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Item 4BCity of Southlake, Texas M E M O R A N D U M October 30, 2003 TO: Honorable Mayor and Members of City Council FROM: Billy Campbell, City Manager Agenda Item Comments and Other Items of Interest for City Council Meeting SUBJECT: November 4, 2003 4A. Mayor’s Report: 1. Presentation to Veterans and Military Personnel of the City of Southlake - our residents and City employees. The Mayor will present a plaque in honor of veterans and active military personnel to be displayed at Town Hall in recognition of Veterans Day November 11. The Mayor has invited Colonel Bill Brandt to be present at the meeting and Mr. Brandt may say a few words. Contact the Mayor if you have any questions. 2. Proclamation and Appreciation Plaques to Wendi Carlucci and Liz Durham for Liberty Garden. In appreciation for the hard work put into the Liberty Garden project, Park Board Chair Bobby Rawls and Community Services Director Malcolm Jackson will make a special presentation to Wendi Carlucci and Liz Durham during the meeting. 4B. City Manager’s Report: Award of $30,000 matching grant for Department of Public Safety from the M.R. and Evelyn Hudson Foundation. In July, the Department of Public Safety made application for a matching grant with the M. R. and Evelyn Hudson Foundation to fund the remount of our 1997 ambulance. The Hudson Foundation actively seeks to enhance communities and enrich the lives within them by funding projects geared to improving the quality of life. The foundation has a regional focus in Texas, Oklahoma and the Kansas City metropolitan area. The Hudson Foundation is awarding the City a grant in the amount of $30,000 for this project because they realize the impact a quality ambulance would have on serving the portion of Southlake located in the west facility service area. Anticipating the receipt of this grant Fire Services budgeted for the remaining costs associated with this project in the current budget which was approved September 16. By remounting the existing ambulance and accepting this grant the City will save just over $96,000 compared to the cost of purchasing a new ambulance to service the community from the west facility. Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council Meeting November 4, 2003 Page 2 of 7 Contact Rick Black if you have any questions regarding this issue. 4D. SPIN Report. There has been a lot happening with SPIN in the past month, however due to the number of presentations on this meeting agenda a written report is included in your packets for review and comment. Contact John Eaglen with questions or comments regarding this item. 5A. Approve minutes for the October 7, 2003, and the October 21, 2003, City Council meetings. The minutes are included in your packet. Contact Lori Farwell if you have any changes or questions. 5B. Authorize the Mayor to execute a residential developer’s agreement for Oak Pointe. The final plat for Oak Pointe subdivision was approved on June 19, 2003. The development includes the construction of 2,843 linear feet of public streets, 769 linear feet of storm sewer, 2,230 linear feet of water lines and 5,483 linear feet of off-site and on-site sanitary sewer lines to serve 26 residential lots. In order to provide sanitary sewer to the subdivision, the developer must construct an off-site sanitary sewer line that extends to the Loch Meadows lift station for approximately 2,320 linear feet. Since the City staff has been working on the design of the N-2 sanitary sewer interceptor in this area that will extend from the Loch Meadows lift station south to Dove Street, the decision was made that the developer would design and construct the N-2 sanitary sewer interceptor to the south property line of the Oak Pointe subdivision on Ridgecrest Drive. The City would reimburse the developer for the oversize and extra depth of this 12-inch interceptor. Funds for the construction of the N-2 interceptor have been included in the 2003/2004 Capital Improvements Program. The N-2 interceptor will provide sewer to the proposed north DPS facility as well as other properties in the N-2 basin. From bids received from contractors by the developer, the over sizing and extra depth cost of the N-2 interceptor to be constructed with this development is $225,000. Pedram Farahnak and Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council Meeting November 4, 2003 Page 3 of 7 Charlie Thomas have reviewed the unit prices and are in agreement with those. Contact Pedram if you have any questions. 5C. ZA03-070, Preliminary Plat for Mustang Business Park. There are no unresolved issues regarding this property. The Planning and Zoning Commission recommended approval (7-0) subject to review, providing that the developer will make his best effort to retain the existing landscape. Contact Bruce Payne or Dennis Killough if you have any questions. nd 7A. Ordinance No. 858, 2 Reading, Providing regulations on the use, location, and display of primary flags in residential areas. This item was tabled at the last meeting in order for Councilmember Keith Shankland to meet with the homeowner associations. A meeting was held on Wednesday October 22 and some changes were recommended. Those changes have been reviewed by the city attorney and the updated ordinance is included in your packet. Contact Councilmember Shankland if you have any questions. nd 7B. Ordinance No. 480-294b, (ZA03-072), 2 Reading, Zoning Change and Concept Plan for Harris Methodist Southlake. The primary purpose for the revision to the approved zoning and concept plan is to address an increase in the total floor area and an increase in the impervious coverage. The floor area increase is due to expansion of the second floor of the building. The building site coverage is unchanged from the currently approved plan. The impervious coverage increase is due to a calculation error in the first plan and an increase in the number of parking places to meet State codes for hospitals. The calculation of the impervious coverage on the first plan did not count the future driveway that was added along the southwest portion of the site to accommodate access needs for the property owner on the west. City code requires one space per hospital bed and one space for every four employees. The State code requires one space per hospital bed and one space per employee. The Planning and Zoning Commission recommended approval (6-0) subject to review and granting the requested variance. Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council Meeting November 4, 2003 Page 4 of 7 The City Council approved the first reading on consent (6-0) October 21, 2003. There have been no changes made since the first reading. Contact Bruce Payne or Dennis Killough if you have any questions. st 8A. Ordinance No. 480-426, (ZA03-064), 1 Reading, Zoning Change and Site Plan for Dr. Marciano Office Complex. This was initially submitted as a revised site plan for the medical office and retail building proposed. However, the specific use permit required is not permitted in the C-2 district. The applicant has submitted a request for S-P-1 site plan district zoning with C-2 uses to allow up to 10 covered parking spaces. The applicant is also requesting a 10% reduction in parking and a variance to allow a driveway on Briarwood Drive which is a local street. Staff recommended that they request this driveway to allow safer traffic flow and better emergency access through the property. The Planning and Zoning Commission recommended approval (7-0) subject to review; granting variances requested – eliminating the following C-2 uses: Christmas tree sales; tires, batteries, and other automobile accessory sales. Contact Bruce Payne or Dennis Killough if you have any questions. 8B. Ordinance No. 480-WW, 1st Reading, an amendment to the Comprehensive Zoning Ordinance No. 480, as amended, relating to discontinuance of nonconforming uses. This is in response to the Court of Appeals ruling on the Hanson Aggregate case and is intended to better define what constitutes an abandonment or discontinuance of a non-conforming use. The Planning and Zoning Commission recommended approval (7-0) as presented. Contact Bruce Payne or Dennis Killough if you have any questions. 10A. Approval of redisposition of funds collected from fountains in Town Square. At their October 13, 2003 meeting, Parks Board recommended approval of the re-allocation of coins from Town Square fountain to be dispersed equitably between recreation scholarships and the Sister Cities youth ambassador trips. The scholarships will assists families with children below the age of eighteen who can provide evidence of a financial hardship (as defined by the program) by Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council Meeting November 4, 2003 Page 5 of 7 providing them with an opportunity to participate in programs offered through the City’s parks and recreation program. Financial assistance for youth ambassador trips to visit Southlake’s Sister Cities (Toyoma, Japan and El Fuerte, Mexico) would also be included and considered on a case-by-case basis. Approximately $1,450 has been collected from the fountain to date with two additional collections of coins awaiting deposit. It is estimated that $350+ per year is recovered from the fountain and no expenditures have occurred to date. Contact Malcolm Jackson if you have any questions. 10B. Approval of a contract with Aetna for employee medical benefits. As we noted to you before, we chose to solicit proposals again this year for employee medical benefits because of the unexpectedly high rate increases proposed by Cigna. Although we had just begun with Cigna last year, based on our claims history, we felt the rate increase was unjustified. We were unsuccessful though in getting Cigna to reduce their increase below 20% (they started at a 30% rate increase). We received proposals from five (5) different carriers, with a total of 14 different plans proposed. After review and analysis of various factors, we recommend that Aetna be awarded the contract for employee medical benefits. If approved, rates will increase 12% above the 2002-03 rates for HMO coverage, and will increase 9.7% over the 2002-03 rates for PPO/POS coverage. The Aetna plan provides the same level of benefits (physician and hospital co-pays, deductibles, prescription co-pays) as currently provided under Cigna. Changing to Aetna will save employees and the City approximately $267,962 in premiums for the remaining 10 months of the fiscal year when compared to the 2003-04 Cigna rates. Employees with dependent coverage will see an increase of $30 to $70 more per month, depending on the type of coverage chosen. Contact Kevin Hugman if you have any questions. 10C. Consider SP03-064, Variance to Sign Ordinance No. 704-A, for Smoothie Factory located at 711 East Southlake Boulevard (FM 1709), Suite 100. The 29-inch logo proposed is larger than the maximum 12-inches permitted. The sign area calculates to be 35 square feet and exceeds the maximum 18 square feet permitted. It should be noted that according to the ordinance, area Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council Meeting November 4, 2003 Page 6 of 7 is calculated by the area defined by squaring off the extreme limits of the sign. The actual surface area of the sign structure itself is typically much less, as is true in this case. Contact Bruce Payne or Dennis Killough if you have any questions. 10D. Consider SP03-068, Variance to Sign Ordinance No. 704-A, for Fitness in Motion located at 2707 East Southlake Boulevard (FM 1709), Suite 110. The applicant wants to add text to the existing sign to better clarify their product. The additional text increases the sign area from 34 square feet to 71 square feet. The maximum area permitted is 34 square feet. Contact Bruce Payne or Dennis Killough if you have any questions. 10E. Authorize the Mayor to execute a Contract for Sale regarding the sale of approximately 2.232 acres of city-owned property at the northeast corner of FM 1709 and Pearson Lane. This item was withdrawn by the applicant. Greg Last was notified Thursday that CVS Pharmacy needs to put the Pearson Land acquisition on hold due to likelihood that they will be purchasing various Eckerd’s sites due to Penney’s desire to divest Eckerd’s. They will not know the impact that any acquisitions might have until December and cannot go forward with the acquisition at this time. There is some probability that CVS’ acquisition of Eckerd’s in Southlake and Keller would eliminate their need to purchase the Pearson site due to spacing requirements. Contact Greg Last if you have any questions. Other Items Of Interest 1.Complaint against Feed Store BBQ. You may be aware of some complaints made by Gary Hargett, a resident on S. White Chapel Boulevard, regarding Feed Store Barbecue’s outside storage, building size and encroachment into the Feed Store owner’s adjacent agricultural property. The planning staff has met with the Feed Store owner Bill Lefaver regarding the issues. He has decided to pursue a rezoning to “S-P-1” with a site plan to eliminate any questions about the legality of his structures and land use. He is currently working with the planning staff and his consultant to bring forward this application. Contact Bruce Payne if you have any questions. Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council Meeting November 4, 2003 Page 7 of 7 2.Replacement of dead and damaged trees in Southlake Town Square Family Park, right-of-way of North Carroll Avenue, and Bicentennial Park. The declining and hazardous trees within the town square family park and along the right-of-way of North Carroll Avenue have been replaced. In addition to this improvement and because of the optimal timing of the project, we also chose to have the same landscape contractor replace two dead trees and plant two additional ones (4 trees total) in front of the community services building in Bicentennial Park and near the liberty garden. These trees will provide needed shade and beautification to the existing picnic area and community center access walkway. The total cost of the project was $12,200, and is being paid for with funds collected through the tree preservation ordinance’s reforestation fund. Contact Malcolm Jackson if you have any questions. BC 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 Payne, Bruce, Planning Director, 481-2036 Yelverton, Shana, Assistant City Manager, 481-1429