Item 4BCity of Southlake, Texas
MEMORANDUM
August 13, 2003
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 19, 2003
4A.1 Mayor's Report - Proclamation for National Alcohol and Drug Addiction Recovery Month.
Tarrant County Challenge, Inc., has asked Southlake to join The White House, Substance
Abuse and Mental Health Administration, Office of National Drug Control Policy, and other
cities in Tarrant County, as well as cities across the nation, to recognize the disease of addiction
and the importance of recovery. Barbara Hope from Tarrant County Challenge, Inc., will be
present to receive this proclamation. Contact Lori Farwell if you have any questions.
5A. Approve the minutes of the regular City Council meeting held on August 5, 2003 The minutes
are included on your CD. If you have any questions or changes, contact Lori Farwell.
5B. Approve an amendment to TIF Participation Agreement with Tarrant County If you recall, we
have discussed increasing Tarrant County's participation in the TIF. The original participation
agreement in 1998 stated that Tarrant County would contribute the annual tax increment
produced from property located in the reinvestment zone, up to a maximum cumulative deposit
of $4,664,000 to the Tax Increment Fund. The agreement also provided for the County to have
an interest of 20% usage and title ownership of the planned Town Hall government building.
This amendment will increase their usage and title ownership of Town Hall to 25% with a total
maximum cumulative deposit of $6,864,000. In short, this amendment brings an additional
$2,200,000 in TIF funding. However, this amendment also reduces the City's ownership of
Town Hall from 80% to 75% (currently we are operating approximately 75% of the facility).
Tarrant County Commissioners are scheduled to vote on this amendment at their August 26
meeting. If you have any questions related to this item you may contact Sharen Elam or
myself.
Honorable Mayor and Members of City Council
Agenda Item Comments and Other Items of Interest
City Council Meeting August 19, 2003
Page 2 of 22
5C. Authorize conveyance of interest in Town Hall site to Tarrant County This agenda item is
related to item 5B and 5D. The is the formal action to approve conveyance of 25% fee simple
interest of Town Hall to Tarrant County. You may contact Sharen Elam or me with any
questions.
5D. Approve Interlocal Agreement with Tarrant County for Town Hall This agreement outlines
the specific details as to usage, and operation of the Town Hall government building. As
previously mentioned, we will have joint ownership with Tarrant County with a 75/25 split.
Operational and capital cost will be allocated in the same proportion as we share ownership
(75/25). Except for emergency expenditures, expenditures for capital expenses in excess of
$25,000 shall not be made without approval of the governing bodies of the City and the
County. The exhibits are not included with the agreement. The final exhibits will be provided
on Tuesday evening. The Finance Department has invoiced and Tarrant County has paid 25%
of the operational costs related to Town Hall for 2001 and 2002 fiscal years (approximately
$98,000 total for both years) in anticipation of this interlocal agreement. You may contact
Sharen Elam or me with any questions.
5E. Resolution No. 03 -065, Appoint members to the Crime Control and Prevention District Board
There are four Crime Control and Prevention District Board positions that expire September 1,
2003 including Martin Schelling, Pam McCain, Frank Pitman and Lou Ann Heath. We have
received applications from Frank Pittman, Martin Schelling, James Lair, and Pam McCain and
have included hard copies of these applications in your packet. The City Secretary's Office
expects to receive an application from Lou Ann Heath next wee. If more applications are
received after packets go out, we will give those to you at the meeting. Contact Lori Farwell if
you have any questions.
5F. Resolution No. 03 -066, Appoint two alternate members to the Senior Advisory Commission
In 1996, Ordinance No. 653 established the Senior Advisory Commission and was amended in
1998 by Ordinance No. 653 -A which added two alternate members to the Commission. It was
discovered after the July 29, 2003, appointments were made by City Council that the City
Honorable Mayor and Members of City Council
Agenda Item Comments and Other Items of Interest
City Council Meeting August 19, 2003
Page 3 of 22
Secretary's Office did not have record of Ordinance No. 653 -A, and therefore, the alternate
positions were not filled at that time. The City Secretary's Office has since executed Ordinance
No. 653 -A and has prepared Resolution No. 03 -066 for Council's appointment of two
alternates. Cleta Pierce is currently serving as Alternate #1 and has reapplied for that position.
In addition to Cleta's application, we have received applications from Jean Boland, Dorothy
Cosgrove, and Idilia Johnston. Hard copies of these four applications are included in your
packet. Contact Lori Farwell if you have any questions.
5G. Approve an addendum to 2003 Facilities Utilization Agreement with Grapevine - Southlake
Soccer Association With the construction of the new facility at Bob Jones Park, a need exists
for an interim concession agreement to provide GSSA the opportunity to offer concession sales
during the 2003 fall season. A concessions agreement does not exist within the current
Facilities Utilization Agreement between the City of Southlake and the Grapevine Southlake
Soccer Association (GSSA). As indicated, the proposed addendum remains valid only through
the upcoming Fall season to allow the Concessions Task Force time to review and make
recommendations prior to the 2004 seasons.
As part of the proposed addendum, the City reserves the right to utilize the concession stand
when not in use by GSSA and modifications to the structure are strictly prohibited without the
express written consent of the Director of Community Services. The City holds responsibility
for utilities (water and electric) and structural and mechanical maintenance. The proposed
addendum is consistent with the concession agreements currently in place between the City and
the baseball and softball associations. The President of the Grapevine Southlake Soccer
Association reviewed and accepted the proposed addendum. The Parks and Recreation Board
considered this item and recommended approval (7 -0) at their August 11, 2003, meeting.
Contact Malcolm Jackson if you have any questions.
7A. Ordinance No. 480 -420, (ZA03 -020) 2nd Reading, Zoning Change and Concept Plan for
Chapel Hill Office Park This property is located at 205 E. Southlake Boulevard (FM 1709).
The current zoning is AG, the requested zoning is S -P -2, with 0-1 office district uses and
Honorable Mayor and Members of City Council
Agenda Item Comments and Other Items of Interest
City Council Meeting August 19, 2003
Page 4 of 22
regulations. The purpose of this request is to receive approval of the zoning and a concept plan
for the development of seven office buildings.
Under the S -P -2 site plan district zoning the applicant proposes the following:
• Maximum Impervious Coverage: The overall site shall not exceed 65% impervious
coverage. However, individual lots shall not exceed 80% impervious coverage.
• Bufferyards: Bufferyards along the perimeter site boundary shall adhere to the
requirements of Sections 42 & 43, except that no bufferyards shall be required along
lot lines interior to the site.
Variances are requested for the following:
• Stacking Depth: Stacking depth for the proposed drive is required to be 75'. The
applicant is showing a stacking depth of 41';
• Driveway Spacing: Driveway spacing is 500' for full- access drives on Southlake
Blvd (FM 1709). The nearest drive to the west is 355' from the proposed driveway
and nearest intersection to the east is 470';
• Street Frontage: All lots must front on a street. The applicant proposes lots to front
on a common access easement.
The plan presented to the Planning and Zoning Commission proposed nine (9) office buildings,
a building floor area range of 3,500 SF to 11,800 SF and a total floor area of 55,100 SF. The
Planning and Zoning Commission had concerns about the density of the project, the on -site
parking deficiency, the distance of the parking spaces to the buildings and lack of walkways.
The Planning and Zoning Commission recommended denial (5 -0) on June 5, 2003. The
property owner to the east is also in opposition to this request. This opposition accounts for
approximately 26% of the surrounding property area within 200' of the site. Due to the
recommendation for denial by the Planning and Zoning Commission and opposition in excess
Honorable Mayor and Members of City Council
Agenda Item Comments and Other Items of Interest
City Council Meeting August 19, 2003
Page 5 of 22
of 20% of the surrounding properties within 200', the affirmative vote of at least 3 /4th of the
members of the City Council (6 of 7) is required to approve this request.
The plan presented to the City Council for first reading contained the following changes to the
plan presented to the Planning and Zoning Commission meeting:
• Eliminated one (1) building in the southeast corner of the site (total of eight
buildings now proposed);
• Building floor area range of 4,000 SF to 16,800 SF;
• Total floor area 55,600 SF (increase of 500 SF).
The City Council approved the first reading (7 -0) on June 17, 2003, subject to review summary
and granting the requested variances.
The following changes have been made to the plan since the first reading approval:
• Eliminated one (1) building along the west side of the property (total of seven
buildings now proposed);
• Building coverage reduced by approximately 5,800 SF;
• Total floor area reduced from 55,600 SF to 54,800 SF (800 decrease);
• Two buildings along the south property boundary changed to two story.
The additional open space created by the elimination of one of the buildings has been placed in
an area that staff believes benefits only a few buildings on the property and does not provide
any visual benefits along Southlake Boulevard. Staff has added a comment to the review
recommending that the open space be adjusted to provide these benefits. Staff has also added a
comment recommending that the impervious coverage regulation for the development be
adjusted from the maximum 65% to match the plan as currently presented.
Honorable Mayor and Members of City Council
Agenda Item Comments and Other Items of Interest
City Council Meeting August 19, 2003
Page 6 of 22
Contact Bruce Payne or Dennis Killough if you have any questions.
7B. Ordinance No. 480 -421, (ZA03 -023), 2 " Reading, Zoning Change and Development Plan for
Estes Park This 31.3 acre property is located on the south side of E. Dove Street, 900' east of
Ridgecrest Drive. The land use designation is Low Density Residential. The current zoning on
the property is AG and the proposed zoning is RPUD. This application was originally
submitted to the Planning and Zoning Commission as a SF -20A zoning request with a concept
plan proposing 48 lots averaging approximately 24,000 SF, a density of 1.5 DU /Ac. and no
open space. Following public comment and direction from the P &Z, the applicant amended the
request to an RPUD and tabled to revise the plan. The new plan proposed 49 lots averaging
19,000 SF, a density of 1.6 DU /Ac. and 3.3 acres of open space (11 %). At the P &Z meeting on
July 17, the applicant presented an alternate plan having 46 lots, average lot size of 20,425 SF,
a density of 1.47 DU /Ac. and approximately 4.4 acres of open space (14 %). The proposed
RPUD regulations are described in the staff comments of attachment 'A' in your staff report.
The Planning and Zoning Commission recommended approval (4 -1) subject to development
plan review summary No. 4, dated July 11, 2003, specifically stipulating the approval of the
plan containing 46 lots; that the perimeter fencing will be at least 6' high and made of wrought
iron, with posts placed in such a way that it will preserve existing trees; a berm with
appropriate ground cover will be installed in the lot owned by Paul and Marsanne Howard
adjacent to those identified in the plan as lots 13 & 14 of Estes Park; subject to compliance with
noise level reduction as specified in Ordinance 479; there will be a 20' buffer line installed
along the north side of lot 14 as identified in the Estes Park plan; and within that buffer line, no
trees will be removed. Vice - Chairman Terrell dissented stating that the plan is too dense.
The City Council approved the first reading of this request (5 -0) subject to the Planning and
Zoning Commission's recommendation and acknowledging the uniqueness of this property and
area. There has been no change to this proposal since the first reading approval.
Honorable Mayor and Members of City Council
Agenda Item Comments and Other Items of Interest
City Council Meeting August 19, 2003
Page 7 of 22
Contact Bruce Payne or Dennis Killough if you have any questions.
7C. ZA03 -024, Preliminary Plat for Estes Park This is the plat for the previous item on your
agenda. There are no differences between the development plan submitted with the RPUD
zoning request and the plat. For convenience of processing, the applicant has submitted a single
plan that meets the application requirements for both items.
The Planning and Zoning Commission recommended approval (4 -1) subject to the review
summary and subject to the conditions of the zoning change approval of Case ZA03 -023. Vice-
Chairman Terrell dissented feeling that the plan was too dense.
Contact Bruce Payne or Dennis Killough if you have any questions.
7D. Ordinance No. 480 -423, (ZA03 -029), 2 " Reading, Zoning Change and Concept Plan for
Stratfort Parc This is a 14.6 acre property located on the west side of S. White Chapel
Boulevard, 600' south of W. Southlake Boulevard (FM 1709). The land use designation is
medium density residential, the current zoning is AG and SF-IA. The proposed zoning is SF-
20A. The plan proposes 23 lots averaging ± 24,000 SF and a density of 1.6 DU /Ac. There are
no variances requested.
The P &Z recommended approval (5 -0) subject to the concept plan review and the City Council
approved the first reading (5 -0) subject to the review summary. There have been no changes to
this proposal since the first reading approval.
Contact Bruce Payne or Dennis Killough if you have any questions.
7E. ZA03 -040, Preliminary Plat for Stratfort Parc. This is the plat for the previous item on your
agenda. There are no differences between the concept plan submitted with the SF -20A zoning
request and the plat. For convenience of processing, the applicant has submitted a single plan
that meets the application requirements for both items.
Honorable Mayor and Members of City Council
Agenda Item Comments and Other Items of Interest
City Council Meeting August 19, 2003
Page 8 of 22
The Planning and Zoning Commission recommended approval (5 -0) subject to the review
summary. Contact Bruce Payne or Dennis Killough if you have any questions.
7F. Resolution No. 03- 067,(ZA03 -053), Specific Use Permit for the sale of alcoholic beverages s at
Baja Fresh Mexican Grill This property is located at 2707 East Southlake Boulevard (FM
1709), Suite 100, at the southeast intersection of S. Nolen Drive and E. Southlake Boulevard
just north of Ultimate Electronics.
There are no unresolved issues with this request. The Planning and Zoning Commission
recommended approval (7 -0) for the term of the applicant's lease.
Contact Bruce Payne or Dennis Killough if you have any questions.
7G. Ordinance No. 717 -D, 2 " Reading, Amend Ordinance No. 717, designating the speed limit
within the Park Place Addition as 25 mph The Public Works Department has received a
petition of request from the Park Place Homeowners Association for the City Council to
consider reducing the speed limit in the Park Place Addition to 25 mph. The petition includes
the signatures of 79.5% of the property owners in the Park Place Addition. Historically, the
City Council has requested that a minimum of 75% of property owners in the subdivision
petition the City Council for a change in the speed limit.
The Park Place Addition is located on the east side of S. Peytonville Ave. south of and adjacent
to Carroll High School.
The cost of changing the speed limit will be in the range of $400 to $600, depending upon the
number of signs needed. Funds for this project are available in the current street maintenance
operating budget.
Honorable Mayor and Members of City Council
Agenda Item Comments and Other Items of Interest
City Council Meeting August 19, 2003
Page 9 of 22
Staff recommends that Council approve Ordinance No. 717 -D, 2nd reading, amending
Ordinance 717; designating the speed limit within the Park Place addition as 25 mph,
specifically Park Place, Boardwalk Avenue and Park Place Court.
City Council approved the ordinance on first reading at the August 5, meeting. Contact Pedram
Farahnak if you have any questions.
7H. Resolution No. 03-046, a Mass Gathering Permit for events associated with
Oktoberfest. Oktoberfest is an annual event sponsored by the Southlake Chamber of
Commerce, Town Square, and the City of Southlake. It is scheduled for October 3 -5, 2003 at
Town Square. The Specific Use Permit for both the event and the approval for sale of alcohol
were approved at the August 5, 2003, City Council meeting. This mass gathering permit had
been tabled to allow for additional information to be submitted in the permit request and to
allow for appropriate review. The current mass gathering ordinance is under revision due to its
age and outdated regulations. The Chamber of Commerce has worked diligently to coordinate
all safety elements with the Department of Public Safety and have complied with all necessary
requirements.
Staff concurs with granting the variances requested in the permit application. Variances
include the number of police officers required, the number of toilet facilities required, the
minimum area per attendee, and the investigation by the Health Officer of all food vendors.
Last year's event provided adequate experience for the Department of Public Safety to
determine appropriate staffing of officers. Toilet facilities are adequate due to the number of
facilities available at Town Square. Town Square area easily accommodated the size of the
crowd last year and individuals attending did not stay overnight or for long periods of time.
And all food vendors will have both food handling and vehicle vending inspectional permits.
Contact Rick Black if you have any questions.
8A. Ordinance No. 480 -231b, (ZA03 -033), 1 st Reading, Zoning Change and Site Plan for Medical
Air Services This property is located at 1250 West Southlake Boulevard (FM 1709), east of
the Southridge Lakes amenity center. The purpose of this request is to amend the current S -P -1
Honorable Mayor and Members of City Council
Agenda Item Comments and Other Items of Interest
City Council Meeting August 19, 2003
Page 10 of 22
zoning to allow a covered deck and balcony along the west side of the building and IT - 5"
building setback for the deck structure only. All other uses and regulations for the S -P -1 zoning
will remain unchanged. The purpose for the deck structure is to provide a covered break and
lunch area for employees.
The Planning and Zoning Commission recommended approval (7 -0) subject to the review
summary. Contact Bruce Payne or Dennis Killough if you have any questions.
8B. Ordinance No. 480- 425,(ZA03 -052), l Reading, Zoning Change for Tracts 2B & 2C, C. Dart
Survey, Abstract No. 2003. This property is located at the southwest corner of W. Dove Road
and N. Peytonville Avenue. This site is approximately two acres. The current zoning is AG and
the requested zoning is SF -IA. Each tract currently has an existing single family residence on
it. Although a plat has not been submitted yet, it is staffs understanding based on discussions
with the applicant that they intend to combine an adjoining narrow strip of property on the
south that is already zoned SF -IA with this property, remove the existing residences, plat and
build two new residences. By doing this, after required right -of -way is dedicated for both Dove
and Peytonville, each lot should have a net one acre of land or more.
The Planning and Zoning Commission recommended approval (7 -0) as presented. Contact
Bruce Payne or Dennis Killough if you have any questions.
8C. Ordinance No. 480 -330b, (ZA03 -057), 1` Reading, Zoning Change and Site Plan for Carroll
ISD No. 6 Addition. The purpose of this request is to revise the fencing and bufferyard
requirement along the west property boundary of Dragon Stadium. You may recall that with the
approval of the additional seating and parking revision to accommodate the Dallas Burn, an 8'
wall and bufferyard were required along the common boundary with Mr. Kaposta. The school
and Mr. Kaposta have come to an agreement to eliminate the wall and leave the natural
vegetation intact along his boundary. There are no other changes proposed. All other conditions
of the previous approval are to remain in affect.
Honorable Mayor and Members of City Council
Agenda Item Comments and Other Items of Interest
City Council Meeting August 19, 2003
Page 11 of 22
The Planning and Zoning Commission recommended approval of the requested site plan
change (7 -0) waiving the screening and plant requirements in the west bufferyard adjacent to
Mr. Kaposta, but requiring that the CISD maintain the existing vegetation in perpetuity.
Contact Bruce Payne or Dennis Killough if you have any questions.
8D. Ordinance No. 854, I st Reading, Amend Chapter 12, Section 77, of the Southlake City Code to
increase the number of members on the Park and Recreation Board from seven to nine, adding
places eight and nine. As you are aware, the recent appointments to the Parks and Recreation
Board increased the total number of places from seven to nine. Chapter 12 of the Southlake
City Code allows for no more than seven members. In order to modify the existing Parks
Board structure to coincide with the recent appointments, approval of a new Ordinance No. 854
is required. The proposed ordinance will increase the number of Parks and Recreation Board
members from seven to nine, with four (4) places expiring in 2004, and five (5) places expiring
in 2005. This is the first of two required readings with the second reading scheduled for City
Council consideration on September 2, 2003. Contact Malcolm Jackson if you have any
questions.
9A. Resolution No. 03 -062, Authorize the Board of Directors to revise the Bylaws of Tax
Increment Reinvestment Zone Number One, City of Southlake, Texas, Article II, Section 3:
Regular Meetings, and Article II, Section 6: Conduct of Business - The City Council approved
the Bylaws of the Tax Increment Reinvestment Zone Number One, City of Southlake, Texas
(the 'Bylaws ") on February 15, 2000. A recommendation from the TIRZ Board of Directors
regarding this resolution is on their meeting agenda in advance of the City Council meeting.
As an advisory body, the TIRZ Board of Directors must have City Council approval of the
authorization, content, and form of amendments to the Bylaws prior to their taking action to
revise them.
The proposed Bylaw amendments are the following:
Honorable Mayor and Members of City Council
Agenda Item Comments and Other Items of Interest
City Council Meeting August 19, 2003
Page 12 of 22
• Article II. • Board of Directors; Section 3: Re ,-ular Meetinzs - These are housekeeping
amendments that provide for flexibility in scheduling regular meetings (by minute order
versus resolution) and provides for standard and consistent notification procedures for
regular and special or emergency meetings (proposed Section 3 wording already exists in
Article II, Section 4).
• Article II. • Board of Directors; Section 6: Conduct of Business - The duties of the
Secretary and the City Secretary are identical, and for tracking purposes there are benefits
to having the City Secretary perform the Secretary function of the TIRZ Board of Directors.
Examples include the following:
► Efficiency and effectiveness in the updating, maintenance, and distribution of the
Bylaws upon amendment to both the City Council and members of the Board of
Directors.
► As City Council also sits on the Board of Directors, having the City Secretary serve as
the Board of Directors Secretary is consistent with the City Charter provisions of the
ability of the City Secretary to have a seat at the table at all official meetings of the
Council.
► Finally, this amendment relieves the Board of Directors from having to elect a
Secretary on an annual basis.
These amendments were brought forward last year in conjunction with a request from Cooper
and Stebbins to consider increasing the City Council's appointees to the Board of Directors to
include a representative of the Town Square developer. During consideration of this item at
their August 6, 2002 meeting, the Board of Directors elected to not make a request to the City
Council to revise the Bylaws at that time.
At their January 21, 2003 meeting, during consideration of electing officers for the coming
year, the Board of Directors requested that staff bring forward the proposal regarding the City
Secretary in order to streamline the secretarial function.
Honorable Mayor and Members of City Council
Agenda Item Comments and Other Items of Interest
City Council Meeting August 19, 2003
Page 13 of 22
Contact John Eaglen with questions relating to this agenda item.
IOA. Consider a conditional sign permit for Southlake Town Square, Block 23, under Section 6.A of
Sign Ordinance No. 704 -A. Frank Bliss, representing Southlake Town Square, is requesting a
conditional sign permit for Block 23 of Southlake Town Square located at the Northeast corner
of East Southlake Boulevard and Summit Ave. The provisions of the requested permit would
duplicate those of the existing conditional permit for Southlake Town Square Phase L Contact
Rick Black with questions or comments.
IOB. Consider a conditional sign permit for Gateway Plaza, Phase II, Lot IRS, Block 1, located at
2550 East Southlake Boulevard under Section 6.A of Sign Ordinance No. 704 -A Terry
Wilkinson of Wyndham Properties II Ltd., on behalf of Gateway Plaza II, a retail shopping
development, is requesting approval of a conditional sign permit for Lot 1R5 of Block 1 within
Gateway Plaza IL This permit would duplicate the provisions of the existing Gateway Plaza II
conditional permit. Contact Rick Black with questions or comments.
IOC. Approve a variance to Sign Ordinance No. 704 -A for Car Toys located at 2550 East Southlake
Boulevard. Terry Brockett of Starlite Signs, on behalf of Car Toys, is requesting a variance to
install three signs along a single street frontage. The ordinance allows one sign along a street
frontage. While the individual signs meet the requirements of the conditional sign permit for
Gateway Plaza, the number of signs allowed is regulated under Section 16.A.4 of Sign
Ordinance 704 -A. Contact Rick Black with questions or comments.
Other Items of Interest
Restrictive Covenants. In response to the City Attorney's opinion on the City's enforcement and
involvement with restrictive covenants, the Planning Department has added an acknowledgement form
prepared by the City Attorney's office that must be signed by all applicants who process development -
related cases. Simply put, the form makes the applicant aware that they may have restrictive covenants
to abide by and that it is their responsibility to fully investigate their existence and applicability.
Honorable Mayor and Members of City Council
Agenda Item Comments and Other Items of Interest
City Council Meeting August 19, 2003
Page 14 of 22
SRO Change Order for Replacement of the Bicentennial Park entry drive — The City of Southlake
entered into an agreement with SRO for the construction of Trail Package 2A in July of 2001 for
$1,753,000, with a six percent (6 %) contingency in the amount of $105,180, for a total authorized
amount of $1,858,180. Expenditures to -date are $1,737,032, leaving an available project balance of
$121,148. Staff anticipates entering into a change order with SRO for the replacement of the
Bicentennial Park entry drive. The replacement was previously approved by City Council and
budgeted in the Park Dedication Fee Fund ($55,000), but by utilizing the change order process with
SRO it provides substantial savings to the City through the elimination of bid document preparations,
design fees, and contractor staging. SRO has completed numerous entry way replacements as part of
Trail Package 2A and the change order proposal is within the project budget and scope of work. Costs
for the Bicentennial Park entry drive improvements will be reimbursed to the Trail Package 2A project
from the Park Dedication Fee Fund. Contact Pedram Farahnak or Malcolm Jackson if you have
questions.
Tree Mitigation and Reforestation Fund Report for period May 1, 2003 through August 1, 2003.
TREE MITIGATION CASES
Total Number of New Cases: 0
Number of Pending Cases: 4
Total Mitigation Amount (diameter inches): 0"
REFORESTATION FUND
Reforestation Fund Deposits: $0
Reforestation Fund Expenditures: $1,283
Current Reforestation Fund Balance: $64,245.81
Contact Keith Martin or Malcolm Jackson if you have any questions or would like to obtain any
individual case details.
Town Hall Use Policy. As we discussed, the Town Hall Use Policy is attached to my memo. Please
review and return to me with your recommended changes. 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 August 19, 2003
Page 15 of 22
am
Staff Extension Numbers:
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
Martin, Keith, Landscape Administrator, 481 -5640
Payne, Bruce, Planning Director, 481 -2036
Yelverton, Shana, Assistant City Manager, 481 -1429
Policy: Town Hall Use Policy
Source: City Council
Category: Southlake Town Hall
Effective Date: July 17, 2001
Revised Date: --
L Purpose.
The purpose of this policy is to serve as a guideline for the management and
scheduling of uses within the Southlake Town Hall, to balance the
requirements necessary to conduct public business with the needs of citizen
and community -based access and use of the Town Hall.
H. Building Use Priority.
Use of the Southlake Town Hall shall be for the primary purpose of
conducting official public business on the behalf of the City of Southlake
and Tarrant County. Meetings of the City Council ( "City ") and /or Tarrant
County ( "County "), City and /or County Committees, City and /or County
appointed boards and commissions, and City and /or County departments
shall take precedence over other community uses of the facility.
III. Town Hall Facilities and Permitted Uses.
A. Third Floor Training Rooms — The third floor training rooms (Rooms #3a, 3b, 3c, and 3d) are available
for community uses when they are not previously scheduled for City and/or County business.
B. City Council Chambers and the Executive Conference Room — Outside of use by the members of the City
Council, the City Council Chambers and the Executive Conference Room are available only to City
and/or County decision making bodies (please refer to Appendix "A" for further clarification).
C. Mayor's Office — As the official office of the Mayor and City Council, this area is not available for
community use.
D. Foyer Area — The Foyer area is available for community use during non - business hours when the area is
not previously scheduled for City and/or County business. Please note that applications for the use of this
facility must include a request to hire an off -duty police officer to be present in the building during the
entire reservation period (please refer to Section VI(B) of this policy, "Access During Non - Business
Hours" for further clarification regarding this requirement).
E. Municipal Court and the Southlake Public Library — The Municipal Court and the Southlake Public
Library are subject to the individual sets of policies and procedures that guide the management and use of
those facilities, as approved and periodically revised by the City and/or the County.
F. Fundraising Events in Southlake Town Hall — Fundraising events may be an eligible use in the areas
where community use is allowed, provided that that the event is reasonably related to City or County
business, or that the request derives from a City- sponsored organization. All fundraising requests are
subject to the consideration requirements and approval process (including the assessment, collection,
and return of cleanup fees) assigned to community usage of the facility.
IV. Approval Process.
A. Approval Authority — The City Manager may approve events (or suggest and offer space at an
appropriate City facility) that meet the criteria described, and may provide explanation as to other criteria
considered in processing the request.
B. Request Review — The City Manager or his designee will review and approve or deny the use request
based upon criteria including, but not limited to, the following:
1. The request being reasonably related to City or County business;
City of Southlake
Policies and Procedures
2. The request is of a not - for - profit nature;
3. The facility may not be used for commercial purposes or the promotion or sale of products;
4. The event will not cause a detrimental impact to the City and/or County staff and available resources,
or the physical capacity of the requested location to host the event, including, but not limited to:
(a) The availability to have City or County staff to accommodate requests for reservations during
non - business hours.
(b) The parking capacity and the potential impact of the requested event on other planned events.
(c) The number of planned participants and the traffic impact upon the location.
(d) Other scheduled events and/or uses of the location that increase the usage of the Town Hall
facilities above the recommended capacity.
C. Appeal of the City Manager's Decision — If the event does not meet the stipulated criteria or the
application is not approved, the requestor may petition the City Council for review and approval or
denial. The City Council's decision shall be final.
V. Scheduling Procedure.
A. Required Notice — Written requests in the standard format for reservations shall be submitted to the City
Manager's Office for review. In order to consider a request, the City of Southlake must receive the
request form for community uses of the building within at least ten (10) business days prior to the
requested time. For information regarding reservations within Southlake Town Hall, please contact the
Secretary to the City Manager at (817) 481 -1420, or submit a request in writing to the following address:
City of Southlake
Attn: City Manager's Office
1400 Main Street, Suite #460
Southlake, Texas 76092
B. Required Notice of Cancellation — The City of Southlake requires notice of any cancellations within a
forty -eight (48) hour period from the reservation time; failure to comply may be grounds for the City's
denial of the privilege of reserving facilities in Southlake Town Hall in the future.
C. Non - Approval of Submitted Multiple Dates — In order to maximize the availability of the facility for
community use, consideration of requests will be on a case -by -case basis. Multiple dates for community
use submitted at one time will not be approved by the City Manager's Office.
D. Reservation Overrides — The City of Southlake shall have the authority to schedule priority functions that
may necessitate the removal of community use activities previously scheduled. If such change is
required, the City Manager or his designee shall notify the contact person identified on the submitted
request form to the City Manager's Office as soon as possible, and will attempt to suggest and offer space
in another City facility to hold the event.
E. Tarrant County Scheduling — As the County is a partial owner in the facility, they may schedule events in
their areas (identified in the interlocal agreement entered into by the City and County) as desired,
however they will coordinate all scheduled meetings outside of their designated areas with the City
Manager's Office.
VL Use Regulations.
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Policies and Procedures
A. Required Staff Support — Business hours for the Southlake Town Hall are from 8:00 a.m. to 5:00 p.m.,
Monday through Friday. For reservation requests that are approved for events to be held during business
hours, the City Manager will designate a staff official to assist the individual and/or organization during
the reservation period. If no staff is available at the reservation time, the meeting request must be
scheduled for another time when staffing is available.
B. Access During Non - Business Hours — A City and/or County official or a member of the City and/or
County staff must be present for all community uses of the facility during non - business hours (times other
than 8:00 — 5:00 p.m., Monday through Friday). If there is no such presence planned in the building
during a reserved community use, the individual and /or organization submitting the reservation request
must pay the cost for a police officer to be present during the reservation period. Approval of requests
during non - business hours is also subject to the availability of a police officer to be present at that time.
C. Assessment of Cleanup Fees — Upon request approval the applicant will submit to the City Manager's
Office the applicable cleanup fee for the event category (please refer to Appendix `B" or to the City of
Southlake Fee Schedule for clarification of the applicable fees). Payment of the applicable fee must be
received by the City Manager's Office within a forty - eitght (48) hour period from the reservation period,
or the approved request is subject to be invalidated.
Cleanup fees will be returned to the applicant upon staff review and approval of the condition of the
area(s) utilized by the individual and/or organization. If a determination is made that the facility is
damaged beyond normal wear and tear, the submitted cleanup fees will be retained by the City.
D. Equipment — As general practice, due to the sophisticated systems within Southlake Town Hall and
limited staffing, utilization of the building's audio / visual system is prohibited. However the City does
have some limited portable audio / visual equipment that is available for use during approved
reservations. Please contact the City Manager's Office for a description of such items.
E. Access to Parking Adjacent to Town Hall — The City of Southlake and Tarrant County own the parking
spaces adjacent to the Town Hall Building. However, as general practice the parking spaces adjacent to
the building will not be reserved for the exclusive use of the Town Hall, but will be available for the
customers and/or patrons of Town Square. The City of Southlake reserves the right to designate reserved
parking spaces in these areas on a temporary basis for use(s) directly related to City and/or County
business.
F. Prohibited Activities — The following prohibitions shall apply to reservations in the Southlake Town Hall:
(a) Decorations — Decorations may not be affixed to any walls, furniture, finishings, or equipment in the
Town Hall facilities. Questions regarding allowable decorations may be directed to the City
Manager's Office for clarification prior to the reservation time.
(b) Smoking and alcoholic beverages — Smoking and alcoholic beverages are not allowed in the Town
Hall facility.
(d) Possession of firearms — Civilian possession of firearms are prohibited in Southlake Town Hall.
G. Other City Meeting Facilities — If the City is unable to grant a space in Southlake Town Hall for a
community use, the City Manager or his designee will attempt to provide space at other City facilities to
accommodate the request, subject to availability. These other facilities potentially available for public
use include the following:
(a) Senior Activity Center, 307 Parkwood Drive,
(b) Community Center in Bicentennial Park, 400 North White Chapel Boulevard,
(c) Department of Public Safety Facilities, 667 North Carroll Avenue and West Site Facility, 2050 W.
Southlake Boulevard (upon completion).
City of Southlake — Town Hall Use Policy Page 18 of 22
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Policies and Procedures
VII. Individual and Group Responsibilities.
A. Facility Sculp — The responsibility for setting up tables and chairs (if applicable) shall remain with the
individuals or organizations making the reservation. The City does not provide staffing or material(s) to
aid in the setup or cleanup of the facility.
B. Facility Cleanup — If applicable, tables, chairs, and any provided equipment must be returned to the
original arrangement when the use of the facility is complete. Individuals and organizations must remove
all trash, equipment, and decorations at the end of the reservation time. Facilities must be left in good,
clean condition when the activity is complete. Individuals and/or organizations making the reservation
shall be responsible for turning off all lights and securing the facility.
C. Responsibility for Damages — Individuals or groups making reservations are responsible for any damage
to the facility during the reservation period, and cleanup fees may be retained by the City for damages
beyond normal wear and tear. In addition, the City reserves the right to assess additional charges for
damages as warranted, and that individuals and/or groups are subject to applicable criminal and/or civil
penalties. Finally, damages to the facility by individuals or groups may result in the denial of future
reservation requests.
VIII. Compliance with applicable procedures, policies, and pertinent ordinances.
A. Required Compliance — Users must comply with procedures, policies, restrictions, and all pertinent
ordinances of the City of Southlake. Any questions arising about items not specifically addressed in this
policy should be referred to the City Manager's Office.
IX. Non Discrimination.
A. Intent of Non Discrimination — The City will not discriminate against any person or persons because of
their age, sex, race, religion, color, or natural origin, nor will the City permit the individuals or
organizations making the reservations to engage in such discrimination.
X. Release of Liability.
A. Indemnification — With submittal of the use application, the petitioner agrees to indemnify and hold
harmless the City of Southlake, its officers, agents, servants, and employees, from and against any and all
claims or suits for bodily injury, illness, death, personal injury or property damage (including, without
limitation, reasonable fees and expenses of attorney, expert witnesses and other consultants) arising out of
any negligent act or omission committed by the petitioner, its officers, employees, agents, guests, and
invitees, in connection with the activities conducted under this agreement. This indemnification shall
specifically include any claims arising from the negligence of the City, its agents, officials, and
employees.
B. Responsibility for Property - The City assumes no responsibility for property placed in the facility in
connection with the use of the facility.
City of Southlake — Town Hall Use Policy Page 19 of 22
City of Southlake
Policies and Procedures
Organization:
Request submitted by:
Date of Event:
Please return this form to the City Managers Office at:
1400 Main Street, Suite 460 — Southlake, Texas 76092
Phone (817) 481 -1433 - Fax (817) 481 -1463
Date:
Time of Event: From: AM / PM To:
Facility Requested:
Work Phone:
Type of event: Description of Event (includes estimated space and parking requirements, the number of planned
participants, an estimated turnover time among participants, the time and resources the petitioner(s) have
contributed to the planning of the event, etc.)
Contact Person:
Home Phone:
Address:
Mobile Phone:
AM / PM
City State Zip Email Address (If applicable)
WITH SUBMITTAL OF THIS APPLICATION, THE PETITIONER AGREES TO INDEMNIFY AND HOLD
HARMLESS THE CITY OF SOUTHLAKE, ITS OFFICERS, AGENTS, SERVANTS, AND EMPLOYEES, FROM AND
AGAINST ANY AND ALL CLAIMS OR SUITS FOR BODILY INJURY, ILLNESS, DEATH, PERSONAL INJURY OR
PROPERTY DAMAGE (INCLUDING, WITHOUT LIMITATION, REASONABLE FEES AND EXPENSES OF
ATTORNEY, EXPERT WITNESSES AND OTHER CONSULTANTS) ARISING OUT OF ANY NEGLIGENT ACT OR
OMISSION COMMITTED BY THE PETITIONER, ITS OFFICERS, EMPLOYEES, AGENTS, GUESTS, AND
INVITEES, IN CONNECTION WITH THE ACTIVITIES CONDUCTED UNDER THIS AGREEMENT. THIS
INDEMNIFICATION SHALL SPECIFICALLY INCLUDE ANY CLAIMS ARISING FROM THE NEGLIGENCE OF
THE CITY, ITS AGENTS, OFFICIALS, AND EMPLOYEES.
Upon approval, this signed petition entitles the scheduled user to full use of the requested facilities herein. This reservation takes priority over
any first -come users or non - reserved parties.
Signature of Responsible Person
City Manager or his designee
Date
Date
City of Southlake — Town Hall Use Policy Page 20 of 22
City of Southlake
Policies and Procedures
Appendix A
Use of the City Council Chambers and the Executive Conference Room
A. Use of the City Council Chambers and Executive Conference Room - The City Council
Chambers and the Executive Conference Room shall be reserved for the City of Southlake
decision - making bodies. These include the following:
• The Southlake City Council;
• The Southlake Planning and Zoning Commission;
• The Southlake Zoning Board of Adjustment (ZBA);
• The Southlake Parks Development Corporation (SPDC);
• The Southlake Building Board of Appeals (BBOA);
• The Southlake Crime Control and Prevention District (CCPD).
B. Other Boards and Commissions Use of Southlake Town Hall — The following advisory bodies
to the City Council and ancillary boards and commissions may meet in the Southlake Town
Hall as appropriate in the third floor conference room areas. These bodies will receive priority
consideration over community uses. These include the following:
• The Southlake Parks and Recreation Board;
• The Southlake Library Board;
• The Joint Utilization Committee;
• Metroport Teen Court;
• The Executive Committee and Standing Committee of the Southlake Program for the
Involvement of Neighborhoods (SPIN), including public meetings sponsored by SPIN as
the facility is available.
• Friends of the Southlake Library (due to the work ongoing in the Southlake Public
Library, this would be on an interim basis until the facility is open).
• Other City Council appointed committees, task forces, or advisory bodies.
Questions regarding the use of specific facilities in Southlake Town Hall may be directed to the City
Manager's Office at (817) 481 -1420.
C. Other Regular Meetings and Locations — The following boards and commissions will continue
to meet at the following locations, but may use Town Hall facilities as needed:
• Southlake Crime Control and Prevention District Board of Directors — DPS Training
Room, 667 N. Carroll Avenue.
• Joint Drug and Alcohol Committee — DPS Training Room, 667 N. Carroll Avenue.
• The Southlake Library Foundation — Senior Activity Center, 307 Parkwood Drive.
• Keep Southlake Beautiful (KSB) — Community Center, Bicentennial Park, 400 N. White
Chapel Boulevard.
• The Southlake Youth Action Commission (SYAC) — Community Center, Bicentennial
Park, 400 N. White Chapel Boulevard.
• Southlake Sister Cities — Senior Activity Center, 307 Parkwood Drive.
• Senior Advisory Committee — Senior Activity Center, 307 Parkwood Drive.
• Friends of the Southlake Library (FOSL) — Southlake Public Library (upon opening of the
facility).
• Mayor's Advisory Committee — Senior Activity Center, 307 Parkwood Drive or Southlake
Town Hall (as determined by the Mayor).
City of Southlake — Town Hall Use Policy Page 21 of 22
City of Southlake
Policies and Procedures
APPENDIX B
CLEANUP FEES ASSOCIATED WITH TOWN HALL RESERVATIONS FOR COMMUNITY USAGE
A. Cleanup Fees for Community Usage of Town Hall — The following cleanup fees are to be assessed for
community use of the Town Hall facility. Upon approval, the applicable fees are to be remitted to the City
Manager's Office within forty -eight (48) hours prior to the reservation time. The fees will be returned to the
applicant upon staff review of the facilities utilized at the conclusion of the reservation period, and a
determination is made that the facilities were in good condition, and the area was returned to the original
condition. The City reserves the right to keep the fees if it is determined that the facilities were not left in good
condition, or that damages beyond normal wear and tear exist.
• Meetings / Events — No Food and Drinks, limited usage of the 3 rd floor training room area - $100.00.
• Meetings/ Events —Food and Drinks, limited usage of the 3 rd floor training room area -$150.00.
• Meetings / Events — Usage of foyer area and/or usage of the complete 3 rd floor training room area - $450.00
B. Responsibility for Damages — Individuals or groups making reservations are responsible for any damage to the
facility during the reservation period. The City of Southlake reserves the right to assess additional charges for
damages as warranted, and individuals and/or groups are subject to applicable criminal and/or civil penalties as a
result of damaging the facility.
City of Southlake — Town Hall Use Policy Page 22 of 22