Item 4BCity of Southlake, Texas
MEMORANDUM
August 11, 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 17, 2004
Note — there will be an SPDC meeting prior to the Regular City Council meeting at 4:30 p.m. and
then there will be work session immediately following the regular meeting to discuss
Town Square development. (The work session agenda and packet information, if any,
will be sent on Friday.)
4C. Financial Report. A copy of the report has been included in your packet. Contact Sharen Elam
with questions on this item.
4D. Life Saving Award. On Saturday morning, July 24, Congressman Michael Burgess was
holding a community meeting at Town Hall. There were a number of residents and members
of Council present for his meeting. A 57 year old Southlake resident was sitting on the bench
in the open lobby area when Councilmember John Terrell noticed the man having difficulty
breathing. He immediately called 911 and began following their instructions. Knowing that
Congressman Burgess is also a medical doctor, Mayor Wambsganss sought his assistance and
he responded immediately. Members of Southlake Department of Public Safety arrived
quickly but immediately observed the man go into a full cardiac arrest. DPS staff, assisted by
Representative Burgess, was able to successfully revive the man and he has since been released
from Baylor Grapevine to seek further medical care from cardiac specialists.
The Southlake Department of Public Safety and the City of Southlake will be recognizing
Congressman Burgess and Councilmember Terrell, as well as DPS members Woods,
Henninger, Urbanoski, Peyton, Vernon, Blackwell, and Moloney with Life Saving Awards
during the Council meeting.
Honorable Mayor and Members of City Council
Agenda Item Comments and Other Items of Interest
City Council meeting August 17, 2004
Page 2 of 9
5A. Approve minutes for the August 3, 2004, regular City Council meeting_ Contact Lori Farwell
with questions or comments on this item.
7A. Ordinance No. 877, 2" d Reading, Changing 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. City Council approved
the first reading on consent (5 -0). Contact Ken Balser or Dennis Killough with questions on this
item.
7B. Ordinance No. 480 -YY, 2 " Reading, An Amendment to the Comprehensive Zoning Ordinance
No. 480, Section 4, Definitions and Section 45 Specific Use Permits, as amended, pertaining to
petroleum operations, oil & natural gas drilling and production. Council approved the first
reading on August 3, 2004. The second reading has been scheduled for the September 7, 2004
City Council meeting to give staff time for additional review. Contact Ken Balser with
questions on this item.
7C. Resolution No. 04 -062, Establishing a 120 -day moratorium on all applications for gas and /or
oil well drilling and production. City Council is currently reviewing amendments to sections 4
and 45 of the zoning ordinance (Ordinance 480 -YY) as they pertain to petroleum operations,
oil and natural gas drilling and production. In conjunction with this ordinance, staff is in the
process of developing an ordinance that addresses the technical operation and maintenance
standards for gas well drilling and production. The proposed 120 -day moratorium is to ensure
that the needed ordinances are adopted by City Council before any applications for well drilling
and production are processed by the city.
Contact Ken Baker with questions on this item.
8A. Ordinance No. 480 -443, l' Reading (ZA04 -026), Zoning Change and Site Plan for Carroll
Terrace. The property is located at 600 North Carroll Avenue. The applicant is requesting
approval of a zoning change and site plan from 0-1 office district to S -P -1 detailed site plan
Honorable Mayor and Members of City Council
Agenda Item Comments and Other Items of Interest
City Council meeting August 17, 2004
Page 3 of 9
district. Under the S -P -1 zoning the applicant proposes limited 0-1 office district uses with 0-1
development regulations. The plan proposes five general office buildings totaling 28,735
square feet. The following regulations and variances are requested:
• 10 foot side yard (15 feet typical in the 0-1 district),
• allow landscape trellises to cross lot lines,
• allow trash receptacles to be 12 feet from a residential property line. A minimum of 50
feet is required,
• Allow driveway stacking depth to be a minimum of 28 feet. A minimum of 75 feet is
required.
The Planning and Zoning Commission recommended approval (4 -0) subject to Site Plan
Review Summary No. 3, dated July 14, 2004; granting requested variances and incorporating
the agreement made regarding the trash receptacles on both the north and south sides of the
property. In addition, the maintenance of the landscaping and the trellises will be provided by
the owner's association. The agreement has been included as part of the applicant's regulations
in attachment `C' of the staff report.
Contact Ken Baker or Dennis Killough with questions on this item.
8B. Ordinance No. 480 -444, 1 st Reading (ZA04 -039), Zoning Change and Site Plan for Cedar
Ridge Offices The property is located on the northwest corner of SH 114 and North Carroll
Avenue. The purpose of this request is to revise the previously approved site plan by
combining three of the smaller buildings approved in the northwest corner of the site into one
building. This plan adds the eastern property of the site to the plan and changes the zoning to
allow carports and to adjust the impervious coverage regulations to allow for further
subdivision of the property. The applicant has also deleted fourteen uses from the permitted
uses of the C -3 retail commercial district.
Honorable Mayor and Members of City Council
Agenda Item Comments and Other Items of Interest
City Council meeting August 17, 2004
Page 4 of 9
The variances requested include articulation on buildings A and B and driveway stacking.
Note that 100 feet is required. Driveways shown vary from 0 to 125 feet
The Planning and Zoning Commission recommended approval (4 -0) subject to site plan review
summary #3, dated July 30, 2004; granting the requested variances and allowing 51 covered -
surface parking spaces and 126 covered parking spaces under Building A; requiring resurfacing
of East Highland Street with the construction of the first building; and requiring that the
intersection of East Highland Street at North Carroll Avenue be reconstructed to eliminate the
street off -set and to improve the curb radii with the construction of Building A.
Contact Ken Baker or Dennis Killough with questions on this item.
8C. Ordinance No. 480 -445, 1 St Reading (ZA04 -043), Zoning Change and Site Plan for Shady Oaks
Office The property is located on the northwest corner of the intersection of West Southlake
Boulevard and Shady Oaks Drive. The purpose of this request is to receive approval of a
zoning change and site plan for the development of three office buildings and one future office
building totaling approximately 29,806 square feet.
Under the S -P -1 detailed site plan district zoning, the applicant proposes 0-1 office district uses
and development regulations except for the following:
• Covered Parking
— A maximum of 33 parking spaces shall be permitted to be covered by a
landscape arbor as shown on the site plan.
— Four covered parking spaces shall be allowed to encroach into the 40 -foot
setback line on the north side of the property and shall have a minimum setback
of not less than 18 feet from the north property line as shown on the attached site
plan.
• Screening: An eight -foot screen of evergreen material is proposed to replace the six-
foot wood fence required along the north and west property lines.
• Parking Ratio: The proposed parking shall be one space per 246 square feet for the
Honorable Mayor and Members of City Council
Agenda Item Comments and Other Items of Interest
City Council meeting August 17, 2004
Page 5 of 9
professional office building use (general office requires one space per 300 sq. ft. of
floor area).
• Residential Adjacency The 4:1 height slope shall not apply to architectural towers.
• Future Building: All buildings, proposed and future, will be similar in architectural
style and materials.
The following variances are being requested:
• Driveway Spacing_ The required driveway spacing from an intersection and between
drives is 500 feet on W. Southlake Boulevard. The proposed drive is approximately
254 feet from Shady Oaks Drive and approximately 375 feet from the nearest drive to
the west.
• Driveway Stacking: The required stacking depth for this site is 75 feet for each drive.
A stacking depth of approximately 44 feet is requested for the drive on W. Southlake
Boulevard and a stacking depth of approximately 39 feet is requested for the drive on
Shady Oaks Drive.
• Driveway Prohibited: Commercial, multi - family and service driveways shall not be
permitted on collector or local streets unless the tract or lot has no other public access.
The applicant is requesting a drive on Shady Oaks Drive.
The Planning and Zoning Commission recommended approval (4 -0) subject to site plan review
summary #3, dated July 30, 2004 allowing the variances requested and meeting the landscape
administrator's requirement to adjust grades to ensure more trees survive.
Contact Ken Baker or Dennis Killough with questions on this item.
8D. Ordinance No. 480 -441, 1 st Reading_(ZA04 -029), Zoning Change and Site Plan for Lot 1R,
Block 1, Gateway Church Addition. This item has been withdrawn by the applicant. 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 17, 2004
Page 6 of 9
9A. Resolution No. 04 -055, Appoint 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 -061, Appoint members to the Crime Control and Prevention District Board
of Directors. There are three Crime Control and Prevention District Board positions expiring
September 1, 2004 (Bob Mundlin, Stuart Spencer, and Craig Sturtevant). Applications have
been received from James R. Wilson, Bob Mundlin, Stuart Spencer, Richard Sandow, Rodger
G. Hill, Sr., and Craig Sturtevant. Hard copies of the applications are included in your packet.
Contact Lori Farwell with questions on this item.
IOA. Consider excusing members of the City Council and of the Planning and Zoning Commission
for absences from meetings. Due to a travel commitment, Councihmember John Terrell missed
the August 3 meeting. The following P &Z Commissioners missed the August 5 meeting —
Debra Edmondson, Al Morin and Bill Vaughn due to previous commitments. Contact Lori
Farwell with questions on this item.
IOB. Approve renewal of contract with Canada Life /Jefferson Pilot for employee Long Term
Disability benefits This item is a renewal of the contract with Canada Life (now acquired by
Jefferson Pilot) for employee long term disability benefits. Canada Life has been the insurer
for LTD benefits for the past two years after proposing the lowest bid in May 2002. The
current rate guarantee was for 24 months and will expire September 30. Canada Life /Jefferson
Pilot has proposed a 12 -month guaranteed rate renewal with no increase from the current rate.
The premium is paid by the City on the basis of budgeted employee annual salary. The cost is
approximately $27,720 annually. Staff recommends approval of the contract renewal. Contact
Kevin Hugman with questions on this item.
10C. Consider SPO4 -165, Variance to Sign Ordinance No. 704 -B, State Farm Insurance, located
at 1101 East State Highway lway 114, Suite 108 This is a sign ordinance variance request from
Honorable Mayor and Members of City Council
Agenda Item Comments and Other Items of Interest
City Council meeting August 17, 2004
Page 7 of 9
Glenda Petkus of State Farm Insurance located at 1101 E. S.H 114. The applicant is requesting
to move the existing non - conforming sign to its new storefront in the same shopping center
(Carroll Oaks) located at the southwest intersection of Carroll Avenue and eastbound access
road of S.H.114. This sign does not conform to the sign ordinance regulations with respect to
the letter /logo height and sign area.
Contact Ken Baker or Dennis Killough with questions on this item.
10D. Award bid for North Carroll Avenue paving, drainage, water and sewer improvements from
Federal Way to State Highway lway 114 to Mike Albert, Inc Staff has received the following bids
for the project construction:
Bidder Bid amount
JLB Contracting, LP $2,019,541.89
Mike Albert, Inc. $2,052,081.55
L. H. Lacy $2,076,568.15
Tiseo Paving $2,150,478.00
McClendon Construction Co. $2,219,540.20
Staff recommends that Council decline award of bid to JLB Contracting, LP formerly known as
J.L. Bertram Construction Company and award the contract to the second low qualified bidder,
Mike Albert, Inc.
The reasons for this recommendation are poor performance (see details listed below) by JLB
Contracting, LP on two previously completed projects: Rehabilitation of W. Continental
Boulevard from Peytonville Avenue to White Chapel Boulevard and Dove Road pavement
widening from SH 114 to the intersection with Kirkwood.
• Contractor exceeded contract time on one project by 244 %. The required completion
time was 150 days; project was completed in 367 calendar days.
• Staff received many complaints about the conduct of contractor's staff, contractor's
inability to provide needed access to the area residents, and leaving project site in poor
condition.
Honorable Mayor and Members of City Council
Agenda Item Comments and Other Items of Interest
City Council meeting August 17, 2004
Page 8 of 9
• Contractor failed to provide adequate qualified supervision on the project.
• Contractor left project site for extended period of time to complete other projects for
other customers.
• Finished product on both projects was very poor, required rework which left the
finished work having the appearance of a patched pavement.
The contract award is based on the base bid which includes a deductive alternative for
construction of an 8 -inch and 12 -inch sanitary sewer main from the intersection of Carroll
Avenue and SH 114 to the N -4 interceptor in the amount of $177,783.00. This alternative was
obtained at the request of the developer of Greenway, but the developer has declined the
alternative due to financial considerations.
Please contact Pedram Farahnak if there are any questions.
OTHER ITEMS OF INTEREST
Southlake Tennis Center "Racking' Up Events:
• The Southlake Tennis Center (STC) hosted a ZAT Zonal Area Tournament (ZAT) event August 7-
9. It was one of only 12 tournaments a year awarded by the United States Tennis Association for
the North West region of Texas. Approximately 300 players from Abilene, Midland /Odessa,
Wichita Falls, Amarillo and local areas competed for points to move up in the USTA rankings.
• The local community tennis association, NETT, will run USA Team Tennis this fall to allow all
levels of players to compete in teams against other teams from the areas. The winning teams
qualify for a state tournament in November.
• STC has received preliminary approval to partner with CISD to run the middle school tennis
programs beginning this spring. Funds raised through the Southlake Tennis Foundation will allow
STC to offer programs at both middle schools at no cost to participants. Pros at STC will act as
coaches and the players will compete against schools in Grapevine, Colleyville and Keller.
• STC will host an adult USTA event at the Southlake Oktoberfest.
Honorable Mayor and Members of City Council
Agenda Item Comments and Other Items of Interest
City Council meeting August 17, 2004
Page 9 of 9
• Director of Tennis at STC, Stephen Poorman, will be competing at the 20th Annual Huggy Bear
Invitational in Southampton, NY at the end of August. This event pairs former touring pros with
current Association of Tennis Players in a charity event. The event, sponsored by Ted Forstmann
(a NY financier) raises about $4 million a year for a variety of children's charities. Mr. Poorman is
one of only 16 former pros in the country invited to play in the event.
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