2000-09-05REGULAR CITY COUNCIL MEETING
667 NORTH CARROLL AVENUE
SOUTHLAKE, TEXAS
SEPTEMBER 5, 2000
MINUTES
COUNCILMEMBERS PRESENT: Mayor Rick Stacy; Deputy Mayor Pro Tem
Ronnie Kendall. Members: Keith Shankland, Patsy DuPre, Greg Standerfer and Rex
Potter.
COUNCILMEMBER ABSENT: Mayor Pro Tem Gary Fawks.
CITY STAFF PRESENT: City Manager Billy Campbell; Assistant City Manager
Shana Yelverton; Assistant to the City Manager; John Eaglen; Director of Finance Sharen
Elam; Director of Economic Development Greg Last; Director of Community Services
Kevin Hugman; Director of Human Resources Lauren Safranek; Interim Director of
Public Works and City Engineer Charlie Thomas; Assistant City Engineer Shawn Poe;
Assistant to the Public Works Director Valerie Bradley; Court Administrator Sean
Leonard; Director of Planning Bruce Payne; Director of Public Safety Garland Wilson;
Fire Chief Ricky Black; City Attorney Wayne K. Olson; and, City Secretary Sandra L.
LeGrand.
WORK SESSION: Mayor Rick Stacy called the work session to order at 5:35 p.m.
[Councilmember present for the Work Session include: Stacy, Kendall, Standerfer,
DuPre, with Potter arriving at 5:50 p.m.]. Councilmembers and staff discussed items on
the agenda. The work session was audio and video tape-recorded for future reference.
Copies are available by request from the City Secretary.
Agenda Item ~8-C, Ordinance No. st .
788, 1 Readtng, Requiring a permit to operate
an alarm system and establishing a clause for denial, suspension, revocation of
alarm permits, and providing for the term of the permit for one year. Fire Chief
Ricky Black explained to the City Council the terms outlined in the ordinance. He
stated, "The bottom line is we are looking to 'charge' for false alarms." Black
stated after the fifth false alarm, with this ordinance, the city can charge up to
$50.00 for each false alarm." He also noted that the fire department would
respond to each and every alarm. Council determined that this item would moved
to the consent agenda.
Agenda Item #II-C, Discussion: Impact Fee Policy as it related to school-related
development. A discussion was held regarding the impact fee policy as it relates to
all development. Mayor Stacy stated, "We go to a great deal of effort to determine
the impact fees to make sure they are appropriate. We encourage people to
consider their sites for construction based on the impact fees. For instance, the
aquatics center -- that is a good site. The impact fees are something that the school
districts need to prepare for when selecting their sites for new school related
Regular City Council Meeting Minutes of September 5, 2000 Page 1 of 21
projects." Councilmember Ronnie Kendall stated she agreed with the Mayor and
felt compliance with the ordinance should be consistent so they will not be
accused of playing favorites with the enforcement of the ordinance.
Councilmember Patsy DuPre stated she did not know where the history started,
but she felt the council should forget about history and begin today with enforcing
the impact fee ordinance. City Manager Billy Campbell will send a letter to every
school district within the City of Southlake informing them the City of Southlake
will enforce the impact fee policy.
Agenda Item #Ii-B, Discussion: Proposed City Council work sessions. Assistant
to the City Manager John Eaglen led the discussion regarding the need for City
Council to hold several work sessions in order to give city staff direction on
several issues. After discussion, Council agreed that the time for the work session
should be a Friday morning about 8:00 a.m., which would be the best time for
members of Council to be present.
Agenda Item #II-A, Discussion: Charter Review Committee. Assistant to the City
Manager John Eaglen led the discussion regarding the need for the City Home
Rule Charter to be reviewed, as there are several items that need to be amended,
such as the section regarding the Municipal Court Judge. After discussion,
Council concurred that the City Councilmembers should serve as the Charter
Review Committee. This item will be placed on the next City Council agenda for
appointment of the committee.
Council agreed that agenda item #8-C, #10-A, #10-B, and #10-C would be added
to the consent agenda.
The work session ended at 6:10 p.m.
REGULAR CITY COUNCIL MEETING
Agenda Item gl-A, Call to Order
Mayor Rick Stacy called the Regular City Council meeting to order at 6:16 p.m. City
Council meetings are video and audio tape-recorded for future reference and copies are
available upon request from the City Secretary.
Agenda Item #2-A, Executive Session
Mayor Rick Stacy advised the audience that the City Council would be going into
Executive Session pursuant to Texas Government Code, Sections 551.071, 551.072,
551.073, 551.074, 551.086, to seek legal advise from the City Attorney;to deliberate
regarding real property matters; to deliberate regarding a prospective gift; to deliberate
regarding personnel matters; to deliberate regarding security devices; and/or to
deliberate regarding economic development negotiations.
Regular City Council Meeting Minutes of September 5, 2000 Page 2 of 21
Council adjourned into executive session at 6:16 p.m.
Council returned to open session at 7:15 p.m.
Agenda Item #2-B, Action Necessary/Executive Session
No action was taken as the result of the executive session.
Agenda Item #3, Invocation
The invocation was given by Chaplain of the Month Father Frank Reeves, St. Martin-In-
The-Fields Church.
Agenda Item #4-A, Mayor's Report
Mayor Rick Stacy made the following announcements:
Southlake Town Square proudly presents the Fall Concert Series, Saturday
evenings at 7:00 p.m. and Sunday afternoons at 4:00 p.m. during September and
October. The concerts take place at Rustin Park Pavilion in downtown Southlake
and are free to the public.
Rack Room Shoes will have a "Grand Opening" on Thursday, September 7 at
10:00 a.m. in Gateway Plaza.
Joint City Council-SPIN meeting will be held on Thursday, September 14,
beginning at 6:30 p.m., in the Senior Activity Center.
Mayor Stacy asked Fire Chief Ricky Black to tell the audience of the recent request he
had. Chief Ricky Black said last Wednesday he was invited to instruct Fire Chiefs for the
United States Army on how to get started with Fire Accreditation. Southlake is the only
city in the State of Texas to have their accreditation in fire services.
Director of Community Services Kevin Hugman informed the Council and audience that
ABC "World News Today with Peter Jennings" would be filming at the tennis fields at
Bicentennial Park tonight regarding a new "rally ball" from Wilson Company. This event
will be aired on Thursday or Friday of this week.
Mayor Stacy conm~ented on the death of his father-in-law Saturday in Southern
California and thanked everyone for their thoughts and prayers to his wife and family. He
stated services would be held in October.
Agenda Item #4-B, City Manager's Report
City Manager Billy Campbell commented that we are nearing the close of construction
on our new Town Hall. He asked Interim Director of Public Works Charlie Thomas to
report on the construction. Mr. Thomas reported on the progress of the construction
Regular City Council Meeting Minutes of September 5, 2000 Page 3 of 21
stating, "We are on schedule and that the completion is shaping up." Thomas invited the
City Council to contact him if they would like to go on a tour of the building. Thomas
noted that the move into the new building is being planned for during the week of
December 20, just before the Christmas Holidays.
Agenda Item #4-C, SPIN Report
Darrell Faglie, SPiN Representative for SPiN #7, gave the SPiN Report. He noted that
SP1N would host two meetings in September, with one being held on September 7 from
7:00 to 9:00 p.m. in the Senior Activity Center on the topic "Parks and Recreation and
Open Space Master Plan Update," and another meeting on Wednesday, September 7,
from 6:00 to 7:00 p.m. at Bicentennial Park, regarding the Southlake trail improvements.
Agenda Item #4-D, Library Board Report
Marge Zielke, Vice-President of the Library Board, was present at the Council meeting
on behalf of Scott MacLeod who was not able to attend. Ms. Zielke read a letter from
Library Board President Maria Cameron regarding the proposed library. She asked that
the letter be made a part of the minutes of the meeting. The letter dated September 5,
2000 reads:
"Dear Mr. Mayor and Councilmembers: As you know, the officials of the
City of Southlake have endeavored to build a reputation for the city, one
of providing an exceptional quality of life for all of its citizens. We now
have a chance to enhance that reputation with the addition of a city library
to provide educational and cultural opportunities that are important facets
of that quality of life. The path to this decision has been a long one. Many
people have been involved over several years, deliberating options,
opportunities and costs, prior to bringing forward this plan to provide a
City of Southlake library for our citizens. We very much appreciate the
work of the City Manager's office, staff, the City Council and others.
The City Council appointed a sixteen member ad hoc Library Committee
in the summer of 1996 to answer one question: Will Southlake be better
served by a stand-along library or participation in a th-city library with the
cities of Grapevine and Colleyville? In 1997, Public Management
Associates administered a survey to the citizens. The joint-use study
showed 88.8% of the respondents supported the library at that time, more
than for any other single facility! In a report authored by Cynda Mast, co-
chair, a stand-alone library was recommended. Additional
recommendations included: state of the art technology, three full-time
professional staff, 56 hours of service weekly, 75,000 holdings (at 5 times
per capita times 15,000 population), location near other amenities and a
25,000 square foot building.
Regular City Council Meeting Minutes of September 5, 2000 Page 4 of 21
In late 1998, the current Library Board was appointed by City Council and
first met January 1999. The purpose of this board was to make that library
a reality. A Needs Assessment Survey and Start Up Plan were
commissioned from F. Mason and Associates. The Mason study found that
76% of respondent families would be "very likely" and another 12.7%
would be "somewhat likely" to use a new Southlake library. The
combined figure would indicate that nearly 90% of families in Southlake
would benefit from a city library. Ms. Mason summarized her findings by
stating that, "The potential for launching a public library that will be
successful and heavily used by Southlake residents is very high." Ms.
Mason did not provide specific numbers in regards to hours, staffing or
holdings. Instead she gave guidelines, such as 3 adult items per capita, 1
children's items per capita and an average of 30 square feet per user seat,
that yield numbers very similar to those proposed by the earlier
committee. She also highly recommends our membership in the North
Texas Regional Library System (NTRLS).
As you will recall, membership in NTRLS currently entails the following
minimum qualifications: Support of $1.50 per capita, at least one item of
material per capita or at least 25% of expenditures made for materials,
7,500 item minimum, at least 30 hours per week of availability to the
public. We will have access to many services, grants, and other advantages
via this membership. A portion of the $1,139,000 TIF funding allocated
last year will cover the initial collection of approximately 30,000 and you,
the City Council, asked that we adjust the budget to meet the 30 hours per
week minimum that will allow us to qualify. Library Director, Terry
McLaughlin and Community Services Director, Kevin Hugman have
followed the Library Board's directives in developing this library budget
for the budget year 2000 to 2001. It was our first priority that the library is
open forty hours per week and our secondary objective was to open prior
to the end of the Carroll ISD school year. In order to hold the proposed
budget to the $339,400 previously discussed, we have asked the Friends of
the Southlake Library to assist us with many unfunded items, such as a
public photocopier, step stools, video cases, and a vacuum for the shelves.
We are also hoping that they will be able to augment the insufficient
materials budget. Another major consideration is this budget was the
implications for the following fiscal year. The projected budget for next
year of $521,500 to $621,500 represented 60% to 87% of the budget
required and, while still an increase in tight times, nonetheless indicated
our willingness to make the same sacrifices required of other city
departments.
Ultimately, the Southlake Public Library will be expected to afford service
comparable to that currently being provided by the City of Grapevine,
which will require a budget of $700,000 to $750,000. This level of
funding will allow us to be open for patrons sixty hours per week and
Regular City Council Meeting Minutes of September 5, 2000 Page 5 of 21
permit us to buy 5,000 new items each year. The Library Board perceives
that we must strive to meet these goals as soon as possible to insure the
viability of Southlake Public Library. We would encourage the City
Council to consider all possible means of funding and even looking into a
guaranteed funding source that will insure continued library service in the
future.
The issue of parity between our proposed library service and that currently
provided by the Grapevine Public Library is an important one. Grapevine
is presently undertaking a remodeling project that will triple the size of
their library and will ultimately allow them to enlarge their collection
accordingly. We may never be able to offer our citizens the same level of
service that Grapevine will supply in the new facility and that is no
guarantee that Grapevine will continue to accommodate our citizens at the
current price. This is one of the main reasons that, if we want a library, we
must make the decision NOW!
The other main reason that we must move ahead with this project is one of
momentum. The community wants this library! Board members are
frequently asked about the progress when they are out in the community.
The Friends of the Southlake Library is preparing a book sale and a
membership drive. The Library Foundation is anxious to find us corporate
sponsors for long-term projects, such as a new building that will meet the
current American Library Association guideline of one square foot per
capita. The Friends group was mothballed in 1992. If we disappoint the
community and our advocates this time, it will be a long time before we
can raise this level of conmaitment and enthusiasm again. I took an
informal poll in the car pool line at Johnson Elementary School last week.
When I asked parents if they were willing to pay an additional $30. per
$100,000 assessed value to fund the operation of the new library in City
Hall, 70% responded, "Yes." And now it is time for you to say, "Yes", to
this opportunity for our city.
We recognize that this is an exceptionally difficult budget year in which to
bring this project forward. By the same token, the amount that we are
asking for would only cover a fraction of the city's other unmet needs. At
issue is the reputation of the City of Southlake. We will not be able to
maintain a reputation for excellence if we do not value culture and
education enough to provide our citizens with a library in which to
encourage and develop those interests and disciplines. There will likely
not be a better time than right now for you, the City Council of the City of
Southlake, to say, "Yes," to your citizens, "Yes," to quality of life, "Yes,"
to excellence, "Yes" to a library."
Sincerely,
Maria P. Cameron
Chair, Library Board
Regular City Council Meeting Minutes of September 5, 2000 Page 6 of 21
Agenda Item #5, Consent Agenda
Mayor Rick Stacy informed the audience that "Consent" agenda items, which consist of
several items, are considered by one vote. He said if anyone had a request for an item not
to be considered during the consent agenda segment, that item would be deleted from that
portion of the agenda and considered separately. The consent agenda items were as
follows:
Mayor Stacy welcomed Jay Hinkle to the City of Southlake as a Reserve Fireman
and asked Mr. Hinkle to say a few words. Mr. Hinkle stated he was glad to be
appointed and that he would do the best that he can for the City.
5-A. Approval of the Minutes of the Regular City Council meeting held August 15,
2000.
5-B. Appointment ofPedram Farahnak as Director of Public Works.
Concurrence of the City Council for Tarrant County to contract for the
construction of a sanitary sewer line to serve Oak Hill Estates, Community
Development Block Grant (CDBG) Project No. B99-UC-48-0001-60-50, and
authorize City's funding for the project.
5-D. Appointment of Jay Hinkle to position of Fire Reserve for the Southlake
Department of Public Safety, Fire Services Division.
Authorize the Mayor to execute an agreement with TxDOT for the reconstruction
of the intersection of Peytonville Avenue and White Chapel Boulevard with FM
1709.
5-F. Resolution No. 00-87, Abandonment of a drainage easement on Lot 12-R, Block
2, in the Timarron Addition, Huntley Manor, Phase IB.
Ordinance No. 791, 1st Reading, An ordinance providing for a penalty to deft'ay
costs of collecting delinquent property taxed pursuant to Section 33.07 and 33.08,
Texas Tax Code.
Ordinance No. 778, 1st Reading, Requiring a permit to operate an alarm system
and establishing a clause for denial, suspension, revocation of alarm permits, and
providing for the term of the permit for one year.
10-A. Award of bid for theatre seating at Town Hall.
10-B. Award of bid to Mills Electric for generator and uninterrupted power supply and
approval of Change Order No. 5.
Regular City Council Meeting Minutes of September 5, 2000 Page 7 of 21
10-C. Award of bid to FCS for millwork at Town Hall and approval of Change Order
No. 4.
Motion was made to approve the consent agenda as follows: Agenda Item #5-A, as
amended; Item #5-B, #5-C, #5-D, #5-E, #5-F, #5-G, setting the public heating for
September 19, 2000; Item #8-C, setting the public hearing for September 19, 2000; Item
#10-A, #10-B, and #10~C.
Motion:
Second:
Ayes:
Nays:
Approved:
Kendall
DuPre
Kendall, DuPre, Standerfer, Potter, Shankland, Stacy
None
6-0 vote
ADDITIONAL INFORMATION REGARDING CONSENT AGENDA ITEMS
5-A. Approval of the Minutes of the Regular City Council meeting held on August 15,
2000. The minutes were approved as amended.
Appointment of Pedram Farahnak as Director of Public Works. The Southlake
City Charter requires that the "The head of each department shall be a chief,
director or superintendent who shall be appointed by the City Manager subject to
the approval of the Council and such chief, director, or superintendent shall have
supervision and control over his department." City Manager Billy Campbell
commented, "Mr. Pedram Farahnak is well qualified for the position of public
works director. He has more than twenty years of engineering experience and
over 10 years experience as a director of public works operations." Farahnak will
begin work on September 18, 2000.
Concurrence of the City Council for Tarrant County to contract for the
construction of a sanitary sewer line to serve Oak Hill Estates, Community
Development Block Grant (CDBG) Project No. B99-UC-48-O001-60-50, and
authorize City's funding for the project. As part of Tarrant County's Community
Development Block Grant (CDBG) program to provide improvements to eligible
th
areas, the County has bid CDBG Project No. B99-US-48-0001-60-50 (25 CDBG
program year) to construct sanitary sewer improvements to serve Oak Hill Mobile
Home park. This project will be funded by a combination of CDBG funds and the
CIP budget. The CIP budget provided $300,000 for the sanitary sewer
improvements. The estimated CDBG fund contribution is $93,000. Therefore,
$393,000 in total combined funding has been budgeted for the engineering,
surveying, and construction of these improvements. The low-bidder was Pipe-
Con, Inc. in the amount of $295,153.50. Therefore, the total cost to engineer,
survey, and construct this project is $327,228.50 which is $65,771.50 below the
budgeted amount.
5-D. Appointment of day Hinkle to the position of Fire Reserve for the Southlake
Department of Public Safety, Fire Services Division. The Southlake Department
Regular City Council Meeting Minutes of September 5, 2000 Page 8 of 21
of Public Safety encourages and invites residents to participate in a variety of
programs. The fire reserve program is one example of community based
opportunities in DPS. Jay Hinkle made application and successfully completed
the entrance exam, polygraph, and psychological test. Mr. Hinkle graduated from
the Fire Academy in June 2000.
Authorize the Mayor to execute an agreement with TxDOT for the reconstruction
of the intersections of Peytonville Avenue and White Chapel Boulevard with F.M.
1709. The contract for construction of intersection improvements at Peytonville
Avenue and FM 1709 and White's Chapel Boulevard and F.M. 1709 was awarded
by the City Council on May 16, 2000. A portion of the construction of the
intersection improvements takes place within the State right-of-way on FM 1709.
With the approval of the construction plans, TxDOT required the City to execute
an agreement that includes the following:
· The City will have prepared approved plans for the work to be performed in
accordance with the "TxDOT Standard Specifications for Construction of
Highways, Streets, and Bridges."
· The City will provide all traffic control in accordance with the "Texas Manual
on Uniform Traffic Control Devices for Streets and Highways."
· The City shall be responsible for the entire cost of all work to be performed
associated with the reconstruction of the intersections of Peytonville Avenue
and White Chapel Boulevard.
· The City's contractor will provide appropriate insurance.
· The City will provide proper notice to TxDOT prior to work commencing.
· TxDOT will make frequent inspections of the work being performed.
The agreement is a standard TxDOT agreement for doing work within the TxDOT
right-of-way.
Resolution No. 00-87, Abandonment of a drainage easement on Lot 12-R, Block 2,
in the Timarron Addition, Huntley Manor, Phase IB. Lot 12-R was originally
platted as two lots in the Timarron Huntly Manor Addition. The drainage
easement to be abandoned was dedicated by the original plat and was along the
common property line of the original two lots. A storm drain line was constructed
within the drainage easement. The two lots were subsequently replatted into one
lot. The storm drain line was relocated; however, the drainage easement was not
abandoned with the replat of the two lots. Therefore, this resolution is required to
abandon the drainage easement. An amended plat will be filed for Lot 12-R
showing the abandonment of this drainage easement and dedication of a drainage
easement and dedication of a drainage easement for the relocated storm drain line.
Ordinance No. 791, Ist Reading, An ordinance providing for a penalty to defray
costs of collecting delinquent property taxes pursuant to Section 33.07 and 33.08,
Texas Tax Code. The City Attorney is contracted to collect delinquent ad
valorum taxes pursuant to the authority granted in Section 6.30 of the Property
Regular City Council Meeting Minutes of September 5, 2000 Page 9 of 21
Tax Code. The contract provides that the attorney receives a fee of 15% of all
delinquent taxes collected. Texas Legislature provides the means for charging the
cost of collection to the delinquent taxpayers.
Ordinance No. 788, ist Reading, Requiring a permit to operate an alarm system
and establishing a clause for denial, suspension, revocation of alarm permits, and
providing for the term of the permit for one year. One of the greatest concerns of
the Department of Public Safety is repeated responses to false police (burglar) fire
and EMS alarms. A study of the Southlake Department of Public Safety records
from January 1999 until December 1999 indicated that false alarms accounted for
26 percent of all calls for police service and 24 percent of all calls for fire service.
Since all of those calls were false alarms, the result is an approximate loss of
2,795 hours of productivity. Of the estimated 6,957 homes in Southlake, it is
estimated that 3,500 have working monitored alarms. The proposed fee would
generate about $35,000 annually in addition to the fee proposed for businesses.
10-A. Award of bid for theatre seating at Town Halt The budget allocation for this
contract was $64,400. The bid was awarded to Hammer in the amount of $55,180.
10-B.
Award of bid to Mills Electric for generator and uninterrupted power supply and
approval of Change Order No. 5. It was determined that is necessary to have an
emergency generator and uninterrupted power supply at Town Hall to protect the
computer system and provide emergency power in case of a power failure at the
new Town Hall. This Change Order is in the amount of $140,546. The
Construction Manager previously estimated a cost of $137,855. The amount of
this Change Order is not part of the base building contract but is part of the
furniture, finishes and equipment (FF&E) budget.
10-C.
Award of bid to FCS for millwork at Town Hall and approval of Change Order
No. 4. The design of the dais in the Council Chambers and the judges bench in
the Courtroom are complete. Several other finish items in these two rooms such as
moveable lecterns, low walls, jury box enclosure, bailiffs desk, etc. are also
included in this work. One bid was received from FCS in the amount of $214,319.
The Change Order is in the amount of $224,611. This amount is part of the base
building contract. Funding for this item will come from the next set of TIF bonds
to be issued; however, funds are available from the existing project funds that
have not yet been expended.
Agenda Item #6, Public Forum
Sam $chwartzstein, 200 East Continental Boulevard, Southlake. Mr. Schwartzstein [an
elementary school student] spoke in favor of the City Council approving the library in the
Fiscal Year 2000-01 Annual Budget.
Monica Kelly 300 Preakness Circle, $outhlake. Miss Kelly la student] spoke in favor of
the City Council approving the library in the Fiscal Year 2000-01 Annual Budget.
Regular City Council Meeting Minutes of September 5, 2000 Page 10 of 21
Agenda Item #7-A, Ordinance No. 783, 2nd Reading, Relating to Municipal Court of
Record
Court Administrator Sean Leonard presented Ordinance No.783 for 2nd Reading to the
City Council stating that during the 76th Texas legislative session, House Bill 731 was
approved, amending Chapter 30 of the Government Code, to standardize and make
applicable a uniform set of policies and procedures for all municipal courts of record.
Because prior laws permitted courts of record to be established through state law, the
Government Code contained a separate set of policies, rules, and procedures for each
municipal court of record created by the statue. As a result, the rules and procedures were
not uniform. This legislative mandate streamlined the qualifications, duties, salaries,
powers, terms, selection and removal of judges of mtmicipal courts of record and their
clerks, which in tern must be codified by the City of Southlake. Highlights of the
ordinance include appointments, compensation and term limits of the judge,
appointments of the Court Clerk, court personnel and court reporter and establishment of
a court seal and transcript preparation fee. Mr. Leonard commented that the City Council
has the discretion to set the term limits of the judges
PUBLIC HEARING: No comments were made during the public hearing.
Motion was made to approve Ordinance No. 783, 2nd Reading, as presented.
Motion:
Second:
Ayes:
Nays:
Approved:
DuPre
Standerfer
DuPre, Standerfer, Potter, Kendall, Shankland, Stacy
None
7-0 vote
Agenda Item #8-A, First Public Hearing for Ordinance No. 789, 1st Reading, Annual
Budget for FY 2000-01, including the Annual Budget for the Southlake Crime
Control and Prevention District and Revisions to FY 1999-00 Budget.
City Manager Billy Campbell presented Ordinance No. 789, 1st Reading, approving and
adopting the Annual Budget for the Fiscal Year 2000-01 and approving the revised
budget figures for the Fiscal Year 1999-00. This budget summarizes the plan of
municipal operations for the fiscal year that begins October 1, 2000. The summary
budget information presented and attached to Ordinance No. 789 reflects the detail
included in the budget workbook. The summary budget information also incorporates a
Capital Projects Budget for FY 2000-01 year, plus anticipated Capital Projects through
2005. The Capital Projects are major water, sewer, street and drainage infi'astructure
items that are funded through a variety of sources such as impact fees, operating fund
transfers, developer fees, bonds, and Certificate of Obligation proceeds. The proposed
budget maintains the current tax rate of $0.422 with total revenues of $34,771,075 and
total expenditures of $34,874,538. This was the first of two public hearings on the budget
as required by the City of Southlake Home Rule Charter. The second public hearing will
be held on September 19, 2000.
Regular City Council Meeting Minutes of September 5, 2000 Page 11 of 21
Councilmember Patsy DuPre stated, "I appreciate what the City Manager is trying to do -
- maintain the management of the City based on the current tax rate that we have had for
a number of years now. But my question is, we have said over and over again how tight
our budget is and what we are not funding this year, can we survive this year based on the
current rate? And, if we can maintain the current rate this year, what truly is needed for
us to be able to do next year so that we won't get in a tight crunch like this?"
City Manager Billy Campbell stated, "We have illustrated the lows so we don't need to
repeat those. Can we get through this year with the budget that is presented? Yes we can.
Next year is a completely different story with the additional services that are going to be
requested and with the additional services that we have planned. We cannot come forth
with a budget as streamlined as we have this year. We will have to have increased
revenues next year to get us back in the business of taking care of the city. This budget
reflects a certain level of service that is not typically the level of service that we have
done in the past. We will be fine this year. We need to get over some hurdles and get a
few more commercial ventures moving on down the road. This year we are fine, next
year we will not be. We will have to have increased revenues to deal with next year's
budget."
When asked by Councilmember DuPre, if the City will be able to get through next year's
budget without a tax increase, Director of Finance Sharen Elam responded, "It would be
difficult in 2002 to operate at a current tax rate." DuPre stated, "We need to give people a
"heads-up" strongly that a tax rate will have to be considered for next year."
Councilmember DuPre referenced a strategic plan that was implemented a couple of
years ago [June 1998] entitled, A Summary of Tax Supported Debt Sizing and Tax Rate
Distribution, and this was prior to the Library coming on board. The recommendation in
1998, was that the tax rate be increased in 1999 by 5 cents and then increase the rate
again in 2000 by 5 cents, which would mean the tax rate would be $.52 per $100
valuation. DuPre said, "We are trying to be conservative with our budget and trying to
meet all the needs and expectations of the community and we are also trying to maintain
the tax rate at a conservative level for the consumers. In ten years we have not raised
taxes. In fact, we have reduced taxes during that time. Unfortunately there are other
entities that have raised taxes and we have not. I think the time has come and the public
needs to be aware of that."
Mayor Rick Stacy stated, "We may not have raised the tax rate but everyone's taxes have
gone up!" He stated he has the same house, same grounds and more taxes! Stacy stated,
"That is why I fight to keep the tax rate where it is and through evaluation, the rate keeps
going up."
Councilmember DuPre stated, "The library has been a very big topic of discussion and
we don't have a funding mechanism, I feel, available at this point. I do not want to blame
every woe on our budget only on the library. It is a tight year and we truly do need a tax
rate increase."
Regular City Council Meeting Minutes of September 5, 2000 Page 12 of 21
Councilmember Greg Standerfer stated, "I talked at the budget workshop about unfunded
needs for next year. We have got our west DPS facility, which we are opening late. We
are going to short-staff our DPS facility, as I understand from Director Wilson. We are
not buying a fire engine for that facility, we are going to borrow an engine from our
existing facility. We are not replacing police cars any this year, and we are five
firefighters short and four DPS officers short and will not be replacing those personnel
this year because we cannot afford it. We are delaying the DPS north facility by at least a
year because we cannot afford that. We have about $1.5 million in unfunded DPS needs
for next year. I realize that the population supports a library but the question is, "will they
be willing to pay for it?" Standerfer said, "I am not opposed to a library, I am opposed to
prioritizing the library in front of the public safety needs. I said it last time and I will say
it again. I don't want to be a Councilmember who gets the phone call that says our
response time didn't exceed the national recommended amount, if only they got there
sooner we might not have a tragedy that we might otherwise had. I support the library but
I feel we have to have a dedicated funding source to do it. And I think unless the people
of Southlake are willing to pay 3 or 4 cents on their ad valorum tax base, that we don't
have the funding this year or next year to do it. Four cents is 10% of the ad valorum tax
rate for Southlake. I do not mind approving the budget with the proviso that the funds
will not be spent on library issues until we have an opportunity to do a library referendum
in May. That will still provide for the expenditure of funds on the same time frame that
the Library Board has proposed in May. That should get back the publics' support or lack
of support for a permanent funding mechanism by May and that would give the Library
Board an opportunity to market the referendum to the voters and we will hear back. I
think, from a City Councilmember's perspective, that we are charged with public safety
first and second with other things."
City Manager Billy Campbell stated, "The only thing that makes the library an upfront or
more visible issue is that it is a "new" service. The public safety issue is an issue, but not
more important than public works or other things. The library should not be a reflection;
it is just an additional service that we want to put on. Each and every department has been
taken away from to get where we are today. The things we don't take care of this year we
will have to take care of next year or we end up with an aging fleet. If the fleet goes
down, the efficiency goes down. It is just growing pains of a community that has a good
expectation and deserves a good expectation."
Councilmember Standerfer stated, "What I would like to see is a statement by the people
of Southlake that says they will support the library by paying their ad valorum tax rate. I
would hate to spend $1.5 million dollars on a library and then have the resolution be
rejected by the voters because they don't want to support the library long term with a
permanent funding mechanism, so that we have to come back and squeeze the other
departments. Again, it is not the library; it is in prioritizing of the items."
Mayor Stacy stated he would love to see the library get started, because he feels the
people will support it, saying, "I understand Councilmember Standerfer's reluctance if
we start the library and the people don't support it."
Regular City Council Meeting Minutes of September 5, 2000 Page 13 of 21
Councilmember DuPre stated that she conducts informal surveys when at different events
on issues involving Southlake, and she has had people say, you have been elected to
make decisions like this. DuPre continued, "Why go out for a public referendum when
we have had 76% of the people say they are in favor of a library. During the survey
process, the issue of funding the library did not come forward for whatever reason. A
library is a wonderful feature to have in a city but it is a 'Want" and "luxury" as opposed
to a "need" and a "have to have" in a city. When it comes to consider raising taxes next
year to have the proper pubic safety and public works department, etc., that is a need that
we have to fired in the city. The library, on the other hand, is something I would like to
have in the city - it is not something that we have to have. I would like to put the funds
that we have to have this year for the library, but excluding the salary of the Library
Administrator [who we have to have] -- I would like for us to consider freezing that
money until we get a referendum back from the people. If the public feels they don't
want to fund a library, we will straggle every year to fund it without the tax increase.
Nobody wants to close a library. I feel we should not open the library until the money is
there. I feel it would be fiscally irresponsibility to spend the money before we know the
public is willing to fund it by increasing taxes. I am not even going to support the budget
if we are not going to do that because I feel it is not fiscally responsible."
Councilmember Ronnie Kendall stated, "First of all, I still want to hear from Kevin
Hugman and the Library Administrator regarding the operations plan that was redone.
Basically I understand where you are coming from but the "train has left the station" and
do I want to commit to spending capital costs for books. I am actually willing to do that
because I believe that if we do not open the library until May 1, and there is not an
operating library at all, and we have a referendum if the Council so chooses to give the
voters a choice, and they do not see a library, and they are given the choice to vote for a
library, I think they are more likely to vote for a library if they don't even have a partially
operating one. To me the timing fits in pretty well. I agree with Rick, if there is not one
operating, I think they will vote one in to operate it. I am not saying I will vote for a tax
rate increase, but I believe there probably exists a majority people on this City Council,
who if the voters approved a tax rate increase to fund a library, I can see that happening
with this Council. I think that is a safe assumption, but I am not committing how I would
vote on that one. To me, the train has left the station, and I think we should jump on it
and support it. I'm willing to take a good look at it and support it with the funds the City
Manager said were available to fund the library this year, and put faith in the voters that
everything works out and that we have funding for the future."
Councilmember Patsy DuPre said, "I appreciate where Ronnie is coming from and we
have spent money, no doubt about it. We have budgeted money already no doubt about it.
We haven't spent the money because we haven't had the temporary facility to put the
capital into. The train may have left the station, but we can put the brakes on real quick. I
have no qualms about saying let's wait and hear from the public. I have not heard an
overwhelming response from people I have talked to. Most people appreciate the fact that
we are willing to hear from the people. I feel strongly about it. I respect the way you feel
about it, but I do not feel the train is too far away from the station."
Regular City Council Meeting Minutes of September 5, 2000 Page 14 of 21
Mayor Stacy commented that Mr. McLaughlin stated at the budget work session that it
would take ninety (90) days to get the materials to start the library. Councilmember
Standerfer stated he feels if the citizens do not support a tax increase for the library, we
would have to spend $1.5 million dollars. Mayor Stacy commented that in the work
session tonight Council talked about moving the Charter Amendment Election from
January to May to save money and hopefully to get more people out to vote. He said,
"That is a good reason to move both elections in January -- then we don't lose the three
months." The other reason the Mayor recommends having the elections in January is so
that the referendum and charter election would not become political issues. Mayor Stacy
said, "If we communicate with the residents of this community, they will come out to
vote if it is something they believe in."
Councilmember Rex Potter commented, "I thought we are all saying as Ronnie said
during the work session, "the train is out" and it is just a matter of the staffing level of the
library. We have already started building and designing this library and we have been
working with it week end and week out -- staff as well as the Library Foundation and
Library Board. I thought we would build this library and bring it up to whatever level we
could afford to get it operational. Once you get it started, once you get that seed planted,
then you can either do it by volunteers or whatever. There is nothing that committed you
to go higher in the operating costs than what we have." Mayor Stacy said, "It was pointed
out to us at the last meeting that the library needs to be opened at a certain minimum
standard in order to get the accreditation, which is 30 hours. At whatever level we open
it, I agree with your logic but all this moving ahead and the train has gone, we have still
not addressed the funding mechanism. We have to have a permanent funding mechanism
and that basically means a tax increase. I am not ashamed to say that, but we need to tell
the people and let the people decide. Then we will know we did the right thing."
Councilmember Potter stated, "I guess I go with it, as we have a level we said we could
operate it to, and next year if we don't have the funds, then its my responsibility to go and
get that money and take that action. That is a hard one from a politicians standpoint, but
either I keep it at the same level and everybody says, yes, that is the way to do it, but to
go off and hang it on a referendum that I am not going to go out, and shut everything
down." Mayor Stacy stated, "Have the people authorized us to spend $1.5 million
dollars? The answer is no. If we had the money extra, could we spend it for this purpose?
Absolutely. We have already heard the things that we are not doing this year that we
should be doing some of it. We have been told by the City Manager that we are not going
to forfeit any protection, but we better get ready because next year we have to address
some of those things. I don't think in that same growing type of budget that we could
promise to increase funding for the library." Potter said, "It is the probability that we can
get volunteers or get other resources of funds to increase that level."
PUBLIC HEARING:
Terry McLaughlin, Library Administrator for the City of $outhlake. Mr. McLaughlin
went through the packet information regarding ways to fund the library. He stated that
basically they looked at ways to open the library. He said with the amount of money that
Regular City Council Meeting Minutes of September 5, 2000 Page 15 of 21
the City has, we could get the library process started. He referenced the length of time it
would take to get the books once they have been ordered. He stated it would take about
ninety days to get the "starter collection" in which the books would still have to be
prepared for shelving. Mr. McLaughlin stated he would need a month or two to decide
which books to include in the "starter collection" and would need to hire the staff first
and ~'ain the staff and then they can train the volunteers to get the books ready for
shelving and to open the library. He went on to say that in most cases it takes a good solid
year to get a library in operation. McLaughlin stated, "If you tell me to order books in
January and to hire people in January, I would probably suggest we start next fiscal year."
He further explained how much time it takes to process a book and how much time it
takes to train and be ready for the opening of a library. Mr. McLaughlin stated, "You
hired me to nm the library, its your job as Council members to be fiscally responsible."
Director of Community Services Kevin Hugman stated, "The proposal that we gave
Council (the budget numbers) were based on being able to hire in January and February
and that is how much we had in personnel costs, and then we would start training them
and that would give us three or four months to train." Hugman discussed the plans that
had been presented to Council over the past couple of meetings. The "green" plan was
based upon the current level of funding. The "pink" plan represented the library being
open for 40 hours per week at $349,000 for this fiscal year [which is a short year and is
not full year funding]. To operate for a full year the cost would be $421,000 with no
capital purchases or $621,000 with the capital. A copy of the "green" and "pink" library
plans are attached to the minutes of this meeting.
Councilmember Patsy DuPre stated, "It is Council's job to be fiscally responsible, and
that is my whole point tonight. If Council feels we should go ahead and go for it and next
year if we have to raise taxes, we should go for it tonight and raise taxes. Raise two cents
for general fund for everything we need in the City, and raise three cents for the library
and do it tonight. Or, be fiscally responsible and do it after a public referendum?"
Councilmember Ronnie Kendall stated, "I think we can accomplish both tonight. I think
we can go ahead and if someone wants to have a referendum in January -- that is, a
consensus to have a referendum in January -- and still allocate the amount of funds that
the City Manager said we could for the library and plan on that. Start up June 1st, and that
be the plan. We have mid-year reviews and adjustments to the budget and if we need to,
we will. I think we can accomplish both here."
Councilmember DuPre stated, "I don't have a problem putting the money in the budget o-
if anyone ever thought I didn't want to put it in the budget -- but only with the provision
that the money not be spent until we know that the citizens are willing to fund the library
year in and year out from now forward. I think we should freeze the money except for the
Library Administrator, until the referendum. I do not want to spend it all now and have
the public say they do not want to fund it. I do not think it is fiscal responsibility on my
part."
Regular City Council Meeting Minutes of September 5, 2000 Page 16 of 21
Councilmember Standerfer asked C.D. Peebles of the Friends of the Southlake Library if
they would have time to market the referendum by the end of January? He stated he felt
most people are going to look to the Library Board and the Friends of the Library to do
the majority of marketing for this referendum.
CD. Peebles, 604 Devin Court, Southlake. President of Friends of the $outhlake Library.
Mr. Peebles stated, "I don't think it is our responsibility to go out and sell your tax hike.
You need to start looking at the library as a needed service just like the rest of the Parks
and Recreation Department. Until you all get that through your heads, we don't have
anything to talk about. You all are city leaders and you need to step up and say, this is
something that we need." Councilmember Standerfer stated, "! can't do that before we get
fire trucks and police cars and firemen and policemen." Peebles stated, "If you think you
are short on money, raise the taxes and quit trying to put it off on [the argument] "we
need to raise taxes for the library." There is no permanent funding in the general fund.
We can have a referendum that says we are going to raise taxes for a permanent library
but that is not legally binding. It just goes back into general fund like everything else."
Mayor Stacy stated that Council was asking for the opportunity to get the vote of the
people to determine if they want to spend this money for the operation of the library.
Stacy commented that no one on the Council was opposed to a library, but are opposed to
spending $750,000 to $1 million dollars per year not knowing where the funding will
come from without raising taxes. He commented, "When you open a library, you need a
funding mechanism. Everything that we have done major has gone to the voters for
approval in the last four or five years. This is a major commitment for the rest of our lives
and we should all be proud of. I don't think 45 or 60 days is the end of the world and then
people are comfortable for authorizing the first $1.5 million dollars worth of
expenditures. I would like for you to get excited about it and try and help Council sell the
library."
Mr. Peebles stated this was not a matter of being scared, it was a matter of Council
raising taxes if they felt they need to raise the taxes and not blame it on the library. This
is a necessary city service and a part of the general fund like everything else.
Public hearing closed.
Motion was made to approve the 1st Reading of Ordinance No.789, Annual Budget for
Fiscal Year 2000-01, including the Annual Budget for Southlake Crime Control and
Prevention District and revisions to the FY 1999-00 Budget; including a 5% pay raise at
mid-year which is included in the budget adjustment; including increase proposed budget
for electricity at Town Hall; and asking that the funding for the library [$339,000}
excluding the salary for the Library Administrator and the $80,000 for the Grapevine
Interlocal Agreement so that we have a full service library for the community be passed
at this point; but that we do not fund in excess of those two parts; as well as the money
that is in the TIF that we freeze that until we hear back from the public that they will
support a referendum.
Motion: DuPre
Regular City Council Meeting Minutes of September 5, 2000 Page 17 of 21
Second: Standerfer
Councilmember Rome Kendall stated that she did not support Mayor Stacy's request of
a 5% pay increase at mid-year for executive level employees and stated she cannot
support that in light of the other funding needs. Additionally, she could not support lap-
top computers for City Councilmembers. She stated she was not comfortable with
freezing the funds for the library because she did not have enough information. She stated
she had too many issues at the moment and would not be able to support the motion,
however, they may be able to be resolved by the second reading of the budget.
Councilmember Patsy DuPre stated she did not feel the 5% pay increase for directors was
unreasonable.
Councilmember Keith Shankland commented, "I ran on the fact that I will not support a
tax increase. It looks like we need to increase taxes. What I don't want to do is open a
library and not be able to fund it. I would like to see a referendum and see if the people
support it. I would like to freeze the money and delay the opening until after we see if the
people will support it. If we have to, we can raise taxes. It seems to be the wise choice
and it would be negligent not to do something like this and it certainly would not be
responsible on our part. I am not sure what inflation is. I feel the raises are needed." Mr.
Shankland suggested a compromise of 3% pay increase for executive level staff.
Director of Finance Sharen Elam stated the $40,000 allocated for raises for executive
staffis spread over 17 employees and the amount includes benefits.
Mayor Stacy and Councilmember Standerfer stated we have a staff that we like and we
would hate to loose them over $1,500 per year.
Councilmember Rex Potter suggested the discussion regarding raises for executive staff
wait until mid year and go on performances. "I am not pleased with what has happened
this last year and we don't want it to happen again," stated Potter. Regarding the library,
Potter stated, "If we wait for a fully operational library, we are doomed unless we get the
tax increase." He said, "I don't think it is fiscally irresponsible. I think you can make it
work if we start. I think it is a matter of opinion of how we address and how you go
forward on approaching your budget. We can afford it this year and next year. I think it is
a challenge that we have to work with. We have quality funds coming in that will
increase our taxes. We need to get it started. It will be hard to fund $700,000 without a
tax increase. If we want to ask the taxpayers to approve the referendum in January or
May, I think it is upon us to make it work. I would like to get the citizen input to see how
they feel about this subject."
Mayor Stacy said, "I think we have challenges now. What would it be like if we lost our
staff?. I hope Council will find a way to support some kind of pay increase for staff."
Additional discussions were held regarding pay increases.
Regular City Council Meeting Minutes of September 5, 2000 Page 18 of 21
City Manager Billy Campbell stated, "There are two levels of pay, executive salaries and
rank and file. Regarding the rank and file, we did not discuss doing anything different
than what we did before. Executive salaries, are typically the responsibilities of the City
Council to address. We provide the information and Council makes the decision. We are
okay today, but it is like capital purchases. If you let it languish too long, then you are
behind and you start all over again. I appreciate everyone's comments whether for or
against. I don't think we will loose anyone but we cannot let it lay. This year's budget we
have some challenges that we cannot meet, but I want Council to understand where we
are going next year it will be a lot more strenuous than what it is today, without increased
revenue. When the tax starts coming in from Gateway, etc. it is good for everybody. If
you vote the library in under the forty hour process, you need to understand next year,
irregardless of what happens, we have to come up with another $100,000. It is not just the
library; it is all of the challenges of the service."
The motion was amended to reflect a cost of living salary adjustment at mid year of 3%;
and, all else in the motion remaining the same.
Amended Motion:
Amended Second:
Ayes:
Nays:
Approved:
DuPre
Standerfer
DuPre, Standerfer, Shankland, Stacy
Kendall, Potter
4-2 vote
Councilmember Standerfer stated he would second the motion with reservations in
changing the pay increase for the executive staff.
Councilmember Shankland stated a 3% increase instead of a 5% increase is not taking
away from the executive staff but still giving an increase. Shankland commented, "If we
are loosing people, we need to know because we have great people. I don't want to loose
any of them. We need to demonstrate what we want the city to do, and that is leadership -
- we need to lead."
Mayor Stacy stated it had taken the City years to be competitive and it will be hard to
stay competitive if there are not little increases.
Councilmember Rormie Kendall stated, "We have gone through the process on how this
year is an exception and the City Manager agrees with that."
Agenda Item #8-B, Ordinance No. 790, 1st Reading, Tax Levy Ordinance
Director of Finance Sharen Elam presented Ordinance No. 790, 1st Reading, Tax Levy
Ordinance, noting that the FY 2000-01, budget as submitted to the City Council proposes
a tax rate of $.422 per $100 of a property's taxable value. Part of the tax rate, $.13242 per
$100 pays for the retirement of debt that is due during the 2000-01 budget year. The
remainder of the tax rate, $.28958 per $100, is used to support General Fund operations
of the City. State law requires the City to adopt the tax rate in these two components.
Regular City Council Meeting Minutes of September 5, 2000 Page 19 of 21
Motion was made to approve Ordinance No. 790, 1st Reading, as presented.
Motion:
Second:
myesi
Nays:
Approved:
DuPre
Shankland
DuPre, Shankland, Standerfer, Potter, Kendall, Stacy
None
6-0 vote
Agenda Item gl0-D, Authorize the Mayor to execute a Commercial Developer
Agreement for the CISD Aquatics Center.
Interim Director of Public Works Charlie Thomas led the discussion regarding the
commercial developer agreement for the CISD Aquatics Center stating that the
construction of the Aquatics Center includes the installation of public water and sanitary
sewer lines. The developer's agreement covers the installation of public infrastructure.
Because the Aquatics Center is a joint use facility, CISD is requesting that the a waiver or
credit be given for the following fees:
· Administrative Processing Fee
· Inspection Fee
· Park Fee
· Water Impact Fee
Wastewater Impact Fee
· Roadway Impact Fee
It was determined that the total value of these fees was approximately $100,000 as noted
in the memorandum dated September 1, 2000 from Charlie Thomas, Interim Director of
Public Works.
Brent Cline, Total Program Management. Mr. Cline stated he was present to answer
questions from the City Council. He stated he would have to take up impact fees with the
school board. He said that in the CISD Bond Election estimates, the impact fees were not
included.
Mayor Stacy said Council had already discussed agenda Item #1 I-C, regarding impact
fees as they relate to school-related development and the Council instructed staff to
cominue enforcing the City ordinances and policies that exist because Council has no
authority to waive it. The net is $34,270.
Motion was made to authorize the Mayor to execute the Commercial Developer
Agreement for the CISD Aquatics Center as set forth in the staff memorandum dated
§eptember 1, 2000, including the impact fees in the mount of $34,270 and giving credit
where credit was due.
Motion: Standerfer
Second: Kendall
Ayes: Standerfer, Kendall, DuPre, Shankland, Potter, Stacy
Nays: None
Regular City Council Meeting Minutes of September 5, 2000 Page 20 of 21
Approved: 6-0 vote
Agenda Items #11-A, #11-B, and #Il-C: Discussion Items
Thc discussion items were discussed during thc work session tonight. No action was
taken regarding thc discussion items.
Agenda Item #12, Adjournment.
Mayor Rick Stacy adjourned thc Regular City Council meeting of September 5, 2000 at
9:30 p.m.
L:\City Secretary\L Drive Minutes\CC-MIN-9-5-00..doc
Regular City Council Meeting Minutes of September 5, 2000 Page 21 of 21
September 5, 2000
Dear Mr. Mayor and Councilmembers:
As you know, the officials of the City of Southlake have endeavored to build a reputation
for the city, one of providing an exceptional quality of life for all of its citizens. We now
have a chance to enhance that reputation with the addition of a city library to provide
educational and cultural opportunities that are important facets of that quality of life. The
path to this decision has been a long one. Many people have been involved over several
years, deliberating options, opportunities and costs, prior to bringing forward this plan to
provide a City of Southlake library for our citizens. We very much appreciate the work of
the City Manager's Office, staff, the City Council and others.
The City Council appointed a sixteen member ad hoc Library Committee in the summer
of 1996 to answer one question: Will Southlake be better served by a stand -alone library
or participation in a tri-city library with the cities of Grapevine and Colleyville? In 1997,
Public Management Associates administered a survey of the citizens. The joint -use
study showed 88.8% of the respondents supported the library at that time, more than for
any other single facility! In a report authored by Cynda Mast, co- chair, a stand -alone
library was recommended. Additional recommendations included: state of the art
technology, three full time professional staff, 56 hours of service weekly, 75,000 holdings
(at 5 items per capita times 15,000 population), location near other amenities and a
25,000 square foot building.
In late 1998, the current Library Board was appointed by City Council and first met
January 1999. The purpose of this board was to make that library a reality. A Needs
Assessment Survey and Start Up Plan were commissioned from F. Mason and
Associates. The Mason study found that 76% of respondent families would be `very
likely" and another 12.7% would be "somewhat likely to use a new Southlake library.
The combined figure would indicate that nearly 90% of families in Southlake will benefit
from a city library. Ms. Mason summarized her findings by stating that, "The potential
for launching a public library that will be successful and heavily used by Southlake
residents is very high." Ms. Mason did not provide specific numbers in regards to hours,
staffing or holdings. Instead she gave guidelines, such as 3 adult items per capita, 1
children's items per capita and an average of 30 square feet per user seat, that yield
numbers very similar to those proposed by the earlier committee. She also highly
recommend our membership in the North Texas Regional Library System (NTRLS.)
As you will recall, membership in NTRLS currently entails the following minimum
qualifications: support of $1.50 per capita, at least one item of material per capita or at
least 25% of expenditures made for materials, 7,500 item minimum, at least 30 hours per
week of availability to the public. We will have access to many services, grants, and other
advantages via this membership. A portion of the $1,139,000 TIF funding allocated last
year will cover the initial collection of approximately 30,000 and you, the City Council,
asked that we adjust the budget to meet the 30 hours per week minimum that will allow
us to qualify.
Library Director, Terry McLaughlin and Community Services Director, Kevin Hugman
have followed the Library Board's directives in developing this library budget for the
budget year 2000 to 2001. It was our first priority that the library be open forty hours per
week and our secondary objective was to be open prior to the end of the Carroll ISD
school year. In order to hold the proposed budget to the $339,400 previously discussed,
we have asked the Friends of the Southlake Library to assist us with many unfunded
items, such as a public photocopier, step stools, video cases and a vacuum for the shelves.
We are also hoping that they will be able to augment the insufficient materials budget.
Another major consideration in this budget was the implications for the following fiscal
year. The projected budget for next year of 421,500 to 621,500 represents 60% to 87%
of the budget required and, while still an increase in tight times, nonetheless indicates our
willingness to make the same sacrifices required of other city departments.
Ultimately, the Southlake Public Library will be expected to afford service comparable to
that currently being provided by the City of Grapevine, which will require a budget of
$700,000 to $750,000. This level of funding will allow us to be open for patrons sixty
hours per week and permit us to buy 5000 new items each year. The Library Board
perceives that we must strive to meet these goals at soon as possible to insure the viability
of Southlake Public Library. We would encourage the City Council to consider all
possible means of funding and even looking into a guaranteed funding source that will
insure continued library service in the future.
The issue of parity between our proposed library service and that currently provided by
the Grapevine Public Library is an important one. Grapevine is presently undertaking a
remodeling project that will triple the size of their library and will ultimately allow them
to enlarge their collection accordingly. We may never be able to offer our citizens the
same level of service that Grapevine will supply in the new facility and there is no
guarantee that Grapevine will continue to accommodate our citizens at the current price.
This is one of the main reasons that, if we want a library, we must make the decision
NOW!
The other main reason that we must move ahead with this project is one of momentum.
The community wants this library! Board members are frequently asked about the
progress when they are out in the community. The Friends of Southlake Library is
preparing a book sale and a membership drive. The Library Foundation is anxious to find
us corporate sponsors for long -term projects, such as a new building that will meet the
current American Library Association guideline of one square foot per capita. The
Friends group was mothballed in 1992. If we disappoint the community and our
advocates this time, it will be a long time before we can raise this level of commitment
and enthusiasm again. I took an informal poll in the car pool line at Johnson Elementary
School last week. When I asked parents if they were willing to pay an additional $30. per
$100,000 assessed value to fund the operation of the new library in City Hall, 70%
responded, "Yes." And now it is time for you to say, "Yes," to this opportunity for our
city.
We recognize that this is an exceptionally difficult budget year in which to bring this
project forward. By the same token, the amount that we are asking for would only cover
a fraction of the city's other unmet needs. At issue is the reputation of the City of
Southlake. We will not be able to maintain a reputation for excellence if we do not value
culture and education enough to provide our citizens with a library in which to encourage
and develop those interests and disciplines. There will likely not be a better time than
right now for you, the City Council of the City of Southlake, to say, "Yes," to your
citizens, "Yes," to quality of life, "Yes," to excellence, "Yes" to a library.
Sincerely,
-
Maria P. Cameron
Chair, Library Board
•
•
•
•
•
___ �.: _...
Props se ibr .ry Operations
Pl an
4 fit FY 2000 -2001
,,,
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SOUTHLAKE P U B L I C L9 B R A R.Y ,
HICELL AND ASSOCIATES ARCHITECTS •
1
81k-aq
Libre Standards
• North Texas Regional Library System
(NTRLS) Criteria for Membership:
— be legally established by City
— provide service on free and equitable basis to
public in its tax area
— maintain local effort annually by maintaining or
increasing operating expenditures
— have non - discrimination statement on file with
State Library
Standard i(►ititO a
• Membership Criteria (cont.):
— file an Annual Report w/ State Library
— at least 50% of annual local operating
expenditures must be from local tax source
— have a listed telephone number
• •
2
rh. -;3
•
NTRLStandars {cost.
• Service standards (pop. 10,000- 25,000):
— spend at least $1.50 per capita support
— have 1 item per capita in library
— be open at least 30 hours per week
— have one head librarian working at least 30
hours per week
• NTRLS criteria crucial for state grants
•
ur tior n Fundi L ,
• Continue IA with Grapevine until service
levels in Southlake are more comparable.
• Meet NTRLS standards
• Personnel and operational costs assumed for
full year.
3
74 -3I
•
FAY 2000 -01 Budget Requirements
• Budget $339,401
• GV Library Service (80,000)
• Library Administrator (59,401)
• General Operations (18,100)
• Capital Outlay
— Materials (NTRLS) (7,000)
— Capital Items (17,400)
• Remaining Balance $157,500
•
„e .a , d:.ne n .t,m.
• Available budget $157,500
• Staffing for Full Year:
— (1) Youth Svcs Librarian (FT) (41,500)
— (1) Circulation Clerk (FT) (27,000)
— (1) Adult Svcs Clerk (FT) (27,000)
— (1) Tech Svcs Clerk (FT) (27,000)
— (3) Clerks (PT) (34,962)
• technical services, adult/youth services, circulation
• Total New Personnel $157,462
.
• . • •
4
�`'� ' 3 2-
•
Total P ersonnel
• Personnel: 6.5 FTE
— (1) MLS Library Administrator
— (1) MLS Youth Svcs Librarian
— (3) FT Clerks
— (3) PT Clerks
• Service Areas:
— youth services, adult services, circulation,
reference desk, technical services
) Loa Profectlon
• Available staff hours per week: 260
• Materials Processing
— new materials (10)
— donated materials (10)
— periodicals (20)
— newspapers (12)
— circulation (check -in, sort, shelve) (42)
• (500 items out / 100 items in/day)
5
g; -33
•
Work Load Projections (cont
260
• Total Available staff hrs /wk
• Materials Processing (94)
• Library Open (130)
— 20 hours of operation / all personnel on floor
• Other duties (36)
• program development • staff / volunteer trng
• school children visits • order shelves
• visits to other groups • records, stats, grants
• material repair /service • publicity, displays
i
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Ser vice Level
• Provides 20 hours "doors open" per week
— (all employees on floor assisting patrons)
• 40 hours per week of telephone assistance
• Provides (2) MLS Librarians
— some youth programming
— minimal coverage in technical services, circulation
— minimal adult services programming
— requires cross training of staff
•
3 it doesn't Do
• Will not meet minimum NTRLS service
standards for hours of operation
• Will not provide two staff members at each
key location (Youth Svcs, Adult Svcs,
Technical Svcs, Circulation)
• Will not provide service level to residents
comparable to existing service w/
Grapevine
9
c,l- -37
What it Doesn't Do
• Will not provide funds for collection
development and growth
• Will not provide flexibility in personnel
scheduling for sick leave, vacations,
training, etc.
•
3
i S e o �� V
� ,<
• Essential to enhance service levels
• Assistance in:
• shelving • displays
• telephone assistance • check -out
• other duties
• Cannot replace essential, expected duties
• training, scheduling, management, experience,
continuity
10
le -33`
Comparison of Local Libraries
City FT PT Total Square Hours
(FTE) (FTE) Footage
Bedford 15 6.5 21.5 17,000 55
Euless 17 6.5 23.5 30,000 59
Grapevine 10 12 22.0 15,000 64
Haltom City 10 4.0 14.0 17,500 64
Hurst 15 7.0 22.0 40,000 54
Keller 8 4.5 12.5 9,000 63
NRH 17 5.0 22.0 31,000 65
Watauga 8 3.0 11.0 15,000 51
Avg. 12.5 6.0 18.5 21,750 59
SOUTHLAKE 10 3.5 13.5 17,000 60
• • • • • • •
•
•
� ?x poed Personnel Schedu e ,
.�.
• Provide one Professional Librarian supervising the
Library at all times (rotating schedule).
• Provide two staff members at each key location
during the week on rotating schedules.
• Provide one staff member at each key location on
Saturday (youth svcs, adult svcs) and two staff
members at Circulation Desk.
• Provides for flexibility to cover sick leave,
vacation, and training.
r .
... •
11
r4 rV
•
Personnel Expenses
• Library Administrator -- Full Time
• Technical Services Librarian (1) -- FT
• Professional Librarians (2) -- FT
• Non - Professional (6) -- FT
• Non - Professional (5) -- PT
• Non - Professional (2) PT Pages
• Total Personnel $430,687
•
•
g Opera ion .l Expenses
• Professional services $40,000*
• Office Supplies $11,000
(Library cards, 6000 @ $1 each)
• Postage / Printing $3,500
• Travel / Tuition $5,015
(conferences, local training)
• Miscellaneous $11,600
(building maintenance, meeting supplies, uniforms, publications, etc.)
• Total Operations $71,115
12
rq -D
:Capital E�.penses
• Security System $12,000
• Outdoor Book return $2,400
• Interior Book Drop Carts $1,000
• (10) Book Trucks $2,000
• Resource Materials $188,000
(Approximately 5,000 materials)
• Total Capital $205,400
•
•
xi s
P ro j ected u l Bud et
• Personnel $451,000
(assumes 5% increase)
• Operations $60,000
(assumes no IA with Grapevine)
• Capital $200,000
(assumes $180,000+ for materials)
• Total Annual $711,000
13
3"4- -4/
Library Operations Plan
(40 hours per week)
FY 2001 and FY 2002
Proposed Budget -- FY 2001
• Personnel $216,901
— Existing personnel
— New personnel (8.5 months -- $157,500)
• Operations $98,100
— IA w/ Grapevine ($80,000)
— General Operations ($18,100)
• Capital $24,400
— Materials, capital items
• Total Annual $339,401
1
811 - --`z.
Personnel Needed
(40 hours library service per week)
• New Staffing for Full Year:
— (1) Tech Svcs /Circ Librarian (FT) (49,000)
— (1) Youth Svcs Librarian (FT) (41,500)
— (1) Circulation Clerk (FT) (27,000)
— (1) Adult Svcs Clerk (FT) (27,000)
— (1) Tech Svcs Clerk (FT) (27,000)
— (4) Clerks (PT) (46,600)
• technical services, adult/youth services, circulation
• Total New Personnel $218,100*
* full year costs
FY 2001 Plan
• Based on current budget: $157,500
• Personnel hire date: January 1, 2001*
— proportional amount of full year funding
— * some staff February 1, 2001
• Opening date: May 1, 2001
— materials purchase, processing, staff training, etc.
2
�!�-13
Total Personnel
• Personnel: 8.0 FTE / 10 personnel
— (1) MLS Library Administrator
— (1) MLS Tech Svcs /Circulation Librarian
— (1) MLS Youth Svcs Librarian
— (3) FT Clerks
— (4) PT Clerks
• Service Areas:
— youth services, adult services, circulation,
reference desk, technical services
Work Load Projections
• Total Available staff hrs /wk 320
• Materials Processing (94)
• Library Open (300)
— 40 hours of operation / (7 -8) personnel on floor
• Other duties (36)
• program development • staff / volunteer trng
• school children visits • order shelves
• visits to other groups • records, stats, grants
• material repair /service • publicity, displays
3
Comparison of Local Libraries
City FT PT Total Square Hours
(FTE) (FTE) Footage
Bedford 15 6.5 21.5 17,000 55
Euless 17 6.5 23.5 30,000 59
Grapevine 10 12 22.0 15,000 64
Haltom City 10 4.0 14.0 17,500 64
Hurst 15 7.0 22.0 40,000 54
Keller 8 4.5 12.5 9,000 63
NRH 17 5.0 22.0 31,000 65
Watauga 8 3.0 11.0 15,000 51
Avg. 12.5 6.0 18.5 21,750 59
SOUTHLAKE 6 2.0 8.0 17,000 40
Service Level
• Provides 40 hours "doors open" per week
• Basic library service schedule
• Provides (3) MLS Librarians
— youth programming -- summer reading, etc.
— coverage in technical services, circulation
— minimal adult services programming
— requires cross training of staff
4
0- - df.
What it Doesn't Do
• Will not provide service level to residents
comparable to existing service w/ GV
• Will not provide funds for collection
development and growth
• Will not provide flexibility in personnel
scheduling for sick leave, vacations,
training, etc.
• Will not fund a full year.
Projected Budget -- FY 2002
• Personnel Costs: $291,500
— (1) Library Administrator
— (2) FT Professional Librarians
— (3) FT Clerks
— (4) PT Clerks
• Capital Costs: $200,000
— Resource Materials $188,000
(Approximately 5,000 materials)
— Other Capital Items $12,000
5
Projected Budget -- FY 2002
• Operations Costs:
— Professional services (IA w/ Grapevine) $80,000
— General Operations $25,000
• Office Supplies (Library cards @ $1 each)
• Postage / Printing
• Travel / Tuition (conferences, local training)
• Miscellaneous (building maintenance, meeting supplies, uniforms,
publications, etc.)
— Book Services $25,000
• leasing, updating, continuation of services
• Total Operations $130,000
Projected Budget -- FY 2002
(40 hours library service per week)
• Personnel $291,500
(assumes 5% increase)
• Operations $130,000
(assumes continuing IA with Grapevine)
• Capital $200,000
(assumes $180,000+ for materials)
• Total Annual $621,500*
* $421,500 without Capital
6
x-11
City of Southlake, 'Texas
MEMORANDUM
September 1, 2000
TO: Billy Campbell, City Manager
FROM: John Eaglen, Assistant to the City Manager (ext. 806)
SUBJECT: City Council Work Sessions
Action Requested: City Council discussion of potential Work Sessions to be held throughout the
fall of 2000 and into the beginning of 2001.
Background
Information: There are a number of conceptual issues that staff would like to bring
forward to the City Council to discuss in further detail and obtain City
Council direction. The alternative to placing these issues as discussion items
at the end of lengthy regular meeting agendas is to hold individual City
Council Work Sessions apart from the regular meetings.
City staff wishes to focus on individual items, and where appropriate, group
topics together for discussion. The goal is to hold an additional Work
Session once a month, lasting approximately two (2) hours. City staff has
compiled a listing of potential Work Sessions to be held throughout the fall of
2000 and into 2001.
At this time City staff would like to review the list of topics, and make
adjustments as desired by the City Council regarding these items. To clarify
what these Work Sessions would entail, a copy of two (2) session outlines
(Economic Development Goal Session and the Sabre Corporate Campus
Work Session) prepared by the Department of Economic Development are
included for review.
Financial
Considerations: Not Applicable.
Citizen Input/
Board Review: This item was an informational topic in the August 18, 2000 City Manager
Notes, which mentioned that staff would be bringing this item forward for the
City Council to review in the weeks ahead.
Legal Review: Not Applicable.
Alternatives: Input towards the discussion as desired.
�1 ea
Billy Campbell, City Manager
September 1, 2000
Page 2
Supporting
Documents: Supporting documents include the following items:
• Copy of the listing of potential City Council Work Sessions.
• Copy of the proposed outline for the Economic Development Goal
Session, including an outline of the proposed Southlake Economic
Development Advisory Committee (SEDAC) for review.
• Copy of the proposed outline for the Sabre Corporate Campus Work
Session.
Staff
Recommendation: Place as an item on the September 5, 2000 City Council agenda to discuss the
potential City Council Work Sessions to be held throughout the fall of 2000
and into the beginning of 2001.
JE
1 pzi
Potential City Council Work Sessions
Updated as of September 1, 2000
• Community Services
1. Trail System Master Plan Update
2. Bicentennial Park Development Plan Update
3. Parks, Recreation, and Open Space Master Plan Update
• Economic Development
1. Economic Development Goal Session
2. Sabre: Project Status Update
• Green Building Certification Program
• Briefing on Phase II
3. Tax Abatement Policy
• Finance
1. Multi -Year Financial Plan
• Planning
1. Uniform Development Ordinance (UDO)
• Public Safety
1. Department of Public Safety West Facility
• Operations
• Staffing
• Opening Date
2. Department of Public Safety East Facility
• Operations
• Staffing
• Opening Date
• Public Works
1. Capital Improvements Program Budget Work Session
2. Stormwater Utility District
M: CMOI Special Projects) CCworksessions. do
Southlake City Council
Economic Development Goal Session
1. PURPOSE OF THE MEETING (BC / RS)
A. Establish desires of council
B. Formulate strategies for implementation
2. OVERVIEW OF EXISTING PROGRAMS / PROJECTS (GL)
A. Resource Development & Maintenance
i. Site Availability Guide
ii. Community Profile
iii. Fast -Facts
iv. New Business Guide
v. Project Profiles
vi. Database Maintenance
a. Contacts
b. Southlake Businesses
vii. Traffic Counts (Prepared by Planning)
viii. Financial Analysis
a. Tax Revenue Analysis
b. Fiscal Year Projections Spreadsheet
B. Advertising / Exposure
i. Development Community
a. Commercial Developers Roundtable
b. Broker Breakfasts
ii. Print Media
a. Business Journals (DBJ, FW -BP)
b. National Publications (Site Selection)
iii. Trade Shows
a. NTCAR
b. ICSC (Proposed)
c. Chamber Business Expo
C. Lead Generation
i. Networking
ii. Agencies
a. Greater Dallas Chamber
b. Texas Dept. of Economic Development
iii. Broker Contacts
iv. Media
a. Dallas Business Journal
b. FW Business Press
c. Wall Street Journal
v. Trade Publications
D. Business Retention & Support
i. Shopping & Restaurant Guide
ii. Chamber Activities
E. Use of Technology
i. Broker -Net
City Council - Economic Development Goal Sessio utline of Topics Draft #3: August 31, 2000 Page 1 of 3
ii. Lease -Net (Undeveloped)
iii. Web Site Information
F. Current Initiatives
i. Local Option Election (LOE 2001)
ii. Mention Master Projects / Ideas List
G. Community Support
i. Chamber of Commerce
a. Monthly Report
3. COMPETITION IDENTIFICATION & ANALYSIS
A. Westlake / Perot
B. Las Colinas
C. Other Cities / Areas: Lewisville, Coppell, Plano, Richardson,
4. GOAL SETTING EXERCISE (GL / BC)
A. Policy Questions
i. Level of commitment to expansion of a diversified tax base through
encouragement of non - residential developments?
ii. What type of general development is desired along SH 114?
iii. What types of specific uses are desired along SH 114?
a. Land Use Plan Confirmation?
b. Any particular business names?
iv. What are general desires with regard to tax abatements? (Needs dedicated mtg)
a. Types of qualifying uses?
b. Extent of abatements?
c. Factors to be considered?
v. Future use of Hotel / Motel Tax?
B. Program Development
i. Advertising
a. Any desired modification from existing programs?
b. Targeted Prospects / Businesses?
C. Task Force Response Team
i. Members
ii. Responsibilities
D. Desired Initiatives
i. Local Option Election?
ii. Capital Improvements Acceleration to stimulate development?
a. Sewer to Town Square through Terrabrook
E. Staffing for Economic Development
i. Efficiency / Productivity Enhancements
a. Need for secretarial help (time allocation analysis)
5. ACTION PLAN / OBJECTIVES
A. Developed at meeting
B.
6. ATTENDEES
A. Mayor
B. Councilmembers
C. Staff: Billy, Shana, Greg, Stefanie, Bruce( ?),
D. Kate Barlow (requested by Councilmember Kendall)
City Council - Economic Development Goal Session u of cs Draft #3: August 31, 2000 Page 2 of 3
7. HANDOUTS
A. Summary of Available Resources
B. Color examples of previous advertisements
C. Master Projects / Ideas List
D. Project Profiles
E. PHH Fantus Report
F. Prior business surveys 1995, 1997?
N: \Econdev \Mtg \Misc \CC ED Goals \CC ED Goal Setting Outline- 02.doc
City Council - Economic Development Goal Session 1 tfT is Draft 43: August 31, 2000 Page 3 of 3
City of Southlake
Economic Development Groups
Southlake Economic Development Advisory Committee (SEDAC)
Purposes:
• Act as a sounding board for economic development programs and activities
• Support economic development initiatives at the Council / P &Z and Chamber level
• Provide leads to economic development staff for pursuit.
• Monitor and observe professional / business publications for topical areas of interest to ED staff
• Attend and support economic development activities (e.g. Commercial developer roundtables,
major ground breakings, etc.)
• Participate actively in Chamber of Commerce business advocacy events (e.g. Business Expo)
Members: (6 -10)
• Mayor and / or Councilmember(s)
• Chamber President / Director / Board Member(s)
• P &Z Commissioner(s)
• Banker
• Residential Developer ( ?)
• Commercial Developer(s)
• Director of Economic Development
• Economic Development Specialist
Southlake Executive Team (SET)
Purposes:
• Meet with brokers / site location consultants when requested
• Provide timely feedback regarding overall City / Council's receptivity to project proposals
• Site visits of prospects if appropriate
Members: (4)
• Mayor
• Councilmember
• City Manager
• Director of Economic Development
(16
Economic Development Groups - Summary August 31, 2000 Page 1 of 2
Full Member Response Team
Purposes:
• Assist in assembling response books
• Assemble as a group to meet with users to answer all questions they may have
Members: (12 -15)
• Mayor
• Councilmember(s)
• City Manager
• Director of Economic Development
• Economic Development Specialist
• Director of Public Works
• Finance Director
• Planning Director
• TXU Electric Representative
• TXU Gas Representative
• Brazos Electric Representative
• SWBeII Representative
• AT &T Representative
• Developer's Team
• Broker?
N: \Econdev \SOP \Economic Groups- 04.doc
1 18.6
Economic Development Groups - Summary August 31, 2000 Page 2 of 2
Sabre Corporate Campus
Work Session - Draft Outline
(Prefer Nov. -Dec. Timeframe)
1. INTRODUCTION
A. Sabre Staff introductions
B. Sabre Business Overview
2. PHASE I UPDATE
A. Status of Building Construction
B. Anticipated Move -in
3. GREEN BUILDING CERTIFICATION PROGRAM
A. Background of National Program
B. Goals of Sabre Campus
i. Tradeoffs / Qualifying Components
4. PHASE II PRELIMINARY PLANS
A. Secure Campus Plans
i. Perimeter Fencing / Security
ii. Gated Entry
B. Phase II Development Plans
i. Office Components
ii. Parking Structures
•
N: \Econdev \Mtg \Misc \Sabre Work Session outline- 01.doc
Sabre Work Session Draft August 31, 2000 Page 1 of 1
City of Southlake, Texas
MEMORANDUM
September 1, 2000
TO: Billy Campbell, City Manager
FROM: John Eaglen, Assistant to the City Manager (ext. 806)
SUBJECT: Charter Review Committee
Action Requested: City Council discussion on the appointment of a Charter Review Committee
for the purpose of reviewing, identifying, and recommending Charter
amendments to be placed on the final election ballot for a Charter
Amendment Election to potentially be held on January 20, 2001.
Background .
Information: The City of Southlake Charter was approved on . uary1 2, 1987. Since the
adoption of the Charter, the City has held thr'- Charter Amendment
Elections. Charter Amendment Elections were held on January 19, 1991,
January 21, 1995, and on May 2, 1998. State Law allows municipalities to
amend the Charter every two (2) years.
Since the last Charter Amendment Election in May 1998, there are a number
of factors that are driving the need for another Charter Amendment Election
at this time. An example of these type of items include updating the Charter
to reflect the changes in the Municipal Court of Record requirements:
• Legislative Updates to the Requirements for the Municipal Court of
Record — During the 76 Texas legislative session, House Bill #731 was
passed amending Chapter 30 of the Local Government Code to
standardize and make applicable a uniform set of policies and procedures
for all municipal courts of record. The City Council approved Ordinance
No. 783, incorporating these changes by amending Article II of Chapter 8
of the Code of Ordinances at the August 15, 2000 meeting. The changes
to the Charter involve the manner in which the Municipal Judge is
selected, providing for the appointment of the Municipal Court Judge by
the City Council after the completion of his elected term in May 2001.
In addition to the "housekeeping" issues, the Mayor has requested that this
item be brought forward at this time to review the Charter and identify
additional potential amendments.
The function of a Charter Review Committee would be to review, identify,
and recommend potential amendments to the Charter to be placed on the final
election ballot. There have been Charter Review Committees in the past that
have reviewed the document and recommended that no amendments be
proposed to the Charter at that particular time.
Billy'Campbell, City Manager
September 1, 2000
Page 2
Financial
Considerations: The estimated cost to hold the election in January is $10,000. Additional
financial considerations include minimal attorney fees to review the verbiage
of the propositions, and for the development of changes needed to comply
with State Law.
Citizen Input/
Board Review: City staff met with the Mayor to discuss potential project timelines on August
11, 2000. After this meeting the January 20, 2001 election date became the
preferred alternative for holding the election.
Legal Review: Not applicable at this time. The purpose of this discussion is to determine
the City Council's preferred method for appointing a Charter Review
Committee.
Alternatives: Alternatives include the following:
• The City Council may choose to appoint themselves as the Charter
Review Committee.
• The City Council may choose to appoint a citizens committee to serve as
the Charter Review Committee.
Supporting
Documents: Supporting documents include the following items:
• Copy of the history of Charter Amendment Elections held in January
1991, January 1995, and May 1998.
• Copy of the initial project timeline for the Charter Amendment Election
to be held on January 20, 2001.
Staff
Recommendation: Place as an item on the September 5, 2000 City Council agenda to discuss the
need for and possible structure of a Charter Review Committee to review the
current document and recommend amendments for a Charter Amendment
Election to potentially be held on January 20, 2001.
JE
iiA.2„,
Charter Amendment Election Process — 2001
Charter Revisions — Propositions History
1991
PROPOSITION No. 1 — Amending Sections 1.05, "Form of Government ", 2.01 "Governing
Body ", 2.02 "Elective Officers ", 2.03 "Limitation on Successive Terms ", 2.06 "Presiding
Officer ", and 2.12 "Quorum ", to provide for the election of a Mayor and six (6)
Councilmembers, who shall serve for three (3) terms; providing that the Mayor shall have a vote
on all matters coming before the Council; and, providing that four (4) Councilmembers including
the Mayor shall constitute a quorum.
For: 408 votes (55 %)
Against: 335 votes
PROPOSITION No. 2 — Amending Sections 3.06 and 5.02 by providing for the appointment or
election of Judge of the Municipal Court if approved by the qualified voters of the city.
For: 490 votes (66 %)
Against: 257 votes
PROPOSITION No. 3 — Amending Section 3.13 "Procedures for Enacting Ordinances,
Pub icca on" b providing that all ordinances exclusive of emergency ordinances shall be read
in opnAlee of the Council on two (2) separate Council meetings which shall be regular
meetings.
For: 587 votes (79 %)
Against: 160 votes
PROPOSITION No. 4 — Amending Section 4.15 "Acting City Manager," by providing that upon
resignation or termination of the City Manager, the Acting City Manager shall perform the duties
of the City Manager until such time as a new City Manager or a new Acting City Manager is
appointed by the City Council.
For: 586 votes (79 %)
Against: 157 votes
PROPOSITION No. 5 — Amending Section 7.01 "City Elections" by providing for the regular
election of City Councilmembers and Mayor to be held on the first Saturday in May in
accordance with State Law.
For: 623 votes (84 %)
Against: 117 votes
1R .3
M: I CMOI Charter Review) CharterRevisonHistory(b).doc
• Charter Amendment Election Process — 2001
1991 (Continued)
PROPOSITION No. 6 — Amending Section 7.11 "Holding Other Office" by providing for that if
the Mayor or any member of the Council shall become a candidate for election to any public
office except for re- election to his current place, he shall forfeit his place on the Council unless
his current term of office will expire in the upcoming election.
For: 616 votes (82 %)
Against: 133 votes
PROPOSITION No. 7 — Amending Section 8.03 "Taxes -When Due and Payable" by providing
that the City Council shall designate a Tax Collector.
For: 390 votes (52 %)
Against: 365 votes
PROPOSITION No. 8 — Amending Section 9.05 "Public Notice and Hearing" by deleting the
requirement that the Council must hold three (3) public hearings at three (3) consecutive regular
Council meetings in order to adopt the budget and requiring that the adoption of the budget must
be done by Ordinance and only after two (2) public hearings at two (2) separate Council
meetings which shall be regular meetings.
For: 435 votes (57 %)
Against: 324 votes
PROPOSITION No. 9 — Amending Section 9.34 "Borrowing in Anticipation of Property Tax"
by requiring that notes may be issued for periods not exceeding one (1) year and deleting the
requirement that notes must be retired by the end of the budget year in which issued.
For: 354 votes
Against: 397 votes (53 %)
PROPOSITION No. 10 — Amending Section 11.03 "The Planning and Zoning Commission" by
requiring that Planning and Zoning Commission members must forfeit their office if they fail to
attend two (2) consecutive regular meetings of the Commission without being excused by the
Council.
For: 621 votes (81 %)
Against: 143 votes
PROPOSITION No. 11 — Selecting the Judges of the Municipal Court of record by appointment
by the City Council rather than by elections.
For: 217 votes
Against: 545 votes (72 %)
I I
M: I CMOI Charter Review) CharterRevisonHistory(b). doc
Charter Amendment Election Process — 2001
1995
PROPOSITION No. 1 — Shall the Charter of the City of Southlake be amended to provide for an
at -large election of city council members by place numbers; assigning two place numbers to each
of three geographical districts; requiring that council members reside in a district to be eligible to
become a candidate for a place number assigned to that district; specifying the required length of
residency in a district; providing the boundaries of the districts; continuing the Mayor's city-
wide residency requirement; continuing three -year terms; continuing staggered terms; and
providing for transition; amending Section 2.02, 2.04, and 2.10.
For: 294 votes
Against: 397 votes (57 %)
PROPOSITION No. 2 — Shall the Charter of the City of Southlake be amended to provide for the
selection of a Deputy Mayor Pro Tem; amending Section 2.07.
For: 497 votes (73 %)
Against: 182 votes
PROPOSITION No. 3 — Shall the Charter of the City of Southlake be amended to authorize the
City Council to set the time for regular City Council meetings by resolution or minute order;
amending Section 2.09 and 3.11.
For: 334 votes
Against: 350 votes (51%)
PROPOSITION No. 4 — Shall the Charter of the City of Southlake be amended to enable the City
Council to vote at its meetings by electronic device rather than by roll call; amending Section
2.11.
For: 268 votes
Against: 422 votes (61%)
PROPOSITION No. 5 — Shall the Charter of the City of Southlake be amended to require the
City Council to adopt a Code of Ethics and Conduct applicable to elected officers, appointed
boards, commission, and committee members, and employees of the City; adding Sectin 2.121.
For: 643 (93 %)
Against: 45
M :•I CMOI Charter Review) CharterRevisonHistory(b).doc
Charter Amendment Election Process — 2001
1995 (Continued)
PROPOSITION No. 6 — Shall the Charter of the City of Southlake be amended to increase the
elective term of the municipal court judge from two years to three years to correspond to City
Council terms and to require the municipal court judge to be a resident of the city; amending
Sections 2.02 and 5.02.
For: 505 votes (74 %)
Against: 177 votes
PROPOSITION No. 7 — Shall the Charter of the City of Southlake be amended to provide that
ordinances be passed at two meetings; the second of which must be a regular meeting; and to no
longer require the actual reading of ordinances or ordinance captions during council meetings;
amending Section 3.13.
For: 318 votes
Against: 365 votes (53 %)
PROPOSITION No. 8 — Shall the Charter of the City of Southlake be amended to provide for the
content and procedures for adoption and updating of the City's Master Plan; amending Section
11.06.
For: 414 votes (60 %)
Against: 271 votes
1998
PROPOSITION No. 1 — Shall the language of the Charter of the City of Southlake be modified
to conform with change in the City Council made in December 1991, as authorized by Section
4.01 of the City Charter, in combining the City's fire protection and police services into a
Department of Public Safety; by amending Sections 1.16 and 1.17.
For: 2,197 votes (91 %)
Against: 211 votes
PROPOSITION No. 2 — Shall the Charter of the City of Southlake be amended to authorize City
Council to cancel or move the date of a regular City Council meeting by posting a 72 — hour
notice in accordance with state law and to authorize the City Council to vote by an electronic
device which visually indicates the votes to those in attendance at a City Council meeting; by
amending Sections 2.09 and 2.11.
For: 1,591 votes (66 %)
Against: 828 votes
M :ICMOI Charter Review) CharterRevisonHistory(b).doc
Charter Amendment Election Process — 2001
1998 (Continued)
PROPOSITION No. 3 — Shall the Charter of the City of Southlake be amended to provide that a
vacancy on a board or commission will be filled for the unexpired term; that members of city
boards and commissions serve without compensation; that a person who holds a salaried or
elected City office may not serve as a member of a City Board or commission; that each board
and commission shall keep minutes of its regular meetings which are public records; and that
members of City boards and commissions serve at the pleasure of the City Council and may only
be removed by a majority vote of the council, except when otherwise provided by state law;
amending Sections 3.02 and 11.03, and adding Section 4.02.
For: 2,203 votes (86 %)
Against: 367 votes
PROPOSITION No. 4 — Shall the Charter of the City of Southlake be amended so that the
purpose and duties of the planning and zoning commission shall be as designated by ordinance
and state law; providing that the City Council may delegate matters concerning City parks to
another board that has responsibilities relating to parks; and providing for planning and zoning
commission review of all components of the Master Plan every four years, amending Sections
11.03, 11.04, and 11.06 and repealing Section 11.05.
For: 1,958 votes (82 %)
Against: 420 votes
PROPOSITION No. 5 - Shall the Charter of the City of Southlake be amended to require that
ordinances be passed at two meetings, the second of which must be a regular meeting; and to
require reading of the ordinance caption only if requested by a member of the public or a City
Council member, amending Sections 3.11 and 3.13.
For: 1,830 votes (78 %)
Against: 522 votes
PROPOSITION No. 6 - Shall the Charter of the City of Southlake be amended to conform with
state and federal law with respect to elections and statutory references; and to correct language
regarding staggering of City Council terms; amending Sections 1.11, 2.02, 2.08, 2.09, 2.11, 3.07,
3.11, 7.10, and 7.32(b).
For: 2,166 votes (91 %)
Against: 206 votes
I
M.• CMOI Charter Review) CharterRevisonHistory(b).doc
Charter Amendment Election Process — 2001
1998 (Continued)
PROPOSITION No. 7 - Shall the Charter of the City of Southlake be amended to remove the
restriction on the number of successive terms the Mayor or a City Council member may serve;
repealing Section 2.03.
For: 617 votes
Against: 1,836 votes (75 %)
I
M.•I CMOI Charter Review) CharterRevisonHistory(b).doc
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City of Southlake, Texas
MEMORANDUM
September 1, 2000
TO: Billy Campbell, City Manager
FROM: John Eaglen, Assistant to the City Manager (ext. 806)
SUBJECT: Impact Fee Policy as it relates to school - related development
Action Requested: City Council discussion of a policy regarding impact fees as it relates to
school - related development.
Background
Information: Ordinance No. 657 -A regulates the City's assessment of impact fees, or fees
assessed to capture the cost of new development that increases the demand
for City services above the present capacity (examples include water service,
wastewater service, road capacity, etc.). The Ordinance's methodology was
reviewed and updated throughout 1999 to maintain fee efficiency, and the
updated Ordinance was approved by the City Council on February 15, 2000.
Historically, the City has hesitated on assessing impact fees for schools
development. This practice conflicts with Section 5 of Ordinance No. 657 -
A, which stipulates the following applicability of impact fees:
"This Ordinance shall be uniformly applicable to new development which
occurs within the corporate limits of the city and its extraterritorial
jurisdiction, and other areas served by the City's water and wastewater
facilities. No new development shall be exempt from the assessment of
impact fees as defined in this Ordinance."
This creates an inconsistent application of the ordinance.
While Section 15 of the Ordinance specifies the conditions in which the City
may grant offsets and credits against impact fees for system - related facilities,
the Ordinance does not provide the City with the ability to waive or exempt
impact fees for new development.
The purpose of this discussion is to develop a policy regarding the
implementation of impact fees that provides clear direction for all school
districts regarding the City's impact fee requirements. City staff believes that
it is important to have a policy that uniformly applies to all development
within the City, to include all four (4) school districts that have boundaries
within the City (Carroll, Keller, Northwest, Grapevine - Colleyville).
Alternative policy directions in regards to the assessment of impact fees for
school - related development include the following:
1 10-1
Billy Campbell, City Manager
September 1, 2000
Page 2
• Full enforcement of the Ordinance, assessing impact fees to all new
development within the City of Southlake, while continuing the practice
of evaluating requests for offsets and credits; and
• Revision of the Ordinance to provide a mechanism to partially or fully
waive and /or exempt the assessment of impact fees for school - related new
development; and
• Definition of the philosophy regarding special -use facilities where
additional capacity requirements are directly related to the impact of new
development.
Staff desires to obtain a policy direction approved by the City Council in
writing that provides enforcement ability in the interim should revisions to
Ordinance No. 657 -A be in order.
Financial
Considerations: Depending upon the City Council's preference on a policy direction, there
could be a financial impact from this policy.
Citizen Input/
Board Review: The City Manager met with Carroll I.S.D. representatives Dr. Ted Gillum,
Mr. John Craft, and Mr. Brent Kline, and communicated to them that he
would bring this item forward to the City Council for discussion. The City
Manager also clarified that the discussions regarding impact fees would
center only on school - related development.
Legal Review: Not Applicable at this time. Upon defining a policy direction, the City
Attorney would be involved in reviewing the legal aspects of the policy
implementation.
Alternatives: Input towards the discussion as desired.
Supporting
Documents: There are no supporting documents with this item.
Staff
Recommendation: To formulate a conclusion on one of the alternatives mentioned herein, and
then the City Manager will address in writing this policy to the four (4)
school districts that have boundaries within the City of Southlake.
E
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