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Item 4BCity of Southlake, Texas MEMORANDUM July 28, 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 August 3, 2004 Note that there will be a TIRZ Board meeting prior to the City Council meeting at 4:30 p.m. 4C. SPIN Report The SPIN Standing Committee respectfully submits a written report for your review this month. Contact John Eaglen with questions on this item. 4D. Library Board Report The Southlake Library Board respectfully submits a written report for your review this month. Contact John Eaglen with questions on this item. 4E. Park and Recreation Board Report Frank Cornish will present the Park and Recreation Board report. 5A. Approve minutes for the July 13, 2004, regular City Council meeting and for the July 20, 2004, regular City Council meeting_ The minutes are included in your packet. Contact Lori Farwell with questions or comments on this item. 5B. Approval of Comprehensive Annual Financial Report for September 30, 2003. City Charter requires the City to have an independent audit performed by a certified public accountant at the close of each fiscal year. Weaver and Tidwell L.L.P., Certified Public Accountants, performed the audit for fiscal year 2003. The audit was not finalized for distribution by the close of business on Wednesday; however, a copy will be provided prior to Tuesday. Terry Ford, Partner, will present the audit report on Tuesday night. The auditor issued what is called a "clean opinion," which means that we are doing well overall. Historically, the audit is presented in March but due to the additional time required to implement GASB 34 the audit was not completed until July. Contact Sharen Elam with questions on this item. Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council Meeting August 3, 2004 Page 2 of 9 5C. Resolution No. 04 -056, Appoint a Chair of the Board of Directors for Tax Increment Reinvestment Zone Number One, City of Southlake, Texas, for the remainder of the unexpired term. Section 311.009(f) of the Tax Increment Financing Act states the following: "Each year the governing body of the municipality shall appoint one member of the board to serve as chairman for a term of one year that begins on January 1 of the following year." In January 2004, the City Council, upon recommendation of the TIRZ Board of Directors, appointed Rex Potter to serve as Chair for the 2004 Calendar Year. Mr. Potter resigned his City Council seat, and his position on the TIRZ Board of Directors, in June 2004. The current Vice -Chair of the TIRZ Board of Directors is Tarrant County College Appointee Dr. Larry Darlage. This is an action item on the TIRZ Board of Directors meeting agenda (prior to the City Council meeting) to approve a recommendation to the City Council. Upon approval by the City Council, Resolution No. 04 -056 appoints a Chair for the remainder of the unexpired term, which runs through December 31, 2004. Contact John Eaglen with questions on this item. 7A. Ordinance No. 480 -XX, 2' Reading, An amendment to Zoning Ordinance No. 480, Section 44, Board of Adjustment, as amended, changing the number of alternate members of the Zoning Board of Adjustment from two members to four members This amendment to the ordinance changes the number of alternate members from two to four. The purpose is to make additional members available to the board to cover seats for which an anticipated absence or a conflict of interest is expected. Due to various conflicts, some members of the board are unable to attend the pending hearing on the need for expedited compliance of the Hanson Aggregate (Southern Star) concrete plant located on Brumlow Avenue. The Planning and Zoning Commission recommended approval as proposed. The City Council approved the first reading on consent. Contact Ken Baker or Dennis Killough with questions on this item. 7B. Ordinance No. 480 -442, 2" d Reading (ZA04 -028) Zoning Change and Site Plan for Southlake Westwood Office Park. This property is located on the east side of the City's ground storage tanks on West Southlake Boulevard. The purpose of this request is to receive approval of a site plan to build three general /medical office buildings totaling approximately 17,915 square feet Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council Meeting August 3, 2004 Page 3 of 9 of floor area. Under the S -P -1 detailed site plan district zoning the applicant proposes O -1 office district uses and development regulations with the following exceptions: • Maximum Impervious Coverage — Each individual lot will not be greater than 73% impervious coverage with the three lots combined not exceeding the 65% maximum impervious coverage. The maximum impervious coverage allowed per lot is 65 %. Articulation — The articulation on the buildings shall be allowed as shown on the site plan and architectural elevations. The styles of the buildings are not conducive to a more complex elevation design. The wall lengths on the east and west sides of building B ' are 36 feet. The maximum wall length permitted is 30 feet. Parking — The parking requirements shall be met for the entire development as a whole. • Bufferyards — Bufferyards along interior lot lines are not required. Bufferyards are required along all lot lines. The following variances are being requested: • Driveway Spacing The minimum driveway spacing is 500 feet from an intersection. The applicant is requesting a driveway approximately 492 feet for the intersection to the east. • Common Access A common access easement for a connection to the property to the east is required along the front of the property. The applicant is requesting a waiver from this requirement. The Planning and Zoning Commission recommended approval (7 -0) on July 8, 2004 subject to the site plan review summary #3, dated July 2, 2004 and the following conditions: 1) Granting the requested variance for driveway spacing along Southlake Boulevard (site plan review comment #1); 2) Approving the impervious coverage as proposed; 3) Approving the building articulation as proposed; 4) Eliminating the requirement that the southern common access easement be extended to the east boundary line (site plan review comment #3a). A letter from Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council Meeting August 3, 2004 Page 4 of 9 the adjoining owner to the east has been received stating that they have no opposition to the elimination of this access connection; 5) Allowing the bufferyards as proposed, but requiring that the plant material be placed elsewhere on the site; 6) Requiring a brick -crete wall matching the wall along the north property line of the City's adjacent storage tank property in place of the wood fencing; 7) Changing the traffic median shown on the northern end of the Southlake Boulevard driveway to a mini - roundabout. The City Council approved the first reading subject to review and P &Z's recommendations. The plan included in your packet has been updated to reflect the "roundabout" traffic control device recommended by the Planning and Zoning Commission. Contact Ken Baker or Dennis Killough with questions on this item. 7C. ZA04 -032, Plat Revision for Cimmarron Acres This is the plat associated with the previous agenda item. This plat will subdivide the existing single lot into three lots, allowing each building on an individual lot. As requested on the site plan, the applicant is asking relief from the southern common access connection into the eastern boundary. An access easement extending from the northern portion of the east boundary (behind the proposed building) extending to the Southlake Boulevard driveway must be provided. The Planning and Zoning Commission recommended approval subject to review and granting the requested variance. Contact Ken Baker or Dennis Killough with questions on this item. 7D. Resolution No. 04 -058 (ZA04- 052 )Specific Use Permit for a Mass Gathering Event for Oktoberfest This is proposed to be the third annual Oktoberfest celebration held in Town Square. It is planned to operate similar to past years. The applicant has requested that the SUP be permitted to allow the event to occur one weekend per year for three consecutive years without having to return for a new SUP approval unless there is a significant change in size or nature of the event. Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council Meeting August 3, 2004 Page 5 of 9 The Planning and Zoning Commission recommended approval and allowed this event to be held one weekend per year, Friday through Sunday, for three consecutive years without having to receive a new SUP approval each year, with the following conditions: 1. A plan must be submitted and approved administratively by the City of Southlake Department of Public Safety, Community Services Department, and Planning Department, subject to all applicable city ordinances and codes, including the criteria for a mass gathering event described in ordinance 9480, section 45.14, as amended. 2. The event must remain within the general scope of this plan. Contact Ken Baker or Dennis Killough with questions on this item. 7E. Resolution No. 04 -059 (ZA04 -053) Specific Use Permit for the sale of alcoholic beverages for Oktoberfest. This is the request to permit the sale of alcoholic beverages only during the event period. As with the mass gathering permit, the applicant is requesting that the SUP be allowed only during the three day event for a period of three consecutive years. The Planning and Zoning Commission recommended approval and allowed this event to be held one weekend per year, Friday through Sunday, for three consecutive years without having to receive a new SUP approval each year, with the following conditions: 1. A plan must be submitted and approved administratively by the City of Southlake Department of Public Safety, Community Services Department, and Planning Department, subject to all applicable city ordinances and codes, including the criteria for a mass gathering event described in ordinance 4480, section 45.14, as amended. 2. The event must remain within the general scope of this plan. 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 August 3, 2004 Page 6 of 9 8A. Ordinance No. 877, 1 st Reading, Chang the street name of Sam School Road to Sams School Road. It was brought to the city's attention by the Southlake Historical Society that the name of this road did not correctly reflect the family name from which it was derived. At the request of the historical society, staff is proposing to correct the name. Contact Ken Balser or Dennis Killough with questions on this item. 8B. Ordinance No. 480 -YY, 1 st Reading, Amending the Comprehensive Zoning Ordinance No. 480, Section 4, Definitions, and Section 45, Specific Use Permits, as amended, pertaining to petroleum operations, oil and natural gas drilling and production. This amendment specifically deals with zoning ordinance changes as they pertain to petroleum operations, oil and gas drilling and production in the city. Section 4, definitions, and section 45, specific use permits are affected by this amendment. The proposed changes clarify definitions and add gas drilling as a use permitted with an SUP in the I -2 industrial district. Standards for review and approval of such an SUP are also added in section 45. The Planning and Zoning Commission recommended approval of this item amending 45.15.b.4. to read "A tree survey will be required by the landscape administrator in compliance with the city's tree preservation ordinance." Contact Ken Baker with questions on this item. 9A. Resolution No. 04 -055, Appointing a member to the Joint Drug and Alcohol Awareness Committee to fill the unexpired term of Brad Bartholomew until May 2005. Due to his recent resignation, the position held by Brad Bartholomew is now vacant. This item is on Council's agenda for an appointment to fill Mr. Bartholomew's unexpired term until May 2005. Contact Lori Farwell with questions on this item. 9B. Resolution No. 04 -057, Appointing two alternate members to the Zoning Board of Adjustment with one term to expire in May 2005 and one term to expire in May 2006. This item is on Council's agenda for appointments to fill two new alternate positions on ZBA resulting from Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council Meeting August 3, 2004 Page 7 of 9 Council's action on agenda item 7A, ordinance 4480 -XX. Any action on this item should follow Council's action on agenda item 7A. Contact Lori Farwell with questions on this item. 10A. Consider excusing members of the City Council and of the Planning and Zoning Commission for absences from meetings. This item is placed on the agenda on a routine basis, as discussed by Council during deliberation of the absence policy. As stated at the July 20 meeting, Council will take action following any absences. The following councilmembers missed the July 20 meeting — Carolyn Morris due to a travel commitment and Keith Shankland due to a previous commitment. The following P &Z commissioners missed the July 22 meeting — Brandon Bledsoe due to a scheduled vacation, Al Morin due to a business travel commitment, and Vernon Stansell due to a previous commitment. Contact Lori Farwell with questions on this item. 10B. ZA04 -055, Plat Revision for Lots 3RI and 3R2, Green Meadow Subdivision This property is located on the south side of East Continental Boulevard at the intersection of East Continental Boulevard and South Kimball Avenue. The purpose of this request is to subdivide the property for a conveyance of land. This conveyance is associated with the recently approved SUP for a kennel to be located on the proposed western lot. There are no unresolved issues with this request, and the item could be moved to the consent agenda, if you desire to do so. The Planning and Zoning Commission recommended approval subject to review as presented. Contact Ken Baker or Dennis Killough with questions regarding this item. 11A. Revisions to Sign Ordinance 704 -13: Progress Report from the Planning and Zoning Commission. The purpose of the discussion is to update City Council on the work completed by the Planning and Zoning Commission, and review and approve the direction proposed by the Planning and Zoning Commission for a comprehensive revision to the sign ordinance. In January 2004, the City Council requested that the Planning and Zoning Commission review the sign ordinance regulations pertaining to development in and around SH 114. The Planning and Zoning Commission began holding work sessions on the sign ordinance in February, 2004 Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council Meeting August 3, 2004 Page 8 of 9 and has conducted five work sessions on this topic. Based on discussions during these work sessions, the Planning and Zoning Commission is recommending that the scope of the sign ordinance revisions be broadened to include the entire city and not just the SH 114 corridor. In addition, the Planning and Zoning Commission has created a document which provides examples of desirable sign design characteristics and an action plan for revising the sign ordinance. Staff will present City Council with an overview of the Planning and Zoning Commission's work and recommendations. Contact Ken Baker with questions on this item. OTHER ITEMS OF INTEREST 1. Keep Southlake Beautiful (KSB) Honored by Keep Texas Beautiful (KTB). Keep Texas Beautiful recently honored KSB with Good Standing Status at their annual meeting held in Austin on June 18. The City of Southlake is one of more than 330 towns, cities, and counties in KTB's statewide network who take responsibility to care for their community environments. To achieve a level of good standing, KTB Affiliates submit a report, pay a fee, attend at least one training session, and participate in at least one KTB endorsed activity. The KSB Board implement programs throughout the year to prevent litter, minimize solid waste, beautify and improve community areas, and educate citizens. Staff is proud and encouraged by KSB's on -going environmental efforts within the community. Contact Malcolm Jackson with questions on this item. 2. Tree mitigation and reforestation fund report The report below is for the period June 1 through July 1, 2004. Contact Malcolm Jackson with questions on this item. TREE MITIGATION CASES Total Number of New Cases: 1 Number of Pending Cases: 6 Total Mitigation Amount (diameter inches): 1,050 Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council Meeting August 3, 2004 Page 9 of 9 REFORESTATION FUND Reforestation Fund Deposits: $0 Reforestation Fund Expenditures $6,063 Current Reforestation Fund Balance: $69,149 3. Attachments: • Kudos to Summer Teen Scene Program and Community Services employees Julie Derrington and Brandon Ward. In Staff Extension Numbers: Baker, Ken, Acting Director of Planning, 481 -2046 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 Yelverton, Shana, Assistant City Manager, 481 -1429