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Item 4BCity of Southlake, Texas MEMORANDUM January 26, 2005 TO: Honorable Mayor and Members of City Council FROM: Shana Yelverton, Acting City Manager SUBJECT: Agenda Item Comments and Other Items of Interest for City Council Meeting February 1, 2005 4A. Mavor's Report. Proclamation to the American Heart Association for "Wear Red Dav for Women." The Mayor will present a proclamation to Cindy Bollom and Brenda Ritz of the American Heart Association for "Wear Red Day for Women." The Association's campaign, Go Red For Women, encourages women to pay attention to their hearts and helps them live longer, stronger lives by reducing their risk for cardiovascular disease. 4B. City Manager's Report. No report planned. 4C. SPIN Board Report. Craig Rothmeier will be presenting the SPIN report. 4D. Library Board Report. The Southlake Library Board respectfully submits a written report for your review this month. Contact Library Administrator Kerry McGeath (481 -8378) with questions or comments regarding this agenda item. 4E. Park and Recreation Board Report. Board vice chairman Mary Georgia will be presenting the Parks and Recreation Board report. (Note that the Parknotes as well as the Senior Notes are included with your packet.) 4F. Local Business Report. Staff is waiting to receive a confirmation on the presenter for this meeting. 5A. Approve the minutes for the January 18, 2005, regular City Council meeting_ The minutes are included in your packet. Contact Lori Farwell with questions on this item. 5B. Authorize the Mayor to execute a Scope of Service Agreement with the Southlake Chamber of Commerce for 2004 -2005. This service agreement with the Chamber is basically identical to Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council Meeting, February 1, 2005 Page 2 of 11 prior years. The City budget includes $15,000 to the Chamber for a variety of services. For example: produce over 12,000 Southlake street maps, provide over 12,000 membership and community directories that include pertinent city and school district information, distribute approximately 400 relocation packets to prospective residents, host Leadership Southlake in conjunction with the City, sponsor and coordinate Southlake Oktoberfest, organize and host annual Chamber awards banquet, partner with the Economic Development department in marketing and various other projects. Contact Greg Last with questions on this item. 5C. Resolution No. 05 -008, (ZA04 -090), Specific Use Permit for a telecommunications antenna located on Lot 1R, Block 1, Carroll High School Addition located at 1501 West Southlake Boulevard. Current Zoning: S -P -1 Detailed Site Plan District. SPIN Neighborhood 416. THIS ITEM HAS BEEN TABLED TO THE MARCH 1, 2005, CITY COUNCIL MEETING. Note: This item was heard at the Planning and Zoning Commission meeting on January 20, and has been tabled until February 17, for the purpose of trying to address visual impact concerns of some of the residents. One of the residents in Park Place Addition to the south of the school, Bob Hammond, spoke at the meeting. He inferred that there was inadequate notice given to residents. Staff has been personally in contact with Mr. Hammond regarding this application since August 2004. In addition to responding to several inquiries from Mr. Hammond, the following additional notices have been provided to residents: • A City wide notification was sent for the SPIN meeting held on January 19; • Notification of the public hearing that was held on January 20, was sent by certified mail to each property owner within 200 feet of the school property on Friday January 7. • Information regarding the application has been posted on the City's website since the end of November 2004, when the application was submitted to the City. Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council Meeting, February 1, 2005 Page 3 of 11 Staff wants to assure the City Council that we continue to do everything we can to keep the public informed of this and all other applications submitted to the City. Contact Ken Baker or Dennis with questions on this item. 5D. Authorize the Acting City Manager to enter into a letter of agreement with Charles R. Kiefer to perform the duties of Interim Deputy City Manager. The letter of agreement will formalize the details of the temporary employment of Mr. Kiefer, including his assigned duties, the duration of his temporary employment, and compensation. Note that his compensation is salary only, as he requires no health insurance or retirement benefits. The agreed upon salary is commensurate with Assistant City Manager salaries in our market. As you will note by reviewing his resume, Chuck Kiefer is a seasoned municipal government professional who will be able to come into our organization and have an immediate impact. Given his experience, he will be asked to assume much of the day -to -day management of our operations, as well as assist with strategic planning, problem - solving, and the recruitment and selection of a regular, full -time Assistant City Manager. Your approval of this item will also confirm my decision to designate Mr. Kiefer as Acting City Manager if I am unable to perform my duties due to absence or disability. I am pleased to have this opportunity to work with Chuck Kiefer. With your approval, he will begin his duties on Thursday, February 3, 2005. Although he is not available to attend the Council meeting, we can arrange time for each of you to meet with him at your convenience. Please contact me if you have questions and /or concerns. 7A. Ordinance No. 882, 2 " Reading, Appointing an Alternate Municipal Judge and authorizing the Mayor to execute an agreement with the Alternate Municipal Judge and providing an effective date. PUBLIC HEARING. The ordinance and agreement are included in your packet. Contact Mayor Wambsganss with questions on this item. Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council Meeting, February 1, 2005 Page 4 of 11 7B. Ordinance No. 598 -B, 2" d Reading, Ordinance revisions establishing the Southlake Program for the Involvement of Nei,hborhoods (SPIN). PUBLIC HEARING. SPIN ordinance 9598 -A, requires that the SPIN standing committee review the ordinance on an annual basis, and make any recommendations to City Council regarding needed revisions. The last revision of the ordinance was done in 1996. The current standing committee has just finished a three -month review of the ordinance and has recommended that some minor revisions are necessary to more accurately reflect practices within the SPIN program. The main recommendation strikes out language regarding neighborhood councils. Recent SPIN practice has shown that this concept, although an effective tool early on in the establishment of SPIN, is actually more difficult to maintain now. While the standing committee is recommending that the requirement to have such councils be withdrawn, each SPIN representative is encouraged to continue to invite residents of their SPIN to serve as liaisons and to have such a neighborhood council if they are able to do so. Other minor changes to the ordinance have to do with added text clarifying various concepts in the Articles of Incorporation already in place in the current ordinance. City Council was given a briefing of the recommended revisions during the Joint City Council /SPIN meeting on January 11 and approved the ordinance on first reading at the January 18 meeting. Contact Ben Thatcher with questions on this item. 7C. Resolution No. 05 -007_ (ZA04 -106)_ Sbecific Use Permit to allow a Mass Gatherinu for the Kelly Miller Circus. The circus will take place on property located on the southwest corner of North White Chapel and State Highway lway 114. Current Zoning: C -1 Neighborhood Commercial District and AG A(ricultural District. SPIN Neighborhood 411. PUBLIC HEARING. The Kiwanis Club of Southlake is requesting approval of a fund raiser circus to be located on property at the southwest corner of North White Chapel and State Highway 114. The circus is proposed for March 30 and 31, with shows at 4:30 p.m. and 7:30 p.m. each day. A maximum of 1,500 tickets are available for each show. Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council Meeting, February 1, 2005 Page 5 of 11 The Planning and Zoning Commission recommended approval (4 -0) subject to staff summary review 91, dated January 14, and adding the following provisions to be presented to the City Council: • A traffic control plan. • The applicant will lease a water meter from the City of Southlake. • There will be an animal control officer on site during the tent raising, during break down, during the hours the circus is open, and for a minimum of a half hour before and after hours of operation. • The appropriate city staff will determine number of dumpsters and the dumping schedule that would be needed to support this event. • A lighting plan. • EMS personnel will be on site during the tent raising, during break down, during the hours the circus is open, and for a minimum of a half hour before and after hours of operation. • There will be adequate safeguards in place to keep the animals from escaping. • The animals will be treated humanely; given adequate food, water, shelter. The animals will be given adequate rest and that all of these provisions regarding the treatment of these animals are subject to the determination by a local veterinarian. The applicant has indicated to staff that they will be prepared to address these concerns and conditions at the City Council meeting. They also plan to have a representative of the circus present. Contact Ken Baker or Dennis Killough with questions on this item. 10A. Consider excusing members of the City Council and of the Planning and Zoning Commission for absences from meetings. P &Z Commissioners Mike Springer and Vernon Stansell were absent from the January 20 meeting. Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council Meeting, February 1, 2005 Page 6 of 11 IOB. Consider SP05 -023, Variance to the Sign Ordinance No. 704 -B for Albertson's located at 2201 West Southlake Boulevard. This applicant received City Council approval on January 4, for a variance to add an attached sign for the Sav -On Pharmacy. The applicant noted a conflict between the relocation of the Albertson's sign and a security camera and needs to change the arrangement of both the Albertson's and the Sav -On Pharmacy sign. Although the variance being requested is the same as the previous application, staff felt that the rearrangement of the signs was significant enough that it constituted a new sign proposal and would require approval of the City Council. The previously approved plan and the new plan are both included in the staff report. The variance requested is as follows: Sign Reg. Permitted Requested Number of Signs 1 sign per street frontage Sign for interior tenant with no street frontage Min. Letter Height 6 inches 5 '/z inches Contact Ken Baker or Dennis Killough with questions on this item. 10C. Consider SP05 -014. Variance to the Sian Ordinance No. 704 -B for Anderson's Furniture & Design Gallery located at 2140 East Southlake Boulevard, Suite R. The tenant is located in the Village Center shopping center at the northeast corner of the intersection of North Village Center Drive and East Southlake Boulevard. This is a corner lease space located in the southwest corner of the strip retail building on the east side of the center. The shop has frontage on both Southlake Boulevard and an internal driveway. An attached sign is permitted on each frontage. This is a variance for the letter height on both of the attached signs. The specific variance requested is as follows: Sign Reg. Permitted Requested Max. Letter Height 12 inches 27 inches Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council Meeting, February 1, 2005 Page 7 of 11 Contact Ken Baker or Dennis Killough with questions on this item. 11A. Southlake Sidewalk Sale Ordinance. As you may recall from the June retreat, this is a new and innovative idea proposed by staff and the Southlake Chamber of Commerce. The adoption of this ordinance would provide for administrative procedures and requirements for holding a city- wide sidewalk sale. Major aspects of the ordinance include: • City -wide event, allowing participation of all retail and restaurant businesses • Currently anticipated to be a single -day (Saturday) event • Application submitted by the Department of Economic Development • Establishes application requirements describing the event, the applicant, dates, times and duration of the event, any ancillary events, a summary of property managers and emergency contacts, and a coordinated signage summary • Event approval by City Council • Display and sale of merchandise allowed along sidewalks and in limited parking areas, pedestrian access to be maintained, display time limited to two hours prior and two hours after the event • Signage to be coordinated by applicants, limited to three types of signs 1) Participating merchant sign of two square feet, 2) Merchant Sign of six square feet, and 3) Promotional Sign of forty -five square feet Staff and the Chamber of Commerce feel that this innovative program will help local businesses with their sales. A coordinated marketing effort is anticipated to encourage significant attendance from all surrounding areas. Contact Greg Last or Stefanie Wagoner with questions on this item. 1113. Potential amendments to Sign Ordinance No. 704 -B. The purpose of this item is to discuss proposed amendments to the Sign Ordinance. These amendments are the results of concerns raised by City Council regarding the duration and size of banner signs and the allowable coverage area of window signage. The proposed amendments address the following: Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council Meeting, February 1, 2005 Page 8 of 11 • Reduce the maximum area and length of duration for banner signs; • Revise the definition for window signs; and • Reduce the area permitted, set a maximum area, and restrict the sign area for window signage The details on the proposed changes are provided in the staff memo. Staff believes that these proposed amendments will result in numerous violations throughout the City. As a result, prior to a public hearing on this item, staff desires to hold a public forum with local business owners to inform them on the proposed changes. The purpose of the meeting would be to encourage voluntary conformance. After the public forum, staff would bring the amended Sign Ordinance to City Council for consideration. Contact Ken Balser with questions on this item. 11C. Revised purchasing �policy Staff will make a brief presentation to inform Council of the proposed changes to the policy and to discuss the proposed p -card program. Once we have your thoughts and ideas, we will bring forward an ordinance to adopt a revised policy. Please contact Sharen Elam with questions on this item. OTHER ITEMS OF INTEREST 1. Tract 9B in the J.J. Freshour Survey Abstract No. 521, being on the west side of Randol Mill Avenue approximately 450 feet south of Florence Road. Each of you may have received a letter proposing development of this property into two residential lots and requesting your consideration and comments. The circumstances of this property are as follows: • Gross Land Area = ±2.2 Acres; • Net Land Area = 1.7 Acres (estimated based on proposed FM 1938 extension); • Land Use Designation = Low Density Residential (Max. Net Density = 1 du /ac.); • Current Zoning= "AG" Agricultural; Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council Meeting, February 1, 2005 Page 9 of 11 • Currently vacant; • Sewer and water are available. Under these conditions, the lowest density zoning district suitable for a two -lot development would be SF -30. The net density would be approximately 1.2 du /ac. and would not be considered compliant with the land use plan. Staff has contacted the individual and has explained the recommendations of the City's land use plan, the zoning change and platting application process, SPIN, and the approvals needed from the Planning and Zoning Commission and City Council. Contact Ken Baker or Dennis Killough with questions on this item. 2. Extension of Parkwood Drive to FM 1709. In 1997, when the City purchased the Senior Recreation Center property, The City of Southlake agreed to dedicate a 60 feet right of way for the future construction of Parkwood Drive from Bryon Nelson to FM 1709. Parkwood Drive currently stops at the intersection of Northwood Trail. This was a decision made by the City Council in response to complaints from Northwood residents. City Council delayed the decision on whether or not to allow a continuous Parkwood Drive. Recently, the Developer of the property to the northwest of the Northwood subdivision has informed the City of their wish to design and construct the balance of Parkwood Drive from Northwood to FM 1709, a distance of 950 feet. The street width will be 37 feet back to the back of the street curbs. If Council wishes to allow the extension of Parkwood Drive, the following alternatives are available. A. Allow design and construction of a cul -de -sac between Parkwood extension on the north side of Northwood Trail and create a separation between the new extension and the existing Parkwood to the south. This alternative should not Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council Meeting, February 1, 2005 Page 10 of 11 create serious opposition from the Northwood residents. The developer has expressed no opposition to this solution. B. Allow design and construction of Parkwood Drive extension attached to the existing Parkwood Drive. This alternative invites increased traffic from FM 1709 and may cause opposition by the Northwood Residents. Contact Pedram Farahnak or Ken Baker with questions on this item. 3. Attachments to my memo • CARS report SKY Staff Extension Numbers: Baker, Ken, Director of Planning, 481 -2046 Black, Rick, DPS Director, 481 -2406 Elam, Sharen, Finance Director, 481 -1713 Farahnak, Pedram, Public Works Director, 481 -2308 Farwell, Lori, City Secretary, 481 -1519 Hugman, Kevin, Human Resources Director, 481 -1952 Jackson, Malcolm, Community Services Director, 481 -1527 Killough, Dennis, Senior Planner, 481 -2073 Thatcher, Ben, Assistant to the City Manager, 481 -1433 Last, Greg, Economic Development Director, 481 -1671 Yelverton, Shana, Acting City Manager, 481 -1429 Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council Meeting, February 1, 2005 Page 11 of 11 CALL A RIDE OF SOUTHLAKE, INC. Monthly Summary of Service Provided to Seniors and Handicapped — 2004 Jan Feb Mar April May June Jule Aug Sep Oct Nov Dec Total Newly Qualified Users 1 2 3 3 7 11 1 0 1 1 0 11 Total Qualified Users 134 136 139 142 149 160 161 161 160 161 161 172 Total Volunteer Drivers 32 33 33 34 34 33 34 34 35 34 34 35 Unduplicated Users Served 14 15 16 15 25 21 17 16 18 19 15 13 Volunteer Drivers Used 16 23 18 16 22 23 18 17 21 21 22 23 Driver Vehicle Miles Traveled 890 1031 1040 815 1209 1083 982 1243 1332 1068 779 813 12285 Driver Hours 44 61 58 48 69 77 69 71 67 163 115 112 954 Van Miles Traveled 0 40 64 0 66 272 188 44 79 75 63 55 946 Office volunteer Hours 33 16 0 1 5 3 1 1 0 1 0 1 65 Trip Requests Not filled 0 0 0 0 0 0 0 0 0 0 0 0 0 Pickup Ten Minutes Late 0 0 0 0 0 0 0 0 0 0 0 0 0 One Way Trips Medical /Dental 26 126 16 16 29 31 24 28 30 30 22 21 290 Southlake Senior Center 64 10 96 87 102 125 99 84 112 71 62 54 1082 Personal Needs 17 0 4 11 24 24 16 22 18 18 22 28 212 Shopping 0 0 2 6 4 9 8 27 14 6 10 10 96 Business 0 0 20 0 0 0 0 0 0 0 0 0 0 Other Senior Centers 0 0 2 0 0 2 1 0 0 0 0 0 5 Other 0 0 27 2 12 26 16 6 14 10 10 123 Total One Way Trips 107 153 147 122 171 217 164 161 180 137 126 123 1808 Rider Groups Senior & Handicapped >54 107 145 146 121 171 214 164 156 168 123 114 121 1750 Handicapped >17 <55 0 1 1 0 0 0 1 6 6 8 0 23 Handicapped <18 8 0 0 0 3 0 4 6 8 4 2 35 Total Rider Groups 107 153 147 122 171 217 164 161 180 137 126 123 1808