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Item 4JCITY OF SOUTHLAKE To: From: Subject: Action Requested: Background Information: MEMORANDUM October 1, 2013 Shana Yelverton, City Manager Alicia Richardson, City Secretary Cancel or Reschedule the December 17, 2013 City Council meeting. Cancel or Reschedule City Council meeting There have been occasions when City Council has approved canceling meetings that fall on or in close proximity to the holidays. As we approach the end of the year, staff is bringing forward an item for Council consideration regarding the second regular scheduled meeting for the month of December. The remaining regular scheduled meetings for 2013 are as follows: Month Meeting Date Town Hall Closed October October 15 November November 5 November 19 November 28 & 29 December December 3 December 17 December 24 & 25 The Planning and Development Services department has indicated there are applications going through the Development Review Committee (DRC) to be considered by City Council. The 2013 submittal schedule (attached) published on the City's website includes both City Council meetings for the month of November. Staff is seeking direction regarding the December 17, 2013 City Council meeting. 2013 SUBMITTAL SCHEDULE Pre-Submittal/DRC Deadline Staff DRC Meeting Review Comments (See Note8) Formal Submittal Deadline Planning & Zoning Meeting City Council Meeting 12/10/12 12/19/12 12/20/12 12/31/12 01/17/13 02/05/13 12/31/12 01/09/13 01/10/13 01/22/13** 02/07/13 02/19/13 01/14/13 01/23/13 01/25/13 02/04/13 02/21/13 03/05/13 01/28/13 02/06/13 02/08/13 02/18/13 03/07/13 03/19/13 02/11/13 02/20/13 02/22/13 03/04/13 03/21/13 04/02/13 02/25/13 03/06/13 03/08/13 03/18/13 04/04/13 04/16/13 03/11/13 03/20/13 03/22/13 04/01/13 04/18/13 05/07/13 04/01/13 04/10/13 04/12/13 04/22/13 05/09/13 05/21/13 04/15/13 04/24/13 04/26/13 05/06/13 05/23/13 06/04/13 04/29/13 05/08/13 05/10/13 05/20/13 06/06/13 06/18/13 06/10/13 06/19/13 06/21/13 07/01/13 07/18/13 08/06/13 07/01/13 07/10/13 07/12/13 07/22/13 08/08/13 08/20/13 07/15/13 07/24/13 07/26/13 08/05/13 08/22/13 09/03/13 07/29/13 08/07/13 08/09/13 08/19/13 09/05/13 09/17/13 08/12/13 08/21/13 08/23/13 09/03/13 ** 09/19/13 10/01/13 08/26/13 09/04/13 09/06/13 09/16/13 10/03/13 10/15/13 09/09/13 09/18/13 09/20/13 09/30/13 10/17/13 11/05/13 09/30/13 10/09/13 10/11 /13 10/21 /13 11 /07/13 11 /19/13 10/14/13 12/02/13 10/23/13 EM 12/11/13 10/25/13 UEEFIEW 12/13/13 11 /04/13 12/23/13 11 /21 /13 01/09/14 12/03/13 01/07/14 01/21/14 12/16/13 12/26/2013 Thurs 12/27/13 01/06/14 01/23/14 02/04/14 12/30/13 01/08/14 01/10/14 01/21/14** 02/06/14 02/18/14 01/13/14 01/22/14 01/24/14 02/03/14 02/20/14 03/04/14 01/27/14 02/05/14 02/07/14 02/17/14 03/06/14 03/18/14 02/10/14 02/19/14 02/21/14 03/03/14 03/20/14 04/01/14 02/24/14 03/05/14 03/07/14 03/17/14 04/03/14 04/15/14 03/10/14 03/19/14 03/21/14 1 03/31/14 1 04/17/14 05/06/14 03/31/14 04/09/14 04/11/14 04/21/14 05/08/14 05/20/14 04/14/14 04/23/14 04/25/14 05/05/14 05/22/14 06/03/14 * Due to a conflict with Holiday or vacation schedules, all meeting and associated submittal dates have been deleted; ** Tuesday Submittal, City offices will be closed on Monday; Applications will not be accepted for the formal submittal and public hearing processes until the review letter for the case is in compliance with city ordinances and codes and any varianceAvaiver requests have been documented in writing and fully justified. Please note that for cases not receiving a clean review letter, the public hearing dates will be later than those directly in line with the pre -submittal deadline. ALL SUBMITTALS ARE DUE IN THE PLANNING DEPARTMENT BY 5:00 PM 1) SPIN (Southlake Program for the Involvement of Neighborhoods) is an informal, voluntary forum available for applicants to communicate with the residents surrounding the property where they are proposing activity. Taking advantage of the SPIN process is strongly recommended by P&Z and City Council. SPIN meetings are typically held the second and fourth Mondays of the month and are assigned on a first come basis. Please call 817-748-8261 for more information. 2) Although a complete pre -submittal is received by the deadline, the case may be moved to a later DRC meeting in accordance with the current case management and submittal policies. Pre -submittals may be required to appear before the Park Board to discuss park dedication issues. For further details, please contact the Community Services Department at 817-748-8184. 3) If the pre -submittal needs revisions per DRC, resubmittals must be made in accordance with the pre-submittal/DRC submittal dates. If review is clean, in accordance with current submittal policies, a formal submittal may be made on the next date in the Formal Submittal column. 4) All variance requests must be addressed in writing and submitted with the formal submittal. Although a complete formal submittal is received by the deadline, the case may be moved to a later meeting date. Development cases will be placed on the appropriate Planning & Zoning Commission and City Council agendas in accordance with the limitations of Resolution No. 97-22. 5) If no revisions are needed per the Planning & Zoning Commission, the case will be placed on the City Council agenda in accordance with the column for City Council meetings. If revisions are needed, resubmittals may be required in accordance with the submittal dates in the Pre -submittal column. Although a complete resubmittal is received by the deadline, the case may be moved to a later DRC meeting date in accordance with the current submittal policies. 6) Rezoning requests require two City Council approvals. Each request being considered by the Planning & Zoning Commission and City Council must be represented by the Applicant, Owner or other designee. All P&Z and City Council meetings will be held in the Council Chambers, City of Southlake Town Hall, 1400 Main Street. P&Z work session begins at 6 p.m. with the regular meeting beginning at 6:30 p.m., and the City Council work session begins at 5:30 p.m. with the regular meeting beginning at 6:30 p.m., unless otherwise posted.