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Item 4BCity of Southlake, Texas WI u•;:►IMMu March 31, 2004 TO: Honorable Mayor and Members of City Council FROM: Billy Campbell, City Manager SUBJECT: Agenda Item Comments and Other Items of Interest for City Council Meeting April 6, 2004 4C. SPIN Report. The SPIN Standing Committee respectfully submits a written report summarizing the March meeting and other current issues for your review. Contact John Eaglen with questions on this item. 4D. Library Board Report The Board respectfully submits a written report for your review this month. Contact Kerry McGeath or John Eaglen with questions on this item. 5A. Variance request to Subdivision Ordinance No. 483, Section 4.01(I)2 (Plat Expiration), as amended_ extendinu the validitv of Case No. ZA02 -028_ Plat Revision for Lots 7R1 & 7R2_ Simmons Forest Addition. The applicant submitted this plat for filing prior to expiration date, but discovered there was a tax problem on the property and was unable to the acquire tax certificates needed to file the plat with the county. This issue has now been resolved and the applicant is ready to file the plat. Since the plat has expired, a variance to the plat expiration provisions of the Subdivision Ordinance is required. Contact Bruce Payne or Dennis Killough with questions regarding this item. 7A. Ordinance No. 861, 2" d Reading, Amending Chapter 10 of the City Code and providing provisions regarding high grass and weeds. The proposed ordinance allows temporary areas of seasonal wildflowers in appropriate and reasonable concentrations with reasonable limitations. It also recognizes nature areas while still providing for the aesthetics achieved through clearly delineated boundaries and borders and compliance with fire safety standards. City Council approved the ordinance on first reading at its March 30 meeting. Contact Malcolm Jackson with questions on this item. 7B. Ordinance No. 480 -432, 2' Reading(ZA03 -085) Zoning Change and Site Plan for East Southlake 91 Ltd. This site is located on the north side of East Southlake Boulevard, next to Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council Meeting April 6, 2004 Page 2 of 9 the Foxborough residential subdivision. The property is zoned AG agricultural district and they are requesting S -P -1 detailed site plan district with 0-1 office district uses. The land use designation for the property is medium density residential, which permits detached single family residential and low intensity retail /office development intended to serve surrounding neighborhoods. The applicant is requesting the following variances to standard regulations: • East building line — Minimum 15 foot building line (ordinance requires 40 feet); • Parking reduction — 97 spaces (106 are required); • Driveway spacing_ 262 feet is provided from an existing residential driveway to the east (500 feet is required). One person spoke on behalf of the Foxborough residents at first reading of the ordinance. His primary concern pertained to buffering along their boundary, lighting and drainage. The applicant addressed those concerns by agreeing to place and maintain an eight -foot masonry wall along the east line of Foxborough, replace all accent trees and shrubs required in the west bufferyard with evergreen (live oak) type canopy trees, install a timer on lights and change the grading plan so that all water goes to Southlake Boulevard. This appeared to satisfy the Foxborough representative. The Planning and Zoning Commission recommended approval (6 -0) subject to review and requiring the applicant to: • grant the requested variances for driveway spacing and 10% reduction in parking; • allow a 25 foot setback on the east side without moving the building closer to the west; • install a timer for the exterior lights to go off at 8 p.m.; • change the grading to flow onto Southlake Blvd. (FM 1709); • installing an eight foot masonry fence to replace full length of fence currently in place on the east line of Foxborough; • and replace accent trees with canopy trees along the west bufferyard in an effort to provide an evergreen screen with live oaks, the total number of trees being subject to the Landscape Administrator's approval. Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council Meeting April 6, 2004 Page 3 of 9 The City Council approved the first reading on March 30, 2004 (7 -0) subject to the Planning and Zoning Commission's recommendations with the wood fence along the north and east boundary being replaced by a masonry wall when residential development occurs on the adjacent property. There have been no changes to this item since the first reading. Clarification as to the length of the masonry wall required along the east boundary of Foxborough should be included in any motion for approval made on the second reading. Contact Bruce Payne or Dennis Killough with questions regarding this item. 7C. Ordinance No. 704 -B, 2nd Reading, Amendment to the Sign Ordinance. Staff has prepared several amendments to the sign ordinance for city council's consideration. These amendments result from recent changes to the Texas Local Government Code, recent changes to the city's zoning ordinance, and the shifting of the administrative responsibilities of the sign ordinance from building services to planning. The proposed amendments are as follows: 1) prohibit political signs on private property that are over a certain size limit, illuminated or mechanical in nature; 2) provide regulations that allow the city to remove obsolete signs without payment or compensation to the sign owner; 3) exempt from the regulations signs which are: a) attached to temporary structures used for outdoor sales or services; b) attached to a donation bin; or c) associated with fund raising /sales activities; and 4) shift responsibility of the administration and enforcement of the sign ordinance from the building official to the administrative official. The Council approved the first reading of this item on March 30 (7 -0) as it was presented. There have been no changes to this item since the first reading. Contact Bruce Payne with questions regarding this item. 7D. ZA04 -012, Revised Site Plan for Gateway Plaza, Phase 11. The purpose of this request is to receive approval of a variance for the "pitched roof' requirement for buildings 6,000 square feet or less. Although the original plan proposed the flat roof with a parapet wall, the variance was not specifically addressed in the original plan approval. Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council Meeting April 6, 2004 Page 4 of 9 All other aspects of the site plan substantially conform to the previously approved concept and site plans. The following modifications are also being proposed to building elevations: • Eliminating the arched roof element on the east elevation; • Increasing the length of the north and south elevations by three feet; • Lowering the overall height on all sides by one foot; • Decreasing the width of the masonry columns on the west elevation; • Eliminating a door on the south elevation; • Adding a set of windows on the north and south elevations; • Adding two doors on the west elevation; • Extending the brick and stone veneers to the ground on all elevations. The Planning and Zoning Commission recommended approval (6 -0) subject to the review, granting the requested variance for pitched roof. Contact Bruce Payne or Dennis Killough with questions regarding this item. 7E. ZA04 -011, Plat Revision for Gateway Plaza, Phase IL This plat revises the lot boundaries of two existing lots and includes unplatted land located in the southeast corner of Gateway Plaza Phase II to create a third lot. A site plan and elevations were approved on the unplatted area in the southeast corner on October of 2003. The plat conforms to previously approved plans, and there are no unresolved issues regarding this request. Please note that this plat is not associated with the revised site plan for Gateway Plaza Phase II, also on your agenda. If the City Council or other interested parties have no issues with this request, it could be placed on the consent agenda. The Planning and Zoning Commission recommended approval (6 -0) subject to review. Contact Bruce Payne or Dennis Killough with questions regarding this item. 7F. Resolution No. 04 -023 (ZA04 -016) Specific Use Permit for the sale of alcoholic beverages at X's and O's, A Sporting Tavern. The property is located in the space previously occupied by Josephine's Little Italy. The business will operate as a restaurant with a frill service bar. Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council Meeting April 6, 2004 Page 5 of 9 The Planning and Zoning Commission recommended approval (6 -0) subject to the term of the lease. Contact Bruce Payne or Dennis Killough with questions regarding this item. 8A. Ordinance No. 480 -433, 1 st Reading (ZA03 -094) Zoning Change and Site Plan for Blue Haven Pools. The property is located at 1621 East Southlake Boulevard on the southwest corner of East Southlake Boulevard and Miron Drive. The property is zoned C -2 local retail commercial district. The requested zoning is S -P -1 detailed site plan district with C -2 local retail commercial district uses. There is an existing office building located on the property that is to remain. The purpose of this request is to receive approval to add a f 3,800 square foot office building to the site along with the required parking. A zoning change from C -2 to S -P -1 detailed site plan district with C -2 local retail district uses and regulations is being requested with modification to the C -2 regulations as noted in your packet materials. The Planning and Zoning Commission recommended approval (6 -0) subject to the review, and the following additional conditions: • convert the driveway onto Southlake Boulevard to right in only; • eliminate eight parking spaces; • require stone in place of the cement block; • remove the impervious coverage provision for individual lots. The applicant has indicated to staff that they have no issues with the recommendations of the Planning and Zoning Commission and will comply if the City Council is in agreement. Contact Bruce Payne or Dennis Killough with questions regarding this item. 8B. Ordinance No. 480 -434, 1 st Reading (ZA04 -010) Zoning Change for 345 West Bob Jones Road. This is a request to change the zoning from AG agricultural district to SF -lA single family residential district to allow construction of a single family residence. There are no issues with this request. Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council Meeting April 6, 2004 Page 6 of 9 The Planning and Zoning Commission recommended approval (6 -0) as presented. Contact Bruce Payne or Dennis Killough with questions regarding this item. 9A. Resolution No. 04 -020, Amending City of Southlake Personnel Policies to adopt a policy regulating Protected Health Information as required by the Health Insurance Portability and Accountability Act ( HIPAA). I am sure most of you have heard of HIPAA by now, especially if you have seen a physician in the past year. Although the HIPAA regulations were enacted in 1996, it was not until 2002 that the Privacy Rule standards were developed, which regulate the privacy and security of individually identifiable health information. The standards apply to all health plans, health care clearinghouses and health care providers. Covered entities except for "small health plans" (which the City's plan is) were required to be compliant by April 14, 2003, with small health plans required to be compliant by April 14, 2004. The City's policy is applicable only to individually identifiable health information associated with the health, dental, vision, prescription drug and flexible spending account benefits. HIPAA does not protect health information that is held by the City in its role as an employer. The policy designates a Privacy Officer as required by law (to be the Human Resources Director), describes how the City will protect and safeguard health information, and provides for a Notice of Privacy Practices to be given to all employees that defines when protected health information is required or permitted to be disclosed without an individual's authorization, and provides a means for employees to authorize disclosure or use under other circumstances. Contact Kevin Hugman with questions regarding this item. 10A. Matching funds request from Southlake Girl's Softball Association (SGSA) for purchase and construction of batting cages at Bob Jones Park. The Southlake Girls Softball Association (SGSA) seeks SPDC matching funds for the purchase and construction of four batting cages at the Bob Jones Park softball fields. At its March 7 Board meeting, GSSA approved up to $22,500 for the batting cages. The proposal would allow for construction of four chain link batting cages to include interior netting, clay surfacing, pitching rubbers, home plates, and additional walkways and fencing. The proposed batting cages are similar in design to those Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council Meeting April 6, 2004 Page 7 of 9 currently in Bicentennial Park for softball. The batting cages were included as part of the recent site plan revisions at Bob Jones Park and incorporated as an alternate item in the Bob Jones Park improvements but not awarded as part of the approved bid. If approved, the City share of the project would be up to $22,500 from the SPDC Matching Funds line item. SGSA has received a quote of $41,000 for the proposed project excluding contingency. The approved SPDC matching funds budget is $100,000 and the Director of Finance has confirmed that $60,000 in matching funds has been approved and encumbered in the current fiscal year leaving $40,000 available for other projects. The Parks Board recommended approval (8 -0) at its March 8 meeting. SPDC will consider this item immediately prior to the City Council meeting. Contact Malcolm Jackson with any questions on this item. IOB. Consider SPO4 -050, Variance to Sign Ordinance No. 704- A, for Southlake Corners located at 200 North Kimball Avenue. This is a sign package for the re- development of the old Wal -Mart site. It proposes establishing maximum letter /logo sizes, maximum area and the number of attached and monument signs permitted. It also includes specific design standards for the monument signs. The proposal is very similar to the sign package for Gateway Plaza. Contact Bruce Payne or Dennis Killough with questions regarding this item. I IA. Drainage issues in Pin Oak Estates. This item has been placed on your agenda so that we can discuss the current status of the development of Pin Oak Estates. In particular, we need to discuss the costs of drainage on the site. David McMahan with Four Peaks Development will be present at the meeting to discuss the issues and answer questions. Contact me with questions on this item. OTHER ITEMS OF INTEREST 1. Verizon -USA Luge Slider Search. On May I the City of Southlake plays host to the Verizon -USA Luge slider search program. The slider search provides an opportunity to identify, train, and qualify young athletes for a future spot on the USA Luge National Teams. Participants between the ages of 11 and 14 may sign up for either a morning or afternoon clinic at a cost of $15. Clinics Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council Meeting April 6, 2004 Page 8 of 9 include three hours of instruction, necessary equipment, and a USA Luge t -shirt. Space is limited as each clinic accommodates between twenty to twenty -five children. Advanced registration is required and participants are encouraged to sign up by calling 1- 800 - USA -LUGE. The planned location for the slider search is a section of East Highland Road from White Chapel approximately 700 feet east. Staff initially provided a site assessment package detailing four locations within the City for staging the event. National Team Manager Fred Zimny reviewed the information and selected the East Highland Street location as being the most optimal due to percent grade change and its straight run. We will close a portion of the road from approximately 7:30 a.m. to 5:30 p.m. during the event. Staff met with the affected property owners, and all expressed support for the program. The Southlake Assembly of God church agreed to allow the use of their parking lot and open space for staging of the slider search. Contact Malcolm Jackson with questions on this item. 2. Attachments to my memo ► CARS February 2004 monthly report Me Staff Extension Numbers: Black, Rick, DPS Director, 481 -2406 Campbell, Billy, City Manager, 481 -1409 Eaglen, John, Assistant to the City Manager, 481 -1433 Elam, Sharen, Finance Director, 481 -1713 Farahnak, Pedram, Public Works Director, 481 -2308 Farwell, Lori, City Secretary, 481 -1519 Hugman, Kevin, Human Resources Director, 481 -1952 Jackson, Malcolm, Community Services Director, 481 -1527 Killough, Dennis, Senior Planner, 481 -2073 Last, Greg, Economic Development Director, 481 -1671 McGeath, Kerry, Library Administrator, 481 -8378 Payne, Bruce, Planning Director, 481 -2036 Yelverton, Shana, Assistant City Manager, 481 -1429 Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council Meeting April 6, 2004 Page 9 of 9 CALL A RIDE OF SOUTHLAKE, INC. Monthly Summary of Service Provided to Seniors and Handicapped — 2004 Jan. Feb. Mar. April May June July Aug. Total Newly Qualified Users 1 2 Total Qualified Users 134 136 Total Volunteer Drivers 32 33 Unduplicated Users Served 14 15 Volunteer Drivers Used 16 23 Driver Vehicle Miles Traveled 890 1031 1921 Driver Hours 44 61 105 Van Miles Traveled 0 40 40 Office volunteer Hours 33 16 49 Trip Requests Not filled 0 0 0 Pickup Ten Minutes Late 0 0 0 One Way Trips 17 Medical/Dental 26 126 43 Southlake Senior Center 64 10 190 Personal Needs 17 0 27 Shopping 0 0 0 Business 0 0 0 Other Senior Centers 0 0 0 Other 0 0 0 Total One Way Trips 107 153 260 Rider Groups Senior & Handicapped >54 107 145 252 Handicapped >17 <55 0 0 Handicapped <18 8 8 Total Rider Groups 107 153 260