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