1996-10-15 CITY OF SOUTHLAKE
667 NORTH CARROLL AVENUE
REGULAR CITY COUNCIL MEETING
OCTOBER 15, 1996
MINUTES
COUNCILMEMBERS PRESENT: Mayor Rick Stacy; Mayor Pro Tem W. Ralph Evans;
Deputy Mayor Pro Tern Pamela Muller; Members: GaD' Fawks, Wayne Moffat, Scott Martin and
David A. Harris.
CITY STAFF PRESENT: Curtis E. Hawk, City Manager; Shana Yelverton, Assistant City
Manager; Kevin Hugman, Assistant to the City Manager; Lou Ann Heath, Director of Finance;
Bob Whitehead, Director of Public Works; Ron Harper, City Engineer; Greg Last, Director of
Community Development; Karen Gandy, Zoning Administrator; Klm Lenior, Director of Parks
and Recreation; Billy Campbell, Director of Public Safety; Analeslie Muncy, City Attorney; and,
Sandra L. LeGrand, City Secretary.
INVOCATION: Mayor Pro Tern W. Ralph Evans.
WORK SESSION: The work session was held to discuss agenda items by Council and staff.
The Regular City Council meeting was called to order by Mayor Rick Stacy at 6:10 p;m.
Agenda Item//2-A. Executive Session
Mayor Stacy advised the audience that Council would be going into executive session pursuant to
Chapter551 of the Texas Government Code, Sections 551.071, 551.072, 551.074, 551.076 of the
Open Meetings Act, to seek the advice of the City Attorney with respect to pending and
contemplated litigations, and to discuss the purchase, exchange, lease or sale of real property and
to consider the appointment and evaluation of public officials, and regarding the deployment of
specific occasions for implementation of security personnel or devises.
Council adjourned for executive session at 6:10 p.m.
Council returned to open session at 7:12 p.m.
Agenda Item g2-B. Action Necessary/Executive Session
No action was taken as the result of the executive session.
Agenda Item//3. Minutes of the Regular City Council meeting held on October 1. 1996
The Minutes of the Regular City Council meeting held on October 1, 1996 were approved as
REGULAR CITY COUNCIL MINUTES 10/15/96 MEETING PAGE 1
presented.
Motion: Harris
Second: Muller
Ayes: Harris, Muller, Moffat, Martin, Evans, Fawks, Stacy
Nays: None
Approved: 7-0 vote
Agenda Item #4-A. Mayor's Report
Mayor Rick Stacy stated with regards to the football game on Saturday between the Grapevine
Mustangs and the Carroll Dragons, after watching the game films twice, he concedes that
Grapevine was the winner and the steak dinner will be provided to Mayor Bill Tate of Grapevine
and served at the Southlake Walmart Coffee Shop!!
Councilmember Scott Martin extended congratulations to Mayor Stacy for being
a new "Grandfather" when daughter Elizabeth gave birth to "Parker Allen Smith"
during the ball game. The Mayor stated, "mom and son are doing just fine,'
however, since his initials spell "PAS" instead of being a linebacker, he should be
a quarterback.
Mayor Stacy acknowledged City Secretary, Sandy LeGrand's anniversary with the City, and
asked the audience to give a hand to Sandy for serving the citizens of Southlake for nineteen (19)
years as of yesterday.
The Mayor announced that Kroger Grocery Store in Southlake will be opening with a celebration
on Saturday, October 19, 1996 at 8:00 a.m. and the public is invited to attend. Also, Primrose
School on South Kimball Avenue will be opening on October 26, 1996, with an open house from
11:00 a.m. to 3:00 p.m. He encouraged the Council to attend these two events.
Mayor Stacy presented to Lou Ann Heath, Director of Finance, the Award of Financial Reporting
Achievement for Fiscal Year ending September 30, 1995, stating, this is the highest form of
recognition in governmental accounting and financial reporting and its attainment represents a
significant accomplishment by a government and its management. The award is presented by the
Government Finance Officers Association.
The Mayor reported early voting for the Presidential Election will start tomorrow. For more
information contact the City Secretary, Sandy LeGrand.
Aeenda Item #4-B. City Manager's Report
Curtis Hawk, City Manager, stated last Sunday at the "Sun and Stars Festival" in Dallas, a
delegation from Toyoma, Japan (our Sister City) performed a dance routine, then again on
Monday morning, they performed at the Carroll High School. During their presentation at the
REGULAR CITY COUNCIL MINUTES 10/15/96 MEETING PAGE 2
beginning and at the end, they stated the City of Southlake is their "Sister City. '
Hawk informed the audience that Southlake City Hall is experiencing telephone problems at the
locations. He noted the telephone company assured him they would fix the problem soon.
Councilmember Ralph Evans reported on the White Chapel United Methodist Church celebration
this past Sunday when the church celebrated its 125th Birthday. He noted 202 people came
forward during the service in which the Bishop of the Methodist Church was present. Evans noted
several Councilmembers were present when the Mayor presented the Proclamation.
Agenda Item #4-C. SPIN Report
Jim Goggin, SPIN #13 Representative, stated his SPIN group met with Timarron recently with
regard to plans for their property north of SH 114. Mr. Goggin stated SPIN is having a meeting
a week later and there is a lot of activity. He referenced the Joint SPIN and City Council meeting
to be held on October 24, 1996 at Bicentennial Park. He challenged the Mayor to a game of
crochet with SPIN vs Mayor and City Council. The Mayor and Council accepted the challenge.
Agenda Item #5. Consent Agenda
Mayor Rick Stacy read the items for consideration in the consent agenda, including:
Authorize the Mayor to execute a contract for Water Ground Storage Pump Station No.
1 (W. Southlake Blvd. at Pearson Lane) to construct on-site piping and appurtance;
pumping support structure; install pumps; electrical control building; disinfection building;
driveway, and parking lot.
Authorize the Mayor to execute a contract for Water Ground Storage Pump Station No.
1 (W. Southlake Blvd. at Pearson Lane) to construct off-site sanitary sewer and water
mains.
5-C. Authorize the Mayor to execute a contract for installation of a 20-inch water main along
East Southlake Blvd. from South White Chapel Blvd. east to Miron Drive.
5-D. Authorizing the Mayor to enter into an agreement with Public Management Associates for
the Citizen Survey and Business Survey.
5-E. Award of bid for janitorial services.
5-F. Approval of a petition to modify plat restrictions for Lots 5 and 6, Block 3, Cimmarron
Acres.
5-G. Resolution No. 96-65, declaring a ninety (90) day moratorium on the issuance of permits
REGULAR CITY COUNCIL MINUTES 10/15/96 MEETING PAGE 3
5-J.
10-A.
10-B.
for reader board signs.
This item left intentionally blank.
This item left intentionally blank.
Authorize the Mayor to enter into a contract addendum with Pepsi to provide three
additional scoreboards at Bicentennial Park.
Resolution No. 96-66, appointment of members to the Building Board of Appeals.
Central Regional Wastewater and Denton Creek Regional Wastewater Systems First
Amendment-Interim Diversion Agreement.
Developer Agreement for Timarron Village "F,' Phase I, being south of East Southlake
Blvd. and being north of and adjacent to Timarron Addition, Brenwyck, Phase 2.
Commemial Developer Agreement for Georgetown Park Addition, Lot 1, being south of
East Southlake Blvd. and 700' east of the intersection of South Kimball Avenue and East
Southlake Blvd.
Motion was made to approve the consent agenda consisting of the items listed above, and
reappointing the same three (3) members to another term on the Building Board of Appeals.
Motion: Harris
Second: Muller
Ayes: Harris, Muller, Evans, Fawks, Moffat, Martin, Stacy
Nays: None
Approved: 7-0 vote
ADDITIONAL INFORMATION ON CONSENT ITEMS
Authorize the Mayor to execute a contract for the Water Ground Storage Pump Station
No. 1 (W. Southlake Blvd. at Pearson Lane) to construct on-site piping and appurtanace,
pumping support structure, install pumps, electrical control building, disinfection building
driveway and parking lot. The Ground Water Storage and Booster Pump Station No. 1
is to be located on the north side of W. Southlake Blvd. being just east of Pearson Lane.
Foreseeing a larger volume of water usage in the upcoming years due to the continuing
growth of the City, the establishment of the Pump Station No. 1 is a crucial factor in
providing service to meet the demands. The City received a total of seven (7) bid
proposals. Staff recommends the contract be awarded to low bidder, Control Specialist,
located in Roanoke, Texas, for the amount of $1,498,500.00. The Funding/Fiscal Impact
for Pump Station No. 1 is in the Capital Projects, Fund 758, 1995 Water Bond Pro_iects.
REGULAR CITY COUNCIL MINUTES 10/15/96 MEETING PAGE 4
Authorize the Mayor to execute a contract for the Water Ground Storage Pump Station
No. 1 to construct off-site sanitary sewer and water mains. The establishment of the
Pump Station No. 1 is a crucial factor in providing service to be on-line for the summer
of 1997. The City received a total of eight (8) bid proposals. Staff recommends the low
bidder of Saber Development, Corporation, Dallas, Texas in the amount of $283,438.25
to construct the off-site utility system improvements for Pump Station No. 1 Funding for
the Pump Station No. 1 is in Capital Projects, Fund 758, Water Bond Pro_iect.
Authorize the Mayor to execute a contract for installation of a 20-inch water main along
East Southlake Blvd., from South White Chapel Blvd., east to Miron Drive. With the
acquisition of three acres in the Miron Addition, the tower location is now finalized. The
construction of the tower is scheduled for the FY 97-98 Budget. A 20-inch water main
needs to be extended eastwardly along East Southlake Blvd. from White Chapel Blvd. to
the Miron Addition. This will be in the same vicinity as the site for the elevated water
tower. The 20-inch water main will provide the volume of water to better service the
growing southeastern quadrant of the City and provide the volume of water necessary for
the Village Center. This proposed contract was advertised on September 22 and 29, 1996.
The City received a total of eleven (11) bid proposals. Staff recommends the City Council
authorize the Mayor to execute a contract with the low bidder, Wright Construction,
Grapevine in the amount of $540,231.50. Funding will be from the FY 96-97 Capital
Improvements Projects Budget.
Agreement with Public Management Associates for Citizen Survey. Public Management
Associates has been contacted to provide a proposal to serve as the consultant on the
project since they conducted the previous survey. In Section IV, Dr. Glass and Dr.
DeSantis, who are on staff at the University of North Texas, will serve as project advisor
and project director respectively. Each have extensive experience in working with local
governments to conduct general citizen surveys. The proposal design provides for a 600
respondent survey for a +/- 4 pement margin of sampling error at the 95 percent
confidence level. The sample will be generated by the use of random digit dialing, and
all responses will be confidential. The cost of the project is $10,500. Two years ago, Fall
1994, the City conducted a business needs survey of existing Southlake businesses in
conjunction with Public Management Associates. The information was used to assess the
degree of satisfaction among the business community in regards to Southlake's business
and development climate and city development programs and services. Similar to the
Citizen Survey, it was decided to update this data every two years. Due to their familiarity
with the City and this project, Public Management Associates has been asked to conduct
this survey at a cost of $3,200. The Southlake Chamber of Commerce will assume all
responsibility for the three mailings, including postage and stationery. This project is one
of five included in the City's contract for services with the Chamber.
Award of Bid for Janitorial Services. Bids were received from ten (10) vendors for
janitorial services. Tbe janitorial contract is for all City facilities, including the main City
REGULAR CITY COUNCIL MINUTES 10/15/96 MEETING PAGE 5
Hall building, the City Hall Annex, the Community Building and Lodge at Bicentennial
Park, plus the newly acquired Public Works facility on Continental Blvd. The low bid of
$13,138.56 annual charge was received from Mertz Maintenance, Fort Worth. The
second low bid was received from Building Contractors Inc, Carrollton for $13,177.32
annual charge, or $38.76 more than the lowest bid. Staff recommends the bid be accepted
from Building Contractor at the annual charge of $13,177.32. The contract will begin on
November 1, 1996.
Approval of a petition to modify plat restrictions in Cimmarron Acres. Greg Last,
Director of Community Development, presented a petition from property owners in the
Cimmarron Acres Addition, petitioning to modify the restrictions pertaining to the plat of
Cimmarron Acres as recorded in Volume 388-181, Page 8, Tarrant County Plat Records
on January 9, 1985, modifying the following restriction as it applies to Lots 5 and 6, Block
3, Cimmarron Acres: "No access to Jordan Drive will be permitted from Lot 5 and Lot
6 of Block 3," to read as follows: "only lots with single-family residential zoning shall be
permitted access to Jordan Drive."
5-G
Resolution No. 96-65, providing a moratorium on conditional sign permits for reader
board signs. At the October 1, 1996 City Council meeting, Council expressed a concern
about the proliferation of reader board signs in Southlake. City Councilmembers asked
staff to review the provisions in the Sign Ordinance which allow "reader board" signs.
In the meantime, Council asked that staff bring to them a resolution establishing a
moratorium on permitting any reader board signs.
5-H and 5-I. Items left intentionally blank.
Addendum to Pepsi Contract for Bicentennial Park Scoreboards. The City of Southlake
approved a seven (7) year contract with Pepsi last year for six (6) scoreboards for the
baseball fields at Bicentennial Park.
Resolution No. 96-66, appointing three members to the Building Board of Appeals. Kosse
Maykus, Eddie Pierce, and Bobby Harrell were reappointed to serve another two year
term.
Central Regional Wastewater and Denton Creek Regional Wastewater Systems first
amendment- Interim Diversion Agreement. The City of Southlake and Trinity River
Authority of Texas (TRA) entered into an agreement in December, 1989, to allow the City
a temporary diversion of wastewater flows from the Denton Creek Regional Wastewater
System Service area to the Central Regional Wastewater System Service area. This
agreement expires on November 30, 1996. On May 30, 1996, the City Manager requested
that TRA extend the Diversion Agreement for two years, to allow the City the time to
extend the pressure system from North White Chapel east to approximately Shady Lane.
The funds have been allotted in the FY 96-97 Budget to construct the required force main
REGULAR CITY COUNCIL MINUTES 10/15/96 MEETING PAGE 6
from the intersection of Dove Street and Lonesome Dove Avenue to the TRA lift station
which is being constructed on North White Chapel Blvd. In FY 97-98 it is proposed to
construct the required force main from Shady Lane and Kimball Avenue to the lift station
at Dove Street and Lonesome Dove Avenue.
10-A. Developer Agreement for Timarron, Village "F", Phase. The changes and conditions that
need to be addressed are as follows:
~ As part of the land transaction between the City and Timarron for
the municipal complex on F.M. 1709, the City agreed to waive fees, including the 2%
administrative and 3% inspection fees for future Timarron projects, up to a total of
$350,400. The Developer wishes to keep references to the fees in the Developer
Agreement, however, the actual fee amounts may be applied against accrued fee credits.
Facilities This section has not been changed as requested by Councilmember Harris. Staff
currently insures that access to all drainage easements is provided, and the access
requirement is covered in the Drainage Ordinance. Staff has consulted with
Councilmember Harris and he has agreed to leave the language as is.
~ Indemnification: this section has been modified to reflect the concerns
of Councilmember Harris.
Other Issues The Developer met with the Parks Board on September 9, 1996 to discuss
recommended credits for this project and Village "I". The Park Board agreed to
recommend 10% credit for the construction of the neighborhood center in Village
($2,200). This would result in a total Park Fee of $19,800.
iO-B.
Commercial Developer Agreement for Georgetown Park Addition, Lot 1. There are no
changes to the standard Developer Agreement. In order to unduly delay this project, a
building permit has been issued to allow for the start of pad construction. The Developer
was unaware that a Developer Agreement was required for this project.
Agenda Item//6. Public Forum
Roger Nelson, Assistant City Manager with City of Grapevine. Mr. Nelson introduced Robert
Jenkins, traffic engineer, with Barton Aschman Associates, Inc. Mr. Jenkins stated he prepared
a study on the Wall Street intersection for the City of Grapevine. He presented the information
which he had presented to the City of Grapevine earlier in the evening.
Mayor Rick Stacy stated part of his concern is that Southlake needs help in getting
on the highway as well as getting off in the evening traffic hour.
When asked to comment, Director of Public Safety Billy Campbell stated, he
REGULAR CITY COUNCIL MINUTES 10/15/96 MEETING PAGE 7
would like for them to come back in the morning for more data before he
comments on the study.
Curtis Hawk, City Manager, stated they wanted to bring this study to the City Council, as he feels
the Wall Street bridge needs to be addressed by both Grapevine and Southlake. SH 114 has a long
term solution, but we need something in the mean time. He feels it was neighborly of the City
of Grapevine to initiate the study. We don't know what the final costs of the study will be but
staff will be bringing the information back in the future.
Mayor Stacy stated he feels the same presentation needs to be made to the City of
Keller Council.
Agenda Item//7-A. Ordinance No. 480-218.2nd readine ZA 96-115
Ordinance No. 480-218, 2nd reading (ZA 96-115), Rezoning of approximately 17.082 acres
situated in the J.J. Freshour Survey, Abstract No. 521, Tract 1. Current zoning is "AG"
Agricultural District, with a requested zoning of "SF-1A" Single Family Residential District.
Applicant: Bryant Real Estate, Inc. Owner: V.T. Cross. SPIN Neighborhood//16.
Karen Gandy, Zoning Administrator, commented that fourteen (14) notices were sent to property
owners within the 200' notification area and one (1) notification was received from within the
200' notification area from: Wanda Stutsman, 2112 Cumberland Trail, Southlake, in favor.
Public Hearing: no comments were received.
Motion was made to approve the 2nd reading of Ordinance No. 480-218.
Motion: Harris
Second: Muller
Mayor Rick Stacy read the caption of the ordinance.
Ayes: Harris, Muller, Moffat, Martin, Evans, Fawks, Stacy
Nays: None
Approved: 7-0 vote
Agenda item g7-B. ZA 96-116. Preliminary_ Plat of Lots 1-8. Block 1. The Woods Addition
ZA 96-116, Preliminary Plat of Lots 1-8, Block 1, The Woods Addition on property described
as being approximately 17.082 acres situated in the J.J. Freshour Survey, Abstract No. 521, Tract
1. Current zoning is "AG" Agricultural District with a requested zoning of "SF-1A' Single
Family Residential District. Applicant: Bryant Real Estates, Inc. Owner: V.T. Cross. SPIN
Neighborhood//16.
The Zoning Administrator, Karen Gandy, commented that fourteen (14) notices were sent to
REGULAR CITY COUNCIL MINUTES 10/15/96 MEETING PAGE 8
property owners within the 200' notification area and one (1) written response has been received
from Wanda Smtsman, 2112 Cumberland Trail, Southlake, in favor. The applicant has met all
items in the Plat Review Summary No. 1 dated August 30, 1996, and the Plat Review Summary
No. 2 dates September 27, 1996, with the exception of those items in the Plat Review Summary
No. 3 dated October 11, 1996.
Councilmember Scott Martin stated, at the Planning and Zoning Commission
meeting the adjacent property owners were concerned with the drainage. Mr. Ron
Harper, City Engineer, stated they have had a preliminary drainage study.
Motion was made to approve ZA 96-116, subject to the Plat Review Summary No. 3 dated
October 11, 1996.
Motion: Moffat
Second: Muller
Ayes: Moffat, Muller, Martin, Harris, Evans, Fawks, Stacy
Nays: None
Approved: 7-0 vote
Agenda Item #7-C, ZA 96-113. Site Plan for the Pro_nosed Lot 4. Block 1. First American
ZA 96-113, Site Plan for the proposed Lot 4, Block 1, First American Savings Banc Addition,
being approximately 1.043 acres situated in the Littleberry G. Hall Survey, Abstract No. 686, and
being a portion of Tract 1C3. Current zoning is "S-P-2" Generalized Site Plan District.
Applicant: Terry Wilkinson. Owner: First American Savings Banc. S.S.B. Shareholder's Trust.
Spin Neighborhood #10.
The applicant, Terry Wilkinson, asked that this item be withdrawn.
Motion was made to withdraw ZA 96-113, at the request of the applicant, removing from
consideration.
Motion: Martin
Second: Harris
Ayes: Martin, Harris, Evans, Fawks, Muller, Moffat, Stacy
Nays: None
Approved: 7-0 vote (to withdraw)
Agenda Item #7-D. ZA 96-114. Revised Preliminary Plat for Lots 2.3.4. & 5. Block 1. First
American Savings Banc Addition
ZA 96-114, Revised Preliminary Plat for Lots 2,3,4, and 5, Block 1, First American Savings
Banc Addition, being approximately 3.83 acres in the Littleberry G. Hall Survey, Abstract No.
686 and being a portion of Tract 1C3, as recorded in Volume 10641, page 1628. The plat
REGULAR CITY COUNCIL MINUTES 10/15/96 MEETING PAGE 9
proposes four commercial lots. Current zoning is "S-P-2" Generalized Site Plan. Applicant:
Terry Wilkinson. Owner: First American Savings Bane, S.S.B. Shareholder's Trust. SPIN
Neighborhood #10.
Terry Wilkinson, applicant, asked that this item be withdrawn from the agenda.
Motion was made to withdraw ZA 96-114, at the request of the applicant.
Motion: Martin
Second: Harris
Ayes: Martin, Harris, Evans, Fawks, Muller, Moffat, Stacy
Nays: None
Approved: 7-0 vote (to withdraw).
Agenda Item #7-E. ZA 96-127. Site Plan of the Prooosed Lot 2. Block 1. First American
n i'
ZA 96-127, Site Plan of the proposed Lot 2, Block 1, First American Savings Bane Addition,
being approximately 0.971 acres situated in the Littleberry G. Hall Survey, Abstract No. 686, and
being a portion of Tract 1C3. Current zoning is "S-P-2" Generalized Site Plan. Applicant: Terry
Wilkinson. Owner: First American Savings Bane, S.S.B. Shareholder's Trust. SPIN
Neighborhood #10.
Karen Gandy, Zoning Administrator, commented that four (4) notices were sent to property
owners within the 200' notification area and no written responses have been received. The
applicant has met all items in the Staff Review Summary No. 1 dated September 27, 1996, with
the exception of those items addressed in the attached Staff Review Summary No. 2 dated October
11, 1996.
Terry Wilkinson, 930 Park View, Southlake. Mr. Wilkinson reviewed the Staff Review Summary
No. 2 with Council and staff.
Public Hearing: no comments from the audience.
Motion was made to approve ZA 96-127, site plan for First American Savings Banc Addition,
subject to the Staff review Summary #2, dated October 11, 1996, and provided there is a
sufficient common access easement on the southeast comer of the property and to include the
motion as approved by the Planning and Zoning Commission on October 3, 1996 to read:
"deleting item g2A (requiring 5' Type 'A' bufferyard and plantings along the east property line,
but relocate the required plants elsewhere on the site, maximizing placement in the front yard);
deleting item #3B (providing minimum requirements for driveway spacing along F.M. 1709);
deleting item #3C (providing minimum driveway throat depths for traffic stacking); and deleting
item #16 (requiring horizontal and vertical articulation on the south, east, and west building
facades, approved as shown).
REGULAR CITY COUNCIL MINUTES 10/15/96 MEETING PAGE 10
Motion: Fawks
Second: Martin
Ayes: Fawks, Martin, Moffat, Muller, Harris, Evans, Stacy
Nays: None
Approved: 7-0 vote
Agenda Item/f'/-F. ZA 96-128. Preliminary Plat for Lots 2 & 3. Block 1. First American
v' Bn ii
ZA 96-128, Preliminary Plat for Lots 2 and 3, Block 1, First American Savings Banc Addition,
being approximately 3.83 acres in the Littleberry G. Hall Survey, Abstract No. 686, and being
a portion of Tract 1C3, as recorded in Volume 10641, Page 1628 D.R.T.C.T. Current zoning
is "S-P-2" Generalized Site Plan. Applicant: Terry Wilkinson. Owner: First American Savings
Banc, S.S.B. Shareholder's Trust. SPIN Neighborhood #10.
Karen Gandy, Zoning Administrator, stated that six (6) notices were sent to property owners
within the 200' notification area and no written responses have been received.
Terry Wilkinson stated he has no problems with the staff comments.
Motion was made to approve ZA 96-128, pursuant to the Plat Review Summary No. 2 dated
October 11, 1996, to include the revisions to the common access easement as approved in the last
motion.
Motion: Martin
Second: Muller
Ayes: Martin, Muller, Moffat, Harris, Evans, Fawks, Stacy
Nays: None
Approved: 7-0 vote
Agenda Item #7-G. ZA 96-121. Site Plan for Lot 2. Block 1. Southlake Center at Kimboll
Avenue
ZA 96-121, Site Plan for the Southlake Center at Kimball, being approximately 1.7136 acres
being a potion of Tract 2A4, in the Thomas Easter Survey, Abstract No. 474, a portion of Tracts
2C and 2B in the G.W. Main Survey, Abstract No. 1098, and a portion of Tracts 3Al, 3B1, and
Tract 6 in the Samuel Freeman Survey, Abstract No. 525. This property is being proposed as Lot
2, Block 1, Perry/Allen Addition. Current zoning is "C-3" General Commercial District.
Owner/Applicant: Southlake Kimball Venture Ltd. SPIN Neighborhood #7.
Karen Gandy, Zoning Administrator, commented that eight (8) notices were sent to property
owners within the 200' notification area and one (1) written response was received from Janice
Miller, 165 S. Kimball Avenue, Southlake, in favor. On October 3, 1996, the Planning and
Zoning Commission voted (4-2) to approve ZA 96-121, subject to Staff Review Summary No.
REGULAR CITY COUNCIL MINUTES 10/15/96 MEETING PAGE 11
2 dated September 13, 1996, deleting item #3A (requiring 75% of required total interior
landscaping area be in the front and along the sides of the building).
Randy Perry was present as general partner of South Kimball Venture Ltd. Mr. Perry stated their
plans on this site are to build a 14,250 sq.ft, multi-tenant retail building. The building is a brick
building, 75 ft. deep that will lease six to eight tenants when fully occupied. It is their intention
to conform to the staff review comments, except for two issues they wish to discuss with Council
tonight. First issue is in the landscape requirement and one of the comments staff had made under
their summary dated October 11, 1996. The developer is requesting the City consider them
placing two landscape medians in the northern most strip of the parking area that heads onto F.M.
1709, and waiving the two median parking spacing for the back of the building. They would like
to have both landscape medians up on F.M. 1709. They request the requirement for the two
spaces in the rear to be waived. At this point there are twelve parking spaces above the code
requirement for a retail strip.
Councilmember Gary Fawks stated he is unhappy they do not meet the front
landscaping and proposed the building is too large and does not allow for meeting
the requirements. Fawks stated he will have trouble supporting the variances
approved at the Planning and Zoning Commission meeting.
Councilmember Scott Martin asked the applicants if they have had a tree count of the
property, and they replied "no." Martin stated when he first looked at the plan, he felt
they were trying to place too big a building on the lot. Martin also expressed concerns that
they have indicated they are not trying to save the trees.
Council adjourned for recess at 9:05 p.m.
Council returned to the Council table at 9:20 p.m.
George Allen, parmer for Southlake Kimball Venture Ltd. stated they are willing to meet all the
landscape requirements and asked for a waiver to the articulation in the rear of the building.
Councilmember David Harris asked if they will allow the tree area in the back of
the property to stay as drawn.
Randy Perry asked for this item to be tabled, time certain November 5, 1996 City Council
meeting.
Motion was made to table ZA 96-121, Site Plan for Southlake Center at Kimball, time certain
November 5, 1996 City Council meeting.
Motion: Martin
Second: Muller
Ayes: Martin, Muller, Moffat, Harris, Evans, Fawks, Stacy
Nays: None
REGULAR CITY COUNCIL MINUTES 10/15/96 MEETING PAGE 12
Approved: 7-0 vote (to table)
Agenda Item #8-A. Ordinance No. 480-212.1st reading (ZA 96-963.
Ordinance No. 480-212, 1st reading (ZA 96-96), Rezoning and Site Plan of proposed Lot 5R6,
Block 3, Cimmarron Acres Addition, being a portion of Lot 5, Block 3, Cimmarron Acres
Addition, as recorded in Volume 388-181, Page 8, P.R.T.C.T. and being approximately 3.331
acres situated in the Jesse G. Allen Survey, Abstract No. 18. Current zoning is "C-2" Local
Retail Commercial District, with a requested zoning of "CS" Community Service District.
Owners/Applicants: City of Southlake. SPIN Neighborhood #16.
Karen Gandy, Zoning Administrator, commented that eight (8) notices were sent to property
owners within the 200' notification area and no written responses have been received. The
applicant has met all items in Staff Review No. 1 dated August 2, 1996 and Staff Review
Summary No. 2 dated September 27, 1996, with the exception of those items in the Staff Review
Summary No. 3 dated October 11, 1996.
Motion was made to approve ZA 96-96, pursuant to the Staff Review Summary No. 3 dated
October 11, 1996; deleting item #1 first portion; deleting item #2 (driveway spacing) and deleting
item #3 (horizonal and vertical articulation on the proposed building facades).
Motion: Martin
Second: Harris
Councilmember Scott Martin read the caption of the ordinance.
Ayes: Martin, Harris, Evans, Fawks, Muller, Moffat, Stacy
Nays: None
Approved: 7-0 vote
Agenda Item #8-B. Ordinance No. 480-213.1st readine (ZA 96-9'/3
Ordinance No. 480-213, 1st reading (ZA 96-97), Rezoning of proposed Lots 5R1, 5R2, 5R3,
5R4, 5R5, and 6R1, Block 3, Cimmarron Acres Addition, being a portion of Lots 5 and 6, Block
3, Cimmarron Acres Addition, as recorded in Volume 388-181, Page 8, P.R.T.C.T. and being
approximately 7.039 acres situated in the Jesse G. Allen Survey, Abstract No. 18. Current zoning
is "C-2" Local Retail Commercial District, with a requested zoning of "SF-1A" Single Family
Residential District. Owners/Applicant: City of Southlake. SPIN Neighborhood//16.
The Zoning Administrator, Karen Gandy, commented that eight (8) notices were sent to property
owners within the 200' notification area and one written response has been received from Johnnie
F. Brumalow, 3002 Southlake Blvd., in favor. A petition was received for the original request
stating that "Owners of Cimmarron Acres Addition opposed the replatting of Block 3 as proposed.
We will support these changes only if all property abutting Jordan Street is rezoned residential."
Motion was made to approve ZA 96-97.
REGULAR CITY COUNCIL MINUTES 10/15/96 MEETING PAGE 13
Motion: Martin
Second: Fawks
Mayor Rick Stacy read the caption of the ordinance.
Ayes: Martin, Fawks, Muller, Moffat, Harris, Evans, Stacy
Nays: None
Approved: 7-0 vote
Aeenda Item g8-C. ZA 96-98. Plat Revision of Lots 5RI. 5R2. 5R3.5R4. 5R6 and $R7, 6R1,
and 6R2. Block 3. Cimmarron Acres Addition.
ZA 96-98, Plat Revision of Lots 5R1, 5R2, 5R3, 5R4, 5R5, 5R6, 5R7, 6R1, and 6R2, Block 3,
Cimmarron Acres Addition, being a revision of Lots 5 and 6, Block 3, Cimmarron Acres
Addition, as recorded in Volume 388-181, Page 8, P.R.T.C.T. and being approximately 14.957
acres situated in the Jesse G. Allen Survey, Abstract No. 18. Current zoning is "C-2" Local
Retail Commercial District. Owners/Applicants: City of Southlake. SPIN Neighborhood//16.
Karen Gandy, Zoning Administrator, commented that seventeen (17) notices were sent to property
owners within the 200' notification area and one (1) written response has been received from
Johnnie Bmmalow, 3002 West Southlake Blvd., in favor.
Bob Whitehead, Director of Public Works, stated with the award of two of the
three contracts on the consent agenda tonight, there is still one contract to be
awarded for the tanks (wall and landscaping). He stated, "our schedule now is the
end of the year or the first part of next year. The wall will not be built after the
paint is up. It will be spring before the wall is built physically. The wall is to be
built on the eastern most tank."
Motion was made to approve ZA 96-98, incorporating the Staff Review Summary No. 3 dated
October 11, 1996, deleting item #1-B.
Motion: Fawks
Second: Muller
Ayes: Fawks, Muller, Moffat, Martin, Harris, Evans, Stacy
Nays: None
Approved: 7-0 vote
Agenda Item #10-C. Consideration of FY 1996-97 Budget Items relatine to Issuance of 1996-
97 Contract Obligations and Certificates of Obligation
Curtis Hawk, City Manager, stated at the October 1, 1996, City Council meeting, the Council has
authorized proceeding with certain equipment expenditures for Public Safety and Public Works
Departments. The specific Public Safety equipment items were outlined in the September 18
memorandum from Director Campbell. The Public Works equipment for GIS, Building
Inspection, and the Street Division was discussed in two memos dated September 25 from City
REGULAR CITY COUNCIL MINUTES 10/15/96 MEETING PAGE 14
Engineer Ron Harper. A copy of the information provided in the Council packet is hereby
attached to the minutes of the meeting.
Motion was made to authorize staff to proceed with steps for Contract Obligations and Certificates
of Obligations as shown in exhibit "A" and exhibit "B," omitting the van as requested in the
Parks and Recreation Department.
Motion: Martin
Second: Harris
Ayes: Martin, Harris, Evans, Fawks, Moffat, Stacy
Nays: Muller
Approved: 6-1 vote
Aeenda Item #10-D. Request for variance to Si_tn Ordinance No. 506-A. Section 16(4). for
Bank of America sign in Villaee Center. Phase I.
As explained by Bob Whitehead, Director of Public Works, Chandler Sign Company has applied
for a variance to the Sign Ordinance No. 506-A, Section 16 (4), to allow a "Bank of America'
sign to be placed on the front of the Kroger Store that is currently under construction at 1210 East
Southlake Blvd. City Council will recall that on April 16, the developer and Kroger presented
to Council a comprehensive signage plan for Village Center, Phases I and II. Council did approve
variances for Kroger which allowed larger letters on the front, a sign on the back and signs over
the secondary entrance that display "Food" and "Pharmacy". The hardship as expressed by the
applicant is "allowable square footage for Kroger signs on the building leaves no available square
footage for the "Bank of America" signage.
As explained by Whitehead, the Bank of America is in the Kroger Store with no outside entrance.
The requested variance is to allow a 2 foot by 26 foot "Bank of America" sign to be placed to the
left of the secondary entrance to the Kroger Store.
Tim Nelson, representative of Bank of America, 1622 Bayview, Hermosa Beach, California. Mr.
Nelson was present and introduced, Mike Swaim, Chandler Sign Company, Arlington, Texas,
who explained the reason for the request for the variance to Sign Ordinance No. 506-A.
Motion was made to approve the requested variance to the Sign Ordinance 506-A, as requested
by the applicant for Bank of America to place a sign on the Kroger Store, for several reasons:
the overall space that is taken up by Kroger is in part due to the size of the 'K' and 'G' in the
sign, that is taken up by the Kroger, is not near as large as the space consumed; because this is
non expected general type of service in the bank; other items such as food courts and other
services are more common and the landlord could have accommodated the tenant to give them
their outside access to the building in order to be in compliance. For these reasons, he moved to
grant the variance.
Motion: Harris
Second: Evans
REGULAR CITY COUNCIL MINUTES 10/15/96 MEETING PAGE 15
Ayes: Harris, Evans, Fawks, Moffat, Martin, Stacy
Nays: Muller
Approved: 6-1 vote
Aeenda Item #11-A. Discussion: Impervious Coverage Ordinance
#11-B. Discussion: Residential PUD Calculation Gross vs Net
#11-C. Discussion: Neighborhood Preservation Ordinance,
#11-D. Discussion: Outside Storage
Curtis Hawk, City Manager, stated these item were placed on the agenda at the request of
Councilmember Gary Fawks. Hawk stated these items are on the agenda as discussion items so
that we may get Council direction on some of the policy issues and so that Council can, as a
group, determine priorities of the Council. The next agenda will include an item to allow Council
to discuss and act upon priorities, including major ordinances, plan updates, and other projects.
This is needed due to limited Council, Board, and staff time. He stated he feels each important
item will require several meetings and hours of work.
Agenda Item #11-E. Discussion: Policy for Reimbursement of Council Exuens~n-
Councilmember Pamela Muller reported that the sub-committee of Councilmembers working on
creating a policy for reimbursement of Council expenses has met and will continue, hoping to
have an item on the November 5, City Council meeting for consideration of a policy.
Aeenda Item #12. Adjournment
The Regular City Council meeting was adjourned at 11:40 p.m.
·
A EST-
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REGULAR CITY COUNCIL MI1NUTES 10/15/96 MEETING PAGE 16
City of Southlake, Texas AGENDA ITEM #10 -C
MEMORANDUM
October 10, 1996
TO: Curtis E. Hawk, City Manager
FROM: Lou Ann Heath, Director of Finance
SUBJECT: FY1996 -97 Budget Items Relating to Issuance of FY1996 -97 Contract
Obligations and Certificates of Obligation
At the October 1 City Council meeting, the Council authorized proceeding with certain equipment
expenditures for Public Safety and Public Works. The specific Public Safety equipment items were
outlined in the September 18 memo from Director Campbell. The Public Works equipment for GIS,
Building Inspection, and the Street Division was discussed in two memos dated September 25 from
City Engineer Ron Harper.
There are a number of additional equipment items that are in the FY1996 -97 budget to be funded
through issuance of Contract Obligations. These Obligations will be issued in the early part of 1997
together with the amounts approved for the FY1996 -97 Capital Projects budget.
There are also other expenditures that were identified by the Council for separate consideration, and
were listed as Exhibit "B" in the adopted FY1996 -97 Budget. In order to move forward with the
FY1996 -97 Budget, staff needs direction on these equipment items from the Council.
Attached to this memo are the following schedules:
1. Items Funded Through Contract Obligations
2. Exhibit `B "; FY1996 -97 New Expenditure Requests to be Considered for Deletion from
General Fund Expenditures
3. Memorandum from Kim Lenoir dated September 26
4. Letter from Southlake Girls Softball Association dated May 2
5. Memorandum from Kim Lenoir dated May 17 in response to Southlake Girls Softball
Association letter
6. Memorandum from Billy Campbell dated September 18, Capital Purchasing (approved
by City Council October 1)
7. Memorandum from Ron Harper dated September 25, GIS and Engineering Computer
Expenditures (approved by City Council October 1)
8. Memorandum from Ron Harper dated September 25, Building Inspection and Street
Department Expenditures (approved by City Council October 1)
9. FY1996 -97 Capital Projects Summary
Curtis E. Hawk
FY1996 -97 Budget Items
October 10, 1996
page 2
The FY1996 -97 Adopted Budget included a Capital Projects component funded partially through
issuance of debt. Attached is the FY1996 -97 Capital Projects Summary, listing the Water /Sewer,
Streets and Drainage, and Parks projects which total $17.9 million. These projects will be initiated
during the year, and will likely carry over into the subsequent fiscal year as well. The Capital
Projects debt will be issued in the early part of 1997, together with amounts for the equipment in the
Operating Budget.
As the City proceeds with the Capital Projects program for the year, there may be additional projects
that will need to be considered, or projects to be delayed or deleted due to various reasons. Staff will
make a recommendation to the Council on the level of debt funding for Capital Projects. The City's
financial advisor, First Southwest Company, will work with the Finance and Public Works Directors
and City Manager's office to coordinate the timing and structure of the debt. The required legal and
procedural items will be brought forward to the Council in the appropriate sequence to make sure
the City receives funding in a timely manner.
EXHIBIT "A"
ITEMS FUNDED THROUGH CONTRACT OBLIGATIONS
GENERAL FUND
100- GENERAL GOVERNMENT
100 -City Secretary/Mayor/
City Council Printer' 1,292 Q Q 1 29g
TOTAL 1,299 0 0 1,299
103 -City Manager's Office 17' Color Monitor for PIO' 700 0 0 700
Laser Color Printer for PIO' 4,000 0 0 4,000
Personal Computer for City Manager' 2,044 Q Q 2.000
TOTAL 6,700 0 0 6,700
105 - Support Services Telephone system- Public Works facility' 20,000 0 0 20,000
LCD display and presentation equip' 12,000 0 0 12,000
Network Server - Admin bldg' 5,000 0 0 5,000
Network Iink/equipment -Admin bldg' 15,000 0 0 15,000
Public Works network equipment' 10,700 0 0 10,700
Parks network equipment' 16.454 Q Q 16.450
TOTAL 79,150 0 0 79,150
•
106- FINANCE
106 - Finance Two computers for Payroll & Accounts Payable' 4,800 0 0 4,800
Laser jet printer for Finance Department' 2.950 Q Q 2.950
TOTAL 7,750 0 0 7,750
107 - Municipal Court Laptop Computer' 2.8QQ Q Q 2.$40
TOTAL 2,800 0 0 2,800
. -J.-PUBLIC SAFETY
131 -Fire Services Setf Contained Breathing Apparatus' 69,478 0 0 69,478
Opticoms' 34,975 0 0 34,975
Vehicles' 78,010 0 0 78,010
Cameras' 18,000 0 0 18,000
Infra -red detector' 18,000 0 0 18,000
Public Safety House' 25,000 Q Q 25.000
TOTAL 243,463 0 0 243,463
132 - Police Services Police Vehicles' 251,375 0 0 251,375
Personal Data Terminals for Traffic and CID (2)' 12.040. Q Q 12.000
TOTAL 263,375 0 0 263,375
133 - Public Safety Support Two Towers and Three Laptops' 12.000 Q Q 12.000
TOTAL 12,000 0 0 12,000
140 - PUBLIC WORKS
142 - Building Inspections One Truck' 23,500 0 0 23,500
Two Computers' 4.044 Q Q 4.440
TOTAL 27,500 0 0 27,500
144- Streets and Drainage 6-7 Yard Dump Truck' 40,000 0 0 40,000
20 Trailer' 7,500 0 0 7,500
Asphalt lay -down machine' 35,000 0 0 35,000
Paint Striping Machine' 4.144 Q Q 4900
TOTAL 86,500 0 0 86,500
Page 18
EXHIBIT "A"
ITEMS FUNDED THROUGH CONTRACT OBLIGATIONS
146 - Public Works Admin. Computers' 7.200 0 0 7.200
Laptop Computers' 6.000 0 0 6,000
Printer' 1,600 0 0 1,600
GPS Mapping System and Services' 6,000 0 0 6,000
Scanner' 16,000 0 0 16,000
Color Printer• 1,900 0 0 1,900
Disk Space• 1,600 0 0 1,600
Memory Upgrade Sun Work Station' 3,200 0 0 3,200
Memory Upgrade Plotter• 300 0 0 300
Automobile' 15.000 Q Q 15 000
TOTAL 58,800 0 0 58,800
145 -PARKS AND RECREATION
145 -Parks and Recreation Cash Register• 4,250 0 0 4,250
Computer Hub' 5,500 0 0 5,500
Computer - Admin. Asst.' 2,900 0 0 2,900
Large Stage' 25,000 0 0 25,000
Van' 34,000 0 0 34,000
Field Rake' 8,311 0 0 8,311
Walk behind reel mower' 5,046 0 0 5,046
Full size 3/4 ton Pick Up' 20,000 0 0 20,000
Computer- Maint. Shop' 2,900 0 0 2,900
62' Flail mower 14.500 Q " Q 14.500
TOTAL 122,407 0 0 122,407
GRAND TOTAL GENERAL FUND 911,744 0 0 911,744
•
•
Page 19
EXHIBIT "B"
•
CITY OF SOUTHLAKE
FY1996 -97 PROPOSED BUDGET
New Expenditure Requests to be Deleted from General Fund
in order to reduce tax rate 1 cent
(from $.422/$100 to $.412/$100)
Division Item Total personnel Operations Capital
City Secretary/Mayor /Council File cabinets $5,588 $0 $0 $5,588
Supplies - recycling $2,500 $0 $2,500 $0
Streets/Drainage Street/drainage worker $10,538 $10,538 $0 $0
Parks/Recreation Fencing- ballfields $42,213 $0 $0 $42,213
All Terrain vehicle $6,200 $0 $0 $6,200
48" walk behind mower 53,450 $0 $0 $3,450
Video Camera $1,600 $0 $0 $1,600
Slide Projector $1,500 $0 $0 51,500
Tent $5,000 $0 $0 $5,000
Recreation Specialist $12,134 511,734 $400 $0
Landscape Administrator • $15,513 $14,913 $600 $0
Administrative Secretary $16,533 $13,633 $0 $2,900
Public Works Administration Conference table $800 $0 $0 $800
Flat Files $2,000 $0 $0 $2,000
Community Development Filing Fees $2,500 $0 $2,500 $0
TOTAL $128,069 550,818 $6,000 $71,251
1 Page 3 8
EXHIBIT "B"
CITY OF SOUTHLAKE
FY1996 -97 PROPOSED BUDGET
Continuation Budget Requests to be Deleted from General Fund
in order to reduce tax rate an additional 1 cent
(from $.412/$100 to $.402/$100)
Division Item Amount Personnel Operations Capital
City Secretary/Mayor /Council Delay ordinance codification $10,000 $0 $10,000 $0
Human Resources Pre - employment physical $375 $0 $375 $0
Tuition reimbursement 5500 $0 $500 $0
Building Inspection Demolition $30,000 $0 $30,000 $0
Parks/Recreation Professional services -
database development 511,000 $0 $11,000 $0
Public Works Administration Drainage master plan -
phase II engineering services $100,000 $0 $100,000 $0
TOTAL $151,875 . $0 5151,875 50
•
2 Page 39
City of Southlake, Texas
MEMORANDUM
September 26, 1996
TO: Lou Ann Heath. Director of Finance
FROM: Kim Lenoir, Director of Parks and Recreation
RE: Budget FY 1996 -97 Requests
The details of the capital items budgeted for the Parks and Recreation Department are summarized
below:
Cash Register / Computer Hub / Computers / Database Development. The volume of funds and
registrations that we are handling and tracking by hand has increased too much to continue. The
staff time in tracking class participants, fees, refunds and payment to contractors has grown so much
that the manual system is not effective and too time consuming. We handle several thousand dollars
a day without a cash register or the ability to give change. A cash register networked to a
computerized registration system is needed to assist the public promptly and have access to all the
information needed. Networking of all of our department functions and to network with the other
City departments is the most effective and efficient use of staff time. Specifically, the database
development is needed to automate program registration, reservations, and create a user database.
We are projecting over 20,000 users, 300 classes, income of over $200,000 in 1997 and an
automated system needs to be in place to speed the processing and increase the accuracy. Currently
the administrative clerk and recreation supervisor are manually recording class, times, reservations,
refunds, changes, cancellations, etc. which is time consuming and leaves room for errors.
Ballfield Fences Replaced at Bicentennial Park. This is a joint -use project with CISD. The
CISD varsity, junior varsity and freshman softball teams will be playing on the Bicentennial Park
fields for at least two years beginning January 1997. Coach Ledbetter has stated that the field must
meet UIL requirements. To make the fields regulation size, fences need to be moved and the
backstop increased in height from 10 feet to 20 feet. As you can see in a letter from the Southlake
Girls Softball Association last year, the fences currently in place are in need of replacement. The
fences on Field #1 have served their life span (8 to 10 years) and replacement is more efficient than
repair costs. If we simply repair the fences, the field will not meet UIL requirements. This budget
item also includes replacing the sideline fences on Fields #2 and #3. Again the fences have served
their expected life span (8 to 10 years) and replacement is more efficient than repair costs. The
outfield fence on Field #3 and part of Field #2 was replaced during construction of Phase I of
Bicentennial Park to make room for the new maintenance building. All of the replacement fencing
will be with heavier gauge posts, rail and fabric (9 gauge) like the new park construction, with a life
expectancy of 15 to 20 years. If approved, all ballfield fences at Bicentennial Park will be safe and
will meet all foreseeable needs for the future.
MAINTENANCE EQUIPMENT NEEDS
All Terrain Utility Vehicle. This equipment allows the staff greater flexibility to work within the
50 acre Bicentennial Park. The department purchased one of these last year and have found it to be
invaluable for transporting supplies, equipment and manpower from the nine ballfields, eight soccer
fields. and five buildings across the 50 acre park. This item is needed to replace the currently used
1987 S -10 Chevy small truck that has 80343 miles which is regularly in the shop for repair.
48" Walk Behind Mower. This mower is to be used on the new medians, islands, Adventure Alley
area, slopes and small areas between the fields all in the expanded Bicentennial Park and other areas
where the riding mowers can not mow. This would replace the worn out 21" push mower that is now
used. Currently the staff spends approximately 10 hours of mowing this area with the 21" mower
each week. With the larger cut of 48" versus 21" the mowing time will be cut to about three hours.
Field Rake. We purchased one field rake last year to handle the maintenance of the nine ballfields.
The rake is very effective and efficient, but due to the demands to get the fields ready between games
and in short order after a rain a second field rake is needed. Fall ball is going on now and the Spring
season starts in March, so we would like to order as soon as possible.
Walk Behind Reel Mower. The City purchased high quality hybrid turf grass (419 Bermuda) for
the infields of the new ballfields. To maintain them properly the grass needs to be cut with a reel
mower. The riding reel mower that we have causes problems when trying to maneuver it on the
infields. A walk behind reel mower is needed to properly maintain this turf. This grass is
comparable to golf greens and requires proper attention.
62" Flail Mower. This is to replace the old 62" rotary riding mower that is now dead. Not only is
a replacement needed, this mower is designed to make a quality cut for athletic fields, much like a
reel mower but less expensive. The cost of a flail riding mower is similar to the cost of a rotary
riding mower.
The Department's current inventory of mowers include one 62" riding reel, one 72" riding rotary,
one dead 62" riding rotary, and two 21" push mowers for about 60 acres of land maintained by the
City weekly. Athletic fields are mowed at least twice a week, sometimes three times a week. The
new facilities, the use of these facilities, and the Department's desire to provide quality fields all
work together to create the need for the new equipment.
RECREATION EQUIPMENT NEEDS
VAN (16 passenger plus 2 wheel chairs or 20 passengers). Last year the Department spent $5890
on rental of transportation. With continued rental of transportation we could buy a van in six years.
If we owned a van we could provide more recreation opportunities for seniors, teens, and the after -
school program. We have 20 children from Carroll Elementary that want to attend the after- school
program at Durham and would pay an additional $7 a week for the transportation. During the school
year we would raise an additional $4620 from this program alone which would reduce the pay -off
of the van to 3 years.
Hockey Shed S1,100. We have had three sets of goals stolen this past year ($375). Last year we
had to spend extra staff time to haul the goals back and forth from the hockey court to Bicentennial
Park costing (30 minutes each way ) 5630 plus needless wear and tear on the equipment. This shed
wood be wooden and would be located next to the hockey court during hockey season. During the
off season the shed will be stored in the park maintenance yard.
Large Tent (40' X 60') S5000. The City now rents tents for special events ( ie. Regional Track
Meet, Kite Festival, Harvest Fest, etc.) . The rentals cost from $300 to $500 each day. If we rented
this tent for the upcoming events this next year we will spend $8400. We are at the point that
owning a tent is more cost effective than renting. The community functions that we would use this
tent include Harvest Fest, Picnic in the Park, Easter, Spring Concert, four Summer concerts, Kite
Festival, Holidays in the Park, Summer camp, Southlake 40th Birthday Celebrations, ground
breakings, dedications, etc.
Large Stage 525,000. If we rented a stage for all of the community events this year we would spend
$16,500. Again we are at the point that purchasing is more cost effective than renting. This portable
stage is prefect for community concerts and festivals. We want a portable stage allowing us more
flexibility for events at the schools, Bob Jones Park and Bicentennial Park. This stage would be
stored at the new Public Works site.
Video Camera S1600. The City is trying to offer more variety in cable coverage of our events and
activities. The video camera would allow the staff to tape programs, Park Board meetings, other
public meetings, etc. for additional coverage and documentation.
Slide Projector 51500. The Community Center and Lodge are used by over 60 groups per year and
numerous public meetings where a slide projector has been requested. We are building our
equipment inventory so the staff does not have to haul equipment from one building to the other,
which increases damage and wear and tear. The Community Center has a TVNCR and we added
an overhead projector last year. The slide projector and video camera would fulfill our audio visual
needs for the next couple of years.
The above list includes all of the Parks and Recreation Department's new request items except for
the additional personnel and a pick -up truck which can wait until the mid -year review.
Call me if you have any questions, 481 -5581 ext 757.
•
KML
'K¢C'4 SO4 I qto
,' 0/ Southlake Girls Softball Association, Inc.
� ' P.O. Box 92643
" Southlake, Texas 76092
aFTSP`
May 2, 1996
Pr ident
De )ie Orzech Shana K. Yelverton
421'=2253 City of Southlake
Southlake, Texas 76051
1s1 /ice President
Jet Mercer Dear Ms. Yelverton:
481 -1265
This letter is to inform you of issues, concems and desires by the Southlake Girls Softball
Vi President Association, Inc. Our intention is to brings forth conversation, understanding and resolution
Al Miller to these issues and concerns and is written because of a belief that there is NO place in
433236 the City of Southlake for gender bias or sexual discrimination.
Secretary
Lisa Quinn We have listed the following areas which we feel need to be address now.
32 3028 •
Scoreboards. The City of Southlake entered into an agreement with Pepsi to sell only
Treasurer Pepsi products at the park. In exchange, the City is to receive 6 new scoreboards. ALL
Big' Dillard of the new scoreboards have been given to boys and the girls are left with the old. The
48 3466 new scoreboards have much better light and a count down timer. The fields the girl are
left with rarely work and even the staff at the Park and Rec Department have difficulty
Eq• t Manager getting service. This contract was negotiated by members of the boys organization and
Rt Jes signed by the City. The SGSA was NEVER included in any of the conversations regarding
48. 3326 this issue. This contract should be renegotiated to include 3 additional scoreboards for the
Sc eduling girls fields.
Bi Dillard
481 -3466 Fencing. All of the fencing in the old portion of Bicentennial Park needs to be inspected
and repaired. There are many areas which we feel are unsafe due to fences protruding
U1 Aires into pathways or holes that would allow balls to pass.
Ric 'Sanchez
421 -0536 Overall Field Conditions. The staff of the Parks and Rec department have done an
exceptional job considering there are only two. The city need more people to be able to
U, forms keep the holes, weeds, and grass in good condition. Too many injuries are occurring due
Deidra Mulloy lack of maintenance.
4r 0536
Sponsors Concession Area. There are approximately 30 new benches at the new baseball facility.
D.J. Janes There is only one old wooden bench at the old! The new facility has -a grand covered
4f -4400 pavilion. The old has nothing. It would appear to be a low cost item to build some sort of
covered area around the old concession stand that could provide protection from the
Advisory elements. Some of the new benches should be brought down to the old concession area.
B Dillard
4: -3466 Pathways to all seating areas. There should be concrete pathways to all field seating
areas. During the "wet season" our spectators are expected to trudge thru muddy and
slippery areas to get to the stands.
Page 2. SGSA to City of South lake - Shana Yelverton.
Storage Facilities. SGSA is always in need of additional storage facilities for equipment. We would like for
the city to allow SGSA the entire storage building located behind the community building. This would give us
ugh to store excess equipment and a place where coaches or board members to meet if the meeting
.ities are in use. We have been told that the park board may want to tear down and rebuild a new storage
area for SGSA. If this is so, it would be very appreciated.
Better Communication. The SGSA and the City of Southlake Parks and Rec department need to communicate
better.
Examples of problems:
The Parks and Rec department put on a softball clinic last summer and no one from the board of
SGSA was notified. We could have provided mailing list, called coaches, and assisted had we been
included.
When the boys were given the two small practice fields that had been previously been assigned to
SGSA by and signed by the City, we found out about the transaction/violation from SBA.
The Pepsi agreement was negotiated by members of SBA and signed by the City. SGSA was not
contacted.
We hope the City of Southlake will include SGSA in discussions relating to new softball facilities that may be
shared by our organization and the Carroll Independent Schools. We also believe the city should include
SGSA in any discussion that relate to the concession and park areas shared by SBA and SGSA.
We hope the city will consider these issues and keep the SGSA board apprised of it remedies.
.cerely,
`, ✓ 4 i6 '
e: • ie Orzech, Presid t Je • = : - r, 1st Vice President Alvin Mill , Vice President
/
Bill Dillard, Treasurer /Advisor Lisa Quinn, Secretary Deidra Mulloy, Chairperson/
Rusty R • •es, Chairperson Ric Sanchez, Head Commissio1/4er
City of Southlake, Texas
MEMORANDUM
May 17, 1996
TO: Shana Yelverton, Assistant City Manager
FROM: Kim McAdams Lenoir, Parks & Recreation Director
SUBJECT: Response to Southlake Girls Softball Association
Following is a response to the May 2, letter you received from the Southlake Girls Softball
Association.
The Parks & Recreation Department only considers the number of players in the various
associations to determine field needs, not what gender the players are.
Scoreboards - The four newly constructed fields did not have any scoreboards. • The
budget for the Phase I expansion of Bicentennial Park could not cover all of the requests
for new facilities. Batting cages and scoreboards were deleted from the list of items that
the City would be able to fund in this Phase I construction project. The Southlake
Baseball Association expressed a desire to the Parks and Recreation Board to raise funds
to buy scoreboards for the four new fields and the two small t -ball fields constructed in
1995. The Board told SBA to proceed with the fundraising for scoreboards on the six
fields. SGSA was not included because there are scoreboards on the existing three fields
and the City had spent several thousand dollars in 1995 to refurbish those four year old
scoreboards.
The City understands that SGSA would like new scoreboards like the ones recently
installed by SBA on the new fields. The scoreboards were purchased by Pepsi and SBA
raised more funds from sponsors to install and maintain the scoreboards. If SGSA would
like to make a proposal to the Parks and Recreation Board to do a fundraiser and replace
the existing scoreboards, it should be well received. Pepsi and the City are willing to
renegotiate the contract next year. Pepsi does not have funds for more scoreboards this
year.
Fencing - The Parks and Recreation staff have inspected the fencing and gathered estimates
for replacing the fences during the FY 1996 -97 budget year. All associations have been
given work orders and are asked to report any specific repairs that they notice. The
maintenance crew work on work orders daily and we need the help of the citizens to
identify areas that need repair.
Overall Field Conditions - The maintenance staff now consist of four regular employees
and two seasonal positions. We are proposing more maintenance personnel in the FY
1996 -97 budget. SGSA needs to report holes and trip hazards to the Parks and Recreation
Department. We have not been made aware of any injuries occurring due to lack of
maintenance. We need to be notified immediately of specific incidents - who, what, when,
where, and how .... so we can take immediate corrective action. We need SGSA to notify
us immediately of all injuries.
Concession Area - There were 20 picnic tables purchased for Bicentennial Park. After
they were assembled we left them all at the new pavilion for the Kite Festival. After the
festival our plan is to distribute them throughout the park - 8 at the new pavilion, 8 -10 to
replace the wooden ones in the older section of the park and 2 - 4 at the Adventure Alley
Playground. The pavilion in the new section cost $90,000. The Bicentennial Park master
plan now under design has the older fields and concession stand to be entirely replaced.
Debbie Orzech, President of SGSA was present at the Town Meeting Wednesday where
the plans were unveiled. The plans are in my office and if SGSA would like to comment
on them I would meet with them to explain the design.
Pathways to all seating - The City purchased all new bleachers for all nine fields this year.
The City also installed terraced seating on Field #1 this year and added concrete to Field
#2 to improve drainage and maintenance. The City will include SGSA request for
pathways in the FY 1996 -97 budget requests along with other capital improvements in the
parks. All budget requests are prioritized and the City Council decides what is funded.
Storage Facilities - The City doubled the storage this year for SGSA when SBA moved
their storage to the new concession. The City Parks plans to clean out the outside storage
yard and remove the old fence now that we have a new maintenance building and yard.
But the garage area is still needed by the City for storage. Again this facility will be
removed and comparable concession /restroom/pavilion/storage facility like the new one
will be built during the renovation of the older fields.
Better Communications - The Southlake Parks and Recreation staff sees and talks to the
SGSA President Debbie Orzech weekly and does not know of a problem this year that
wasn't able to be worked out.
To address the examples of better communications presented in the letter, the first two
were handled by a previous employee of the department who no longer works here. At
the time she set up the softball clinic and assigned the two small fields to SBA she told me
she discussed those items with the then President of SGSA Bill Dillard. Bill Dillard
signed the agreement last year noting that the two practice fields were not assigned to
SGSA. The confusion may be coming from the fact that all the associations request fields
first, then when all requests are in, assignments are made. This year SBA requested use
of Fields #2 and #3 but in the final assignment of fields they were not assigned those
fields. The third item was addressed under the scoreboard item - SBA approached the
Park Board. No one knew SGSA wanted new scoreboards at the time.
If you have any questions please contact me at 481 -5581 extension 757.
4
KML
City of Southlake, Texas
MEMORANDUM
September 18, 1996
TO: Lou Ann Heath, Director of Finance
FROM: Billy Campbell, Director of Public Safety
SUBJECT: Capital Purchasing
I understand the process of which the Council has imposed upon us for capital item purchases. If I
may, I would like to comment on various items listed on your Items Funded Through Contract
Obligations list concerning the time sequence of purchases.
Of the items listed, I am concerned with the vehicles, the Self Contained Breathing Apparatus, Life
Packs, Automatic External Defibrilators and the vehicle in Fire Services. I feel that the Self
Contained Breathing Apparatus is a safety issue that I would like to address as quickly as possible.
There will be a three to four week delivery which would give us approximately one month from the
time we order before they would demand payment.
From financial standpoint, if possible, I would like a fairly immediate go -ahead with the purchasing
of the Life Packs and the two Automatic External Defibrilators. We have a deal working with the
vendor where with the combined purchase, they will take back one of the units that we purchased last
year and replace it with a new one, and then give us a price break that would basically save us the
cost of one of the Defibrilators. The delivery date on those items are 30 -60 days.
In Police Services there were five vehicles budgeted. I would like to express the need for ordering
four of those vehicles as rapidly as possible, the two police Camaros and the two Explorers. The fifth
unit can be purchased later in the year when additional personnel come on board. Both the Camaros
and the Explorers will require lead time to equip them for duty. This will cause approximately ten
vendors to be involved in the equipping of the vehicles. Receiving these vehicles, equipping them and
placing them into service will automatically release some other vehicles to go to their intended areas,
thus freeing up equipment to be utilized as they are intended. Delivery time on the police vehicles
is two weeks to 60 days. In Fire Services, the fire vehicle is a necessary piece of equipment. Upon
delivery, we will be moving the existing piece of equipment that will need to be refitted-somewhat
and given to Support Services, at which time we will be able to engage in some other projects that
we have funded.
Other items on the list, while important, can be purchased when funds are available without seriously
impacting either service or the implementation of programs.
I am available if you have any comments or questions.
BC/bls
' City of Southlake, Texas
MEMORANDUM
September 25, 1996
TO: LouAnn Heath, Director of Finance
FROM: Ron Harper, City Engineer
SUBJECT: GIS and Engineering Computer Expenditures - Fiscal Year 1996/1997
We would like authorization to expend funds approved in the 96/97 Budget and covered in the
"Contract Obligation" bond issue. These funds relate to the continuation of the GIS program and
the design of several in -house projects in conjunction with the public works facility on Continental
Boulevard.
GIS - The GIS program has been such a success that we have exceeded our schedule and have
begun providing services to a variety of departments including Community Development, Finance,
Public Safety, and Economic Development. We are at a stage in the development of this program
that in order to do new tasks on the system we continually need to remove data on the hard drive.
We would like authorization to purchase the hard drive and system upgrades as shown in the
budget. This would result in an expenditure of $5,100 (Disk Space - $1,600, Memory Upgrade for
Sun Work Station - $3,200, Memory Upgrade for Plotter - $300).
Engineering Design - We are in the process of performing several design projects in -house rather
than contracting with an outside consulting firm. In order to properly perform these designs and
to produce the proper plans we have requested and have had approved the purchase of an AutoCAD
system. In conjunction with the purchase of this software we had planned on the purchase of a
computer capable of operating the software. We would like authorization to purchase the computer
required for the operation of the AutoCAD software. This purchase will be approximately $4,300.
The remaining purchases covered by the "Contract Obligation" bond issue can be defered for a
short perioa •f time so that Council can further deliberate.
r /
C: \WPWIN60 \WPDOCS \GIS \BUD9697. WPD
City of Southlake, Texas
MEMORANDUM
September 25, 1996
TO: LouAnn Heath, Director of Finance
FROM: Ron Harper, City Engineer
SUBJECT: Building Inspection and Street Department Expenditures - Fiscal Year 1996/1997
We would like authorization to expend funds approved in the 96/97 Budget and covered in the
"Contract Obligation" bond issue. These funds relate to support equipment for the newly
authorized building inspector and the need to purchase vehicular equipment for the street
department. Both of these items (pickup truck and dump truck) are typically ordered through
HGAC and may have lengthy lead times.
Building Inspection - The adopted budget made provisions for a new building inspector. We need
to provide this inspector with a vehicle and accessories. This item was covered in the Contract
Obligation list in the amount of $23,000.
Streets and Drainage - We had requested a new dump truck in the 96/97 budget. While we
probably do not need this vehicle until the second quarter, the lead time for vehicles of this type
is usually lengthy. We would like authorization to order this vehicle at this time so that we can have
it on line at the beginning of the second quarter
The remaining purchases covered by the "Contract Obligation" bond issue can be deferred for a (
short period of time so that Council can further deliberate. ..
' H /r•
C:\WPWIN60\WPDOCS\GIS\BUD9697A.WPD
CITY OF SOUTHLAKE EXHIBIT "A"
CAPITAL PROJECTS
1996 -97 ADOPTED BUDGET
97bond3.wk4
02:51 PM
09/12/96
FY95 -96
FY94 -95 Adopted FY95 -96 FY96 -97
Actual Budget Revised Adopted
ALL FUNDS
Revenue
Interest Income 579,264 340.500 399,000 242,500
Fees 1,029,155 1,365,000 1,638,056 1,720,000
Assessment Income 11,239 70,000 20,000 65,000
Developer Participation 36,649 0 85,000 0
Carroll ISD Participation 25,105 30,000 0 0
City of Keller Participation 4 4 4 4
Total Revenue 1,681,412 1,805,500 2,142,056 2,027,500
Expenditures
Water /Sewer Projects
1993 Water Bond Projects ($1.3 million) 157,091 0 0 0
Water Impact Fee Fund 256,199 279,800 496,079 500,000
Sewer Impact Fee Fund 692,231 400,000 916,833 1,085,482
Waterworks Improvements Fund 0 957,047 1,523,185 757,500
1995 Water Bond Projects ($2.5 million) 93,860 1,725,000 1,166,249 2,881,000
997 Water /Sewer Bond Projects 0 0 0 5,790,000
:wer Assessment Fund 198.896 764.840 1.035.740 1.670.000
Subtotal -Water /Sewer Projects 1.398.277 4.126.687 5.138.086 12.683.982
Streets /Drainage Projects.
1993 Street Bond Projects ($1.5 million) 509,580 0 28,147 0
1994 Street Bond Projects ($3 million) 336,709 1,853,357 703,823 1,154,910
Perimeter Road Fee Fund 70,393 0 0 0
Infrastructure Reserve Fund 1,780,259 1,967,850 2,227,059 575,000
1997 Infrastructure Reserve Fund 0 0 0 3,551,618
Street Impact Fee Fund 0 0 0 0
Drainage - Offsite Fund 4 4 4 4
Subtotal - Streets/Drainage Projects 2.696.941 3.821.207 2.959.029 5.281.528
Parks Projects
SPDC Revenue Bond Projects 2.459.011 141.207 320.435
Total Expenditures 6.554.229 8.089.101 8.417.550 17.965.510
Net Revenue (4,872,817) (6,283,601) (6,275,494) (15,938,010)
Bond Proceeds 5,693,820 1,843,000 2,797,380 12,672,000
Transfers in 958,436 1,081,840 2,105,393 0
Transfer out (410.130) (241.469) (909.351) (113.397)
Total Other Sources (Uses) 6,242,126 2,683,371 3,993,422 12,558,603
Beginning Fund Balance 7,727,258 9,096,567 9,096,567 6,814,495
Ending Fund Balance 9.096.567 5.496.337 5.814.495 3.435.088
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