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