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Item 4BCity of Southlake, Texas MEMORANDUM October 12, 2005 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 October 18, 2005 4A. Mayor's Report 1. Proclamation for Domestic Violence Awareness Month. The Mayor will present a proclamation to Linda Pitchford and Denise Farrell of Open Arms Home, Inc., for Domestic Violence Awareness Month. 4B. City Manager's Report 1. Recognition of Metroplex Parks Rodeo participants. Parks Maintenance staff accomplished a fourth place finish in the TRAPS rodeo for regions 2 and 3. The competition included participants from 24 cities including Arlington, Fort Worth, and Denton. This was our staff's best finish to date and representative of the professionalism and expertise within the division. 2. DFW Parks and Recreation Directors Award for Innovations in Programming. The Community Services Department also received the 2005 Innovations in Programming Award from the Dallas Fort Worth Parks and Recreation Directors Association. The award was presented for the Department's physical challenges awareness training program which involves each staff member spending a day in a wheelchair while performing their work duties. Participants are also asked to visit Town Hall and at least two parks and then provide a brief written summary of their experience. The program is designed to create a new understanding among staff members of the challenges faced by citizens who are disabled and identify opportunities to improve service levels. Community Services staff will make a brief presentation and present the award to the Mayor and City Council at your upcoming meeting. Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council meeting Oct. 18, 2005 Page 2 of 11 4C. SPIN Board Report Wendi Carlucci, SPIN Neighborhood #12 will be present at the meeting to report on SPIN activities. 4D. Financial Report. Drafts of the financial statements as of Sept. 30, 2005 are included in your packet. The statements are considered draft because there are outstanding invoices for year -end activity we will not receive for another 30 to 45 days, as well as accrued revenues not received as of September 30. Contact Sharen Jackson with questions on this item. 5A. Approve the minutes for the October 4, 2005, regular City Council meeting Contact Lori Farwell with questions on the minutes. 5B. Approve the 2005 -2006 Interlocal Agreement for Metroport Teen Court. The interlocal agreement between the Cities of Southlake, Colleyville, and Grapevine will continue the funding of the Metroport Teen Court program. This joint venture created the process through which juvenile misdemeanor offenders are offered an alternative to the criminal justice system. This alternative allows the teen defendants the opportunity to assume responsibility for their actions by involvement in the judicial process and community service in order that their offenses will not be recorded. The interlocal agreement outlines the Metroport Teen Court Program and also outlines the development of the Metroport Teen Court Advisory Board, the Metroport Teen Court Budget Advisory Committee, and the roles and responsibilities of each of their members. The agreement also authorizes the City of Southlake to employ a full -time Teen Court Coordinator, provide office space for him/her and collect revenues from the other participating cities in order to maintain the program. Each participating city, as its contribution for participating in the Metroport Teen Court Program, shall pay to the City of Southlake $21,215 upon commencement of the agreement. The City of Southlake's FY 2005 -06 adopted budget included this amount. Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council meeting Oct. 18, 2005 Page 3 of 11 Contact Sharen Jackson with questions on this item. 5C. Approve the appointment of Jim C. Blagg as Assistant City Manager for the City of Southlake and authorize the City Manager to enter into an agreement for this purpose. Jim Blagg and I have come to an agreement and he is ready to begin work as Southlake's Assistant City Manager on October 31. Mr. Blagg has extensive experience as a public sector professional, and I am confident that he will be an asset to the city's management team. We are proposing that we enter into a professional services agreement with him for the purpose of performing the duties of Assistant City Manager. Since he does not require city - provided health insurance or contributions to the Texas Municipal Retirement System, the agreement will allow us to bring him on board without the city having to incur these unnecessary expenses. Please call me if you have questions about this item. 5D. Approve the appointment of Rick Smith as the Director of Public Safety for the City of Southlake. Rick Smith has successfully performed the duties of the Director of Public Safety on an interim basis for the past six months. During that time he has demonstrated strong leadership to the DPS employees and has been an effective member of the senior management team. He enjoys the work in Southlake and has agreed to stay. I am interested in appointing him to the position based on his demonstrated wisdom, strong work ethic, commitment to the city, and professionalism. Please call me if you have any questions about this item. 5E. Approve the appointment of Steve Polasek as the Director of Community Services for the City of Southlake. As you may know, over 90 applicants submitted resumes for this position. Fifteen were asked to provide additional information and five were selected for interviews. Steve Polasek demonstrated his readiness for the position during this process, and I'm pleased that we'll be able to promote someone from within to this important position. Steve has a "can Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council meeting Oct. 18, 2005 Page 4 of 11 do" attitude, a strong understanding of the community and the services required of the department, and is excited about the opportunity. Please let me know if you have questions about this item. 5F. Ordinance No. 480 -464a, 1 st Reading (ZA05 -117), Zoning Change and Site Plan for Baylor Family Health Center at Southlake, located on the south side of East Southlake Boulevard, approximately 550 feet east of Byron Nelson Parkway at 155 Pecan Creek Drive. Current Zoning: S -P -1 Detailed Site Plan District. Requested Zoning: S -P -1 Detailed Site Plan District. SPIN Neighborhood #9e. This item has returned to the City Council to request removal of the condition requiring execution of a reciprocal parking and access agreement before a certificate of occupancy could be permitted. The applicant was unable to reach an agreement with the owner at the southwest comer of Pecan Creek Drive and East Southlake Boulevard. There are no other changes requested. The Planning and Zoning Commission recommended approval (4 -0) as presented and subject to the site plan review summary. Contact Ken Baker or Dennis Killough with any questions on this item. 5G. Consider excusing members of the City Council and of the Planning and Zoning Commission for absences from meetings. Commissioner Vernon Stansell was absent from the October 6, 2005 Planning and Zoning Commission meeting. 6. Public Forum. Sonya Green and Dan Leal with the Children's Advocacy Center for Denton County will be in attendance to speak during public forum. They want to introduce themselves and present their organization's priority issues to Council. 7A. ZA05 -086, Site Plan for Lot 3, Players Circle Addition, located on the south side of West Southlake Boulevard at the intersection of West Southlake Boulevard and Meadowlark Lane. Current Zoning: C -3 General Commercial District. SPIN Neighborhood #16. PUBLIC Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council meeting Oct. 18, 2005 Page 5 of 11 HEARING. The applicant for this item has not submitted new plans. Alternative designs for the privacy wall are expected prior to the City Council meeting and will be included in the staff's presentation. Contact Ken Baker or Dennis Killough with questions on this item. 7B. ZA05 -080, Revised Site Plan for Southlake Corners — Retail Building "H," being legally described as Lot 2A, Block 1, Farrar Addition, located at 260 N. Kimball Avenue. Current Zoning: C -3 General Commercial District. SPIN Neighborhood #8. PUBLIC HEARING. A revised building elevation is included in your packet. The following changes were made: 1. Extending the length of the articulated wall; 2. Adding store front glass panels to the south half of the west fagade and the east third of the north facade; 3. Adding awnings to east portion of the north facade to match the other facades. A variance to the pitched roof requirement for buildings 6,000 square feet or less is requested. This building floor area is 5,984 square feet. The Planning and Zoning Commission approved the item (6 -0) subject to revised site plan review summary #1, dated August 15, 2005; granting the variance for the pitched roof and accepting the applicant's willingness to extend the end caps as shown on the site in order to break the long straight look of the wall. Contact Ken Baker or Dennis Killough with questions on this item. 7C. Resolution No. 05 -056 (ZA05 -116) Specific Use Permit for a Mass Gathering Event at Gateway Church, located at 2121 East Southlake Boulevard. Current Zoning: CS Community Service District. SPIN Neighborhood #8. PUBLIC HEARING. This is the second annual Fall Festival to be held at the Gateway Church on Thursday Oct. 17 from 6 to 9 p.m. Last year's festival did not require a mass gathering SUP because the attendance was expected to remain under 1,000 people, but following the event the estimated attendance was at 4,500 people. Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council meeting Oct. 18, 2005 Page 6 of 11 They expect a similar attendance this year. The event will have bounce houses, petting zoo, games and refreshments. They will have approximately four off -duty officers directing traffic and approximately three off -duty officers on the grounds. The Village Center Shopping Center and adjoining commercial properties will be utilized for over -flow parking if necessary. The Planning and Zoning Commission recommended approval (5 -0). Contact Ken Baker or Dennis Killough with questions on this item. 7D. ZA05 -104. Concebt Plan for Cimmarron Acres Addition. located at the northeast corner of Pearson Lane and West Southlake Boulevard. Current Zoning: C -2 Local Retail Commercial District. SPIN Neighborhood #15. PUBLIC HEARING. This is the City's property located at the northeast corner of W. Southlake Boulevard and N. Pearson Lane. The applicant is proposing an approximate 18,000 square feet retail building. A variance for driveway spacing on Pearson is requested. The Driveway Ordinance requires 250 feet and the applicant is proposing 230 feet. The Planning and Zoning Commission recommend approval (6 -0) subject to the plan review with the following conditions: • granting the variance for driveway spacing; • applicant's agreement to place a monument saying " Southlake" at the Southwest corner of the property; • applicant's agreement to maintain the ditch that runs along the west property line; • applicant's agreement to work with staff on the location of a property line wall, considering the sewer /water line along the north side of the property; • the final decision on the exact number of parking spaces is deferred until site plan approval; • this concept plan approval does not grant final approval of the proposed building elevations and design; and • applicant's agreement to move the dumpster location to the northeast side of the property. Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council meeting Oct. 18, 2005 Page 7 of 11 Contact Ken Baker or Dennis Killough with questions on this item. 8A. Ordinance No. 480 -DDD, 1 st Reading, An Amendment to the Comprehensive Zoning Ordinance No. 480, as amended, as it pertains to Section 16, MF -1 Two Family Residential District. The applicant owns 723 — 725 Cherry Court zoned MF -1 - two family residential district. He is requesting this zoning text amendment. The zoning text amendment Mr. Halim is requesting is to facilitate subdividing his duplex located at 723 -725 Cherry Court along the party -wall between the two units. The amendment includes language allowing a zero -lot line provision, with approval of a concept plan, which would allow a lot line to run along the common interior party wall of a duplex building to allow subdivision of the lot and building. The Planning and Zoning Commission recommended denial (5 -0). A super - majority vote of the City Council is required to approve this item because of the recommendation for denial by the Planning and Zoning Commission. Contact Ken Baker or Dennis Killough with questions on this item. 8B. Ordinance No. 480 -468, 1 st Reading (ZA05 -103), Zoning Change and Development Plan for Westwyck Hills, being approximately 43.5 acres located at the 1300 and 1500 block of Randol Mill Avenue and the 2000 block of Morgan Road. Current Zoning: AG Agricultural District, RE Single Family Residential Estate District, and SF-IA Single Family Residential District. Requested Zoning: R -PUD Residential Planned Unit Development District. SPIN Neighborhood 912. This project is located between Randol Mill Avenue and Morgan Road. There are 41 residential lots proposed on 44 acres. The density is 0.93 DU /Gross Ac. and 1.06 DU /Net Ac. The average lot size is 0.82 acres and there is 4.85 acres of open space or 11 percent of the gross land area. The primary issues discussed at the Planning and Zoning Commission hearing were a proposed street connection onto Morgan Road and drainage. Several residents did not want the street connection to Morgan Road and were concerned about exacerbating their current drainage problems. Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council meeting Oct. 18, 2005 Page 8 of 11 The Planning and Zoning Commission recommended approval (6 -0) subject to development plan review summary with the following changes: • granting the variance of the 10' Type `B' bufferyard along the future FM 1938 portion of Randol Mill Ave; • granting the variance of the public street right of way width and pavement width; • not granting the variance of the side walks but giving the developer the right to a five foot pedestrian easement; and subject to the following: • providing a cul -de -sac on the Morgan Road access; • providing a third party independent study of the preliminary drainage plans; • providing a report to the council on those plans and the third party independent study; • providing review of construction plans before construction will begin; • providing a meeting with the Cross Timber Hills HOA president and members; • requiring the developer to explore the option of a horizontal boring on the eastern side of the development for the purpose of tree preservation; • recommending the city consider a three -way stop sign at the intersection of Morgan Road and Randol Mill Avenue; • the developer considering the advantages of a berm on the south side of the property; • requiring an architectural stone wall feature in the drainage area on the southeast corner of the property; and • requiring a tree survey on the southeast detention buffer area indicating what trees will remain and what trees will be cut down. Cheatham and Associates is reviewing the applicant's drainage study and is expected to have the results prior to the City Council meeting. The City's engineering staff and the developer have on -site visits scheduled with some of the affected homeowners and the Cross Timber Hills HOA officers prior to the City Council meeting. Contact Ken Baker or Dennis Killough with questions on this item. 8C. Ordinance No. 480 -469, I` Reading (ZA05-109), Zoning Change for property located at 1583 Randol Mill Avenue, being approximately 1,804 square feet, described as a portion of Tract 1F, Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council meeting Oct. 18, 2005 Page 9 of 11 J. Childress Survey, Abstract No. 253. Current Zoning: AG Agricultural District. Requested Zoning: SF- lA Single Family Residential District. SPIN Neighborhood 412. This item and the following agenda item are zoning changes needed so that the zoning districts will match on two small parcel of land that are being swapped as part of the Westwyck Hills development (previous item). The Planning and Zoning Commission recommended approval (6 -0). Contact Ken Baker or Dennis Killough with questions on this item. 8D. Ordinance No. 480 -470, l' Reading (ZA05 -110), Zoning Change for property located at 1581 Randol Mill Avenue, being approximately 0.48 acres, described as a portion of Lot 4, J. Childress No. 253 Addition. Current Zoning: RE Single Family Residential Estate District. Requested Zoning: SF -lA Single Family Residential District. SPIN Neighborhood 412. This item and the previous agenda item are zoning changes needed so that the zoning districts will match on two small parcel of land that are being swapped as part of the Westwyck Hills development (item 813). The Planning and Zoning Commission recommended approval (6 -0). Contact Ken Baker or Dennis Killough with questions on this item. 9. Agenda Items No. 9A through 9K. The resolutions in your packet will formally appoint members to the various Boards, Committees, and Commissions. Contact Lori Farwell with questions on this item. 9L. Resolution No. 05 -055, Appoint members to the Tax Increment Reinvestment Zone No. 1 Board. This resolution reappoints three City Council members (John Terrell, Greg Jones, and Virginia Muzyka) to a two year term, and also appoints a new CISD representative. The CISD appointment expired this year, but with the resignation of Board Member John Nussrallah from the school board, CISD has recommended that Board Member Sherrie Williams represent CISD as the Council appointee. Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council meeting Oct. 18, 2005 Page 10 of 11 TIRZ appointments are an annual agenda item after the City Council elections in order to manage the appointments to the TIRZ Board of Directors. Contact Ben Thatcher with questions on this item. 10A. Consider SP05 -258, Conditional Sign Permit for The Shops of Southlake, located at the southeast corner of South Carroll Avenue and F.M. 1709. This is a comprehensive conditional sign permit proposal that addresses the major entry features, monument signs, attached signs and window signage. The major points of the original proposal are as follows: • three major entry features, 30 feet tall - 2 on Southlake Boulevard and 1 on Carroll Avenue; • two monument structures 1 foot taller than permitted by the sign ordinance - 1 on Southlake Boulevard and 1 on Carroll Avenue; • criteria for attached signs based on tenant size and distance from the street; • criteria for window signs and rear entry signs; • criteria for banner signage on light fixtures within the development; • sign color and letter construction. Since the last City Council meeting the applicant has agreed to make the following changes: • two major entry features 20 feet in height; • three monument signs compliant with the sign ordinance; • maximum letter and logo height from 36 inches to 18 inches on shops closest to Southlake Boulevard; • maximum letter and logo height for minor anchor tenants further off of Southlake Boulevard were changed from 60 inches to 42 inches which complies with the sign ordinance; A revised set of regulations and exhibits will be presented at the City Council meeting. 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 Oct. 18, 2005 Page 11 of 11 11A. Public Works Management Study presentation. David Eisenlohr with Maximus will make a presentation during the worksession on Tuesday on the Public Works Operations Division Management Review. Your packet contains the final report. Charlie Thomas and I are available to review the report with you prior to Tuesday's meeting. Please contact me or Diana Smith if you would like to set up a time SKY Staff Direct Phone Numbers: Baker, Ken, Director of Planning, 748 -8067 Farwell, Lori, City Secretary, 748 -8016 Hugman, Kevin, Director of Human Resources, 748 -8193 Jackson, Sharen, Finance Director, 748 -8042 Last, Greg, Director of Economic Development, 748 -8037 Polasek, Steve, Deputy Director Community Services, 748 -8021 Smith, Rick, Interim Director of DPS, 748 -8108 Thatcher, Ben, Assistant to the City Manager, 748 -8005 Thomas, Charlie, Deputy Director Public Works, 748 -8089 Yelverton, Shana, City Manager, 748 -8001