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Item 4BCity of Southlake, Texas MEMORANDUM September 3, 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 September 7, 2004 Reminder: City Council group picture will be taken prior to the meeting. 4B. City Manager's Report. 1. Southlake Mounted Patrol Several members of the mounted patrol will be present at the meeting to introduce themselves. As we previously mentioned, the primary purpose of the organization is to provide a courtesy patrol for the equestrian trails around Grapevine Lake. Patrol members have been trained by the Department of Public Safety in how to handle different situations they may encounter on the trail as well as first aid, CPR and search techniques. Some members are also attending the upcoming Community Emergency Response Team (CERT) class this fall. Contact Rick Black with questions on this item. 4C. SPIN Board Report. The SPIN Standing Committee respectfully submits a written report for your review this month. Contact John Eaglen with questions on this agenda item. 4D. Library Board Report The Southlake Library Board respectfully submits a written report for your review this month. Contact Library Administrator Kerry McGeath with questions on this item. 4E. Park and Recreation Board Report. Board member Emily Galpin will be present at the meeting to make the report. 4F. Local Business Report Economic Development will introduce Dave Leerson with Camille's Sidewalk Cafe. Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council Meeting September 7, 2004 Page 2 of 18 5A. Approve minutes for the July 28, 2004, City Council work session, the August 17, 2004, regular City Council meeting, the August 17, 2004, City Council work session, the August 24, 2004, City Council budget work session, and the August 31, 2004 special City Council meeting. The minutes are included in your packet. Contact Lori Farwell with questions or comments on this item. 5B. Approve the contract with Tarrant County for assessment and collection services for ad valorem taxes. Since 1982, the Tarrant County Tax Assessor /Collector has collected property taxes for the City of Southlake. The renewal contract has been presented to the City for collection of the 2004 taxes for the fiscal year beginning October 1, 2003. Tarrant County charges $.50 per account. The number of accounts will be based on the October billing roll certified to the assessor /collector by Tarrant Appraisal District. New accounts added by Tarrant Appraisal District will be billed to the city quarterly. The transaction fee is a very reasonable charge for the service provided. Southlake would spend far in excess of the $5,725 budgeted for this service in personnel costs alone if the tax collection was done by the city. Contact Sharen Elam with questions on this agenda item. 5C. Resolution No. 04 -063, Appointments to the SPIN Standing Committee At the beginning of 2004, the SPIN Standing Committee had an increasing number of vacancies. The Standing Committee identified recruiting members to serve on the Standing Committee in the vacant SPIN areas as the number one priority and developed a 2004 agenda that included participation with Keep Southlake Beautiful in a Spring Garden Tour and two to three Town Hall Meetings. Standing Committee members committed to find representatives to serve in SPIN areas that currently had a vacancy. This summer, with the change in leadership due to Brandon Bledsoe's appointment to the Planning and Zoning Commission, the Executive Committee set a goal to complete the appointments by the first City Council meeting in September. This resolution appoints five new members to the SPIN Standing Committee in SPIN Areas 42, 49e, 415, 416, and Youth Representative. The resolution also re- appoints the current representatives in odd - numbered SPIN areas through December 2005. Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council Meeting September 7, 2004 Page 3 of 18 After this round of appointments, the remaining SPIN areas that have a vacancy are SPIN areas 46, 97, and 914. Please contact John Eaglen with questions on this agenda item. 5D. Resolution No. 04 -064, Appointment of Laura Hill and John Nussrallah to the Board of Directors for Tax Increment Reinvestment Zone Number One, City of Southlake, Texas. This resolution appoints Laura Hill to the Board of Directors to fill the remainder of the unexpired term of Rex Potter through May 2006. Also, per the TIRZ Bylaws, City Council makes one appointment to the Board of Directors that is requested by Carroll ISD. In August, CISD Board President Dale Crane submitted a request to appoint John Nussrallah to the Board of Directors in his place due to reorganization of the CISD Board of Trustees assignments. This resolution appoints Mr. Nussrallah to fill the remainder of the unexpired term of Dale Crane through May 2005. Please contact John Eaglen with questions on this agenda item. 5E. Authorize the City Manager to enter into a contract for the purchase of approximately 6.849 acres of park land at 315 and 379 Shady Oaks Drive I have a meeting with Ralph Evans scheduled for Thursday morning. This item has been placed on the agenda so that you may take action in the event we finalize terms. Please let me know if you have questions. 7A. Abnroval of Southlake Crime Control and Prevention District FY 2004 -05 ODeratinu Budget and multi -year CIP The City Council is required to approve or reject the budget submitted by the board but may not amend the budget. If the Council chooses to reject the budget submitted by the board, the governing body and the board shall meet and together amend and approve the budget before the beginning of the fiscal year. Contact Sharen Elam with questions on this item. 7B. Ordinance No. 878, 1 st Reading, Annual Budget for FY 2004 -05 and revised budget figures for FY 2003 -04 and multi -year CIP. First Public Hearing. This ordinance formally sets the budget for FY 2004 -05 and amends the budget for FY 2003 -04. The ordinance requires two readings, so the budget will not be finalized until the second reading on September 21, 2004. After the budget work session held on August 24, 2004, staff has not made any changes to the proposed Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council Meeting September 7, 2004 Page 4 of 18 budget that was filed on August 13. Changes may be made between the two readings. Contact Sharen Elam with questions on this item. 7C. Ordinance No. 879, 1 st Reading, Tax Levy Ordinance. First Public Hearing. This ordinance formally sets the tax rate at $.462 per $100 of valuation for FY 2004 -05. Staff is proposing to move one penny from the operations portion of the tax rate to debt service. This will provide a distribution of .31958 (69.2 %) of the rate for operations and .14242 (30.8 %) for debt service. This ordinance also requires two readings, so the tax rate will not be finalized until the second reading on September 21, 2004. Changes can be made to the rate between readings, provided they are made within the parameters published in the newspaper. After the second reading, the rate is given to Tarrant County to apply to the appraised values as of January 1, 2004 and to generate tax statements. Contact Sharen Elam with questions on this item. 7D. 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 and natural gas drilling and production This proposed amendment: 1) clarifies the definitions of petroleum operation, gas drilling and production and oil drilling and production; 2) proposes "gas and oil drilling and production" as a use permitted with a specific use permit (SUP) in the I -2 Industrial district; and 3) adds standards for review and approval of such SUP requests under 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." The City Council approved the first reading (5 -0). Since the first reading on August 3, 2004, staff has made minor changes to the proposed amendments with respect to specifications on truck route designations and the encouragement of unitization of the gas well application. Unitization means the bringing together of smaller tracts and joint operation of all or some portion of a producing reservoir to prevent drilling of unnecessary and uneconomic wells. Also, due to operational reasons, oil drilling and production has been included with gas drilling and production under the proposed SUP amendment. Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council Meeting September 7, 2004 Page 5 of 18 In conjunction with this ordinance, staff is in the process of developing an ordinance that addresses the technical operation and maintenance standards for gas & oil well drilling and production in the form of a 'Gas & Oil Well permit' requirement. The technical operation ordinance will address a number of issues such as insurance requirements, security, periodic reporting on operations, on -site operation requirements, operation and equipment practices, flow and gathering lines requirements, safety and environmental requirements, and road repair agreements. This ordinance is scheduled to be presented to City Council at its September 21, 2004 meeting, and you will be provided with a copy of the ordinance in that packet. However, if you would like to know more about its contents prior to that time, just let us know and we will be happy to meet with you or provide you with a copy of the working draft. Contact Ken Baker with questions on this item. 7E. Ordinance No. 480 -444, 2nd 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. 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 Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council Meeting September 7, 2004 Page 6 of 18 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. City Council approved the first reading (6 -0) subject to the revised site plan review summary #3, dated August 11, 2004; granting variances in articulation for Buildings A and B; approving variance in stacking depths; limiting Lot 6 to 0-1 Office District; consider reduction of permitted uses for Lots 2 & 4; eliminating taverns on the entire property; approve variance in the site line drawing as presented; relocating carport areas shown on applicant's map; and approving revised screening for under building parking on building A. The applicant has revised their development regulations to eliminate taverns as a use and restricts Lot 6 to 0-1 office uses. The plan also shows the revised surface carport locations. Contact Ken Baker or Dennis Killough with questions on this item. 7F. ZA04 -059, Site Plan for Proposed Lot 5, Cedar Ridge. This is a site plan for a 500 square foot bank to be located on the SH114 frontage approximately 300 feet west of North Carroll Avenue in the Cedar Ridge development. A variance is requested for stacking depth - 100 feet is required and 43 feet is provided. The Planning and Zoning Commission recommended approval (4 -0) subject to review and approving the requested variance. Contact Ken Baker or Dennis Killough with questions on this item. 7G. ZA04 -040, Plat Revision for Lots 1R1 through 1R7, Block A, 114 & Carroll Addition This is the plat for the Cedar Ridge project. The plat divides the property into 7 lots. The Planning and Zoning Commission recommended approval (4 -0) subject to review. 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 September 7, 2004 Page 7 of 18 7H. Ordinance No. 480 -443, 2 nd Reading (ZA04 -026) Zoning Change and Site Plan for Carroll Terrace. The property is located at 600 N. 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 district. Under the S -P -1 zoning the applicant proposes limited 0-1 office district uses with O- 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 #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. The City Council approved first reading (6 -0) subject to site plan review summary #3, dated July 14, 2004, as presented, specifically allowing the variance in stacking depth to 28 feet. Contact Ken Baker or Dennis Killough with questions on this item. 7I. ZA04 -024, Preliminary Plat for Carroll Terrace. This is the plat for the previous agenda item. The plat will allow final platting of up to 5 lots. The Planning and Zoning Commission recommended approval (4 -0) subject to review. 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 September 7, 2004 Page 8 of 18 7J. Ordinance No. 480 -445, 2 " 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 fiiture office building totaling approximately 29,806 square feet. Under the S -P -1 detailed site plan district zoning, the applicant proposes O -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 I8 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 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. Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council Meeting September 7, 2004 Page 9 of 18 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. City Council approved the first reading (6 -0) subject to site plan review summary #3, dated July 30, 2004; granting the requested variances. Contact Ken Baker or Dennis Killough with questions on this item. 9A. Resolution No. 04 -060, Authorize the Mayor to execute quitclaim deeds for drainage and utility easement abandonments on Lots 17 & 18, Block 1, Oakwood Estates, Phase 11. With the platting of Oakwood Estates, Phase II, a 15 foot drainage and utility easement was dedicated between Lots 17 & 18 (7.5 feet on each). During construction of the Oakwood Estates one of the water lines serving the residents in this subdivision was installed between Lots 18 & 19. The owners of Lot 18 & 19 dedicated an easement in the area where the water is actually installed; therefore, the easement between Lots 17 & 18 is no longer needed. Staff contacted all franchise utilities and obtained documentation that no existing infrastructure has been located in the easements that are to be abandoned. Contact Pedram Farahnak 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 Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council Meeting September 7, 2004 Page 10 of 18 by Council during deliberation of the absence policy. Mayor Pro Tem Keith Shankland was absent from the August 31, 2004, Special City Council meeting due to an illness. lOB. Approve renewal of contract with Aetna for employee medical and dental benefits This item is a renewal of the contract with Aetna for medical and dental benefits. Aetna has proposed a 9.8% increase for the HMO plan, 35% increase for the PPO plan, and 8% increase for dental. It should be noted that the City's increase in regards to the PPO plan is the same as with the HMO since the City only pays the HMO - equivalent "Employee only" premium. Aetna's initial proposal for the HMO Plan (which 92% of our employees choose) was a rate increase of 13.3 %, however we were successful in negotiating a smaller increase through our broker. We were not successful in our attempts to reduce the PPO increase though because of demonstrated losses to Aetna within that plan group. The rate increases, while more than we desired, are less than the Dallas -Fort Worth average for all employers. While we always consider the option to go to the market again through the bid process, we also recognize the burden it places on employees when forced to change plans and possibly doctors. Weighing all of these factors, staff recommends approval of the contract renewal with Aetna for medical and dental benefits. Over the next year, staff will be conducting employee focus group meetings and research to determine how best to meet our employee's needs while also being as cost efficient as possible in the midst of the health care issues we are currently facing. Contact Kevin Hagman with questions on this item. I OC. ZA04 -057, Revised Preliminary Plat for Block 22, Southlake Town Square. On behalf of PKB Enterprises, LTD, Brownstones at Town Square, LP, is requesting approval of a revised preliminary plat for Block 22 of Southlake Town Square. This area has been designated as open space by the approved concept plan, development plan and the previous preliminary plat and has been intended to be dedicated to the City for use as a park. The purpose of this plat is to subdivide the block into two lots so that a final plat may be approved and recorded for the dedication and conveyance of approximately 2 acres of the future 6 acre park in connection Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council Meeting September 7, 2004 Page 11 of 18 with the residential Brownstone project. The final platting of the remaining 4 acres is being deferred awaiting further development of the Town Square project. It should be noted that to change the remaining 4 acres to anything other than open space will require approval of a revised concept plan and development plan. The Planning and Zoning Commission recommended approval (6 -1) (Stansell) subject to review. Contact Ken Baker or Dennis Killough with questions on this item. 10D. Consider SPO4 -178, Variance to Sign Ordinance No. 704 -B, Maverick Commercial Real Estate, located at 1680 -1750 East State Highway Zway 114 westbound access road) The applicant is marketing vacant properties owned by Greenway -Berk Partners, LP, located between 1680 and 1750 E. SH 114. The properties total about 24 acres and front on the west -bound frontage road of SH 114. Immediately west of the subject property is the Aventerra property. The applicant, on behalf of Greenway -Berk Partners, LP, is requesting a variance from the sign height standard for temporary real estate signs of Sign Ordinance No. 704 -B. The maximum sign height, as measured from the top of the sign to the ground level, is five feet. The applicant is requesting a total sign height of seven feet, nine inches (total of 93 inches). Contact Ken Baker or Dennis Killough with questions on this item. 10E. Consider SPO4 -181, Amendment to Gateway Plaza, Phase 1 Conditional Sign Permit, for Shogun restaurant, located at 2790 East Southlake Boulevard. The property is an out - parcel located at Gateway Plaza Phase I and the existing use of the property is a restaurant. This is a request to amend the approved conditional sign permit for Gateway Plaza Phase I, Building 6 with respect to the location of the sign area along Southlake Boulevard. The current conditional sign permit restricts the sign to be within the center area of the wider wall plane of the building facade. This proposal would allow an alternative sign area in one of the pilasters of the facade. Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council Meeting September 7, 2004 Page 12 of 18 The applicant is requesting an amendment to the approved conditional sign permit for Gateway Plaza Phase I with respect to approved sign location along Southlake Boulevard. This request would provide for an alternative sign area of 30 square feet. Contact Ken Baker or Dennis Killough with questions on this item. IOF. Consider SPO4 -185, Variance to Sign Ordinance No. 704 -B, Offices at Byron Nelson, located at 630 East Southlake Boulevard. This site was approved to allow 4 monument signs. In addition to the previously approved variances to the number of monument signs and side setback standard for the westernmost sign, this request is for a front setback variance to allow all the monument signs to be placed 6.5 feet from the front property line. The front setback standard is 15 feet. Contact Ken Baker or Dennis Killough with questions on this item. IOG. Consider SPO4 -186, Variance to Sign Ordinance No. 704 -13, Slender Lady, located at 1101 East State Highway Zway 114, Suite 114 (Carroll Oaks Shopping Center) The tenant is located in the Carroll Oaks shopping center at the southwest corner of the intersection of Carroll Avenue and eastbound access road of SH 114. The applicant, on behalf of Slender Lady, is requesting a variance from the letter height and logo height standard. The store front is approximately 60 feet from the street right -of -way. The maximum letter and logo size permitted is 12 inches. The applicant is requesting a letter height of approximately 20 inches and a logo height of 30 inches. Contact Ken Baker or Dennis Killough with questions on this item. 11A. Cable Franchise Agreement negotiations with Verizon In July, the City joined with surrounding cities (Grapevine, Colleyville, Westlake, Keller) to jointly participate in negotiating a cable franchise agreement with Verizon. Clarence A. West of Austin, Texas was hired by the coalition of cities to negotiate a base agreement for the cities. Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council Meeting September 7, 2004 Page 13 of 18 After reviewing Verizon's initial proposal, staff and the City Attorney identified seven (7) priority issues to consider in the negotiations. The number one priority is Verizon's proposed service area, which in Southlake comprises roughly 89% of the City. This matches their telephone service area, and the limits of where they are providing Fiber to the Premise (FTTP) technology. The location of the remaining 11% is generally located north of Dove Road. At the initial meeting with the coalition, the Verizon representative stated that extending their proposed service area in any of the cities, now or at any time in the future, was a non- negotiable item. Mr. West submitted a proviso to Verizon to that position that stated if Verizon provides cable service in any other city in the United States outside of its current telephone service area, Verizon will also do so in each of the coalition cities. Verizon rejected the proposal given its "nationwide implications." In his comments on the Verizon proposal, Mr. West submitted to Verizon the language that exists in the City's current franchise agreements regarding service area. In discussing this issue with the City Manager and City Attorney, Mr. West was instructed to notify Verizon that without extension of the service area to address the remaining 11% of the City, or some type of extension plan that identifies how to address this area at some point in the future, there was no need for Verizon to proceed with negotiations with the City. Each coalition city has had to make this determination, and Grapevine has also elected not to proceed with negotiations. Westlake and Keller have agreed to Verizon's position regarding service area and to proceed with negotiations. At this time, Colleyville has not made a determination. On August 26, Verizon submitted comments to Mr. West's proposed revisions for all five cities to review. Verizon's position on the City's priority issues to date is the following: • Verizon has rejected the City's proposal on the following issues: • Service Area; • Definition of Gross Revenues / Value of Bundled Services; • Definition of Force Majeure; • Definition of Normal Operating Conditions; • Term and Renewal of Agreement. Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council Meeting September 7, 2004 Page 14 of 18 • Detailed discussions on Customer Service Standards and Institutional Network (I -Net) provisions have not occurred to date and are pending. These are significant issues that have not been further discussed due to the time spent on the service area issue. The purpose of this agenda item is to discuss with the City Council the position taken to date and to get City Council input regarding how to proceed from here. Please contact myself or John Eaglen with questions regarding this agenda item. 1113. Southlake Town Square Development We are including this on the agenda anticipating that there will be a draft contract from our attorneys by Tuesday. OTHER ITEMS OF INTEREST 1. Increase in hourly rates charged by attorneys Effective October 1, city attorney fees will increase. I believe this is the first increase since 2001. Listed below is a breakdown of current and planned charges. I have attached a copy of their letter for your information. Contact me if you have questions on this issue. Service Provided Current Charges/per hr Charges effective Oct. 1 /per hr Legal Assistant $ 70 $ 80 Litigation $160 $175 Routine Administrative $135 $150 Services 2. Attachments to my memo • CARS monthly report • Attorney letter dated August 4 3. Note that City offices will be closed on Monday, September 6 in observance of Labor Day. Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council Meeting September 7, 2004 Page 15 of 18 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 McGeath, Kerry, Library Administrator, 481 -8378 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 September 7, 2004 Page 16 of 18 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 3 3 7 11 1 Total Qualified Users 134 136 139 142 149 160 161 Total Volunteer Drivers 32 33 33 34 34 33 34 Unduplicated Users Served 14 15 16 15 25 21 17 Volunteer Drivers Used 16 23 18 16 22 23 18 Driver Vehicle Miles Traveled 890 1031 1040 815 1209 1083 982 7050 Driver Hours 44 61 58 48 69 77 69 426 Van Miles Traveled 0 40 64 0 66 272 188 630 Office volunteer Hours 33 16 0 1 5 3 1 62 Trip Requests Not filled 0 0 0 0 0 0 0 0 Pickup Ten Minutes Late 0 0 0 0 0 0 0 0 One Way Trips Medical/Dental 26 126 16 16 29 31 24 159 Southlake Senior Center 64 10 96 87 102 125 99 699 Personal Needs 17 0 4 11 24 24 16 106 Shopping 0 0 2 6 4 9 8 29 Business 0 0 20 0 0 0 0 0 Other Senior Centers 0 0 2 0 0 2 1 5 Other 0 0 27 2 12 26 16 83 Total One Way Trips 107 153 147 122 171 217 164 1081 Rider Groups Senior & Handicapped >54 107 145 146 121 171 214 164 1068 Handicapped >17 <55 0 1 1 0 0 0 2 Handicapped <18 8 0 0 0 3 0 11 Total Rider Groups 107 153 147 122 171 217 164 1081 Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council Meeting September 7, 2004 Page 17 of 18 6000 Wr:SteRn PLACE. SUITE 200 3 -30 AT BRYANT -IRvIN ROAD Forr WORTH, TEaAs 76107 -4654 EMAIL: T0ASE9(-:'T0ASE COAL WtBsIT8: WWW TOASE COns Taylor Olson Adkins Sralla Elam Attorneys Counselors TELFPHONE: (817) 332 -2580 TOLL FREE: (800) 338 -3400 FACSIMILE: (817) 332 -4740 DEWON: (940) 383 -267=4 DENTON Mr'rRo: (972) 434 -3834 E ALLEN TAYLOR -.JR EXT 212 ATAYLOR @TOASE C010 August 4, 2004 Mr, Silly Campbell City Manager City of Southlake 1725 Southlake Blvd, Southlake, Texas 76092 Re: Legal Services Dear Billy: In September, 2001, the law firm raised its rates for the City of Southlake. I had hoped at that time that the rate change we initiated would be sufficient to meet budgetary needs for the near term future, Unfortunately, I have come up short in my analysis. Effective on October 1, 2004, the law firm is establishing a new rate structure forthe City of Southlake. Routine administrative work on municipal files will be billed at a rate of $150.00 per hour, which is still below our standard rate. Litigation will be billed at a rate of $175.00 per hour, Prosecution in municipal court will remain at a rate of $125.00 per hour. Legal assistant time will be billed at a rate of $80.00 per hour for administrative work and litigation. The firm recognizes the financial constraints underwhich local governments operate and we have worked for many years to do everything in our power to keep our rates as low as possible. However, in order to provide the quality of representation that our cities deserve, we have to maintain an adequate staff of competent experienced lawyers who can respond timely to client needs. I feel that this is especially important in representing municipal clients due to the unique legal issues that are routinely encountered and the lack of pertinent experience on these issues by most lawyers. Due to the nature of our practice, we are forced to select our lawyers from a handful of qualified applicants that are trained and experienced in municipal practice, and compete for these lawyers with other entities and firms. Unlike other professional firms, we do not bill for the time commitments of many of our support staff members and, therefore, our attorney rates have to accommodate the increases that we are facing in those areas. I recognize that you are similarly experiencing these issues with your own work force. Please be assured that we will continue to do everything possible to handle yourwork in the most time efficient manner possible, thereby W: ISoutlalake\ LETTERS ICampbe115Campbell,EATRate wpd Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council Meeting September 7, 2004 Page 18 of 18 August 4, 2004 Page 2 reducing the impact of this rate increase on your budget Our hope is that we will not unreasonably impact any one client because our practice allows us to work for numerous clients on municipal matters, thereby allowing us to work more efficiently and to keeping time spent on particular matters at a minimum. I would be morethan willing todiscussthis matterwith you orthe Mayor and Council as necessary. If I can provide you with any additional information or assistance, please feel free to contact me. Sincerely, J . Aden Tayl , Jr. EATIds W;\SoulhiakelLETTERS \Campbell \Campbell EATRate wpd