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Item 4BCity of Southlake, Texas MEMORANDUM Wednesday, November 30, 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 December 6, 2005 Reminder that prior to your regular meeting the TIRZ Board meeting is scheduled to begin at 4:30 p.m. and the SPDC Board meeting is scheduled to begin at 5:00 p.m. 4C. Local Business Report Michael Anthony's Steakhouse, which is scheduled to open in a couple of weeks, will make a presentation at the meeting. 5A. A pprove the minutes for the November 15, 2005, regular City Council meeting The minutes are included in your packet. Contact Lori Farwell with questions or comments. 5B. Consider excusing members of the City Council and of the Planning and Zoning Commission for absences from meetings. Mayor Pro Tern Shankland was absent on November 15 and Commissioners Vernon Stansell and Robert Hudson were absent from the November 17, 2005 meeting. Contact Lori Farwell with questions on this item. 5C. Consider canceling the December 20, 2005 regular City Council meeting. Several Councilmembers have indicated that they may not be able to attend the December 20 City Council meeting because of the holiday season. A decision will need to be made by the City Council at this meeting if the meeting date is to be changed or canceled all together in order to make proper preparations. Contact Lori Farwell with questions on this item. 5D. Resolution No. 05 -066, Appoint a member to the Library Board. This item is on your agenda for consideration of the final seat on the Board. Barbara Jeppe has submitted an application for this position. Her application is in your packet for consideration. Contact Lori Farwell with questions on this item. Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council meeting December 6, 2005 Page 2 of 17 5E. Resolution No. 05 -067, Appoint members to the Public Art Advisory Committee. This committee has openings for two Councilmembers, two members of the artistic community, two citizen -at -large members, and one member of the Arts Council of Northeast Tarrant County. All existing members have submitted applications for re- appointment: Terri Messing (artistic community), Susan Bruning (artistic community), Jeane Alexander (citizen -at- large), Michael Wilson (citizen -at- large), and Phillip Kravetz (member of the Arts Council). These applications are in your packet for consideration. Contact Lori Farwell with questions on this item. 5F. Resolution No. 05 -074, Appoint members to the Log Cabin Committee. On November 15, 2005, City Council authorized the creation of a Log Cabin Committee to research and recommend a location for placement of an 1860's -era log cabin preserved by the Southlake Historical Society, as well as potential inclusion of other suitable historical features. The committee will be comprised of at least two City Council members, two Parks and Recreation Board members, two Southlake Historical Society members, two City staff (non - voting), and a maximum of seven at -large appointees designated one each by individual City Councilmembers. Resolution No. 05 -074 will provide for the appointment of the two Council members and the seven at -large members. Two representatives will be selected from the Parks Board at its December 12 meeting and two representatives will be named from the Southlake Historical Society. Also note As requested by Councilmember Morris, attached you will find the Leadership Southlake Class of 2003 -2004 advocacy project report on the restoration of the log cabin owned by the Southlake Historical Society. Included in the report is the groups' research on a site location. Contact Steve Polasek with questions on this item. 5G. Approve matching funds request from Boo -Boo's Buddies in the amount of $8,500 for Dog Park improvements The initial phase of construction for the dog park at Bob Jones Park is almost complete and includes site clearing, interior and exterior fencing, water line installation, Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council meeting December 6, 2005 Page 3 of 17 site amenities, landscaping and signage. As part of their efforts to further enhance the facility, BooBoo's Buddies raised $8,500 at the Annual Pet Celebration held on October 29. The group is requesting SPDC Matching Funds in the same amount to provide walkway connections to the dog park, flatwork at the entrance gates, and additional flatwork within the interior of the park to include the water stations and flatwork under the picnic tables and the benches. The proposed improvements would further enhance the usability of the area, reduce maintenance requirements, and improve facility aesthetics. The FY 2005 -06 SPDC Matching Funds in the amount of $200,000 are available and there have been no allocations to date. The Parks Board recommended approval (9 -0) at its November 14, 2005 meeting and SPDC will consider this item immediately prior to the City Council meeting. Contact Steve Polasek with questions on this item. 5H. Approve Change Order No. 3 in the amount of $46,159.50 with Reynolds Asphalt for trail construction on Continental Boulevard. The construction of a 6' trail extending along Continental Boulevard from the southwest corner of South White Chapel and Continental to the existing public connection near Bent Creek Drive was identified and approved as part of the FY 2005 -06 Park Dedication Fund budget ($38,000). To complete the linkage, an additional connection approximately 100 feet in length is also identified extending south from the southeast corner of White Chapel and Continental to an existing walkway. These improvements provide for the completion of a major missing connection in the City's east/west trail system along Continental. Council authorized the acquisition of necessary easements for this project at its June 21, 2005 meeting. At the September 6, 2005 City Council meeting, Reynolds Asphalt was awarded the contract for capital improvements to include street improvements, drainage projects, and sidewalk construction in the amount of $2,184,839.60. In an effort to achieve the best construction value and timely installation of the trail a change order is recommended with Reynolds Asphalt to allow for the construction of the walkways and associated drainage improvements at a cost of $46,159.50. Two change orders totaling $14,619 have been approved with Reynolds Asphalt Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council meeting December 6, 2005 Page 4 of 17 to date, remaining well below the 25% change order increase amount allowed per State purchasing laws. In addition to funding allocated within the Park Dedication Fund ($38,000), it is recommended that $8,159.50 from the FY 2005 -06 Strategic Initiative Fund for sidewalks ($200,000) be allocated for the remaining project balance. Contact Steve Polasek with questions on this item. 5I. Resolution No. 05 -072, abandoning and quit claiming an ingress/egress easement in a portion of the A.H. Chivers Survey, Abstract No. 299, being the most westerly 718.83 feet of Primrose Lane, save and except an easement for a water line. The developers of Estes Park III are proceeding with plans for development. They have acquired the most westerly two lots along the north side of Primrose Lane, an ingress /egress easement. With these two lots becoming part of the Estes Park III development, there is no need for the ingress /egress easement adjacent to them. The abandonment and quit claim will allow the easement area to be platted as part of Estes Park III. Contact Charlie Thomas with questions on this item. 5J. Authorize the Mayor to execute a residential developer's agreement for Kimball Hills, a nineteen lot addition located on the west side of South Kimball Avenue, north of Crooked Lane. This developer's agreement for Kimball Hills Addition off South Kimball Avenue includes the public infrastructure to support the 19 residential lots. The developer's agreement, also, includes park fees in the amount of $28,500 and a downstream critical structure fee of $10,055.19. Also provided is the required 8' high screening wall along the west property line and landscaping requirements for planting trees on the west end and east end of the addition. Contact Charlie Thomas with questions on this item. 5K. Authorize the Mayor to execute a partial commercial developer's agreement for Shops of Southlake, a 29.3 acre development at the southeast corner of East Southlake Boulevard and South Carroll Avenue. This partial developer's agreement includes the grading, drainage and construction of the public water and sanitary sewer. The partial agreement allows for this type Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council meeting December 6, 2005 Page 5of17 of work to begin while the 380 agreement and park fee issues are being completed. Prior to work beginning on the off -site paving, sidewalk and park site, a revised developer's agreement will be brought to Council which will address all the issues and include all work to be done on and adjacent to the site. The partial developer's agreement also include the construction of the 14' high screening wall near the south property line as approved on the site plan. Contact Charlie Thomas with questions on this item. 5L. Ordinance No. 480 -231c, 1 st Reading (ZA05 -125), Zoning Change and Site Plan for Medical Air Services on property located at 1250 West Southlake Boulevard. Current Zoning: S -P -1 Detailed Site Plan District. Requested Zoning: S -P -1 Detailed Site Plan District. SPIN Neighborhood #13. Medical Air Services Association is requesting approval of a zoning change and site plan to allow a covered parking structure for the remaining eight parking spaces on the north side of the building to match the existing fourteen covered spaces. No other changes are being proposed with the site plan. In addition to the uses, regulations and conditions of the current S -P -I zoning, the applicant is requesting the following: • Covered parking shall be a permitted accessory use as shown on the site plan. The regulations for covered parking shall follow Section 45.11 of Comprehensive Zoning Ordinance No. 480, as amended, with the following exceptions: — Parking stalls shall be 9' x 18' with 8 spaces for the proposed structure; — Structure shall not require a pitched roof, — Setback shall be 11' -4" to the west property line; — A total of 22 covered parking spaces shall be permitted (14 covered spaces existing); and — All other existing "S -P -1" zoning uses and regulations shall remain unchanged. The Planning and Zoning Commission recommended approval (5 -0) subject to the site plan review summary as presented. Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council meeting December 6, 2005 Page 6 of 17 Contact Ken Baker or Dennis Killough with questions on this item. 5M. Ordinance 480 -FFF, 1 st Reading, an Amendment to the Comprehensive Zoning Ordinance No. 480, as amended, as it pertains to the creation of the Employment Center Zoning District, new Section 49 . One of the key recommendations of the Southlake 2025 Plan has been the creation of an Employment Center (EC) and use category that provides for the development of a mixed use district along the city's premier corridor - S.H. 114. This new zoning district implements the corresponding land use category and provides a framework for development in the S.H. 114 corridor. The EC zoning district is structured the same way as the recently approved transition zoning district with respect to development regulations and approval processes. The Planning and Zoning Commission recommended approval (5 -0) as presented. Contact Ken Baker with any questions on this item. 5N. Resolution No. 05 -062 (ZA05 -123) Specific Use Permit to allow a kennel - Dirty Da Enterprises located at 2155 West Southlake Boulevard. Current Zonin(- C -3 General Commercial District. SPIN Neighborhood 98 . PUBLIC HEARING. This item is requested to be tabled until the January 3, 2006 City Council meeting. Contact Ken Baker or Dennis Killough with questions on this item. 50. Resolution No. 05 -071 (ZA05 -131) Specific Use Permit to allow sales from kiosks on property located in the Grand Avenue District of Southlake Town Square, described as Lots 4 and 5, Block 13, Southlake Town Square. Current Zoning: DT Downtown District. SPIN Neighborhood #8. PUBLIC HEARING. This item is requested to be tabled until the January 17, 2006 City Council meeting. Contact Ken Baker or Dennis Killough with questions on this item. 5P. Resolution No. 05 -057, Authorize the City Manager to enter into an agreement with Kenneth P. Horne and Associates to establish a Section 529 Colleize Investment Plan. Southlake resident Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council meeting December 6, 2005 Page 7 of 17 and financial consultant Ken Horne approached staff in regards to offering a 529 college investment plan to employees. After several meetings and review of various proposals, staff feels that this agreement will provide a benefit to City employees at virtually no cost to the City. Mr. Horne proposes to market the Tomorrow's College Investment Plan, a component of the Texas Tomorrow Fund, the state endorsed college investment plan. Employee benefits are: • The Texas Tomorrow Fund will waive the $30 annual administrative fee associated with the Plan for Texas residents; • Mr. Horne will offer Class "A" shares which have an initial sales charge but no withdrawal charges and offer lower overall expenses than class "B" and "C" shares; • Mr. Horne will waive the initial sales charge on Class "A" shares; and • Mr. Horne will conduct at least quarterly meetings with employees during non -work hours at all available city facilities. The agreement allows for an initial two -year term with one -year renewals, and a termination clause for failure to meet specified performance criteria. Although the agreement provides Mr. Horne exclusive rights to market and to sell the 529 Plan to employees, it does not prohibit employees from seeking other investment vehicles or brokers. This agreement simply provides an option for employees at low cost and easy access to a broker — at virtually no cost to the City. Staff recommends approval of the agreement. Contact Kevin Hugman with questions on this item. 5Q. Resolution No. 05 -073, Authorize the City Manager to enter into an agreement with Public Agency Retirement System (PARS) to establish a Section 457 FICA Alternative Retirement Plan for part-time, seasonal and temporary employees. Pursuant to federal legislation allowing it, the City opted out of Social Security for full time regular employees in the 1980's, paying instead into the Texas Municipal Retirement System. At the time, the legislation did not allow the City to opt out for part-time employees. The City currently pays 6.2% of each part-time employee's salary into Social Security, and the employee contributes 6.2% for a total of 12.4 %. Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council meeting December 6, 2005 Page 8of17 In 1990, Congress adopted the Omnibus Budget Reconciliation Act (OBRA) which mandates that employees must be enrolled in Social Security or an alternative retirement system. Public Agency Retirement Systems (PARS) offers a qualified alternative retirement system for part- time, seasonal and temporary employees. Under this plan, the employee will continue to contribute 6.2% and the City will contribute 1.3% for a total of 7.5% (the minimum required by law.) In addition, the City will pay administrative fees of approximately $3,600 per year. The reduced contributions by the City, after payment of fees, will result in an annual savings of approximately $11,000. The benefits to employees from enrollment in PARS versus Social Security are • PARS plan participants are fully vested in their individual accounts from day one. Social Security requires contributions for a minimum of 40 calendar quarters (10 years total) before an employee is eligible for Social Security retirement benefit. • In the event of the participant's separation from the City, the participant may receive the contributed funds as a lump sum or roll over to an IRA or other qualified plan that accepts rollovers. • PARS contributions are pre -tax dollars. Social Security contributions are post -tax dollars (income tax). The result is additional take home pay for the enrolled employees. • Contributions to the PARS plan increase account balances without limit. With Social Security, once the limit is met, additional contributions do not result in any higher benefits for the contributing participant. Staff recommends approval of the resolution authorizing establishment of the alternative retirement plan for part-time, seasonal and temporary employees. Contact Kevin Hugman with questions on this item. 7A_ Ordinance No. 480 -471, 2 nd Reading (ZA05 -108), Zoning Change and Site Plan for Lots 2 and 3, Block A, Commerce Business Park, being approximately 4.24 acres located at 275 through 325 Commerce Street. Current Zoning: I -1 Light Industrial District. Requested Zoning: S -P -1 Detailed Site Plan District. SPIN Neighborhood 97 PUBLIC HEARING. All buildings and Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council meeting December 6, 2005 Page 9 of 17 improvements are existing. No new improvements are proposed. The purpose of this request is to allow specific retail uses as permitted uses in addition to the existing I -1 light industrial uses. The Planning and Zoning Commission recommended approval (7 -0) subject to site plan review summary #1 dated October 14, 2005 including the following: • recognizing the applicant's willingness to institute a reciprocal parking agreement; • adding permitted uses that are itemized as attachment C but striking items 1 - health and physical fitness centers and gyms, 7 - sporting goods and 12 - indoor training school; and • stating that the parking would have to meet city code. The City Council approved the first reading (5 -0) subject to the recommendations of the Planning and Zoning Commission and including the following: • recognizing the applicant's agreement to meet with staff before the second reading on parking ratios and specific uses; • requiring the reciprocal parking agreement to run with the land; and • recognizing the applicant's agreement to upgrade landscaping if necessary. For retail /showroom uses, the applicant is proposing a parking ratio of 1 space per 600 square feet of floor area. All other permitted manufacturing, warehouse, office or commercial school uses shall default to the City's parking regulations. If the two buildings are divided into retail /showroom and warehouse uses, this ratio would permit up to 43,000 square feet of retail /showroom floor area with the remaining 45,000 square feet being warehouse space. The City Council tabled the second reading until December 6, 2005 with direction to propose a landscape plan to improve the appearance along Commerce Street. A landscape exhibit proposing twelve new trees having a minimum 4 -inch caliper size is included in your packet. This will result in a total of twenty -one trees along Commerce Street. The intent is to have a mix of evergreen and deciduous trees to provide color contrast. The exact tree type has not been selected yet and is being studied by the applicant's landscape designer. Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council meeting December 6, 2005 Page 10 of 17 Contact Ken Baker or Dennis Killough with questions on this item. 7B. Resolution No. 05 -069 (ZA05 -100) Specific Use Permit for a telecommunications antenna on property located at 500 North Kimball Avenue. Current Zoning: I -1 PUD Light Industrial Planned Unit Development District. SPIN Neighborhood 46 PUBLIC HEARING. The purpose of this request is to extend the height of an existing tower by 29 feet. The regulations for communication towers require that the compound equipment be screened with a minimum 8 foot tall solid screening fence, masonry wall or wrought iron fence with evergreen hedge such that it is fully screened of view from public right -of -way and residential properties. A variance was previously approved by City Council on January 20, 1998. The applicant is requesting a similar waiver of the screening requirements. The Planning and Zoning Commission recommended approval (7 -0) subject to site plan review summary; and granting the requested variance. This item appeared before City Council on November 15, 2005, and was tabled until December 6, 2005, with direction that a screening device around the equipment compound be provided. A plan showing an 8 -foot tall split face concrete block wall surrounding the compound is included in your packet. The applicant is also proposing replacement of the existing equipment cabinet with a 7 -foot tall, 3 -foot by 13 -foot cabinet. Contact Ken Baker or Dennis Killough with questions on this item. 7C. ZA05 -094, Site Plan for Lot 8, 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 416. PUBLIC HEARING. Adams Engineering is requesting approval of a site plan for a 4,505 square -foot dry cleaner and retail building on the proposed Lot 8, Players Circle Addition. A variance to the pitched roof requirement for buildings 6,000 square feet or less is requested. Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council meeting December 6, 2005 Page 11 of 17 The Planning and Zoning Commission recommended approval (7 -0) subject to site plan review summary and specifically granting the variance for the roof pitch This item appeared before City Council on November 15, 2005, and was tabled until December 6, 2005 with direction to provide an elevation that better matches the concept rendering approved with the concept plan for the Players Circle development. A new elevation is included in your packet. Contact Ken Baker or Dennis Killough with questions on this item. 7D. ZA05 -126, Site Plan For Lot 9, Players Circle Addition — Pavilion Two, located at 1953 West Southlake Boulevard. Current Zoning: C -3 General Commercial District. SPIN Nei,hborhood #16. PUBLIC HEARING. Sun Coast Architects, Inc. is requesting approval of a site plan for a 10,099 square -foot retail building on the proposed Lot 9, Players Circle Addition. No variances are requested. The architect for the project has clarified to staff that the intent is to closely match the color of the approved concept rendering. The Planning and Zoning Commission recommended approval (5 -0) subject to site plan review summary as presented. Contact Ken Baker or Dennis Killough with questions on this item. 7E. Ordinance No. 480 -473, 2nd Reading_(ZA05 -121), Zoning Change for proposed Villas Del Sol, being approximately 10.82 acres located at the northwest corner of East Highland and Sunshine Lane. Current Zoning: AG Auricultural District. Reauested Zoning: SF-IA Single Familv Residential District. SPIN Neighborhood #5. PUBLIC HEARING. HLD- Southlake Development, Ltd. is requesting approval of a change of zoning from AG, agricultural district, to SF -IA, single family residential district on approximately 10.82 acres. The Planning and Zoning Commission recommended approval (7 -0) as presented. The City Council approved the first reading (6 -0) as presented. Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council meeting December 6, 2005 Page 12 of 17 Contact Ken Baker or Dennis Killough with questions on this item. 7F. ZA05 -122, Preliminary Plat for Villas Del Sol, being approximately 10.82 acres located at the northwest corner of East Highland and Sunshine Lane. Current Zoning: AG Agricultural District. Proposed Zoning: SF-IA Single Family Residential District. SPIN Neighborhood #5. This is the plat associated with the preceding zoning change request proposing nine minimum one acre residential lots on approximately 10.82 acres. The Planning and Zoning Commission recommended approval (7 -0) subject to plat review summary with the following conditions: • requiring an entry feature wall 40 feet wide from each side of the entry street; • requiring a minimum 6 foot tall wrought iron fence with stone columns along Sunshine Lane and E. Highland Street; and • requiring a landscape plan for E. Highland Street and Sunshine Lane be presented to City Council. A landscape plan has not been provided. Contact Ken Baker or Dennis Killough with questions on this item. 7G. ZA05 -098, Revised Concept Plan for CISD No. 4 Addition, Dawson Middle School located at 400 South Kimball Avenue. Current Zoning: CS Communitv Service District. SPIN Neighborhood #8. PUBLIC HEARING. Carroll Independent School District is requesting approval of a revised concept plan to add a 36' x 36' science pavilion on the northeastern portion of the school site. The Planning and Zoning Commission recommended approval (5 -0) subject to concept plan review summary. 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 December 6, 2005 Page13of17 8A. Ordinance No. 480 -472, 1 St Reading (ZA05 -118), Zoning Change for proposed Maranatha Estates, being approximately 4.7 acres located at 1710 Maranatha Way. Current Zoning: AG Agricultural District. Requested Zoning: SF-IA Single Family Residential District. SPIN Neighborhood 412. This tract of land does not currently front on a public street maintained by the City. Maranatha Way is considered a private street and was established prior to annexation. Any new construction, platting or subdivision of this property requires that the lot(s) front a street in accordance with the City's Subdivision Ordinance No. 483, as amended. The plat for this development will be brought forth following the first reading of this item. The applicant is requesting a variance to the street frontage requirement of the subdivision ordinance as part of the plat request. The City Council's alternatives with regard to this issue are as follows: 1. approve the variance as requested; 2. accept the private street as a public street in its current condition for public use and maintenance; 3. require that a street in compliance with minimum City standards be constructed and accepted by the City prior to filing of the plat; or 4. deny the zoning and the subsequent plat; No plan is required to be submitted with a zoning change to the SF -IA, single family residential district. The Planning and Zoning Commission recommended approval (7 -0) as presented. The associated plat was approved with no variance being granted for the street frontage requirement. Contact Ken Baker or Dennis Killough with questions on this item. 9A. Resolution No. 05 -075, Authorize Notice of Intent to issue Certificates of Obligation, Series 2006. Approval of this resolution is the first step in issuing certificates of obligation and authorizes the publication of a notice in the newspaper of the city's intent to issue certificates of Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council meeting December 6, 2005 Page 14 of 17 obligation. The proceeds from the bonds will be used to fund the approved projects in the FY 2004 -05 and FY 2005 -06 capital improvement budget. The certificates are issued and approved by the adoption of an ordinance; approval is scheduled for January 17, 2005. The City would receive the funds mid February. The bond package is a total of $6,000,000 and the debt will be repaid through the city's ad valorem tax rate. Contact Sharen Jackson with questions on this item. 10A. Approve Town Square park plans and construction budgets for Plaza and State Street parks and park plans for Summit Park. As part of previous Park Board and Council action, the City accepted as public park land three tracts within the new development of Town Square. The parks, commonly referred to as Summit Park (2.05 acres), Plaza Park (283 acres), and State Street Park (3.26 acres), are being presented for Council review and approval of final plans, as well as final cost estimates for the Plaza and State Street parks. As part of the development of the Grand Avenue District, $1,000,000 from the Tax Increment Financing (TIF) Zone Number One is to be applied toward the construction of the State Street and Plaza Parks, excluding drainage costs. The developer has submitted a revised project budget totaling $1,537,759 for State Street and Plaza Parks with the additional funds needed to be paid by the developer. The developer also is responsible for expending $150,000 towards the construction of Summit Park per the Brownstones Phase I Developers Agreement. A record of final construction costs for all three of the park areas is to be provided to the city following their completion. The proposed final plans for State Street and Plaza parks carry forward the themes of the conceptual plans approved by City Council at their May 3, 2005 meeting. Proposed features of the Plaza Park include large trees, four pergolas covered with wisteria, numerous benches, trash receptacles, pavers, and a fountain located as the central feature. State Street Park would include extensive landscaping, irrigation, two lighted fountains in the pond, walking trail with lighting, benches, and trash receptacles. Construction plans for Summit Park are similar in nature to the developer's original design with variations to the trail based on grade issues, the addition of ground covers to address sloped areas, and the implementation of sidewalks and Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council meeting December 6, 2005 Page 15 of 17 street trees (Live Oaks) along the right -of -ways on Main Street and Summit Avenue. The developer has indicated that no sidewalk is currently planned along Central Avenue bordering the western edge of the park. Summit Park will include irrigation, additional landscaping, lighted trails, small pavilion, benches, and trash receptacles. The Parks Board recommended approval (9 -0) of the proposed park plans for all three parks and the construction budgets for Plaza and State Street Parks at its November 14, 2005 meeting. Staff will provide a full presentation at your upcoming meeting and a representative from Cooper and Stebbins will also be available. Contact Steve Polasek with questions on this item. lOB. Consider SP05 -306, Variance to Sign Ordinance No. 704 -B for Gateway Church located at 2121 East Southlake Boulevard. This is a variance request to allow a banner sign exceeding the maximum permitted area and width for the Gateway Church located at 2121 E. Southlake Blvd. Banner signs are allowed for 15 days. The specific variances requested are as follows: Sign Reg. Permitted Requested Maximum area of a 50 square feet 380 square feet banner Maximum width 11 feet 38 feet Contact Ken Baker or Dennis Killough with questions on this item. 10C. Consider SP05 -298. Variance to Sian Ordinance No. 704 -B for Citibank located at 535 East Southlake Boulevard. This is a variance request to allow signage exceeding maximum permitted letter /logo height for attached signs. The property is located at 535 E. Southlake Boulevard at the intersection with Byron Nelson Parkway. The specific variance requested is as follows: Sign Reg. Permitted Requested Maximum Letter/Logo 12 inches 26 inches 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 December 6, 2005 Page 16 of 17 OTHER ITEMS OF INTEREST 1. Grass Fire at Bob Jones Park. Two transformers blew during the high winds and started a small grass fire near the equestrian entrance on North White Chapel. The fire was contained quickly. There was no significant damage other than vegetation to approximately an acre of open space. Contact Rick Smith with questions. 2. Avain -flu meetinz in Arlington. On 11/28/2005, Director Rick Smith, Chief Robert Finn and DPS Analyst/Emergency Manager Ross Korkmas attended a seminar dealing with the Tarrant County Public Health Pandemic Influenza Preparedness and Response Plan. See their plan of action is listed below. Tarrant County Public Health is: • Conducting Surveillance through local hospitals, school districts and local physicians; • Utilizing the North Texas Regional Laboratory to accurately test for the avian flu virus with 24 hours; • Utilizing GIS to create maps of any infected areas; • Working with local, state and federal groups. Tarrant County Public Health will in the event of an outbreak: • Continue to work with local, state and federal groups; • Discourage expose to infected individuals; • Administer a vaccine as it becomes available; • Distribute medication as a prophylaxis: a) Amantadine b) Rimantadine; • Distribute medication for treatment: a) Oseltamivir (Tamiflu); • If the virus carries a high mortality rate, utilize containment measures. The risk from bird flu is generally low to most people because the viruses occur mainly among birds and do not usually infect humans. However, during an outbreak of bird flu among Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council meeting December 6, 2005 Page 17 of 17 poultry, there is a possible risk to people who have contact with the infected birds or surfaces that have been contaminated with excretions from infected birds. The current outbreak of avian influenza A (H5N1) among poultry in Asia and Europe is an example of bird flu outbreak that has caused human infections and deaths. In outbreak areas, people should avoid contact with infected birds or contaminated surfaces and should be careful when handling and cooking poultry. To date there have been 132 cases where transmission of H5N1 flu viruses to humans have occurred. These infections have resulted in 68 deaths (none of these are in the US or North America). It is possible that additional mutations to the H5N1 virus could arise that would facilitate human -to -human transmission. This would create circumstances favorable for a world wide pandemic in humans. The pandemic spread of H5N1 in birds is creating a greater interface with humans and increasing the opportunity for a human pandemic strain to evolve. This would most likely occur in 2005, 2006 or 2007 if it is to occur. Contact Robert Finn (817- 748 -8168) with questions 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 Last, Greg, Director of Economic Development, 748 -8037 Polasek, Steve, Director Community Services, 748 -8021 Smith, Rick, Director of DPS, 748 -8108 Thatcher, Ben, Assistant to the City Manager, 748 -8005 Thomas, Charlie, Interim Director Public Works, 748 -8089 Yelverton, Shana, City Manager, 748 -8001 Leadership Southlake Class of 2003 -2004 Advocacy Project Report Presented: April 2004 Leadership Southlake Advocacu Proiect Mission Statement The Advocacy Project for the Leadership Southlake class of 2003 -2004 is to provide a comprehensive Vision Plan to the Southlake Historical Society for the purpose of presenting research, analysis, and recommendations for preserving the history within Southlake, Texas, Project Description The Southlake Historical Society (SHS) currently has possession of the materials from a disassembled Southlake log cabin and barn that was reportedly built around 1565. Their intention is to use these materials to re- construct the log cabin with historical authenticity at an appropriate site within the city for the benefit and use of the entire community. The SHS has enlisted the assistance of Leadership Southlake to provide them with research, analysis and recommendations that will enable them to complete the project from implementation to a successful conclusion. The various aspects of the project consist of research and restoration, education, site location and fund raising. Each of these areas will be discussed in detail on the following pages. Research and Restoration Executive Summary Initially the SHS will need to establish a master plan detailing the purpose, intent and scope of the society and the specific project, and outlining the various steps and establishing an action plan to be undertaken to complete the project and fulfill the objectives of the organization and the specific initiative. It is the intention of the SHS that the log cabin be rebuilt and dedicated by the City of Southlake's 50th anniversary in 2005. The cabin is listed in the Tarrant County Historic Resources Survey of Selected Tarrant County Communities (by the Historic Preservation Council for Tarrant County, Texas) item number 87. Description: "E. Southlake Boulevard (south side, .25 mile east of South Carroll Avenue), Log Cabin Ruins, c. 1865. Reputedly built around 1865, this one -room log cabin was inhabited as late as the 1940's. Located in a stand of oak trees off Southlake Boulevard (F.M. '1709), it is presently without roof, door or windows. Constructed of quarter - notched, hand -hewn logs, the one -pen cabin has door openings on the north and south walls, and window openings on the east and west walls. Though in ruins, it is significant as a remnant of the earliest phase of building technology in American settlement of Tarrant County." Areas of consideration for inclusion in the plan: • Identification and selection of an architectural consultant • Level of historical accuracy desired • Materials to be used Maintenance and upkeep • Preservation standards • Markers and historical designation • Artifacts • Landscaping • Staffing • Financial. Assistance and Grants • Education Several resources are available for reference and information, and some of those resources have been identified herein. Architectural Consultant Some of the communities in our area that have reconstructed log cabins have utilized the expertise of local professional Bill Marquis, who has an excellent reputation for maintaining historical accuracy and preserving the authenticity of his projects, This specific project was discussed with Mr. Marquis, and he quoted an all inclusive price of $50,000 to completely reconstruct the log cabin, utilizing the materials that the Society currently have from the disassembled log cabin and barn, and obtaining other historically accurate materials to complete the project. His proposal was to transport the Society's materials to his property and complete the reconstruction there, then disassemble and transport it to the final destination and reassemble it on site. As a side note, Mr. Marquis mentioned that the barn would actually have more historical significance than the log cabin. Mr. Marquis indicated that he would complete the reconstruction with entirely historically accurate materials and processes. He estimated that it would take approximately 5 months to complete the project, but it might be 6 months before he would be available to start. He suggested that it would be best to get the project on his schedule right away if he is selected. The fee that was quoted by Mr. Marquis was significantly higher than bids that Kelli Pickard, Director of the Fort Worth Log Cabin Village ( "FWLCV ") had obtained for the complete disassembly and reconstruction of similar structures. The Society should obtain bids from other restoration professionals, including those out of state, to compare and select the consultant that best meets their needs as determined by the objectives that they establish, whether based on price, historical accuracy, ease of maintenance or ongoing costs. FWLCV is currently using a Tennessee firm to completely tear down and rebuild a two story log cabin structure and their bid was $17,000. The company that the FWLCV is using for their reconstruction is: Rustic Log Homes P.O. Box 219 Bulls Gap, TN 37711 Phone 423,638,3847 www.rusticloghomes.com The FWLCV was also waiting to receive a bid from the following: Round Top Restoration P.O. Box 225 Round Top, TX 78954 Phone 409.249,3474 Email - RegisterGfais.net Both companies have excellent reputations according to the Director of the FWLCV. The Tennessee company came in to give a bid at no charge. Other estimates for re- chinking came in from $5,000 to $10,000. When selecting a professional to restore the cabin or any other structure the following general suggestions should be considered: 1) Identify preservation professionals and consider at least three, 2) Examine qualifications or each firm or professional. Look at relevant experience. Ask them to send information concerning their experience, qualifications and personnel. 3) Interview the top three to five. Ask if there is a fee for the interview. 4) Provide a clear idea about the work to be done, a general budget, scheduling and other issues. 5) Allow at least one hour for each interview. Ask for samples of their work sixnilar to ours. The Texas Historical Commission has a list of professionals in each region: Council of Texas Archeologists (CTA) Contractors List. www.thc.state.tx.us/cta web Contractor CTA CL Frame.html The Texas Historical Commission History Programs Division will refer you to property owners or communities who successfully completed similar projects. Below are other excellent resources: Preservation Web and Preservation Sourcebook - Browse by region or company listing for architects, contractors, materials, consultants w- nrw.preservationweb.com The Preservation and Repair of Historic Log Buildings http://w Abatron Restoration & Maintenance Products Wood Restoration Materials www.Abatron.com Log Houses in America by J. Randall Cotton Old -House Journal (Brooklyn, NY) XVIII, No.1(January /February 1990) Historical Accuracy The Society will need to determine the level of authenticity that they desire to achieve in the reconstruction of the cabin. Whale complete historical accuracy would seem to be the logical objective, certain considerations need to be addressed before making that decision. Reconstruction with the historically accurate straw and mud natural mortar mixture would attract pests and require frequent (at least annual) and expensive maintenance, Bill Marquis had recommended this to the FWLCV, and had suggested using a tarp or tent to cover the cabin to protect it from the elements. Use of a concrete mortar will eventually result in cracked mortar that will allow water to seep into the logs and cause them to rot. The FWLCV has decided on a compromise and are currently in the process of taking apart and rebuilding their cabins using concrete and limestone combined with natural matter (straw, wood chips and rocks). The lime is more forgiving and will allow for shifting. Many of the current problems at the FWLCV are related to inadequate foundations (wood placed directly on the ground will rot), and /or the concrete mortar that is cracking and allowing moisture to seep into the logs. Maintenance and Upkee The FWLCV is owned by the city and the city takes care of "required" maintenance. They will blow off the roofs and replace the roofs, porches, etc., if necessary, but not with historically accurate materials. The city will use rough cedar to maintain the look, but if historical accuracy is desired the FWLCV staff must raise funds to purchase. The FWLCV annual maintenance budget is $1,200. Staffing ........................... ............................... . For the FWLCV, the city covers staffing, etc, as a line item in the city budget (2003 budget was $306,000). They have a few volunteers and two employees that are paid through the Senior Texan Employment Plan. A private non - profit support group was founded in 1999 that pays for workshops, education programs, and conservation of the artifacts in the cabins. The Society will need to determine what access will be available to the public, and will need to work with local organizations such as the Senior Activity Center to provide docents and /or attendants to monitor the public access to the facility, Artifacts Furnishings and artifacts may be donated or purchased. Photos may be reproduced for display and the originals placed in storage for protection. The Society needs to determine if there is a need for a separate viewing area for the public to enter into, and the furnishings and artifacts may be located bel a glass partition or other divider. A motion sensor arrangement could be utilized for a more authentic look and feel and to avoid the difficulty of keeping the glass clean. The use of low lighting in amber rather than white is recommended, to avoid damage to the historical artifacts on display, and because it is more similar to the natural lighting that was used in the period (fireplace glows, etc.). The lights may be on motion sensors -- if there is no motion for 20 minutes they could automatically shut off. Preservation Standards Standards developed by the National Park Service (NPS) are available with attendant guidelines on the NPS web site. These standards include: 1) Preservation - focusing on the maintenance and repair of existing historical materials and retention of a property's form as it evolves over time. 2) Rehabilitation - alteration or addition to a historic property to meet continuing or changing uses while retaining the property's historic character. This is the standard most often used for architectural historic preservation projects. 3) Restoration - depiction of a property at a particular period of time in its history while removing evidence of other periods 4) Reconstruction. - re- creates vanished or non - surviving portion of a property for interpretive purpose Markers and Historical Designation, Financial Assistance Grants and Takes The National Register of Historic Places is a federal program administered in Texas by the Texas Historical Commission in coordination with the National Park Service. Listing in the National Register provides national recognition of a property's historical or architectural significance and denotes that it is worthy of preservation. Buildings, sites, objects, structures and districts are eligible for this designation if they are at least 50 years old and meet established criteria. Plaques are available, but not required. Additional information on The Texas Historical Commission web site describes: l) Benefits of listing a property in the National Register 2) Criteria for listing in the National Register 3) Steps for nominating a property to the National Register 4) The State Board of Review 5) What is the National Register of Historic Places 6) The National Register Process 7) National Register Photo Guidelines A federal tax credit worth 20 percent of the eligible rehabilitation costs is available for buildings listed in the National Register of Historic Places. A building needs to be eligible for listing at the beginning of the rehabilitation project, but need not be officially listed until the tax credit is claimed. The Texas Historical Commission's Historical Endangered Landmarks Program (HELP) is an effort to identify, track and publicize endangered historic properties in Texas and to help communities with those properties. Help will coordinate and facilitate local efforts to preserve Texas' unique cultural heritage by providing a centralized source of information and directing available resources to endangered properties. Submit an Endangered Historic Property Identification Form. and The Texas Historical Commission will contact preservation partners in our area to develop our plan. Additional information on the HELP program includes: 1) Financial Assistance for Endangered Historic Properties 2) Technical Assistance for Endangered Historic Properties 3) HELP resource links Visionaries in Preservation Program encourages cornraurdties in historic preservation projects to look at four basic questions: 1) Where are we now? 2) Where are we going? 3) Where do we want to be? 4) Haw can we get there? Through the Visionaries in Preservation Program, communities can: • Build partnerships among diverse groups and interests • Foster preservation leadership • Develop unified preservation goals and action plans • Receive priority status for local training and assistance from The Texas Historical Commission • Enhance capability to secure grants and funds for preservation projects Any individual, coalition of supporters, or community group or association is eligibility to apply. Local governments, such as mayors and city councils, city planning departments and landmark commissions, and private nonprofit organizations are also eligible. For additional information go to the following websites: www.Tl www.PreservationDirector .com www.heritag_epreservation.org www.nthp.org (National Trust for Historic. Preservation) swro@nthp.or (Fort Worth, Texas field office of National Trust) www.oldhouse 'j ournal.com www .restorationandrenovati.on.com Landscaping At the FWLCV the Greater Fort Worth Herb Society planted and maintains an herb garden similar to those used in the period, and they also built pathways, arbors, benches, and historically accurate fencing (built with branches). They have published a booklet (available in the gift shop) about the various herbs and their uses -- it is good publicity for the Greater Fort Worth Herb Society. The Society should consider partnering with a community garden club or other organization for assistance with landscaping. Education Executive Summary The Mission Statement of the SHS is XXXXXXXX . The main purpose of the Education Campaign from Leadership Southlake is to target the local and surrounding communities and help educate them about the SHS and its significant role in the preservation of the history of Southlake. Our goal is to reach 100 % of our community and to educate them about the unique history of the great city that we live and /or work in. In evaluating the best method to achieve this goal the two most obvious obstacles include financial costs and time. The SHS would like to provide a source of information for all age groups, from school children to adults, organizations, and visitors. With that in consideration, below are a few ideas that will enable the SHS to better educate the public about its existence and achievements. Website First, it is highly recommended that the SHS need a well maintained and often updated website. Such a website would allow for the easiest form of education and communication with the citizens of Southlake. It is also the most logical way to reach the most number of people - however, the public must be educated about the existence of the website itself. Included on the website could be: • A detailed analysis about the history of Southlake • Historical time lines • Historical facts and figures • Contact information • Photographs • Oral history interviews • Research links to /from • Research local and non -local historical societies • Link to Southlake Chamber website • Local School links to /from SHS website • Local and Regional newspaper site • Link to public libraries in surrounding area Brochures and Literature • Literature on SHS available at the Southlake Library • Include Brochures in "Welcome Neighbors" and Newcomer's packets • Brochures available at HOA (Horne owner's Assn) meetings and offices + Realtors, Relocation companies and new business moving to area • Distribute at schools at all grade levels (public and private) Video Cassette • Create a short tape on history of Southlake, Provide this tape to local libraries and area schools • Sampler tape of clips of Southlake Past and Present Visibility at Public Events + Art in the Square and Oktoberfest T have a booth with interactive activities for children and young adults, copies of historical photographs and renditions for purchase. Include certain historical artifacts and furnishings on display, etc. These two events alone draw in excess of 100,000 people annually to the community. Local History Fun Fact Sheet • What was originally located on the land where Southlake Town Square is now built? • What was originally located on the land where you School is now located? • When was Southlake founded as City? • Who was Southlake's first Mayor? •__.. Who is Southlake's- current Mayor?..... -_ .... . • When was Carroll Senior High built? • Why is the Dragon our school mascot? Written communication by SHS (several sources available) • Local newspaper columns • SchooI newsletters • Southlake Scene (provided twice per year by Parks and Recreation) • Soud ake Chamber Directory + City brochures • Quarterly newsletter provided by SHS Public Speaking • School assemblies • Southlake Chamber (booth. at Market event held twice per year) • Scouting organizations • Southlake Senior Activity Center • Summer programs and summer camps It is the educational comrni.ttee's opinion that of all those avenues listed above; the SHS website would capture the largest audience and be most beneficial in terms of awareness and education, It would also provide the most economical sense in regard to on -going communication and education (once beyond 'initial set up fee). The Web Site should be a Learning tool but also relating information that SHS has to offer. In addition to being informative, it should also be easily accessible, easy to navigate and most important ....... INTERESTING. New information on a monthly basis would encourage return visits to the site and therefore be recommended to others. The following historical websites have been researched by the Education Committee. Should SHS decide that a website is their preferred method for education, some of these formats should be considered when designing the Southlake Historical Society Website. ♦ www.emmitsbur .or ♦ www.oldcolorado.com ♦ www.cl ♦ www.scottinhistory.com ♦ www .ochistorical.freeservers.com - -- -- -- - - _— ♦ www,znnhs.or� www.sandie ohistor or Most importantly, should the SHS decide that a website be a part of the educational aspect, the following information is needed to capture INTEREST and KNOWLEDGE. • CALENDAR OF EVENTS Art in the Square • ABOUT SHS History Vision. Board of Directors Press Releases From Blueprints to Buildings • EVENTS AND NEWS News releases Lunchtime with History Bites • HISTORICAL SITES Township Lakes People and Places • PRESERVING OUR PAST Join SHS Volunteer • SCHOOL RESOURCES In- School Programs History Day Online Resources Classroom Publication. Teacher Education and Feedback History Bees This Day in Southlake • Did y ou KNOW? • This day inHISTORY? • QUIZ - (geared toward Young children) • Where are they NOW • Life after Southlake? Where did they go? • Demographics • Sports • City Government Possibly the Greatest way to impact information and hopefully create interest in local historical events is through a "younger" audience. It is imperative that the SHS connect with the Southlake Schools to capture the childrens interest, This will help educate and instill an interest in our children, which are the future and will also be a part of Soud lake History. Should grade level children become involved with SHS, this will perhaps help form an interest in parents and business owners. One way to help get schools involved is to let them know what the SHS can offer the children in our community, The Southlake Historical Society was formed to preserve landmarks and to identify historical sites in the town. The SHS should also preserve books, documents and photographs relating to history of Southlake. Site Location Executive Summary This report is designed to provide guidance to the Southlake Historical Society to identify and secure a location in the City of Southlake for reconstruction of an authentic log cabin. For purposes of this report, the site would consist of one log cabin. A log barn or other authentic structures may be constructed next to the cabin at a future date. The total land requirement should not exceed 1 /z acre. This report identifies important site characteristics, identifies several locations and provides feedback received from the city. Additionally, we have provided guidance for proceeding with the city of Southlake on this project. SITE CHARACTERISTICS The Following characteristics have been identified as key components of targeting a location which would best serve the objectives of the Southlake Historic Society and the citizens of Southlake. Visibility-- The Historical Society has communicated to Leadership Southlake that visibility is most critical to the success of this project. A highly visible location. provides the best advertising for the log cabin and would . iuncrease visitation. As with commercial developments, the higher the visibility, the more difficult it may be to secure, as land values are higher. The process of obtaining a hisrhhr.....vi .qil- )Ip.... site ....... will... hP.........more .....comniicafed:....... however.... once......... achieved .......the Historical Society would likely receive a greater amount of support of Southlake to ensure its success. Historic Si icance - Direct historical significance will promote the heritage of the Southlake community and will further enhance the educational experience provided by the site. Aesthetic Setting-- Rustic and /or aesthetic surroundings will provide the best visual background for the cabin and increase visitation. Aesthetic sites will also enhance the historical and educational benefits of the cabin. Parking - There must be adequate parking in close proximity to the cabin. Securi • Security must be adequate to provide safety for visitors and prevent vandalism /fire damage to the structures. Some of the more remote areas in Southlake have been susceptible to security problems in recent years. SITES IDENTIFIED Town-S uare Park (EXHIBIT A) - Town Square Park is the most visible location identified, This location would provide a high profile setting within a very successful development. Town Square would provide excellent security and good historical significance. Town Square is a mixed use development wl-ch is primarily controlled by a private developer, Cooper & Stebbins, Securing this site would require city and developer approval, making the process of securing the land more difficult. A portion of Town Square has been master planned as a public park; however, other commercial developments have recently been considered for a portion of Town Square Park and the ultimate use of the land has not been finalized. There are other possible sites within. the Town square development north of the planned park that could be viable locations. Town Square has been identified as the preferred choice of the log cabin by the Historical Society. We recommend the Historical Society pursue Town Square Park provided that alternative sites are pursued just as vigorously. Until the ultimate use of the Town Square Park is determined, the Historical Society must pursue viable alternatives that can be achieved within a reasonable time frame. Bicentennial Park (EXHIBIT B) - The Bicentennial Park Site would provide excellent visibility and good security. There are multiple locations within the park that have been identified by the City Department of Community Services as possible locations for a cabin The site is primarily a sports complex and during .... peak times parking can be a ``problem; however, the park . `draws many recreational visitors that would explore the cabin while they are there. Bicentennial Park provides excellent historical significance as "Bunker Hill" (at the water tower) was commonly used as a campsite for wagon trains traveling west in the late 1800'x. Bunker Hill provides the highest point in Southlake which was used to spot raiding Indians by the early settlers. A log cabin project at Bicentennial could easily be expanded to include other early settler or wagon train themes. Senior Center (EXHIBIT C) - The Senior Center Site could provide decent visibility, security, adequate parking and an aesthetic setting. The land is valuable and the City has considered selling a portion of it. Additional benefits could be provided to our senior citizens resulting from children visiting the site. There is a pond adjacent to the Senior Center for aesthetics. Royal and Annie Smith Park (EXHIBIT D) - Royal and Annie Smith Park has been tentatively identified by the City Department of Community Services as a preferred location for a log cabin. The Park provides an excellent aesthetic setting and has historical significance. This park is adjacent to a Keller ISD elementary school and could easily accommodate an expanded setting with several historical buildings and structures. This site currently provides minim visibility and would need additional promotion. Old Union Elementary/ Nobel Oaks Park (EXHIBIT E) - This location provides a city park adjacent to a CISD elementary school and could be an excellent educational tool for area schools. Southlake's first school was located nearby in 1903, This site could be expanded to include a typical period old school house. Good security, parking and decent visibility is present. An aesthetic setting exists in Royal Oaks Park near the corner of Carroll and Continental. Leadership Southlake has brought this idea to the attention of the CISD superintendent, who expressed an interest in locating the cabin near a school. Bob- Jones Park (EXHIBIT F) -Bob Jones Park has a lot of land to work with and could provide a very good aesthetic setting. The park is in a remote area and has had recent security problems. PARK BOARD AGENDA The Historical Society should present this as a requested discussion item to the Parks Board. Listing it as a discussion item (not an action item) will allow the the City Community Services Department and let them know when to put it on the Park. Board agenda. The Board meets the second Monday of every month at 7 P.M. at Southlake Town Hall. The Historical Society will need to present all requests and information prior to the presentation to allow the Park Board to package it properly. The Park Board will guide the Historical Society through the process. The direct contact for that action is Steve Polasek, Deputy Director - Comrnunity Services at $17481- 558lxl543 ors olasek@ci.southlake.tx.us, The City will accommodate the Historical Society in presenting this project for discussion. CITY FEEDBACK - DEPARTMENT OF COMMUNITY SERVICES Leadership Southlake contacted Malcolm Jackson, Director of Community Services, to initiate feedback regarding locations for a historic log cabin. The following comments were received from the City staff and do not reflect any direct input from the Parks Board: Town Square - Town Square gives visibility; but there is a question whether or not the design and character is consistent with the ambience and what is trying to be achieved with Town Square in general. Further, what else can accompany it for support or to encourage it to be visited and meaningful? Bicentennial Park - Bicentennial does have Liberty Garden, but the general theme of the park at the current time is one of an active sports complex. There are question as to whether or not log cabin visitation would be frequent because of the constant struggle for parking due to the volume of sports activities, which might discourage others from visiting the park for the sole purpose of visiting the cabin. One site to consider is an open 5Qx5O area immediately south of the Community Center main offices. Another possible site is at the top of the hill near the water tower. Bob Tones Park - Bob Jones Park serves as a tranquil setting to some degree, but there are security concerns because of the remoteness of the area. There have been two arsons at the park in the last three years and it remains a concern. Royal and Annie Smith Park - Royal and Annie Smith park seems like an ideal location, but would require extra advertising to inform the public of its location until it became well known. This park has an ideal spot on the hilltop that overlooks the park and is the location of the old original farmhouse for Mr. and Mrs. Smith. It has a rock wall edged driveway that is no longer in use, but makes ........ ....... ......... ........ readied for display in a pioneer village type setting. A preserved original hand dug water well is near the home site. There is a school adjacent to the park that would add to a complete learning experience for a school visit. This area can also be envisioned having an old split -rail fence corral flower garden consistent with the early pioneer days. School children could visit as a field trip. The area is close enough to other structures to have improved security, but not so congested that it is a challenge to visit, Senior Center Site -- The cabin may fit adjacent to the Senior Center and incorporate the pond into the aesthetic view. A program with seniors telling historical stories to youth is possible. Nobel Oaks Park - There is minimal open space at this park but it may warrant consideration. Park Rankings - If listed in order of city staff recommendation, the ranking is (1) Royal and Annie Smith Park; (2) Town Square in a rustic park (should there be one); (3) Bicentennial park towards the west end of the pine trees and west /northwest of the natural preserve area west of the Liberty Garden and (4) Bob Jones Park in a rustic area of the park but near a parking lot, The Senior Center and Nobel Oaks Park were not ranked as those comments were solicited subsequent to the ranking. CONCLUSION The city expressed a high level of interest in this project and is excited the Historical Society is considering this project. Other feedback we have received from city council members, community leaders, and citizens indicate this project will be well received. There are a number of viable sites that would work very well for the cabin. The city staff and Parks Board will welcome all ideas and thoughts regarding potential sites. We recommend that the historical Society initiate dialogue immediately with the City of Southlake and the Parks Board. EXHIBITS A,B,C,D,E,F - MAPS Map of each site to be inserted as exhibits. Fund Raising Executive Summary Fund raising efforts for Southlake Historical Society (SHS) activities, including construction and maintenance of the cabin, should focus on two separate funding requirements: initial construction and ongoing operations/ maintenance, A successful fund solicitation campaign is heavily dependent upon definition and communication of the purpose of the project and the relevance to a target constituency. As a result, details of the campaign cannot truly be defined and developed until such time as other activities have been completed (e.g., research and restoration plan (including time frames) and education plan). In addition, the Society must define specific benefits that will accrue to those individuals and others being targeted. Once the "core" development activities have been proposed/ defined, the Historical Society has a number of potential funding sources on which to draw. In general, based on ease and likelihood of success, these include: Donations (individual and corporate); Sponsor /member programs; Special events; and Foundations / grants. Defining and implementing a successful fund raising campaign hinges on how well (and how consistently) the SHS communicates its vision and master plan. The message should include project description, relevance to the community, and any defined time frames. It should also reference the vision of the SHS and how projects support that vision, umn-d- raising = activities - are - not = events, — utw Il- require - the -invo vement-- - -- -__ of many volunteers on an ongoing basis, The following plan outlines the key fund raising effort considerations. Goals, Objectives, Strategies The goals and objectives of the fund raising campaign must be fully defined by the Southlake Historical Society (SHS), In general, there are two distinct goals: - To develop and implement activities that will generate capital dollars required to initiate and complete a project. - To develop and implement activities that will generate the necessary dollars for each fiscal year's operating budget. All projects will require an initial level of funding for such items as land acquisition (if needed), building materials, building construction, technology purchases (e.g,, security), etc. However, capital needs will likely not be limited to year one. Over tune, any required repair and renovation activities may require additional capital, so a key consideration should be to establish a capital reserve fund to accommodate unplanned expense requirements. Before commencement of any campaign, certain requisites must be met. First and foremost, a successful campaign must be supported by a documented, quality communications plan. This plan should incorporate the mission and vision of the Southlake Historical Society, including a "why we exist" perspective. It must also define why the SHS needs financial support, including plans, benefits, costs, etc. Among the questions to be answered are the following: - What community interest is being addressed? - Who will benefit from this program.? - Is it targeted as an education program, as a tourism program., or for some other purpose? - What makes this program unique? - W hat are t he f unding requirements (initial and ongoing)? The importance of documenting the plan is really twofold: - Insure consistency of the message, regardless of who is telling the story - Elements of the plan can be used as part of a required multi- pronged campaignn including brochures and other solicitation materials, as well as PR activities. The sources for soliciting capital dollars run the gamut from individuals to corporate support and also may include foundations / grants as well as special events. Amount, timing (i.e., when are the funds needed ?), and purpose will dictate the source(s) to be targeted. Regardless of the source, however, the solicitation message has to be consistent. How much money are you trying to raise? For what purpose? Who benefits from this project? Why is it /should it be important to the entity or individual being solicited? In reality, answering the last of these questions is the single most important consideration in insuring a successful campaign. The remainder of this section will document what source(s) can be used for what purpose. The source for much of this content is The Grass Roots Fund Raising Book. Target Audience Fund Raising Activi Average Turnaround Time Individuals Annual campaie Immediate Auxiliary membership Immediate Direct mail Immediate Corporations Endowment or capital 3.12 months Grant writing (corporate foundation 3 -12 months Foundations Grant writing 1 -2 years Endowment or capital 3 -12 months General Public Donor solicitation 3 -12 months Speakers bureaus 3 -6 months Government (local, state, federal) Grant writing 1 -2 years Some of the considerations in targeting potential funding sources are as follows: Individual/ General Public - probably the easiest to target (e.g., networking) but may yield relatively low results - develop and implement a solicitation package, not just relying on "word of mouth's -- develop a member /sponsor program (e.g., Friends of the Society) to encourage involvement by a broad base of community residents, Corporations - often difficult to identify specific target contact - results are often out 3 months or longer - potential source for ongoing support depending on strategic value to that entity probably not a viable source for the cabin project Foundations - requires significant lead time from submission to approval of funds - difficult competition given reduced funding from foundations - can be used for initial or annual campaigns Government - some opportunities for grants - matching funds opportunities - potential tax incentives should be considered - probably requires greatest amount of time to address Stratgff Each of the potential funding sources will have a distinct strategy. While there may be some overlap, the uniqueness of each strategy suggests the need for a mix of targets and strategies in order to maximize funding opportunities realized. les essential that a fund raising calendar be developed as a way of balancing and managing activities over time. As an example, the following schedule could be used for an annual campaign: March -April Create campaign committee, recruit volunteers May Begin development of campaign and solicitation materials Begin to assign target contacts for each volunteer May June Initial contacts with target donors July - August Campaign kickoff; mail solicitation letters Begin contacts Sept. -Oct. Periodic committee review of progress Second mailing as required To raise dollars from individual support, networking remains the most effective approach. As noted earlier, however, individuals conducting solicitation activities must have the brochures and support materials that "tell the story" Among the strategies are the following: - annual campaign solicitation T xnalor- onor- campaign -- — - - -- ....- - - - - -- - - - - - -- - - - - -- -- - - - - -- - sponsor or member programs To raise dollars from corporate support (largely local businesses), the strategies include: - monthly breakfast or other event for repeat and prospect donors - coordinate activities with the fiscal giving schedules of corporations - research and target new prospect donors To raise dollars from foundation support, a key strategy is to seek multi-year funding, as well as capital gifts for construction - related activities. Additional strategies include: - solicitation for specific programs (e.g., the cabin) - research new foundations supporting similar projects To raise dollars from special events, the most critical requirement is to define specific objectives and how a particular type of event can contribute to success. As an example the Historical Society might consider a "barn raising" event, soliciting labor and contributions as well. One additional consideration should be the initiation of an application for matching funds from the City of Southlake. To pursue matching funds: - Send a matching funds request to Malcolm Jackson, Director - Community Services, that outlines the following: o Project overview o Project budget © Request to match the project budget with City funds - This application would then be presented by Mr. Jackson to the Park Board, then the Southlake Parks Development Corporation, then finally to the City Council for approval. There may also be a number of community events (e.g., Art in the Square) that represent opportunities to coordinate with other participants and generate interest in Historical Society efforts. The SHS should identify organizations that sponsor such events (e,g., the Southlake Women's Club sponsors Art in the Square), then present the communications plan to that organization. Communication As mentioned previously, a successful fund raising campaign relies heavily on a clearly defined communication plan, the core of ;which is the mission statement for the project itself. This statement should be a concise description of the project purpos and objectives, along with reference to community benefits that will - - - -- ccrurorri =tho e -- Once the mission statement has been defined, the Historical Society must develop a communication plan that encompasses all potential communication media, including: - Marketing materials - Solicitation letters - Volunteer recruiting efforts - Campaign materials The plan must address both aspects of funding requirements, i.e., initial /capital funding and ongoing /expense funding. The campaign must clearly outline the financial requirements of each aspect since it is highly likely that different sources will target their contributions to a specific element of the project. The communications plan should also outline the rationale behind the use or exclusion of the funding sources identified earlier. As noted, targeting the general public will be the easiest effort to initiate but may yield fairly insignificant results. Grants, on the other hand, can be highly focused on a particular project but the application/ approval cycle can be lengthy. The bottom line - before initiating a campaign, clearly define the what ($$) and how (sources) that will support a successful campaign. Capital campaigns Before launching most projects, the Historical Society must initiate a campaign to generate capital dollars for initial completion (e.g., construction, renovation) of the project. An additional consideration is to establish and maintain (through ongoing funding) a capital reserve account to address future capital requirements, The initial dollar requirement will often be very significant, suggesting the need to utilize more than one of the funding sources highlighted above. Developing a successful capital campaign is nothing short of adopting a Marketing 101 approach, i.e., develop a story and message, then tie these to some anticipated or perceived benefit to the individual or organization targeted. This campaign must be clearly and consistently supported by a communications strategy developed well in advance of campaign launch. As referenced elsewhere in this document, among the events or activities that can be deployed to generate capital dollars are the following: - Major fund raising activity such as a raffle - Grant/ foundation solicitation - Matc hing funds - Individual and corporate donations - Donation of labor /materials by local contractors While details are not included with this initial plan, they can easily be developed through a joint Historical Society / Leadership Southlake effort. An important consideration is that the requirement for capital dollars is not a one -time need, The Historical Society must create a reserve fund that can be used for any unanticipated expenses that are not typically funded from an operations budget, Annual campaigns An annual campaign will have, as its primary focus, support of ongoing operations. But a successful campaign hinges on how well it is structured and how clearly each member of the campaign committee (yes, it does require formal structuring to succeed) understands the campaign objectives, as well as their role in achieving success. A typical campaign will be for a defined duration and time period, much like the annual United Way campaigns. Leading up to that, however, are several months of planning, including defining audiences to be targeted, developing solicitation materials, and recruiting volunteers to participate in the campaign. All solicitation should be personalized and should make strong reference to the specific needs of the campaign (define dollar requirements and project scope), and document benefits to the individual, company or community. The list of potential activities used to generate funding for ongoing operations expense is limitless. Included in this list are activities such as: - Donations (individual and corporate) - Annual memberships in the Historical Society or other group associated with history initiatives - Advertising on any materials used to promote the cabin - Sell rights to fly a flag or advertise on the cabin site - Rental of cabin for special events (e.g., weddings, reunions)\ - Sale of cabin memorabilia (e.g., cabin replicas, post cards) - City subsidies Next Steps So where does the Southlake Historical Society go from here? You have at least some semblance of the project(s) for which you're developing your fund raising efforts. But the pool of available funds is shrinking and non.- profits are increasingly looking to funding sources for their survival. What is it that sets successful fund raising campaigns apart from others? In large part, it all ties back to three variables: _... eo=mn - - - -- ------------ - - - - -- -- - - People; and - Planning The following fund raising thoughts serve as an excellent summary of these perspectives. They were presented at the 2000 NSFRE International Conference by William Swindell, CFRE. Generalizations - For a non- profit to be effective in fund raising, the agency needs: - Strong, diversified board leadership with an effective committee structure; - Motivating vision, mission and case for support; - Realistic plan and timetable; Enough donor prospects; - Enough volunteer resources. Principles - People will donate; whether your organization or cause is on their list is up to you; - People give to people; - Donors must have confidence in the mission, management and governance of the agency; - Major donor prospects fund after they have reached a "comfort level" with an agency; - Comfort level depends on individual relationships developed over time; - Community leaders bring credibility to an agency and can "short - circuit" the time needed to build relationships; - The giving public needs continuous reminders that your agency is meeting community needs. Conclusion This document has attempted to outline key considerations required for any fund raising campaign. Rather than provide specific "how to's ", it provides an overview of various funding sources and how each of these might utilized as part of a fund raising campaign strategy. The emphasis on communications, people and planning cannot be overstated. Deficiencies in any of these three critical areas will adversely impact the likelihood of success of a campaign, By following the template outlined herein, the Southlake Historical Society will improve the likelihood of success in generating the funding necessary to launch, complete and maintain projects that effectively represent the history of the City of Southlake_ Leadership Southlake 2003 -2004 Advocacy Project �ta Leadership Southlake 2003 -2004 SOUTHLAKE Chamber of Commerce Mission Statement The mission of the Advocacy Project for the Leadership South lake class of 2003 -2004 is to provide a comprehensive Vision Plan to the Southlake Historical Society for the purpose of presenting research, analysis and recommendations for preserving the history within South lake, Texas. Leadership Southlake 2003 -2004 Committees • Research and Restoration • Education • Site Location • Fund Raising SOUTHLAKE Chamber of Commerce Leadership Southlake 2003 -2004 SOUTHLAKE Chamber of Commerce Research and Restoration • Architectural consultant criteria - Knowledge and reputation • Maintain historical accuracy • Manage budget and authenticity - Bid solicitation • Historical acc u racy - Depict period of time - Base on historical facts - Use of authentic materials Research and Restoration Leadership Southlake 2003 -2004 SOUTHLAKE Chamber of Commerce Research and Restoration • Preservation standards - Developed by National Park Service - Define level of authenticity • Partnering efforts - Texas Historical C om m iss ion - City of Southlake - Archaeological Societies Research and Restoration Leadership Southlake 2003 -2004 Education - Awareness • Brochures and Literature • Displays • Visibility at Public Events • Written Communication • Website SOUTHLAKE Chamber of Commerce Education Leadership Southlake 2003 -2004 Education - History SOUTHLAKE Chamber of Commerce • Website • Newspaper articles and other written media • Video cassettes • Speeches and demonstrations • Involvement with the schools Education Leadership Southlake 2003 -2004 Site Characteristics • Visibility • Historic Significance • Aesthetic Setting • Parking • Security SOUTHLAKE Chamber of Commerce Site Location Leadership Southlake 2003 -2004 Sites Identified • Town Square Park • Bicentennial Park • Senior Center • Royal and Annie Smith Park SOUTHLAKE Chamber of Commerce • Old Union Elementary /Nobel Oaks Park • Bob Jones Park Site Location Leadership Southlake 2003 -2004 SOUTHLAKE Chamber of Commerce Fund Raising - Objectives • Support initial funding needs of the Southlake Historical Society (e.g., cabin) • Materials • Construction • Technology • Support ongoing financial requirements and operating expense • Maintenance • Capital reserve Fund Raising Leadership Southlake 2003 -2004 SOUTHLAKE Chamber of Commerce Fund Raising - Considerations • What community interest is served? • How is the program unique? • What are the specific funding requirements? • Which funding sources to target? • WII -FM? Fund Raising Leadership Southlake 2003 -2004 Leadership Southlake 2003 -2004 Advocacy Project �ta Leadership Southlake 2003 -2004