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Item 4BCity of Southlake, Texas MEMORANDUM September 15, 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 21, 2004 4A. Mayor's Report Proclamation for Family Day - The Mayor will present a proclamation to Debbie Baynard for "Family Day — A Day to Eat Dinner with Your Children." 4C. Financial Report A copy of the report has been included in your packet. Contact Sharen Elam with questions on this item. 5A. Approve minutes for the September 7, 2004, regular City Council meeting The minutes are included in your packet. Contact Lori Farwell with questions or comments on this item. 5B. Approve renewal of contract with Mutual of Omaha for employee and dependent basic and voluntary life insurance benefits and employee Accidental Death and Dismemberment insurance benefits This item is a renewal of the contract with Mutual of Omaha for employee and dependent group life insurance and employee accidental death and dismemberment (AD &D) insurance benefits. Mutual of Omaha has proposed an increase of $0.01 per $1,000 coverage on employee basic group life insurance, and no change to employee and dependent voluntary life or employee AD &D insurance rates. The City pays the premium on employee basic life (one times salary to maximum of $50,000) and employee AD &D. The annual costs are estimated at $15,300 and $3,500 respectively. When Mutual of Omaha was chosen two years ago, their rates were 29% lower than the previous carrier and offered better coverage. This rate renewal is guaranteed for two years — staff recommends renewal. Contact Kevin Hugman with questions on this item. 5C. Authorize the Mayor to execute an Interlocal Agreement between the City of Southlake and the City of Colleyville for GIS services The City of Colleyville has requested a continuance of the interlocal agreement that provides them with GIS services two days a week. The GIS services will be provided by a senior GIS analyst (full -time staff member) with Southlake. The analyst Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council meeting September 21, 2004 Page 2 of 9 will spend three days per week working on Southlake assignments and will work out of the Town Hall building. The other two days a week, the GIS Analyst will spend working on Colleyville assignments and work in Colleyville. The agreement will be for a one -year period beginning October 1, 2004 and ending September 30, 2005. The salary for a senior GIS analyst is approximately $52,000 annually. Under the terms of the interlocal agreement, Colleyville will receive about 40% of the employee's time during the regular business week. On return, the City of Colleyville agrees to pay $22,000 annually for their portion of the staff time, plus any over -tine associated with its projects. Also, the City of Colleyville agrees to pay the cost of supplies (not to exceed $4,000 per year) to the City of Southlake. Cost figures associated with the agreement are to remain the same as the previous year. The City of Southlake and City of Colleyville have shared this position since 1999. Contact Ken Baker with questions on this item. 5D. Authorize the Mayor to enter into an Interlocal Agreement between the City of Fort Worth and the City of Southlake for participation in Fort Worth's Environmental Collection Center and Household Waste Program. In the spring event of 2004, 200 Households participated in our drop off event by bringing hazardous waste to the collection center. The proposed Fort Worth agreement extends the DPS program to which our citizens have become accustomed. Residents that need to discard approved waste will have the option of traveling to the Environmental Collection Center in Ft. Worth or dropping off the waste at one of our two drop off events. The next event is scheduled for November 6, 2004 at the East DPS Facility. The cost for the service this year will be $40 per participating household. This is a reduction of $12 per household due to Ft. Worth receiving a grant from the North Central Texas Council of Governments that is being used to defray disposal costs. Contact Rick Black with questions on this item. 5E. Authorize the City Manager to enter into an agreement for the purchase of park property A final purchase agreement was not complete in time to be included in this meeting packet; however, staff anticipates a final agreement will be presented at the City Council meeting. Contact me if you have any questions. Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council meeting September 21, 2004 Page 3 of 9 7A. Ordinance No. 878, 2' Reading, Annual Budget for FY 2004 -05 and revised budget figures for FY 2003 -04 and multi -year CIP. This ordinance formally sets the budget for FY 2004 -05 and amends the budget for FY 2003 -04. On September 7, 2004, the proposed budget was approved as filed on August 13, 2004. Included in your packet is the presentation from the September 7 meeting. Staff will only present the revenue and expenditures highlights and very briefly discuss the CIP projects on Tuesday evening, unless Council wishes to go into more detail. Contact Sharen Elam with questions on this item. 7B. Ordinance No. 879, 2 " Reading, Tax Levy Ordinance This ordinance formally sets the tax rate at $.462 per $100 of valuation for FY 2004 -05. After your final approval, the rate is given to Tarrant County to apply to appraised values as of January 1, 2004 and to generate tax statements. Contact Sharen Elam with questions on this item. 7C. ZA04 -056, Revised Site Plan for Colonial Bank. This proposal is within the old Wal -mart site. Archon Group and Colonial Bank are requesting approval of a site plan revising the previously approved 20,000 square foot retail pad site in the northeast corner (formerly Building `D') of Southlake Corners into a ± 5,000 square foot bank site (Building `I') and a ± 6,000 square foot pad site (Building `H'). A variance to allow a partial parapet and mansard type roof instead a pitched roof for buildings 6,000 square feet or less is being requested as part of this site plan approval. The Planning and Zoning Commission recommended approval (6 -0) subject to review and granting the requested variance. Contact Ken Baker or Dennis Killough with questions on this item. 7D. ZA04 -058, Site Plan for Don Davis Investments. The property is located in North Davis Business Park at 2105 Greenbriar. The plan proposes the construction of an office /warehouse building of approximately 6,000 square feet. The property is subject to residential adjacency standards due to property abutting the southeast corner having "SF -30" single family residential zoning. All the property to the south is designated for "Office Commercial" development according to the Land Use Plan. Because of this, the applicant is requesting a variance to all Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council meeting September 21, 2004 Page 4 of 9 residential adjacency standards. The applicant is also requesting a variance to screening requirements and driveway spacing. The Planning and Zoning Commission recommended approval (6 -0) subject to review, granting the variance for driveway spacing; requiring that all screening be met by installing a six foot minimum height evergreen plant screen such as photinias or wax myrtles; specifically denying the variance requests in masonry and articulation requirements. Contact Ken Baker or Dennis Killough with questions on this item. 7E. Resolution No. 04 -068, (ZA04 -061) Specific Use Permit for Outdoor Sales to allow hot dog stand sales in front of Lowe's The vender intends to initially operate from 9AM to 6PM Friday through Saturday and may eventually operate seven days per week if business warrants the need. The vendor is requesting their permit be approved for a period of two years. The Planning and Zoning Commission recommended approval (6 -0) limiting the permit to two years; limited to the menu as shown in the application; signage will be as presented; the hours of operation will be limited to the hours of Lowe's; and approval is contingent upon proof of current sales tax permit before City Council. Contact Ken Baker or Dennis Killough with questions on this item. 7F. Resolution No. 04 -066, An Amendment to the Master Thoroughfare Plan regarding the crossing of Kirkwood Boulevard Extension at the Highland Street /Carroll Avenue intersection On November 26, 2001, City Council approved Resolution 01 -060, which amended the MTP to include Kirkwood Blvd. Extension from Kimball Avenue to the existing Kirkwood Blvd. at its intersection with Dove Street. However, the City Council did not indicate on the MTP the general alignment of Kirkwood Blvd. extension through the N. Carroll Ave. /Highland St. intersection. This was primarily due to the uncertain future of the Carroll Intermediate School and Carroll Administration buildings, which are located at the intersection. At this meeting, Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council meeting September 21, 2004 Page 5 of 9 City Council determined that further study of this intersection was needed and should be addressed as part of the Master Thoroughfare amendment City Council is considering this item at this time due to possible development in and around this intersection. Staff has prepared three (3) options for the City Council to consider for the crossing of Kirkwood Blvd. Extension at the Carroll/Highland intersection. Option #1 indicates the roadway crossing south of the intersection. Option #2 utilizes the existing Highland St. alignment to cross the intersection. Option #3, indicates the roadway crossing to the north of the intersection. The issues associated with the various options are outlined in the staff report. The Planning and Zoning Commission approved this item (5 -1) recommending option #2 as presented in regard to Kirkwood Blvd. extension, and noting as part of the recommendation to close Highland St. no further east than the edge of Carroll Baptist church property and provide local access only. Contact Ken Baker or Dennis Killough with questions on this item. 8A. Ordinance No. 880, 1 st Reading, Amendment to Chapter 9.5 — Environment, of the Southlake City Code to add Article IV "Gas and Oil Well Permits." Recently, interest in natural gas and oil exploration, drilling, and production has increased in the area. As such, the city has recognized the need to develop and provide ordinance regulations to govern such possible future activities. On September 7, 2004, the City Council approved Ordinance 480 -YY which permits gas and oil well drilling by Special Use Permit in the "1-2" district and added standards for approval of such requests. Proposed ordinance 880 will regulate the technical, operation and maintenance activities throughout the drilling and operation process. The ordinance addresses aspects such as road repair, truck access to the site, inspections, emergency plans, noise, lighting, screening, location Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council meeting September 21, 2004 Page 6 of 9 and insurance requirements. Staff will present an overview of the ordinance at the next City Council meeting. Contact Ken Baker with questions on this item. 8B. Ordinance No. 881, 1 St Reading, Amendment to Section 12 -78 of Article III, Park and Recreation Board Meetings and by -laws, of Chapter 12 of the ,Southlake City Code, providing for revision to election of officers Following the 2004 appointments to the Parks Board, the city attorney determined that as a result of the delayed appointments to the Parks Board in 2003, the wording in the current ordinance regulating the election of board positions created a conflict between the provisions that require an election and the time periods for the election and duration of the office. A subsequent letter of clarification from the city attorney indicated that an appropriate remedy would be to amend the ordinance to clarify the election process and terms of office. The city attorney provided a revision that both clarifies and simplifies the board election process. A copy of that revision is in your packet and made available as first reading. Contact Malcolm Jackson with question 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. P &Z Commissioner Al Morin missed the September 9 meeting to attend his father's funeral. Contact Lori Farwell with questions on this item. lOB. ZA04 -048, Revised Preliminary Plat for Lots 3R1, 3R2, 4R1, & 4R2, Block 1, The Glory Place, being a revision of Tracts 3 and 4R, The Glory Place This is a proposal to revise the platted Tracts 3 and 4R, The Glory Place addition, located at 160 and 200 East Continental Boulevard into 4 lots for residential development. The property is zoned "SF-IA." There is no change of zoning proposed. A variance to the requirement that all lots front a "street" is being requested. The applicant proposes that the two rear lots front on a paved common access easement. The Planning and Zoning Commission recommended approval (6 -0) subject to review, accepting the applicant's offer to come up with some language regarding restrictions as to the Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council meeting September 21, 2004 Page 7 of 9 approximately 2,400 square foot accessory building that sits on the property; and approving their request for the variance to the city's street requirement accepting the common access easement as shown. Contact Ken Baker or Dennis Killough for questions on this item. IOC. ZA04 -072, Plat Revision for Lots 3R1, 3R2, 4R1, & 4R2, Block 1, The Glory Place, being a revision of Tracts 3 and 4R, The Glory Place, located at 160 and 200 East Continental Boulevard. This is the plat revision for the Glory Place lots. Because the property involved in this subdivision is already platted and because a street and extension of utilities is required, both a preliminary plat and plat revision are required according to the Subdivision Ordinance No. 483, as amended. The plat revision is the same as the associated preliminary plat. The Planning and Zoning Commission recommended approval (6 -0) subject to the same conditions as stated with the preliminary Plat. Contact Ken Baker or Dennis Killough for questions on this item. IOD. Consider SPO4 -209, Variance to Sign Ordinance No. 704 -B, Next Century Dental, located at 2630 State Highway 114 west bound access road). This is request to allow a variance from the letter height and logo height standard and the number of signs allowed for attached signs as found in Sign Ordinance No. 704 -B. The business is located approximately 900 feet east of the intersection of Shady Lane and the westbound access road of E. State Highway 114. The specific variances requested are as follows: Sign Regulation Number of Signs Sign #1 Letter Height Sign #2 Letter & Logo Height Maximum Permitted 1 sign per street frontage 12 inches 12 inches Maximum Requested 2 signs 24 inches 24 inches 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 21, 2004 Page 8 of 9 10E. Consider SPO4 -210, Variance to Sign Ordinance No. 704 -B, Highland Nails & Spa, located at 2125 West Southlake Boulevard, Suite 335 This is request for a variance from the maximum sign area permitted for attached signs as found in Sign Ordinance No. 704 -B. The sign criteria, building elevations, site plan and applications are attached to this report. The following variances to the Sign Ordinance No. 704 -B are requested: • Ord. 704 -13, Section 16.A.3 MAXIM[_JM AREA: The maximum permitted area is 0.75 square feet for every one foot of width of building or lease space not to exceed 400 square feet. The store front is approximately 20 feet wide. The maximum sign area permitted is 15 square feet. The applicant is requesting a sign area of approximately 30 square feet. Contact Ken Baker or Dennis Killough with questions on this item. IOF. Consider SPO4 -212, Amendment to Conditional Sign Permit for Gateway Plaza Phase II, located at East Southlake Boulevard and North Nolen Drive The current conditional permit allowed two monument signs on SH 114 and one on E. Southlake Boulevard, larger than permitted by the sign ordinance. This is a proposal to remove one previously approved monument sign from SH 114 and add two additional monument signs along E. Southlake Boulevard. Contact Ken Baker or Dennis Killough with questions on this item. l OG. Consider SPO4 -213, Amendment to Conditional Sign Permit for Southlake Corners (Colonial Bank), located at the 200 block of North Kimball Avenue. The current permit allows a maximum of three larger multi- tenant monument signs for the whole development. The applicant is requesting that an additional monument sign be permitted for the tenant pad site located at the northeast corner of the development. The proposed monument sign structure is compliant with the regulations of the sign ordinance. 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 21, 2004 Page 9 of 9 11A. Southlake Town Square development. We are including this on the agenda anticipating that there will be a draft contract from our attorneys by Tuesday. Contact me with questions on this item. Staff Extension Numbers: Baker, Ken, Acting Director of Planning, 481 -2046 Black, Rick, DPS Director, 481 -2406 Campbell, Billy, City Manager, 481 -1409 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