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1999-01-05REGULAR CITY COUNCIL MEETING 667 NORTH CARROLL AVENUE SOUTHLAKE, TEXAS JANUARY 5, 1999 MINUTES COUNCILMEMBERS PRESENT: Mayor Rick Stacy; Mayor Pro Tem W. Ralph Evans; Deputy Mayor Pro Tem Scott Martin. Members: Gary Fawks, Ronnie K~ndall, Debra Edmondson and Wayne Moffat. STAFF PRESENT: Curtis Hawk, City Manager; Shelli Siemer, Assistant to the City Manager; Lou Ann Heath, Director of Finance; Greg Last, Director of Community Development; Karen Gandy, Zoning Administrator; Kevin Hugman, Director of Community Services; Charlie Thomas, Deputy Director of Public Works; Shawn Poe, Capital Improvements Coordinator; Bi. lly Campbell, Director of Public Safety; Paul Ward, Building Official; Debra Drayovitch, City Attorney; and, Sandra L. LeGrand. WORK SESSION: The work session began at 5:15 p.m., whereby Councilmembers and City staff members reviewed items for the agenda. The work session was video taped and a tape recording was made for future reference. The work session ended at 6:00 p.m. REGULAR CITY COUNCIL MEETING Agenda Item #1, Call to Order Mayor Rick Stacy called the Regular City Council meeting to order at 6:15 p.m. Agenda Item #2-A, Executive Session Mayor Rick Stacy advised the audience that the City Council would be going into executive session pursuant to the Open Meetings Act, Chapter 551 of the Texas Government Code, Sections 551.0721, 551.072, 551.073, 551.074, 551.075, 551.076, to seek consultation with the City Attorney regardingpending and contemplated litigations, to deliberate the purchase, exchange, lease or sale of real property, a negotiated contract for a prospective gift or donation to the City, to deliberate the appointment and evaluation of public officials, to confer with one or more employees to receive information from or to question the employees, and to deliberate the deployment of specific occasions for implementation of security personnel or devices. Council adjourned into executive session at 6:07 p.m. Council returned to open session at 7:12 p.m. Agenda Item #2-B, Action Necessary/Executive Session No action was taken as the result of the executive session. Regular City Council Meeting Minutes of January 5, 1999, Page 1 of 22 Agenda Item #3, Invocation: John McKeller, Chaplain of the Month The invocation was led by John McKeller, pastor of the White Chapel United Methodist Church in Southlake. Pastor McKeller stated the church has 2,400 members with approximately 1,400 members in attendance each Sunday. The Church focuses on families and youth activities, according to the pastor. McKeller thanked the City Council for their leadership and for the opportunity to work together with the Pastor of the Month Program. Pastor McKeller announced that the church opened their new wing last Sunday. Agenda Item #4-A~ Mayor's Report Mayor Stacy expressed his wishes for a Happy New Year to all those in attendance. He made the following announcements: ,,~ January 6, 1999, at 7:00 p.m., the Youth Action Committee will meet at the Community Center. January 11, 1999, at 7:00 p.m., the Park and Recreation Board meeting will be held in the City Council Chambers at City Hall. January 12, 1999, at 7:00 p.m., SPIN #15 will meet at 400 Brock Drive for a presentation on the Cheasapeake Place Addition. January 13, 1999, at 12 noon, the monthly Mayors Advisory Committee will meet at the Senior Activity Center. January 13, 1999, at 7:00 p.m., a City-wide "Helmet Ordinance" meeting will be held in the Senior Activity Center. The public is invited to attend. January 22, 1999 at 6:30 p.m., the Annual Chamber of Commerce Banquet will be held at Marriott Solana in Westlake. January 26, 1999, at 6:30 p.m., the Annual Employee Awards Banquet will be held at Marriott Solana in Westlake. Councilmember Debra Edmondson made the Council and people at home aware of an article she came across. She stated she made copies for Council and will provide copies to members of the Drug and Alcohol Awareness committee. The article is called, "Teen-Age Wasteland" and was in this month's edition of the Texas Monthly Magazine. She stated, "It is an excellent article about how heroin took hold in Plano; it is very eye-opening and talks about how heroin is spreading about the metroplex and how the police have responded." She stated, "There are interviews with parents whose children have been involved in drugs." This is a great article and she urged every parent of a teenage child to get a copy of the article. She stated if anyone wants Regular City Council Meeting Minutes of January 5, 1999, Page 2 of 22 a copy to call Sandy LeGrand, City Secretary, and she will get you a copy of the article. Edmondson stated she thinks it is a significant article and urged Council to read it. Councilmember Gary Fawks stated he received a telephone call from Larry Abemathy who spent the last several months working on the pavilion project at Bicentennial Park. This weekend, January 9 and 10, they will be working on construction of the 45' pavilion, which is the large pavilion adjacent to Adventure Alley. He is looking for volunteers and is taking shifts from 8:30 a.m. to 1:00 p.m. and 12:30 p.m. to 5:00 p.m. on Saturday and Sunday. All that is needed is a hammer and a willingness to use it. If anyone has any questions, Mr. Abernathy's number is 488-3759. Mayor Stacy announce that improvements to Byron Nelson Roadway is about to start. In order to accomplish that, the south bound lane of Byron Nelson Parkway, from Wentwood to Nettleton, will be closed for construction for about a month, according to Mayor Stacy. Mayor Stacy announced that City Manager Curtis Hawk has recently become engaged to be married. Stacy stated we are all very happy for Mr. Hawk. Agenda Item ~4-B, City Manager's Report Curtis Hawk, City Manager, stated Deputy Director of Public Works Ron Harper is ill and not present tonight, therefore, a Town Square Status Report will not be given. He also asked that agenda item # 10-A, be tabled tonight. The Town Square Status Report is included in the agenda packet is as follows: Town Square Progress continues on the infrastructure and commercial elements of this project. Six buildings are currently under construction. Buildings lA and lB have been inspected by Building Inspections and have been released for tenant finish work. Buildings 5A and 5B have been released for tenant finish work. Building 4C has had all the exterior sheathing installed, rear stucco has been applied and brick work is approximately 80% complete. Building 2C has had framing installed, exterior sheathing is being installed, exterior stucco has begun. Both buildings have had rough-in mechanical, electrical and plumbing systems installed. Interior framing and sheathing is being constructed. Paving of State Street, Fountain Place and Main Street has taken place. Grand Avenue has had lime applied and work on curbs and gutter was scheduled for the week of December 14; however, inclement weather has delayed this portion of the project. Work on the sidewalks along the main roads has begun. Landscaping is being installed in the parking areas and adjacent to the park areas. Work has begun on the Pavilion. Regular City Council Meeting Minutes of January 5, 1999, Page 3 of 22 Tenant work and permits have been issued on Banana Republic, Bombay Company, Comer Bakery, Gap, Gap Kids, Harolds, St. John's, Talbot's, Victoria Secret and Williams-Sonoma. Plan reviews have been completed on Bath and Body, Chicos, Eddie Bauer, and Gymboree. North Carroll Realignment Work on this adjacent project is well underway. Storm drain is approximately 80% complete. The relocation of the sanitary sewer is complete and the new water line has begun. Construction of the foundations for the relocated signal lights has been completed and the new poles and arms have been installed. Work on the new road base is scheduled to begin on January 4, 1999. At this point, it still appears that this project will be open to traffic by early/mid March. Post Office Square There is no change from the last report on this phase of the project. Town Hall At the December 15 City Council meeting, Council approved the architectural services contract for Town Hall. All language issues have been resolved and staff is finalizing the contract documents and obtaining proper signatures. Agenda Item g4-C, SPIN Report Angela Roberts, SPIN #1 Representative, gave the report tonight, reminding the City Council of the SPIN Retreat which will be held on February 6, 1999. She invited the City Council to attend. She stated SPIN #1 will be holding a meeting on January 7, 1999, at the Senior Activity Center whereby development issues will be discussed. Agenda Item #5, Consent Agenda Mayor Rick Stacy stated this is the time of the evening when Council votes on several items at one time. He informed citizens present of the procedure Council follows in voting on the "Consent Agenda" and asked if anyone had any comments or opposition to express regarding any items listed in this section of the agenda. Mayor Stacy read the consent agenda items into the record: 5-A. Approval of the Minutes of the Regular City Council meeting and the Special City Council meeting held on December 15, 1998. Ordinance No. 727, 1st reading, Revising Southlake City Code, Chapter 12, Article III, Sections 12-97 through 12-99, revising number of members of Youth Park and Recreation Board, and incorporating revisions of Ordinance No. 646-A. Regular City Council Meeting Minutes of January 5, 1999, Page 4 of 22 Authorize city staff to reject bids for construction of a sanitary sewer lift station to serve the Raintree/Shady Lane area and authorization to advertise for bids for the construction of a sanitary sewer lift station at Lonesome Dove and a lift station to serve the Raintree/Shady Lane area. Authorize the Mayor to enter into a professional services agreement with Alpha Testing, Inc., for construction materials testing services for the slurry grouting of pipe bedding and pavement replacement at the Timarron Bent Creek subdivision. Authorization to advertise for bids for the painting of the 0.5 MG elevated storage tank on Florence Road. Authorize the Mayor to enter into a facility usage agreement with the Southlake Baseball Association. Authorize the Mayor to enter into a facility usage agreement with the Southlake Girls Softball Association. Authorize the Mayor to enter into a facility usage agreement with the Grapevine/Southlake Soccer Association. Award of bid to Smith Pump Company for the purchase of a pump and motor and authorize staff to proceed with the purchase of electrical switchgear for modifications to the Southlake/Keller Pump Station. Authorization to advertise for bids for the installation of a pump, motor, and electrical switchgear for modifications to the Southlake/Keller Pump Station. Ordinance No. 480-295, 1st reading (ZA 98-116), Rezoning on property legally described as being Lot 3, Block 1, Steward Addition. ZA 98-117, Plat Revision for the proposed Lots 3R1, 3R2, and 3R3, Block 1, Steward Addition. Ordinance No. 480-296, 1st reading (ZA 98-150), Rezoning on property legally described as Tracts 2C1 and 2C1D1 situated in the A.A. Freeman Survey, Abstract No. 522. ZA 98-151, Plat Showing, for proposed Lots 5,6, and 7, A.A. Freeman No. 522 Addition, on property legally described as Tracts 2C1 and 2C1D1 situated in the A.A. Freeman Survey, Abstract No. 522. ZA 98-153, Plat Revision for the proposed Lot 9R, Block 1, The Lakes of La Paloma, being a revision of Lots 9 and 10, Block 1, The Lakes of La Paloma. Regular City Council Meeting Minutes of January 5, 1999, Page 5 of 22 9-B. Resolution No. 99-02, Appointing two members of the community-at-large to the Joint Drag and Alcohol Awareness Committee. 10-A. Authorize the Mayor to enter into a professional services agreement with The Beck Company for construction management services in conjunction with Southlake Town Hall. (To table) 10-B. Sign variance appeal for an additional attached sign for The Roomstore at 1600 East Southlake Boulevard. Motion was made to approve the consent agenda as follows: g5-A, as amended, through g5-J; g8-c; g8-D, subject to staffreview sumanary dated December 12, 1998 per the P&Z recommendation and clarified in comment gl in the staff review letter; g8-E; g8-F, pursuant to staff review letter dated December 11, 1998; and g8-G, pursuant to staff review letter dated December 31, 1998; Item g9-B, per discussion during executive session, naming Jackie Lawrence and Brad Bartholomew; Item #10-A, tabling; and approving Item gl 0-B, allowing the maximum of 75 sq.ft, of new signage to replace the monument sign on the northeast comer of the building Motion: Martin Second: Fawks Ayes: Martin, Fawks, Kendall, Moffat, Edmondson, Evans, Stacy Nays: None Approved: 7-0 vote Councilmember Edmondson abstained on Agenda Item g5-A. Councilmember Martin abstained on Agenda Items gs-c and g8-D. ADDITIONAL INFORMATION REGARDING CONSENT AGENDA ITEMS Approval of the Minutes of the Regular and Special City Council meetings held on December 15, 1998. The minutes were approved, amending the minutes of the December 15, 1998 regular City Council meeting. Ordinance No. 727, Ist reading, Revising Southlake City Code, Chapter 12, Article III. Section 12-97 through 12-99, revising number of members of Youth Park and Recreation Board, and incorporating revisions of Ordinance No. 646-A. This item is being brought forward to make the change requested by the Youth Park and Recreation Board regarding the number of its members. It is their desire to increase the number to nine members from the current seven, in order to ensure better continuity from one school year to the next, and to reflect the same number of members as on the Park and Recreation Board. Authorize city staff to reject bids for construction of a sanitary sewer lift station to serve the Raintree/Shady Lane area and authorization to advertise for bids for the construction of a sanitary sewer lift station at Lonesome Dove and a list station to serve the Raintree/Shady Lane area. Staff is requesting the City Council to reject Regular City Council Meeting Minutes of January 5, 1999, Page 6 of 22 the bids to construct the lift station in the Raintree/Shady lane area and authorize staffto advertise for bids to construct two lift stations, one in the Raintree/Shady Lane area, which was previously bid, and the other lift station on Lonesome Dove. A copy of the information provided by Bob Whitehead, Director of Public Works, in the memorandum dated December 23, 1998 is hereby attached to the minutes of this meeting. Authorize the Mayor to enter into a professional services agreement with Alpha Testing, Inc., for construction materials testing services for the slurry grouting of pipe bedding and pavement replacement at the Timarron Bent Creek subdivision. Staff requests Council to authorize the City Manager to enter into a professional services agreement with Alpha Testing, Inc., for testing the construction materials for the slurry grouting of the pipe embedment and pavement replacement. The amount of this proposal totals $30,454. Following the award of the contract for $699,3145.55 to Pavecon, Inc., to construct the slurry grouting and pavement improvements, $27,671.45 remains from the total budgeted amount of $726,986. The interest eamed on the appropriated funds will account for the cost overrun of $2,782.55 from the budgeted amount. Authorization to advertise for bids for the painting of the 0.5 MG elevated storage tank on Florence Road. As part of the required maintenance to the elevated storage tank, the steel property must be periodically painted on the inside and outside of the tank. The paint is required to protect the steel from rust and exposure to the elements of weathering. In the FY 98-99 CIP budget, $105,000 is estimated to paint the Florence 0.5 MG water tank. Due to the timing constraints to complete this project before the spring of 1999 when water usage increased, staff recommends moving forward to receive bids for this project. Authorize the Mayor to enter into a Facility Usage Agreement with the Southlake Baseball Association (SBA). This facility usage is agreement between the City and SBA, which delineates the relationship and responsibility of each entity. This agreement is reviewed annually and any necessary changes are made to the agreement. The changes to the agreement from last year are: Allows pennant style sign on each field listing the previous year's season winners. Reiterates the hours that field lights must be turned off (10:30 p.m. for Sunday through Thursday, and 11:00 p.m. for Friday and Saturday). Provides maintenance responsibility for batting cages and netting, in anticipation of these improvements being made in the next few months. This agreement involves no compensation and the City's responsibilities have been included in the FY 1998-99 budget. 5-G. Authorize the Mayor to enter into a Facility Usage Agreement with the $outhlake Regular City Council Meeting Minutes of January 5, 1999, Page 7 of 22 Girls' Softball Association (SGGA). This facility usage agreement is between the City and SGSA, which delineates the relationship and responsibilities of each entity. This agreement is reviewed annually and any necessary changes are made to the agreement. The changes to the agreement from last year are: Allows placement of (2) signs listing current SGSA sponsors. This is same language as in the SBA agreement. Reiterates the hours that field lights must be turned off (10:30 p.m. fi.om Sunday through Thursday, and 11:00 p.m. for Friday and Saturday). Provides maintenance responsibility for batting cages and netting, in anticipation of these improvements being made in the next few months. This agreement involves no compensation and the City's responsibilities have been included in the FY 1998-99 budget. Authorize the Mayor to enter into a Facility Usage Agreement with the Grapevine-Southlake Soccer Association (GSSA). This facility usage agreement is between the City and GSSA, which delineates the relationship and responsibilities of each entity. This agreement is reviewed annually and any necessary changes are made to the agreement. The changes to the agreement from last year are: Make fields at Bob Jones Park available for practice and game play. Makes storage areas available for GSSA use at Bob Jones Park (the temporary storage building has not been purchased). This agreement involves no compensation and the City's responsibilities have been included in the FY 1998-99 budget. Award of bid to Smith Pump Company for the purchase of a pump and motor and authorize staff to proceed with the purchase of electrical switchgear for modifications to the Southlake/Keller Pump Station. There are currently 4 pumps operating at the Southlake/Keller Pump Station, which pump the water from the City of Fort Worth to Southlake and Keller. As Keller and Southlake demands continue to increase, it is recommended that additional pumping capacity be added to the Southlake/Keller Pump Station. To expedite the expansion before the summer of 1999, it is necessary for the critical elements for the pump station modifications, which are the pump, motor, and electrical switchgear be prepurchased due to the lead time required to manufacture the equipment. The estimated cost for the prepurchased items total $105,000. The low bid for the pump and motor is $40,000 by Smith Pump Company, Inc., of Fort Worth, Texas. This leaves $65,000 remaining of the $105,000 for the purchase of the electrical switchgear. The estimated cost for the Switchgear is anticipated to be $60,000. The prepurchase equipment cost will be funded from the 1998-99 CIP budget. Under our contract with the City of Keller, the costs associated with improvements to the water distribution system for Southlake and Keller from Fort Worth shall be incurred 50% from each city. The estimated cost for the Regular City Council Meeting Minutes of January 5, 1999, Page 8 of 22 installation of the prepurchased equipment is $195,000. The installation of the equipment will be advertised for bids beginning January 7, upon Council approval. Authorization to advertise for bids for the installation of a pump, motor and electrical switchgear for modifications to the Southlake/Keller Pump Station. The estimated cost for the installation of the prepurchase items is $195,000. The installation cost will be funded from the 1998-99 CIP budget. Under our contract with the City of Keller, the costs associated with improvements to the water distribution system for Southlake and Keller from Fort Worth shall be incurred 50% from each city. The total estimated cost for the installation and prepurchase of the equipment is $300,000. Ordinance No. 480-295, 1st reading (ZA 98-116), Rezoning on property legally described as being Lot 3, Block 1, Steward Addition, an addition to the City of Southlake, Tarrant County, Texas, according to the plat recorded in Volume 388- 159, Page 40, Plat Records, Tarrant County, Texas, and being approximately 4.2739 acres. Current zoning is "AG" Agricultural District with a requested zoning of"SF-1A" Single Family Residential District. Applicant: Milo Choate. Owners: F.L. Bailey, Russell H. Oxner, and Gaylen Bailey. ZA 98-117, Plat Revision for the proposed Lots 3R1 3R2 and 3R3, Block 1, Steward Addition. Steward Addition, being a revision of Lot 3, Block 1, Steward Addition, an additional to the City of Southake, Tarrant County, Texas, according to the plat recorded in Volume 388-159, Page 40, Plat Records, Tarrant County and being approximately 4.2739 acres. Current zoning is "AG" Agricultural District. Applicant: Milo Choate. Owners: F.L. Bailey, Russell H. Oxner, and Gaylen Bailey. Approval was given subject to staff review summary dated December 12, 1998, per the P & Z recommendation and clarified in comment #1 in the staff review letter. Ordinance No. 480-296, 1st reading (ZA 98-150), Rezoning on property legally described as being Tracts 2C1 and 2C1D1, situated in the A.A. Freeman Survey, Abstract No. 522. Being approximately 6.967 acres. Current zoning is "AG" Agricultural District with a requested zoning of "SF-1A" Single Family Residential District. Owners and Applicants: Fred Joyce. Approved pursuant to the staff review letter dated December 11, 1998. ZA 98-151, Plat Showing for proposed Lots 5,6, and 7, A.A. Freeman No. 522 Addition. Property legally described as Tracts 2C1 and 2C1D1 situated in the A.A. Freeman Survey, Abstract No. 522, and being approximately 6.967 acres. Current zoning is "AG" Agricultural District. Owner and Applicant: Fred Joyce. Approved pursuant to the staff review letter dated December 11, 1998. ZA 98-153, Plat Revision for the proposed Lot 9R, Block 1, The Lakes of La Paloma. A revision of Lots 9 and 10, Block 1, The Lakes of La Paloma, an Regular City Council Meeting Minutes of January 5, 1999, Page 9 of 22 addition to the City of Southlake, Tarrant County,Texas, according to the plat recorded in Cabinet A, Slide 2554, Plat Records, Tan'ant County, Texas, and being approximately 1.3769 acres. Current zoning is "SF-20A" Single Family Residential District. Owner and Applicant: The Lakes of La Paloma. Approved pursuant to staff review letter dated December 31, 1998. Resolution No. 99-02, Appointing two members of the community-at-large to the Joint Drug and Alcohol Awareness Committee. Resolution No. 99-02 was approved, per discussion in the executive session, naming Jackie Lawrence and Brad Bartholomew to the committee. 10-A. Authorize the Mayor to enter into a professional services agreement with The Beck Company for construction management services in conjunction with Southlake Town Hall. This item was tabled. 10-B. Sign variance for an additional attached sign for The Roomstore at 1600 East Southlake Boulevard. Approving this variance allowing the maximum of 75 sq.ft. of new signage to replace the monument sign on the northeast comer of the building. Agenda Item #6, Public Forum No comments were made during the public forum. Agenda Item #7-A, ZA 98-134, Site Plan for Eckerd's Site ZA 98-134, Site Plan for Tom Thumb Center and Eckerd's being a Site Plan for Tom Thumb Center on property legally described as Lot 3, and a portion of Lots 2 and 4, L.B.G. Hall No. 686 Addition, an addition to the City of Southlake, Tarrant County, Texas, according to the plat recorded in Cabinet A, Slide 1216, Plat Records, Tan-ant County,Texas and a 1.174 acre portion of Tract 1C2 situated in the L.B.G. Hall Survey, Abstract No. 686, and a Site Plan for Eckerd's on property legally described as Lots 5 and 6, Block 6, Diamond Cimle Estates, an addition to the City of Southlake, Tarrant County, Texas, according to the plat recorded in Volume 388-181, Page 69, Plat Records, Tarrant County, Texas, and being approximately 9.386 total acres. The applicant has amended the request to only include the Eekerd's portion. Current zoning is "CS" Community Service District, "C-2" Local Retail Commemial District, and "S-P-2" Generalized City Plan District with "C-3" General Commercial District uses excluding certain uses. Applicants: Bury & Pittman-DFW, Inc. (Tom Thumb Center) and Michael F. Twichell, Inc. (Eckerd's site). Owners: EPIPD-Crossroads Square L.P. (Tom Thumb Center) and EPIPD-Southlake No. 1, L.P. (Eckerd's site). Karen Gandy, Zoning Administrator, stated thirteen (13) notices were sent to property owners within the 200' notification area and one (1) response was received within the 200' notification area: Robert Harvey, Jr. 901 Emerald Boulevard, Southlake, opposed. On December 1, 1998, the City Council approved the request of the applicant to table and Regular City Council Meeting Minutes of January 5, 1999, Page 10 of 22 to continue the public hearing to the December 15, 1998 City Council meeting. On December 15, 1998, Council approved (5-0 vote) in consent agenda to table and to continue the public hearing to the January 5, 1999 City Council meeting. The applicant has met all requirements in Site Plan Review Summary No. 1 dated November 13, 1998, with the exception of those in the Site Plan Review Summary No. 2, dated December 31, 1998. Councilmember Gary Fawks asked the applicant what the applicant had done to comply with impervious coverage. Karen Gandy, Zoning Administrator, stated the applicant has placed some additional islands adjacent to the parking stalls and it provides additional green space in that area. They have provided the required bufferyards and have also provided grass-crete type product throughout some of the parking areas which they count toward their impervious coverage. Staff did not count that toward the impervious coverage. With the additional landscape being allowed it is 71% as shown despite the grass-crete. Fawks asked what additional landscape they are showing to pick up the additional 1%? Ms. Gandy responded it is the Landscape Administrator (Keith Martin) who will make the call as to whether or not there is additional landscape area being provided. It was his judgement that they had provided the additional area. The interior landscape does exceed what is required by the ordinance, and Keith Martin felt, with the area being large enough, that you could do some significant plantings that would enhance the site. Councilmember Gary Fawks asked if staff has the approval from the Landscape Administrator? Greg Last, Director of Community Developer, stated they did not get a written review in this case, as the Landscape Administrator is on vacation. Councilmember Debra Edmondson stated she was confused, the ordinance reads, "any alternative means shall be required to have the approval of the landscape administrator to be sure that the proposal is practical and will enhance the survivability of existing trees on the site." She stated there are no existing trees on the site so what would be the alternative method? Ms, Gandy stated staff has to rely that Keith Matin relayed to the review staff what was adequate in his opinion. A discussion was held as to the interpretation of the ordinance regarding the landcaping requirement. Councilmember Debra Edmondson stated for the record, "As someone who sat on the committee, I'm disappointed that the Landscape Administrator would find something like this, as it is not exactly what I had in mind, but that is another issue." Councilmember Scott Martin stated, "The other issue that we all need to be very aware of is that if they buy the land it is there anyway. If they leave it dirt, which is still pervious, and if we give them additional impervious coverage we anticipated that we would receive something in return. Them saying they will throw some grass seed on the dirt, that is not getting something in return. That is just finding the loop hole in the law." Regular City Council Meeting Minutes of January 5, 1999, Page 11 of 22 He stated, "What we need to be cognizant of, is that there has got to be a trade off. This is not implementing the ordinance the way Council had anticipated it being implemented and it is too bad that the first case that comes is such a gross abomination of the way we though it would be interpreted." Greg Last, Director of Community Development stated, "During that discussion we did talk about an option for requiring additional plantings. We talked about if they get another pementage, we will double the trees somewhere or we are going to increase the landscaping." His recollection is that we thought we might over plant certain areas, and staff is trying to enforce what is written. David McMahan, applicant, representing the applicants for the site plan. 1335 Hidden Glen, Southlake. McMahan stated, "I concur as a member of the Impervious Coverage Committee, that the intent, in my opinion, was to add to the bufferyards in order to get the credit on the balance. However, let me tell you that it was not our intent to do anything else here, we can't add anything else to the bufferyards. It is my understanding that by putting in the grass-crete we were doing that. We were not trying to substitute anything for anything. Moreover, I do disagree with Council as I do not remember any conversations about partial credit for grass-crete. It was our intention to try to substitute interior landscaping to get the extra 1%. We thought we had it anyway," McMahan commented on the staff review letter. He referenced their proposal for a common access driveway on Southlake Boulevard because there is an egress-ingress agreement in place with Dr. Wright. Councilmember Scott Martin addressed the driveway on North White Chapel Boulevard. He stated McMahan's logic for the placement of the driveway is his logic for having trouble with it. We will in the future have a much larger street with heavier traffic than we now have. There is already four curb-cuts where there should only be one or a restricted one. He stated he sees a serious safety problem in this location. He stated his concern is safety and he cannot support the driveway in that location unless McMahan comes back with an agreement to make it safer on the other side of North White Chapel Boulevard. Councilmember Ronnie Kendall asked the developers to "dress up" the exterior of the building. Councilmember Fawks stated he agrees with Kendall adding, "The look is not consistent with what we are trying to do in Southlake along F.M. 1709." McMahan stated he will try and he will go to Eckard's to see what they will do. PUBLIC HEARING: No comments were received during the public hearing. Motion was made to approve ZA 98-134, for the Eckerd's Site only; subject to the Plan Review Letter No. 2 dated December 31, 1998 and on Item #lb, granting relief on the bufferyard length and requiring a Bufferyard Type 'B' and relocating the required plant materials to the large green areas in front of the building and along the south side of the building; only one drive is allowed on F.M. 1709, either Dr. Wright's existing drive with Regular City Council Meeting Minutes of January 5, 1999, Page 12 of 22 common access easement to Eckerd's site or a new drive being constructed on the common property line or on the Eckerd's property; on Item #2a and #2b, allow driveway as shown (with concurrence with Dr. Wright); on Item #2c, allowing stacking as shown; on Item #3, allowing the existing 6' fence on north plus the existing 6' grade to satisfy the 10' screening wall requirement; insure that lighting is shielded to protect surrounding neighborhood; on Item #5, allowing setback (4:1 slope) on North, as shown; accepting applicant's commitment to comply with Item #6 (50' ~-ont setback); accepting applicant's commitment to maintain the plantings on site indefinitely; and placing any required additional plants in the mitigated pervious areas as required by the landscaping ordinance; accepting applicant's commitment to enhance the building's design, especially on facades adjacent to F.M. 1709 and to repair the fence on the North adjacent to properties owned by Randall Boyd and Dr. Montoya. Motion: Martin Second: Evans Ayes: Martin, Edmondson, Evans, Fawks, Kendall, Moffat, Stacy Nays: None Approved: 7-0 vote Mayor Rick Stacy did not participate in agenda item #7-B, as he is an adjacent property owner to the property being considered. Agenda Item #7-B, ZA 98-143, Revised Concept Plan for Dry Clean Super Center ZA 98-143, Revised Concept Plan for Dry Clean Super Center, on property legally described as Lot 5, Thomas Easter No. 474 Addition, an addition to the City of Southlake, Tarrant County, Texas, according to the plat recorded in Cabinet A, Slide 4123, Plat Records, Tarrant County, Texas, and being approximately 2.670 acres. Current zoning is "S-P-2" Generalized Site Plan District with "C-2" Local Retail Commercial District uses and limited "I-l" Light Industrial District uses. Applicant: Kwik Industries, Inc. Owner: Southlake Properties, Inc. Karen Gandy, Zoning Administrator, stated eight (8) notices were sent to property owners within the 200' notification area and no written responses have been received. Gandy noted the applicant has met all requirements listed in the Concept Plan Review Sarnmary No. l, dated December 11, 1998, with the exception of those in Concept Plan Review Summary No. 2, dated December 31, 1998. $id Hollingsworth, Kwik Industries, Inc. 4725 Wall Road, Dallas, Texas. Mr. Hollingsworth stated they have reviewed the staff comments and have no opposition. He stated staff has outlined the issue of the driveway. Councilmember Debra Edmondson asked the applicant if he has done any research into this site, in that the site was changed several times. The previous existing concept plan had a retail center put on it, specifically, to hide the warehouses. The concept plan that is being proposed takes away the advantage of the retail center. She asked, "Why have you Regular City Council Meeting Minutes of January 5, 1999, Page 13 of 22 changed the layout of the previously approved concept plan which had a retail center that hid the storage facilities?" Mr. Hollingsworth stated they were not involved with the original concept plan. He stated they found a piece of property during their market studies that was zoned for this use and felt in looking at the overall picture that the mini-storage warehouse put up a nice looking fence to hide the storage units, and they felt it would not be a factor when they put in their building with all the landscaping and the additional landscaping that they have agreed to do. They did not see that as being an issue. Mr. Hollingsworth stated this use is allowed. Councilmember Edmondson stated her issue is, "I voted for mini-storage warehouses and I signed off on a concept plan that gave me some level of comfort because there was a retail center that would completely hide the mini-storage warehouses. What I am finding out is that it is all situational. I am very unhappy with the fact that what we are looking at tonight no longer screens the mini-warehouses as the current concept plan does." Councilmember Scott Martin stated he echos Councilmember Edmondson's comments, because he was somewhat seriously concerned about approving the warehouses and it had previously been approved by an earlier Council with a different concept and the second plan was a much better plan that he supported, partly because it was presented by someone that Council knew and that it hid the mini-warehouses, and was something we would support in our city." He stated, "We need to go back to the original concept plan." Mr. Hollingsworth stated in visiting with staff he understood that his use was allowed in the zoning of the property. Councilmember Fawks stated it might have been if he were not changing the site plan. Councilmember Scott Martin suggested that Mr. Hollingsworth come back with a new zoning and a new site plan for approval, or find a way to fit his use into the current plan that screens the mini-storage warehouses. Mr. Hollingsworth stated they are locked in with their plan with all the other ordinances. Councilmember Scott Martin stated by subdividing the property it changes the concept completely. PUBLIC HEARING: No comments were made during the public hearing. Mr. Hollingsworth asked that Council table this item until the February 2, 1999, City Council meeting to give him time to work out the issues, continuing the public heating at that time. Motion was made to table ZA 98-143, time certain February 2, 1999, at the request of the applicant, continuing the public heating until that date. Motion: Martin Second: Moffat Ayes: Martin, Moffat, Edmondson, Evans, Kendall, Fawks Nays: None Regular City Council Meeting Minutes of January 5, 1999, Page 14 of 22 Approved: 6-0 vote (to table) Agenda Item #7-C, ZA 98-142~ Plat Revision for Thomas Easter No. 474 Addition. ZA 98-142, Plat Revision for the proposed Lots 5R1 and 5R2, Thomas Easter No. 474 Addition, being a revision of Lot 5, Thomas Easter No. 474 Addition, an addition to the City of Southlake, Tarrant County, Texas, according to the plat recorded in Cabinet A, Slide 4123, Plat Records, Tarrant County, Texas, and being approximately 2.670 acres. Current zoning is "S-P-2" Generalized Site Plan District with "C-2" Local Retail Commercial District uses and limited "I-1" Light Industrial District uses. Applicant: Caddy Property Management Ent. LLC. Owner: Southlake Properties, Inc. The applicant representing Caddy Property Management, 2834 Market Loop, Ste. 100, Southlake, asked to have this agenda item tabled until the February 2, 1999, City Council meeting. Motion was made to table ZA 98q42, at the request of the applicant, time certain February 2, 1999. Motion: Fawks Second: Martin Ayes: Fawks, Martin, Edmondson, Evans, Kendall, Moffat Nays: None Approved: 6-0 vote (to table) Mayor Rick Stacy did not vote on this issue. Council adjourned for recess at 9:40 p.m. Council returned to open session at 9:55 p.m. Agenda Item #7-D, Ordinance No. 730, 2no reading, Regarding School Zones Ordinance No. 730, 2nd reading, Amending Chapter 18, Article III, Section 18-80, of the Southlake City Code, to include a portion of North White Chapel Boulevard adjacent to Carroll Junior High School, as a designated school zone. Curtis Hawk, City Manager, stated the Carroll Independent School District opened the new Carroll Junior High School on January 4, 1999. As the only access to the school is off North White Chapel Boulevard, a school zone has been requested. The Southlake City Code, Chapter 18, Article III, Section 18-81 Revision of limits; procedure states: "The speed limit, as established in this article, may he revised from time to time by ordinance adopted by the city council." Therefore, Ordinance No. 730 provides for a school zone on North White Chapel Boulevard for the Carroll Junior High School. Because of the anticipated new traffic patterns during the first two weeks of the new school opening, Department of Public Safety and Department of Public Works personnel will monitor the vehicle traffic and pedestrian traffic in order to prepare any additional Regular City Council Meeting Minutes of January 5, 1999, Page 15 of 22 traffic control necessary for the area. During the reconstruction to add a third lane to North White Chapel Boulevard, the street surface was painted with two pedestrian crosswalks, at Ascot Drive and at Chapel Downs Drive. Public Works will install the appropriate school crossing signage at these two crosswalks. Curtis Hawk stated Council will recall that two additional "flashing lights" were purchased for replacements. Staff would utilize those two lights for Carroll Junior High School and order two more for spares at a cost of $4,000. This ordinance has been reviewed by Wayne Olson, City Attorney. Cotmcilmember Ronnie Kendall stated she talked with Rusty Daniels with the Department of Public Safety today and he indicated that things ran remarkably smooth and they will continue to watch the situation. Councilmember Scott Martin stated his appreciation to Public Works staff for getting the blinking signs out on the site, installed and ready to go and to the DPS for placing their "trailer" on North White Chapel Boulevard. PUBLIC HEARING: No comments were made during the public heating. Motion was made to approve Ordinance No. 730, 2nd reading. Motion: Martin Second: Fawks Ayes: Martin, Fawks, Kendall, Moffat, Edmondson, Evans, Stacy Nays: None Approved: 7-0 vote Agenda Item #8-A, Ordinance No. 480-294, 1st reading (ZA 98-130) Ordinance No. 480-294, 1st reading (ZA 98-130), Rezoning and Concept Plan for Harris Methodist Southlake, on property legally described as a portion of Lot 1, Block 1, Gorbutt Addition, an addition to the City of Southlake, Tarrant County, Texas, according to the plat recorded in Volume 388-156, Page 12, Plat Records, Tarrant County, and being approximately 6 acres of land. Current zoning is "O-1" Office District, with a requested zoning of "S-P-2" Generalized Site Plan District with "O-1" Office District uses and medical uses of ambulatory surgery, imaging center, and associated services. Applicant: Page Southlake Page. Owner: Harris Methodist HEB. Karen Gandy, Zoning Administrator, stated seven (7) notices were sent to property owners within the 200' notification area and one (1) response was received from Martin Schelling, 601 West ~Vall Street, Grapevine. Texas in favor, "I believe it's a good use for the property and will be a positive addition to the City of Southlake." Jack McCabe, 1600 Hospital Parkway, Bedford, Texas. Mr. McCabe stated he has agreed to construct a sidewalk in front of the building. He stated the hours of operation Regular City Council Meeting Minutes of January 5, 1999, Page 16 of 22 will be 6:00 a.m. to 6:00 p.m. with some Saturday hours, McCabe stated, the top floor of the building will be a physician's office. Ernesto Liebrecht, Architect with Page Southland Page. Mr. Liebrecht stated regarding the lighting issue, that they are removed from the existing residences and a back part of the property is a forest of trees and them is no chance of the lights spelling over onto the residences. Councilmember Scott Martin congratulated the owners and applicants for a good job, indicating the documents presented are all in order. Martin stated he has less concern because they are an owner, tenant. He asked them to address how the footprint may change, noting it is unlikely that the building may change because of the parking requirement. McCabe stated his intentions are to move forward with the project. Mr. Liebercht stated they do not feel the plan will change and that they will meet the requirements of the City. PUBLIC COMMENTS: Pattie Minder, 223 Eastwood Drive, Southlake. Ms. Minder indicated she is SPIN #8 representative and the owners and applicants have been very cooperative with the residents. She noted a concern had been the lights shining onto the homes. Pamela Muller, 214 Westwood Drive, Southlake. Ms. Muller asked if there had been plans for a cross-access to the property to the east? Greg Last, Director of Community Development, stated the cross-access issue will be discussed with the Plat Revision. Motion was made to approve Ordinance No. 480-294, 1st reading, (ZA 98-130), and the Concept Plan for Harris Methodist Southlake, subject to the Plat Review Letter No. 3, dated December 13, 1998, per the Planning and Zoning Commission's recommendations; allowing the parking ratio (1:200) as shown and requiring that all building construction occur within the building envelope as shown; and that all parking lot construction occur within the parking envelopes as shown, with any changes in these aspects necessitating a change of zoning request. Motion: Martin Second: Edmondson Ayes: Martin, Edmondson, Evans, Fawks, Kendall, Moffat, Stacy Nays: None Approved: 7-0 vote Agenda Item #8-B, ZA 98-147 Plat Revision for Gorbutt Addition ZA 98-147, Plat Revision for the proposed Lots 1R1, 1R2, 1R3, and 1R4, Block 1, Gorbutt Addition, being a revision of Lot 1, Block 1, Gorbutt Addition, an addition to the City of Southlake, Tarrant County,Texas, according to the plat recorded in Volume 388- Regular City Council Meeting Minutes of January 5, 1999, Page 17 of 22 156, Page 12, Plat Records, Tarrant County, Texas, and being approximately 12.634 acres. Current zoning is "Oq" Office District. Applicant: Page Southerland Page. Owner: Harris Methodist HEB. Karen Gandy, Zoning Administrator, stated one (I) notice was sent to property owners within the 200' notification area and no written responses have been received. Gandy noted the applicant has met all requirements in Plat Review Summary No. 1, dated November 25, 1998, with the exception of those in the attached Plat Review Summary No. 3, dated December 31, 1998. Mayor Stacy asked Mr. McCabe to consider the point that was made about possibly having an access to the east, out of the parking lot, making a future access if needed in. Mr. McCabe stated a cross-access is desirable and will not be a problem. McCabe suggested if he can move the dumpster, the obvious location for the cross access to the east is in that location. Motion was made to approve the Plat Revision for the proposed Lots 1R1 and 1R2, Gorbutt Addition, subject to the Plat Review Summary No. 2, dated December 31, 1998; on Item #2, extending the right-of-way to the southern terminus of Lot 1R1 and providing a 60' radius cul-de-sac on the plat with the actual construction length to be established at the Developer Agreement; and requiring a common access easement through the site and stubbed to the east with exact location being determined by the time of the second reading. Motion: Martin Second: Evans Ayes: Martin, Evans, Fawks, Kendall, Moffat, Edmondson, Stacy Nays: None Approved: 7-0 vote Agenda Item #9-A, Resolution No. 99-01, Appointing Chairman of the Board of Directors to the TIF. Curtis Hawk, City Manager, presented Resolution No. 99-01, appointing a chairman of the Board of Directors of the Tax Increment Reinvestment Zone Number One, noting according to statue, the governing body of the municipality that created the reinvestment zone must appoint the chair of the Reinvestment Zone Board for a term to last one year beginning on January 1. Councilmember Scott Martin suggested at the next TIF meeting that there be an appointment of a Vice-Chairman. Motion was made to approve Resolution No. 99-01, naming Councilmember Scott Martin as chairman for a one year term to be effective on January 1, 1999. Motion: Kendall Second: Edmondson Regular City Council Meeting Minutes of January 5, 1999, Page 18 of 22 Ayes: Kendall, Edmondson, Martin, Fawks Nays: Moffat, Evans, Stacy Approved: 4-3 vote Agenda Item #10-C, Award of Contract to Sutton & Associates for Reconstruction of North White Chapel Boulevard from County Line to Lake Grapevine Curtis Hawk, City Manager, presented this item, award of contract to Sutton & Associates for reconstruction of North White Chapel Boulevard from the county line to Lake Grapevine, stating, that Tan'ant County Precinct 3 Maintenance Division recently completed reconstructing North White Chapel Boulevard from Dove Street to the county line. The City provided the materials and Tarrant County contributed the labor to reconstruct the roadway. North White Chapel from the county line to Lake Grapevine is also in dire need of reconstruction. The traffic along North White Chapel will increase substantially due to Bob Jones Park. Bob Jones Park will be used this spring extensively for soccer games. Staff is working aggressively with the consulting engineer, Cheatham & Associates, so that North White Chapel Boulevard will be reconstructed from the county line to the park by mid-March, 1999. Improvements to North White Chapel Boulevard include reconstructing the existing roadway and providing adequate drainage for the roadway. The pavement width will remain 22' from the county line to the south end of Bob Jones Park. The pavement width will be increased from 22' to 33' along the frontage of the park to account for a turn lane. In the FY 988-99 CIP budget, $340,000 was appropriated for the design and reconstruction of North White Chapel Boulevard, fi'om the county line to Lake Grapevine. The approved engineering proposal from Cheatham & Associates totaled $37,3450. Therefore, the preliminary estimated construction cost was $302,650. This amount was a preliminary estimate based on similar projects constructed in the past. The preliminary estimate took into account minor drainage improvements. The low base bid was from Sutton & Associate of Fort Worth, Texas for the amount of $449,457.36. An alternate bid was also requested to provide and install a fabric layer called petromat within the asphalt pavement. The petromat fabric is essential to reduce cracks from the base material from moving or reflecting in the surface asphalt. The use of this material will reduce the City's maintenance for crack sealing and provide a more aesthetic looking surface over a longer period due to the reduction of crack sealant required on the pavement surface. The alternate bid amount from Sutton & Associates was $21,512.40. The total bid was $470,969.76. The total cost over nm which includes the engineering, surveying and construction costs is $168,319.76. Reprioritization of the CIP budget can be accomplished to fund the cost overrun of this project. Curtis Hawk stated the key things in this bid include the time frame and direction that we were trying to get the road completed in time for the playing season this next year. The City discovered that it had some major drainage issues with this project which accounted Regular City Council Meeting Minutes of January 5, 1999, Page 19 of 22 for approximately $70,000 of this overnm. He stated he feels that if not for the compressed timeframe, he feels the bids would have come in lower. Councilmember Debra Edmondson asked how long has this project has been on the CIP budget? Shawn Poe stated it was added at the FY 98-99 budget. Edmondson stated, "I am very unhappy about the size of this over run. I think the City can come up with reasons until the cows come home as to why it is an overran. The bottom line is this is a huge overrun. You say the drainage improvements are about $70,000 and that leaves about $100,000 over mn. This is not the first time we are looking at issues where we have a significant overage in the amount of the bid we got vs. the estimate. I don't expect perfection, but I think this is far from it. I don't want to see another one like this. I feel we have a gun to our heads as the people up there desperately need the road improved. In looking at the bids it is not wise to bid again, at least in my opinion, but I don't want to see something like this again." Curtis Hawk, City Manager, stated, "One of the things that we will do as we start the process of the Capital Improvements Plan for our roadway and water and sewer impact fees, is part of the foundation for establishing those fees is in the estimates for the costs of the improvements. The foundation for this original estimate came from the same thing, when we looked at the ultimate costs of the ultimate roadway and interim section roadway for White Chapel back in 1993. The point that I am making is as we get into the update of the CIP plan as it pertains to the water, sewer, and roadway impact fees, we will be updating those numbers that will help us as we look at future projects." Councilmember Edmondson stated she feels that is extremely appropriate. Councilmember Rormie Kendall stated that she does not feel all of the alternatives are alternatives. She stated the homeowners in that area do not want the roadway widened and they do not want an additional traffic in front of their houses. Therefore, we could drop the size of the roadway as we pass Bob Jones Road. The residents are looking very forward to having their street improved, but they do not want the roadway widened and that should save on some of the costs. The only people who go up on that stretch of the road are the residents. The mm-around needs to be expanded for fire trucks and etc. According to Shawn Poe, Capital Projects Coordinator, to change the width of the roadway will reduce the costs of the bid and will be accomplished through a change order. Mayor Stacy stated he feels he does not have a problem with stopping the three lane roadway at Bob Jones Park which will make the people happier. If the roadway narrows, it will slow the traffic down. Mayor Stacy asked staff to contact the SPiN Representative in that area and tell them what Council is talking about. Poe stated he will convey the information to them. Motion was made to approve the awarding of the contract to Sutton & Associates for the reconstruction of White Chapel Boulevard, from the County line to Lake Grapevine for Regular City Council Meeting Minutes of January 5, 1999, Page 20 of 22 the sum of $479,969.76 stipulating that staff is to request a change order with credit for decreasing the paving width north of Bob Jones Road to 18 feet. Motion: Martin Second: Edmondson Ayes: Martin, Edmondson, Evans, Fawks, Kendall, Moffat, Stacy Nays: None Approved: 7-0 vote Agenda Item #10-D, Consider: Funding the Hiring of School Crossing Guards Curtis Hawk, City Manager, stated the City of Southlake received a letter fi.om CISD Superintendent Dr. Ted Gillham requesting city assistance with stop signs, a school zone and speed limit reductions on North White Chapel Boulevard, and school crossing guards at CISD schools. The City discussed, and approved the establishment of a school zone on North White Chapel Boulevard near Carroll Junior High School. During the discussions of that item, residents spoke in favor of city participation in a school crossing guard program. The CISD has and is currently advertising for school crossing guards. Dr. Gillham's letter indicates that they are having difficulty finding individuals to serve in that capacity. Should the city provide funding to the CISD for the crossing guard program, perhaps CISD could advertise the position at a higher wage, or consider other alternatives to induce individuals to apply for the positions. Council would need to determine the level of City participation. Since no dollars are currently budgeted for this purpose, the city's operating budget would need to be amended to include the additional funds. PUBLIC COMMENTS: Sally Casey, 919 Dove Creek Trail, Southlake. Present in support of a school crossing guard but did not wish to speak. Elaine Bucheri, 917 Dove Creek Trail, Southlake. crossing guard but did not wish to speak. Present in support of a school Motion was made to direct the City Manager to approach the CISD to request a proposal for school crossing guard participation and to include that the City will participate at $10.00 per hour for two crossing guards at the new junior high school and if the CISD has a need at other schools to come back to the Council for further action. Motion: Mo ffat Second: Martin Ayes: Moffat, Martin, Edmondson, Evans, Fawks, Kendall, Stacy Nays: None Approved: 7-0 vote Agenda Item gl0-E, Any Action Necessary to Determine the Need for a School Zone on West Southlake Boulevard for Carroll High School. Regular City Council Meeting Minutes of January 5, 1999, Page 21 of 22 Curtis Hawk, City Manager, stated he has received a request from Councilmembers for staff to ask the State if they would authorize a school zone on F.M. 1709 at Peytonville Avenue in front of Carroll High School. The reaction received from some staffing at TxDot was they would not do that. The City has not gone back to TxDot to advocate a position that there is a need. Staff is asking for authorization for the Director of Public Works to conduct engineering and traffic investigations and studies to determine the maximum speed limit for a school zone on West Southlake Boulevard for Carroll High School. Hawk stated we need something to satisfy TxDot that there is a need for some action. He stated he does not know what the solution is at this time, but the letter the City received from TxDot is not the final answer from them. Councilmember Debra Edmondson stated there is help needed in that location. She suggested going to the high school itself and find out first what they think. She suggested they may feel a crossing guard would be helpful. Before the city spends any money, the first step is going to the high school. Councilmember Scott Martin suggested a pedestrian crossing control that stops all traffic and lets pedestrians cross at the same time from all directions, even a diagonal crossing would be a possibility. Curtis Hawk stated he will talk with the high school and come back to Council before any expenditure is made. Councilmember Wayne Moffat stated he feels the city needs to find out what the Texas Department of Transportation policy is. The City Manager will bring this item back to Council when some information has been obtained. Agenda Item #12, Adjournment The meeting was adjourned at 11:20 p.m. by Mayor Rick Stacy. Sandra L. LeGrand City Secretary M:\WP-FILESWIINUTES\CC-MIN - 1-5 -99..doc/si Regular City Council Meeting Minutes of January 5, 1999, Page 22 of 22 City of Southlake, Texas MEMORANDUM December 23, 1998 TO: Curtis E. Hawk, City Manager FROM: Bob Whitehead, Director of Public Works SUBJECT: Authorize city staff to reject bids for construction of a sanitary sewer lift station to serve the Raintree /Shady Lane area and authorization to advertise for bids for the construction of a sanitary sewer lift station at Lonesome Dove and a lift station to serve the Raintree /Shady Lane area. Action Requested: Staff is requesting the City Council to reject the bids to construct the lift station in the Raintree / Shady Lane area and authorize staff to advertise for bids to construct two lift stations, one in the Raintree / Shady Lane area, which was previously bid, and the other lift station on Lonesome Dove. Background Information: The lift station in the Raintree / Shady Lane area is essential to the city's infrastructure to pump the sewage generated from the N -4 and N -5 drainage basins to the gravity main along Kirkwood Blvd. that is under construction. The Wal -Mart and Village Center are developments located in the N -4 drainage basin and Gateway Plaza is a development located in the N -5 drainage basin (see attached drainage area map). Currently, the lift station located near the Mesco business pumps the sewage from the N -4 basin into the city's southern drainage region. The city has an agreement with TRA to eliminate the diversion of sewage from the northern drainage region to the southern drainage region. Therefore, the construction of the lift station in the Raintree / Shady Lane area is required to comply with the TRA agreement. Please recall that a portion of the N -5 drainage basin (40 houses in the Raintree area) will be served by the City of Grapevine per the interlocal agreement approved on September 15, 1998. In return, the City of Grapevine will be allowed to serve 40 single - family equivalent units along Lonesome Dove. These 40 services will feed into the proposed lift station on Lonesome Dove. The lift station on Lonesome Dove will replace the existing undersized lift station and will pump the sanitary sewer generated by the N -3 drainage basin to the gravity main along Kirkwood 5C - 1 Blvd. Whispering Dell Estates, Chapel Downs, Lonesome Dove Estates, and Mission Hill Estates are subdivisions located in the N- 3 drainage area (see attached drainage area map). Financial Considerations: City Council authorized staff to advertise for bids on the lift station in the Raintree / Shady Lane area on August 18, 1998. Bids were received on November 19, 1998 (see attached bid tabulation). Only two bids were received, possibly due to the high demand now existing in the construction industry for this particular work discipline. The low bid was $626,800 from Earth Builders, Inc. of Decatur, TX. Only $467,500 was budgeted in the CIP plan to construct the lift station. In order to enhance the economy of scale, staff recommends bidding the lift station in the Raintree / Shady Lane area and the lift station on Lonesome Dove together as one project. In the CIP plan, a total of a $1,000,000 has been budgeted to construct both lift stations. Citizen Input/ Board Review: Not applicable. Legal Review: Council may reject bids for any reason as per the bid specifications. Alternatives: Council may choose to award the bid to Earth Builders to construct the N -4 lift station for the amount of $626,800. If so, staff would have to evaluate the CIP budget to determine where the extra funds ($159,300) would originate. The N -3 lift station would then have to be bid out as a separate project or be included in another project. Supporting Documents: N -4 & N -5 Drainage area map N -3 Drainage area map Bid tabulation for N -4 lift station in Raintree / Shady Lane area Staff Recommendation: Staff recommends City Council reject the bids for the construction of a sanitary sewer lift station to serve the Raintree / Shady Lane area and authorize staff to advertise for bids for the construction of a sanitary sewer lift station at Lonesome Dove and a lift station to serve the Raintree / Shady Lane area. Please place this item on the January 5, 1999 Regular City Council Agenda for City Council review and consideration. 13 - BW /sep 5C -2 Approved for Submittal to City Council: 1 / anager's Office 5C -3 N-4 & N-5 DRAINAGE AREA MAP : _ . -,,,; j ,,,,,5.3. .., NMI ' - : : • • I , ! 4 !:::_ -!. ; t.,".:',•'-',::::C.:;;17:`, I ' ; . m : lt: ..:44-fl ; ° F('- ' 1 1 t 1:..f 51 '745 - - ;0 • , ., ,-- 4,t: -..-b , - ; - 1L.„_,__:- - ' -.' . 0..-''-- -- )E - - - ' ; 0 14.st 41 - - - 'r--L_, v ,, -- 1-::: - --r* --- '' '': . 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