnInIslering oath Title of of adme kstedng oath A600111d 1100MCC15 LOCAL GOVERNMENT OFFICER CONFLICTS DISCLOSURE STATEMENT S ection 1 76 (103 of tare Local Governmert Corte requires certain local government officers to file, this fcarrrr_ A "local government officer" is defined as a mamber of a governing body of a inc.aJ government entity or a director, superintendent, ad rn ifi istrotor, president, orothw person designated as the executive officer of the local grvernrrrent entity. T hi.i farm is required to be filed with the records administrator of thj ., I €kcal aov €3rrnrtrr =nit =_l entity not later than a p.m. on the seventh business day after the date on - .vhich rhp nffic.(:,�r I��.;r.rrnPS aviare of the facts that require the fling of this statement. A loyal government officer cornmits an offense if the officer knov. ingly violates Si�otiori 1 1 76.003, Local Government Code. An offense under this section is r ClAr s C rr:sderueanor. Please refer to chapter 1763 of the Local Government Codc fordetaibod information regarding the requirement to file this: fern). INSTRUCTIONS FOR COMPLETING THIS FORM he faYowing numbers correspond to the numbered (boxes on the other ,side. 1. Name of Local Government Officer. Enter the name of local government officer filing this statement 2. Office Helot. Enter the name of the offtce held by the local government officer fling this statement. 3. Name of person described by Suctions 176.002 (a) and 176.003(a), Local Government Cade, Enter thre name of the person described by Section ! 76.002, Local Government Cade with whom the officer has a n employment or other business relationship as described by Section 176.003(a), Local Guvii rnment Cade.. 4e Description of the nature and extent of employment or business relatlonship with person named in item 3. Describe the nature and extent cif the rel: }tiorr:ship N the ernployment or other business relationship with the person in item .) as dP.t;r:rihed by Section 176.003(x), Local Government Code. 5. List gifts if aggregate value of the gifts received from person named in number 3 exceed $250. Li4t gilts received dr.rring the 12 - month period (described by Section I TG.003(2)( )(B), Local Government Code) by the local government officer or family member of the officer from the person named in number 3 that in the acdgrc gs)t €; E;xcsE:r d 5250 in value. S. Affidavit. Signature of local government officer A nlec 11+E2;e;0 5