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