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1993-04-06 CITY OF SOUTHLAKE 667 NORTH C&RROLL AVENUEv SOUTHLAKE REGULAR CITY COUNCIL NEETING APRIL 6v 1995 MINUTES COUNCILMEMBERS PRESENT: Mayor Gary Fickes; Mayor Pro Tem Rick Wilhelm; Deputy Mayor Pro Tem Jerry Farrier. Members: Mike O'Brien, Stephen Apple, Barry Emerson, and Jon Michael Franks. CITY STAFF PRESENT: City Manager, Curtis Hawk; Director of Public Safety, Billy Campbell; Director of Finance, LouAnn Heath; Director of Community Development, Greg Last; Zoning Administrator, Karen Gandy; Assistant to the City Manager, Chris Terry; Deputy Director of Public Safety, Fire Services, Jerry Williams; City Engineer; Eddie Cheatham; City Attorney, Allen Taylor; and, City Secretary, Sandra L. LeGrand. INVOCATION: Councilmember Jerry Farrier. WORK SESSION: The Work Session began at 6:30 p.m. where Councilmembers and Staff present were able to review agenda items for tonight's meeting. REGULAR CITY COUNCIL MEETING: The Regular city Council meeting was called to order at 7:10 p.m. , by Mayor Gary Fickes. Aqenda Item #l-B, Executive Session Mayor Gary Fickes advised the audience that Council would be going into executive session pursuant to Section 2(e) 2(f) 2(g) 2(j) of the Open Meetings Act, to seek the advice of our City Attorney with respect to pending and contemplated litigations, 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 devices. Council adjourned into executive session at 7:10 p.m. Council returned to open session at 8:00 p.m. Aqenda Item ~1-c, Action Necessary/Executive Session No action was necessary as the result of the Executive Session. Regular city Council Meeting Minutes April 6, 1993 page two Agenda Item ~2, Approve1 of the Minutes/March 16, 1993 Motion was made to approve the minutes of the March 16, Council Meeting as presented. Motion: Emerson Second: Farrier Ayes: Emerson, Farrier, Wilhelm, Apple, O'Brien Nays: None Abstentions: Fickes and Franks Approved: 5-0-2 1993, City Agenda Item $3, MaYor's Report Mayor Gary Fickes noted several Proclamations which have been given since the last city Council meeting, including: 1) 2) 3) 4) 6) 7) Commending the Carroll Dragons Basketball Team 1993 Championship Award Commending Carroll Dragon MVP Justan Dobbs, 1993 Award Opposing the "Robin Hood" Plan In support of G.R.A.C.E. United Way Volunteer of The Year in $outhlake Patty Lovelace In support of Prayer in the Schools Denton County Child Abuse Month of April Mayor Fickes presented a Proclamation to Patty Loveless, Volunteer of the Year for Southlake for 1992, noting Mrs. Loveless has been active with the American Cancer Society in Tarrant County, for eight years. Loveless will also be honored with a parade to be held on April 14 in Arlington, and an awards dinner on May 12 at the Worthington Hotel in Fort Worth. Mayor Fickes announced that long time resident Bob Rockenbaugh passed away on April 6. Mr. Rockenbaugh served on the CISD for twenty-one (21) years, with nineteen (19) years as president. He will surely be missed by everyone who knew him as he was a giant in our community. Mayor Pro Tem Wilhelm reported for $outhlake Economic Development Council, stating a survey has been sent out to businesses in Southlake, asking about the business, their plans for expansion, and years in business. This information will be used to determine ways the City can help Southlake businesses. Regular City Council Meeting Minutes April 6, 1993 page three Aqenda Item $4. City Manager's Report city Manager, Curtis Hawk reported on the graduation of Malcolm Jackson from the Southwestern Law Enforcement Institute command Management School. This was a three (3) month intensive program, and Jackson came out with top honors. Hawk stated citizens from the Cross Timber Hills Addition have agreed to come to City Hall and volunteer their time and efforts to improve the appearance of the outside of city Hall with landscaping. He stated he looks forward to working with the ladies in this project. Aqenda Item ~5, Consent Aaenda The Consent agenda was presented with the following items: 5-A Award of bid for Hose Drying Cabinet for the Department of Public Safety, Fire Services. 5-B ZA 93-11, Plat Vacation for Lot 30R, Block 4, Cross Timber Hills, Phase III. 5-C Permission to advertise for S-2 Sewer Line. 5-D Permission to advertise for Bids on Water system Improvements for lines on North Kimball Avenue, Shady Lane, Raintree, Hillcastle Drive, Brookwood Drive, Greenbrough and Rolling Lane. 5-E Permission to Advertise for Bids on reconstruction of North Carroll Avenue from Dove Road to Burney Lane. 5-F Reject all Bids for Exterior Synthetic Stucco System for the Community Building at Bicentennial Park, and Authorize Staff to Negotiate a Contract to Carry out Project. Motion was made to approve the consent agenda as presented. Motion: Wilhelm Second: Farrier Ayes: Wilhelm, Farrier, O'Brien, Apple, Emerson, Franks, Fickes Nays: None Approved: 7-0 vote Additional Information on Consent Items 5-A. Award of Bid Hose Drying Cabinet. Director Williams issued specifications for a fire drying cabinet. The bids were opened March 29, 1993 and the following bids were received: Regular city Council Meeting Minutes April 6, 1993 page four Aqenda Item #5, Continued Casco Industries W.S. Darley and Company Riggs 1st Line Equipment $7,435.00 7,194.40 7,820.00 The low bid was W.S. Darley and Company and they met all specifications. Budgeted amount was $7,000 for the cabinet, line item #920, Field Equipment. Williams recommended the bid be awarded as noted. 5-B. ZA 93-11, Vacation of Plat, Lot 30R, Block 4, Cross Timber Hills, Phase III. Mr. Michael Filingeri, 1373 Holland Hill has submitted an application to vacate the Plat. He purchased adjacent Lots 30 and 31, and combined the lots into a single Lot 30R, in May, 1985. He constructed a home on the portion of Lot 30R that was originally Lot 31. He now wishes to sell the remaining lot. Staff recommends approval of this plat vacation. 5-C. Permission to advertise for $-2 Sewer Line. The city has been in the process of acquiring easements for the proposed S-2 Sewer Line. All easements have now been signed. The next step is to advertise for bids for construction of the line. The estimated cost of the project is $435,000. and is funded jointly by the City of Southlake ($150,000) and John Drews ($135,000). The City's share will come from the Sewer Impact Fees Fund (#752). 5-D. Permission to Advertise for Bids on Water System Improvements for lines in N. Kimball Ave, Shady Lane, Raintree Drive, Hillcastle Drive, Brookwood Drive, Greenbrough Drive and Rolling Hills Lane. Plans have been prepared by Cheatham and Associates, consisting of upgrading the water lines which are currently 2" and 3" lines which will result in increased water pressure and adequate fire protection for these areas. There are also several fire hydrants proposed within the project. This project is to be funded from the proceeds from the recent $1.3 M Water Bond sale. The estimated cost of the project is $400,000. Funds of $465,000 are available for these improvements. 5-E. Permission to Advertise for bids for Reconstruction of North Carroll Avenue, Dove Road to Burney Lane. Plans have been prepared by Cheatham and Associates and consist of constructing a 22 ft. wide street with 2" HMAC pavement upon an 8"cement stabilized subgrade with 4 foot shoulders. The existing right-of-way is adequate with the exception of needing an additional 10 feet on the east side of Carroll for 380 feet, just north of Dove Road and also 10 feet on the north side of Dove Road for 200 feet east. The additional right-of-way is necessary due to the drainage improvements which are proposed at this intersection. The estimated cost by the engineers is $ 275,000. Regular city Council Meeting Minutes April 6, 1993 page five &qenda Item #5, Continued The estimated cost of the drainage improvement is $50,000. project is funded from the $1.5 M Street Bond Fund. The 5-F. Reject Bids for Exterior Synthetic Stucco System for Community Building. The bid specs referencing the stuccoing of the Community Building required sealed bids. No sealed bids were received. Two (2) bids were telefaxed to the City prior to the 10:00 a.m. bid opening. The bids were from: Parks Plaster and Stucco, Burleson at $27,565.50 and Greater Metroplex Interiors, Inc. hid at $16,486.00. There is $15,000 budgeted for this project in the FY92-93 Budget, line item #145/970. Bids were received and rejected on 1/19/93, 3/16/93. According to City Attorney, the fact that no bidder met specifications will allow the City to negotiate the contract and still be in compliance with State bid requirements. Agenda Item #6. Public Forum Charlie Broadaway, 600 Bentwood, Southlake. Mr. Broadaway spoke in regard to tax increases at the state level. He encouraged everyone to help the schools by voting no in the May 1 Election. He commented on the proposed one half of one percent sales tax election, giving the reasons he feels it was not placed on the ballot for May 1. Mayor Fickes referenced a Proclamation which was noted earlier in reference to opposition to the "Robin Hood" Plan. &qenda Item #8, Ordinance No. 480-84, 1st readinq. Huahes and Stanfield Ordinance No. 480-84, 1st reading (ZA 93-07) is a rezoning request for 2.45 acres situated in the J.G. Allen Survey, Abstract No. 18, Tracts 6ClA and 6C2. Current zoning is "AG" Agricultural, with a request for "I-l" Light Industrial Zoning District. Owners: Leslie Hughes and Mark Stanfield. Karen Gandy, Zoning Administrator, noted the land use category shows this property is "mixed use". The property was annexed into the City of Southlake in October, 1987 as Agricultural. Gandy added, in October, 1988, the applicants requested "I-2" Zoning for the entire tract of land. The P&Z recommended that the eastern one-third of the property be zoned "I-l" and the remaining two- thirds be zoned "I-2" with an eight (8) foot privacy fence being built on the North from the creek to the west property line and continuing along the south and each property lines to within 50' of Davis Blvd. Regular city Council Meeting Minutes April 6, 1993 page six &qenda Item #8-A, Continued The City Council approved the First Reading of Ordinance No. 334- 58, for "I-l" on the entire property with the fencing requirements that the Commission recommended and added the requirement of a dust free driving surface. Ten (10) notices were sent to property owners within 200' and three (3) written responses have been received. Two (2) in opposition and one (1) in favor. Leslie Hughes, owner, stated the trucking company has been operating since 1984-85 and the property was annexed in 1987. Mr. Hughes stated he would like to be legal and conforming to the city ordinances. His main reason for wanting this zoning is for financial reasons. They would like to put up an eight foot (8') fence of pipe with pickets, to be located from the "I-l" Zoned area to Davis Blvd., adding, he and Mr. Stanfield feel with the fence, it will be easier for them to contain the debris, and with zoning, they will be able to get a permit to put up the fence. Public Comments: Tim Farmer, 680 Davis Blvd., Southlake. Mr. Farmer explained to Council that since the first request, the noise has not stopped, they operate around the clock. He asked the Council not to approve the request as it is the only hold the city has on them with the noise issue. Mr. Farmer agreed, the fence would help the situation. He does not want to see the business expand. Kathy Farmer, 688 Davis Blvd., Southlake. Ms. Farmer stated they have the same problems they had five (5) years ago. The roofing company on the property makes the most noise, with a fork lift that has a beeper. If Mr. Hughes were wanting to improve the property, why doesn't he attempt to keep it clean. Norris Farmer, 684 Davis Blvd., Southlake. Mr. Farmer stated it is not Mr. Hughes causing the problems, it is the renters on his property. Hughes is willing to put up the fence, what about the paving of the driveway. It was noted that if this property were zoned and expansion takes place, the city will have approval authority, and be able to exercise our police powers. Allen Taylor, City Attorney stated, if non-conforming, the city will outlive the operation, and it's structures will ~ventually wear out. Mayor Fickes asked Mr. Hughes to have his tenants cooperate. Regular City Council Meeting Minutes April 6, 1993 page seven Aqenda Item ~8-A, Continued Councilmember Farrier asked Mr. Hughes what he intended to do about a hard surface road. Mr. Hughes stated his trucks are too heavy for a hard surface, however, he is looking into an Environmentally safe spray for the driveway. Mayor Fickes expressed that if this item is approved tonight, by second reading, he would like to have the information on the driveway spray available. Councilmember Wilhelm stated noise is not an issue with respect to zoning. Council must decide what they want the area to be. If the property is zoned "I-l" Mr. Hughes will be forced to obey more ordinances than now. Motion was made to approve Ordinance No. 480-84, 1st reading. Motion: Emerson Second: Wilhelm Mayor Fickes read the caption of Ordinance No. 480-84. Ayes: Emerson, Wilhelm, O'Brien, Apple, Franks, Farrier, Fickes Nays: None Approved: 7-0 vote Aqenda Item #8-B, SA 93-08, Final Plat of Stanhome Addition. ZA 93-08, Final Plat of Stanhope Addition of a 15.311 acre tract of land situated in the Frances Throop Survey, Abstract No. 1511, Tract 3Al. Owner: David C. Hardy, Trustee. Zoning Administrator, Karen Gandy, stated it is staff's understanding that an agreement has been reached between the developer and an adjacent property owner for offsite drainage. On March 18, 1993, the Planning and Zoning Commission approved the final plat with a 6-0 vote, subject to the Plat Review Summary dated March 12, 1993. No additional notices were required to be sent. Mayor Fickes asked the city Engineer, Eddie Cheatham to explain the drainage between lots. Cheatham believes easement are necessary due to considerable cross-lot drainage in the subdivision. The city wants to be sure the property owners in the future cannot alter the flow of water across drainage easements. The City wants to acquire the easement up front. Regular City Council Meeting Minutes April 6, 1993 page eight Aqenda Item #8-B, Continued Motion was made to approve ZA 93-08, Addition, contingent upon the comments Summary dated April 2, 1993. Motion: Wilhelm Second: Emerson Ayes: Wilhelm, Emerson, O'Brien, Apple, Nays: None Approved: 7-0 vote Final Plat of Stanhope in the second Plat Review Farrier, Franks, Fickes Agenda Item ~8-C, ZA 93-09. Revised Prellmlnarv Plat of Timarron Revised Preliminary Plat of Timarron, Phase 3, Section One and Two, being 133.62 acres situated in the Hall Medlin Survey, Abstract No. 1037, Hollingsworth & Barnett Survey, Abstract NO. 797, Obediah W. Knight Survey, Abstract No. 899, and being revised to Timarron Addition, Villages, A,B,C, & D. Owner: Timarron Land Corporation, Inc. Karen Gandy, Zoning Administrator informed Council that the revised preliminary plat was presented to the City to reduce the number of street connections to the north-south spine road, to increase the curvature of internal streets, and to revise portions of the plat impacted by the results of a hydraulic study along the tributary of Big Bear Creek. This plat proposed 261 lots with fourteen (14) common areas and introduces the "Village concept", to aid Staff in the tracking of final plats for this and future phases of Timarron. The product types are as follows: "A"- 68 lots, "B" 95 lots, "C"- 64 lots, "D" 34 lots. Sixteen (16) notices were sent to property owners within 200', and to date no responses have been received. On March 18, 1993, the Planning and Zoning Commission approved this plat with a 5-0-1 vote, subject to the plat review summary dated March 12, 1993. Councilmember Farrier asked the Deputy Director of Public Safety, Fire Services, Jerry Williams to comment in regard to response time for emergency vehicles. Motion was made to approve the Revised Preliminary Plat of Timarron, Phase 3, Section One and Two, subject to the second Plat Review Summary dated April 2, 1993. Motion: O'Brien Second: Franks Ayes: O'Brien, Franks, Emerson, Wilhelm, Fickes Nays: Farrier, Apple Approved: 5-2 vote Regular City Council Meeting Minutes April 6, 1993 page nine &qenda Item ~8-D, Ordinance No. 583, 1st readina Sammons Cable Franchise Aareement Curtis Hawk, city Manager, introduced Ordinance No. 583, by stating this ordinance is the first reading of similar ordinance recently approved by the City of Keller and presented by sammons Cable Company. Our attorneys have reviewed the proposed agreement and commented in a memorandum dated January 26, 1993. Three issues discussed in the list provided by Analeslie Munsey include: Federal Law, rates, and operational standards. city Attorney, Allen Taylor stated he will look over the agreement, reserving the right to make minor changes in conjunction with legislation which was approved on April 1, 1993. Motion was made to approve Ordinance No. 583, 1st reading, Franchise Agreement with Sammons Cable Company. Motion: Wilhelm Second: Franks Mayor Fickes read the caption of the ordinance. Ayes: Wilhelm, Franks, Farrier, O'Brien, Apple, Emerson, Fickes Nays: None Approved: 7-0 vote Council adjourned for recess at 9:45 p.m. Council returned to open session at 10:00 p.m. Aqenda Item #8-E, Ordinance No. 584, 1st readinq, TU Electric Ordinance No. 584, 1st reading, denying the request for TU Electric for a Rate Increase is being considered in first reading. The city Manager, Curtis Hawk stated on January 22, 1993, the Texas Utility Electric Company filed with the Governing Body of Southlake a proposed change to the rate schedules and service regulations for application within Southlake on February 26, 1993. The City of Southlake adopted Resolution No. 93-20 which suspended the proposed effective date of the proposed changed rate schedules as permitted by Section 43(d) of the Public Utility Regulatory Act. At this time, Ordinance No. 584 denies the proposed changed rate schedules and service regulations. Motion was made to approve Ordinance No. 584, which denies the proposed changed rate schedules and service regulations. Motion: Wilhelm Second: Emerson Mayor Fickes read the caption of Ordinance No. 584. Ayes: Wilhelm, Apple, O'Brien, Franks, Farrier, Emerson, Fickee Nays: None Approved: 7-0 vote Regular city Council Meeting Minutes April 6, 1993 page ten Aqenda Item ~10-D, Pro4eot/Consultants Fundinq of the state Highway 114 In regard to authorizing the Mayor to enter into a contract with consultants to accelerate development and funding of the State Highway 114 Project, City Manager, Curtis Hawk, explained at one time the development and funding of the State Highway 114 Project was in the ten (10) year plan, but its status was rescinded due to lack of funds. SHll4 is not currently in the ten (10) year funding. If nothing is done to convince the State Highway Commission to move the project to a higher priority, it may well be ten years before the state schedules the highway for improvements. If we can convince the Commission to add SHll4 to the 1994 Project Development Plan for the state, then we can work toward a 1998 project letting. There is an opportunity to get a hearing before the Commission. The requirements and short timetable will make it extremely difficult without outside assistance. In a recent meeting with MTP and Mobil, the possibility of hiring a traffic consultant to assist in the necessary preparation for the July 29 meeting before the commission was discussed. The cost would be shared on an equal basis, similar to the cost sharing on the SHll4 geometric schematic and alignment projects and the corridor study. It is anticipated that the share of the cost will be approximately $10,000 dollars to the city. Mayor Fickes recommended Council approve a consultant to accelerate development and funding of the project. Motion was made to approve authorizing the Mayor to enter into a contract with consultants to accelerate development and funding of the $Hl14 Project at a cost to the city, not to exceed $10,000. Motion: Apple Second: Farrier Ayes: Apple, Farrier, Franks, Emerson, O'Brien, Wilhelm, Fickes Nays: None Approved: 7-0 vote Curtis Hawk added, the City will take the contract with MTP and Mobil reimbursing the city for their shares of the cost. Aqenda Item ~11-A, Presentation: Audit Report The annual Fiscal Year Audit for the City of Southlake is prepared by the firm of Weaver and Tidwell. Mr. Jerry Gaither was present to formally present the audit to the Councilmembers and answer questions. Gaither stated all recommendation in regard to the audit have been met by Finance Director, LouAnn Heath. Mayor Fickes commended Mrs. Heath for an excellent job. Regular city Council Meeting Minutes April 6, 1993 page eleven Aqenda Item ~IO-B, Roadway alignment for a portion of PeYtonville Avenue City Engineer, Eddie Cheatham stated with Council's request, alternatives to the originally proposed roadway alignment for South Peytonville Avenue, from 1,000 feet south of FM 1709 to Continental Blvd., have been investigated. As the result, a roadway could be constructed which would result in fewer trees having to be removed. Mr. Cheatham presented three (3) alternatives to the alignment. 1) construction of a 24 feet roadway with 4 feet shoulders and barrow ditches on each side; 2) construction of a 22 feet wide roadway section with no shoulder, but barrow ditches along both sides for proper drainage; and, 3) construction of a 20-21 feet roadway which would meander to avoid trees when possible, no shoulders, and a minimal barrow ditch. A discussion was held in regard to the different options for road section. Councilmember Farrier was concerned about Peytonville Avenue as a road that may not warrant 24 feet. He inquired about having the County do this section, where the cost will be $50. per foot to rework the roadway according to Cheatham, as part of the bond package. This is compared to $15.00 per foot if the County does the work. Cheatham is to do an analysis, to scale back the width to stay within the right-of-way. The city Manager indicated this item will be brought back to Council, and that he would look at the next meeting agenda. Councilmember Rick Wilhelm left the meeting at this time Aqenda Item ~10-C, Continental Park Estates Drainage Easement and culvert The City Manager stated this item concerns the culvert across Continental Blvd. at the drainage easement in Continental Park Estates. At the request of city Council, Eddie Cheatham and the engineer for Southlake Hills, John Levitt, reviewed the dissipator as designed (rock rip-rap). An alternative has been suggested, by the use of flat gabions for their smaller size, thus more aesthetically appealing. After discussion, motion was made to substitute Reno Mattress for rip rap and reclaim the easement, for the length of out fall of rip rap. Motion: Emerson Second: O'Brien Ayes: Emerson, O'Brien, Apple, Franks, Farrier, Fickes Nays: None Approved: 6-0 vote Regular City Council Meeting Minutes April 6, 1993 page twelve Aqenda Item ~11-B, Proposed Transition of Median for FM 1709 Project, East of Pearson Lane in Southlake. The city Manager, Curtis Hawk stated the Highway Department is proposing to have the transition in Southlake, 540' east of Pearson Lane. Billy Hardie has requested the City of Keller to provide a letter from Southlake expressing its agreement with the proposed transition, since this is the first time we have seen the proposed transition, staff would like Council views before responding. Curtis Hawk stated we want to make clear our plans for no medians but need a transition of approximately 400 feet. The transition could be placed west of Pearson Lane. Councilmember Farrier stated if we want to do a transition, do it only to the intersection. He thinks too much public outcry would occur at this point. The City Manager is to write a letter to Allen Bogart, City Manager of Keller, stating we do not want to extend the median west of Pearson into Southlake. Stop the median east of Pearson. Aqenda Item ~10-A, Updatinq the Land Use Plan Map Greg Last, Director of Community Development presented the proposed Update of the Land Use Plan Map. Tom Elgin presented the proposed changes made from 1988 to 1993. Mayor Fickes suggested bringing the Land Use Plan Map back to Council after the election where two new councilmembers will be on board. Motion was made to table action on the Update of the Land Use Plan Map until after the new councilmembers are in place. Motion: Apple Second: Emerson Ayes: Apple, Emerson, O'Brien, Franks, Farrier, Fickes Nays: None Approved: 6-0 vote (to table) Aaenda Item #12, Adiournment 11:55 p.m. The meeting was adjourned at /~r G~s. AT T. . idb , S~ndra L~ LeGrand, City Secret~{' -...— ,..... (. . ¢ (N, ,- T•-. Ca 4 1 < 4 _ 2 - , ,, 4 I v _:., fl... _., 2-- _ : . . . i - z 1 - - , o _ _ ,.. eJ \b E -_-:- c2 — . -_ -. — f`t .. , = —, Crcl 1 = . , .A■ *4 4 .7 .... . :. V) - ; , '..t% 1% •%3 .2 .`^ ... 7. E 3 < r. v .;._ Ir N 4 0 --. qui = '../ ...—,.. ..-) C 4 S... M.. W q N VI .0 3 oil q c u a 1 ) LL C 4 I Of IQ i i 4. u2 J(1 ' of 4 •...1 4 OM /21 /71 WEAVER AND TIDWELL AFFILIATIONS CERTIFIED PUBLIC ACCOUNTANTS FORT WORTH OFFICE SUMMIT INTERNATIONAL A REGISTERED LIMITED LIABILITY PARTNERSHIP 1500 COMMERCE BUILDING ASSOCIATES, INC. TWO GALLERIA TOWER 307 WEST SEVENTH STREET ASSOCIATED REGIONAL 13455 NOEL ROAD, SUITE 520 FORT WORTH, TEXAS 76102 ACCOUNTING FIRMS DALLAS, TEXAS 75240 -9990 (817) 332 -7905 (214) 490 -1970 METRO 263 -3978 METRO 429 -0820 FACSIMILE (214) 702 -8321 March 3, 1993 Members of the City Council and City Manager City of Southlake, Texas In planning and performing our audit of the financial statements of the City of Southlake, Texas for the year ended September 30, 1992, we considered its internal control structure in order to determine our auditing procedures for the purpose of expressing our opinion on the financial statements and not to provide assurance on the internal control structure. The City's internal control structure consists of policies and procedures established by management to provide reasonable, but not absolute, assurance that the financial data are recorded, processed, summarized, and reported consistent with the assertions embodied in the financial statements. In establishing those policies and procedures, management assesses their expected benefits and related costs. Because of the inherent limitations in any internal control structure, errors or irregularities may nevertheless occur and not be detected. Also, projection of any assessment of the internal control structure to future periods is subject to the risk that policies or procedures may become inadequate because of changes in conditions or that the degree of compliance with the policies or procedures may deteriorate. During our audit we found the accounting records well maintained and accounting controls generally adequate in relation to the City's size and operation to adequately safeguard assets. Management recommendations from the previous year have been implemented or mitigating controls or procedures have been placed in operation to alleviate our concerns. Our consideration of the internal control structure would not necessarily disclose all matters in the internal control structure that might be a reportable condition. Reportable conditions involve matters coming to our attention relating to significant deficiencies in the design or operation of the internal control structure that, in our judgement, could adversely affect the organization's ability to record, process, summarize, and report financial data consistent with the assertions of management in the financial statements. . WEAVER AND TIDWELL CERTIFIED PUBLIC ACCOUNTANTS A REGISTERED LIMITED LIABILITY PARTNERSHIP Members of the City Council and City Manager City of Southlake, Texas March 3, 1993 Page 2 We appreciate the opportunity to be of service and wish to express our appreciation to the officials and employees of the City for their cooperation and assistance during the course of the audit. Yours very truly, WEAVER AND TIDWELL, L.L.P. I le'4.----- Jer L. Gaither JLG:ldh