Item 4A2 CITY OF
SOUTHLAK.-E
lug T EXAS
CITY COUNCIL JUNE RETREAT: JUNE 13, 2017
LOCATION: The Marq Southlake
285 Shady Oaks Drive
Southlake, Texas 76092
CITY COUNCIL PRESENT: Mayor Laura Hill, Mayor Pro Tem Randy Williamson,
Deputy Mayor Pro Tem Shawn McCaskill, and Councilmembers John Huffman, Chad
Patton, and Shahid Shafi. (Place 6 is vacant)
CITY COUNCIL ABSENT: None.
STAFF PRESENT: City Manager Shana Yelverton, Assistant City Manager Ben
Thatcher, Assistant City Manager / Director of Economic Development and Tourism
Alison Ortowski, Deputy Director of Marketing and Communications Pilar Schank,
Assistant to the City Manager Lauren LaNeave, Chief Financial Officer Sharen Jackson,
Director of Community Services Chris Tribble, Deputy Director of Community Services
Kate Meacham, Deputy Director of Community Services Candice Edmondson, Police
Chief James Brandon, Fire Chief Mike Starr, Director of Human Resources Stacey
Black, Director of Information Technology Greg Hendricks, Senior Director of Planning
and Development Services Ken Baker, Director of Public Works Rob Cohen, Deputy
Director of Public Works Kyle Hogue, Deputy City Secretary Carol Borges, and City
Secretary Lori Payne.
WORK SESSION:
1. DINNER
City Council had dinner at 5:30 p.m. in the Club Lounge.
2. CALL TO ORDER
The June Retreat was called to order by Mayor Laura Hill at 6:20 p.m.
City Manager Shana Yelverton made opening comments and presented the order of
events for the workshop.
CITY COUNCIL JUNE RETREAT MEETING MINUTES, JUNE 13, 2017
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3. DISCUSSION: THE MARQ - FINANCIAL AND CONSTRUCTION UPDATE
Director of Community Services Chris Tribble presented Council with up-to-date
financial and operating performance information, including an analysis of the use of the
space by the City and its partners. A brief overview of the construction of Champions
Club (Phase 2) was also provided.
Deputy Director of Marketing and Communications Pilar Schank also provided
information on preliminary marketing plans.
4. DISCUSSION: HOTEL OCCUPANCY TAX FUNDS/PROGRAMS
Assistant City Manager / Director of Economic Development and Tourism Alison
Ortowski presented Council with a Hotel Occupancy Tax Fund overview, discussed
Fund expenditure restrictions, and proposed Southlake considerations and priorities.
Council discussed possible priorities and programs for use of the funds.
5. DISCUSSION: MOBILITY INITIATIVES
City Manager Shana Yelverton presented Council with information regarding FY2018 in
response to mobility challenges. A division of transportation management will be formed
in order to focus on day-to-day transportation issues around the City. The division will
consist of three positions — a Transportation Manager, a Traffic System Supervisor, and
a Traffic Management Technician — and will not require any new full-time employees.
Director of Public Works Rob Cohen presented a Capital Improvement Program update
to Council and answered their questions.
Mayor Hill called for a break at 7:55 p.m. and reconvened the meeting at 8:08 p.m.
6. DISCUSSION: TECHNOLOGY MASTER PLAN AND PROGRAM FUNDING
Assistant City Manager / Director of Economic Development and Tourism Alison
Ortowski presented this item to the Council and answered questions. The presentation
included a status update and a discussion about technology program funding options.
Chief Financial Officer Sharen Jackson discussed assumptions relating to
telecommunications sales tax estimated annual revenue.
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7. DISCUSSION: EMPLOYEE BENEFITS
Director of Human Resources Stacey Black presented Council with information about
the City's current benefit package, discussed employee satisfaction data, and sought
Council's perspective on future plans.
8. STRATEGIC FOCUS DISCUSSION:
• SAFETY & SECURITY
• MOBILITY
• INFRASTRUCTURE
• QUALITY DEVELOPMENT
• PARTNERSHIPS & VOLUNTEERISM
• PERFORMANCE MANAGEMENT & SERVICE DELIVERY
• CITY VALUES
City Manager Shana Yelverton informed Council this agenda item allows the opportunity
to discuss topics in the City's focus areas.
No discussion was held pertaining to the strategic focus areas.
9A. EXECUTIVE SESSION
Mayor Hill announced that City Council would be going into Executive Session pursuant
to the Texas Government Code, Section 551 .076, Deliberation regarding security
devices, Chapter 418, Texas Government Code, deliberation of information relating to
an assessment of the risk or vulnerability of persons or property, including critical
infrastructure. City Council adjourned for Executive Session at 9:31 p.m. and concluded
at 9:54 p.m.
9B. RECONVENE
Mayor Hill reconvened the meeting at 9:54 p.m. Mayor Hill asked if any action was
necessary from Executive Session. There was no action necessary as a result of
Executive Session.
10. ADJOURN MEETING
Mayor Hill adjourned the meeting at 9:56 p.m.
Laura Hill
ATTEST: Mayor
Lori Payne, TRMC
City Secretary
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