Item 5A (3)City of Southlake
CITY COUNCIL JUNE RETREAT MEETING
DPS WEST FACILITY - COMMUNITY ROOM
DAY TWO — JUNE 20, 2003
MINUTES
CITY COUNCIL PRESENT Mayor Andy Wambsganss, Mayor Pro Tem W. Ralph Evans,
Deputy Mayor Pro Tem Rex Potter (arrived at 12:00 p.m); Councilmembers: Carolyn Morris,
Greg Standerfer, and Tom Stephen.
CITY COUNCIL ABSENT Keith Shankland.
STAFF PRESENT City Manager Billy Campbell, Assistant City Manager Shana Yelverton,
Assistant to the City Manager John Eaglen, Community Services Director Malcolm Jackson,
Planning Director Bruce Payne, Deputy Director of Public Works Charlie Thomas, Director of
Economic Development Greg Last, Director of Public Safety Rick Black, Interim Fire Chief
Bobby Finn, Deputy Director of Administrative Services Garland Wilson, Director of Human
Resources Kevin Hugman, Manager of Technical Services Gary Gregg, Assistant to the Public
Works Director Valerie Bradley, City Manager's Office Intern Kim Springer, and City Secretary
Lori Farwell.
Agenda Item No. 1, Opening Comments Mayor Wambsganss called the meeting to order at 9:11
a.m. City Manager Billy Campbell welcomed Council and guests.
Agenda Item No. 2, Discussion
North DPS Facility, Capital Improvement Project Director of Public Safety Rick Black
presented information to Council regarding the proposed North DPS Facility. He stressed that
personnel needs are not driven by the building; they are driven by whatever needs are in the
community.
The Department of Public Safety facility concept plan was adopted in 1997 with the passage of
the Crime Control Prevention District. One of three components of the plan included the building
of a West DPS facility to provide emergency services access to the highly populated western
portion of our city. That facility opened in March, 2002. The second component of the facility
concept plan includes building North DPS headquarters facility that would also serve as the
Emergency Operations Center for the city. A replacement for the current East facility makes up
the third component of this plan.
There is a critical need for both a hardened Emergency Operations Center and a hardened
Emergency Communications Center to ensure continued emergency operations during a disaster.
Past planning for this facility is now a clear reality. There is also a critical need for a new holding
facility to reduce liability, expand Criminal Investigation facilities, and patrol operations
facilities. Administrative offices can greatly improve the productivity and efficiency of present
staff.
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Councilmember Standerfer said he has no problem spending Crime Control money on the
proposed building, but he wants to be extremely careful when discussing the addition of new
personnel.
Disaster Notification Program Director of Public Safety Rick Black presented information to
Council on the Disaster Notification Program and its goals.
In 1997, the Department of Public Safety developed and adopted an Emergency Response Plan
for natural disasters. Upon approval by the State of Texas Department of Emergency
Management, staff became concerned about effectively communicating an impending storm to
the community as a whole. Staff researched this issue and developed a plan of communications.
Staff has since extended the scope of this project to include natural disasters, hazardous
materials, and terrorist incidents. A plan to notify the community of such threats has been
prepared.
Director Black discussed the various areas of warning classification — indoor, in vehicle, and
outdoor. He informed Council of tools used to notify residents of an impending threat; focusing
on one means of effectively communicating to the outdoor community through the purchase and
installation of outdoor emergency sirens. Such sirens would be strategically located throughout
the city where large outdoor populations exist. It was also discussed with Council the funding for
this program and its phased implementation.
A break was called for at 9:46 a.m. and the meeting was called back to order at 9:54 a.m.
The topic of "Roundabouts" was removed from the agenda and not discussed at this time.
Drainage Master Plan and Storm Water Drainage Utility District Deputy Director of Public
Works Charlie Thomas presented information to Council regarding the Drainage Master Plan
and the Storm Water Drainage Utility District.
Due to rapid growth, increased storm water run -off and the adverse impact on the environment,
rules have been developed as part of the National Pollutant Discharge Elimination System
( NPDES) in compliance with the Clean Water Act (CWA) to prevent excessive amount of
pollutants entering the state and the U.S. waters. A master plan will set forth the Council's
direction for compliance with the NPDES as well as the priorities by the Council for funding the
necessary drainage improvements in Southlake.
Mayor Pro Tern Evans said a big problem in Southlake that needs to be taken into account in this
discussion is the over - irrigation of properties.
Deputy Director Thomas provided an overview of citywide basins and watersheds, the general
scope of Master Plan, the Drainage Utility System (DUS) as a possible source of funding, and
steps necessary to adopt this source for implementation. He discussed the possibility of creating
regional detention ponds and suggested the location of North Carroll Avenue on the Westerra
property.
Project Prioritization by City Council Director of Economic Development Greg Last reviewed
the current project rankings with Council.
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Councilmember Morris expressed concerns regarding turning projects over to committees and
thinks Council should be providing policy direction instead.
The items discussed were:
Emergency Preparedness Notification Program Councilmember Standerfer expressed concerns
about spending a great deal of money on emergency sirens. He would like a measure of support
and suggested turning it over to the voters for feedback.
Hotel/Motel Regulations in Zoning Ordinance Mayor Wambsganss suggested looking at hotel
regulations in areas that have quality hotels to determine what their formula is.
Sign Ordinance Revisions Councilmember Standerfer understands that Council grants a lot of
variances to this ordinance but would rather the City have a tight ordinance and require
applicants to come before Council so that Council gets to look at what is being proposed. He
does not particularly want to change the sign ordinance.
Councilmember Morris stated her concern regarding back lighting and LED signs.
Councilmember Stephen agreed with her.
Mayor Wambsganss asked staff to review the last couple of year's worth of sign variances to
determine the specific types being requested and granted.
Right -of -Way Management Ordinance Council agreed for staff to bring a draft ordinance with
corresponding financial data and legal parameters for them to discuss.
Comprehensive Plan Update Planning Director Bruce Payne indicated he will have the draft
plan from the 2025 Committee to Council by way of a work session by September 2003.
Underground Utilities Ordinance Council agreed for staff to look at legal parameters and to look
at the subdivision ordinance.
Tree Preservation Ordinance Councilmember Morris would like to look add Hackberry trees to
the list of protected trees. Councilmember Standerfer does not like Hackberry trees. Director of
Community Services Malcolm Jackson agreed to review the current list to determine if
Hackberry is on it, but he thinks it was added to the list already.
Amortization of Certain Non - Conforming Uses Director Payne agreed to bring Council a list of
non - conforming uses to consider.
Zoning Supermajority Issue Councilmember Stephen is not in favor of this proposal.
Councilmember Standerfer suggested that Council could put controls into future zonings, such as
"SP" districts as opposed to straight zonings.
Public Art Master Plan Mayor Wambsganss suggested encouraging the public to make
donations and creating a process whereby they can make donations. Councilmember Stephen
said the meetings have been very poorly attended. Councilmember Morris would like to revisit
the entire issue and encourage more participation.
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Director Last suggested that staff add a page on the Public Art Advisory Committee on the City's
website informing people about it.
Ethics Ordinance. Mayor Wambsganss would like the ordinance reviewed for disclosure
provisions. He would like some mechanism for Council to report potential conflicts.
Councilmember Stephen said Council needs to disclose everything and put it on the record.
Councilmember Standerfer said he does not mind looking at this ordinance but thinks that there
are a broad range of disclosures that Council ought to make. He thinks if a Councilmember has
met with an applicant prior to a meeting, it should be disclosed.
Residential Lighting Standards Councilmember Morris stated her concerns about tennis court
lights and flood lights in residential yards and would like the standards to be reviewed.
For prioritizing future projects, Council suggested there should be better, more thorough,
descriptions on the Project Advocacy Forms. They agreed it was difficult to understand exactly
what some of them were regarding.
City Council broke for lunch at 11:40 a.m. and reconvened at 12:38 p.m.
Closing comments were given by City Manager Campbell.
Agenda Item No. 3, Adjournment: There being no fiirther business to discuss on Day Two of the
Retreat, the meeting was adjourned at 12:45 p.m.
Andy Wambsganss
Mayor
ATTEST:
Lori A. Farwell
City Secretary
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