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WS Item 4 (1) - CEC Annual ReportANIL ILCO Y 2017 CITY OF SOUTHLAKE Community Engagement Committee Annual Engagement Report CITY OF SOUTHLAKE Community Engagement Committee FY 2017 Annual Engagement Report October 2016 to September 2017 Prepared by Lauren LaNeave and Jerod Potts Photos by Shawn O'Connell Photography and City of Southlake CITY OF SOUTHLAKE CITY COUNCIL Mayor Mayor Pro Tem Deputy Mayor Pro Tem Councilmember Place 1 Councilmember Place 3 Councilmember Place 5 Laura Hill Randy Williamson Shawn McCaskill Shahid Shafi Chad Patton John Huffman Councilmember Place 6 Christopher Archer COMMUNITY ENGAGEMENT COMMITTEE MEMBERS Chair Ben Siebach Vice Chair Sherry Berman Secretary David Alexander Place 2 Sandra Harrison Place 3 Randy Robbins Place 6 Aaron Camele Place 7 Vacant CITY OF SOUTHLAKE STAFF MEMBERS City Manager Shana Yelverton Assistant City Manager Ben Thatcher Assistant City Manager Alison Ortowski Assistant to the City Manager Lauren LaNeave Policy & Strategic Initiative Principal Planner Jerod Potts Planner 1 Lorrie Fletcher Planner 1 Patty Moos Deputy Director of Marketing Pilar Schank & Communication TABLE OF CONTENTS EXECUTIVE SUMMARY INTRODUCTION PROPOSED STRATEGIC DIRECTION 14 2017 COMMUNITY ENGAGEMENT COMMITTEE ACTIVITIES 20 APPENDIX 28 EXECUTIVE SUMMARY • The Community Engagement Committee has completed the specific items noted in Ordinance No. 1073, and has fulfilled its responsibilities for fiscal year 2017. As a result, the Committee provides this final report. • The City of Southlake's Community Engagement Program, housed in the City Manager's Office, is a program focused on building better engagement with residents and businesses. Historically, residents of Southlake have worked to build a city culture of neighborhood involvement, transparent communication, and create a sense of community. City Council's action in late 2013 to evolve the SPIN program from one focused on communication to one of engagement provides a more comprehensive focus to providing avenues of community involvement. • The Community Engagement Committee has been dedicated to creating a sustainable engagement program that gives tools to the community to help them take a leadership role in deciding what issues are worth investigating. This perspective involves a partnership between the local government, and the people it represents. It means taking collective responsibility for the conditions of our community. • Opportunities for involvement abound, and every member of this committee has been working tirelessly over the course of the last year to provide extra value to this new program. +fit ,e { ,� • �t .:k' � .��.�-' .S - i!Q«z�t•.+/�'-•.�.,�e..�r-.+ten _.,.., ,' Y �..�_. r - - a INTRODUCTION EFINING COMMUNITY ENGAGEMENT Belonging to a community like Southlake can give individuals a shared sense of identity, purpose, and commitment. Residents and businesses are vital members of this community. Through their involvement in various community groups and organizations, their participation at public meetings or community events, as donors or benefactors for various causes, or by giving of their time and talents as volunteers, individuals are directly improving this community. As people take pride in being actively involved in the community, they also cultivate a sense of responsibility to one another — a need to work together to continue to make Southlake an outstanding place to live, work, visit, and do business. The City of Southlake defines community engagement as local government providing opportunities and incentives for community members, including residents and businesses, to be informed, be involved, and collaborate with local government on the issues that matter most to them. The International City/ County Management Association (ICMA) states that "engagement 0 T is a leading and trending practice for local governments and is critical to quality local decision making and community building." Community engagement promotes citizenship and social connectedness, and plays a critical role in securing the ongoing health and prosperity of the city. The steps taken today to advance community engagement efforts will help the city remain successful in the future. The City of Southlake is dedicated to promoting community engagement by providing time and space for people to come together to define problems, discuss solutions, and contribute meaningfully to the decision-making process. Increased community engagement provides benefits for both citizens and for local government leaders. When people are more engaged, it can: • increase citizens' sense of responsibility and understanding of complex issues; • clarify citizens' values, needs and preferences allowing public servants and political leaders to understand how the public views an issue and what is most important to them, what information the public needs to understand an issue and how to best frame or speak about an issue; • help decision -makers understand the potential social and ethical implications of their decisions among populations that they may not be familiar with; • share ownership of difficult decisions between political leaders and citizens; and • increase the legitimacy and effectiveness of public decisions. Source: Adapted from Sheedy, A., MacKinnon, M. P., Pitre, S., and Watling, J., What is Citizen Engagement? Handbook on Citizen Engagement: Beyond Consultation, pp.4-8, Canadian Policy Research Network, 2008. When discussing community engagement, it is also helpful to consider various levels of engagement. All are valuable, and for certain • • purposes, some may be more appropriate: INFORM CONSULT INVOLVE COLLABORATE EMPOWER Inform - "We will provide the public with balanced and objective information to assist them in understanding a problem, alternatives, opportunities and/or solutions." Communication is one way. The City sends information to members of the community. This form of engagement helps citizens make informed decisions. Examples may include traffic alerts or public safety information. Consult - "We will collect public feedback on analysis, alternatives and/or decisions from our community." Communication is typically one way. The public sends information to the City. This form of engagement helps local government leaders make informed decisions, understanding the needs and opinions of community members. Examples may include completion of a Citizen Satisfaction Survey, or stating approval or opposition for a specific item during a public hearing. Involve - "We will work directly with the public throughout the process to ensure that public concerns and aspirations are consistently understood and considered." Communication is two-way between the City and the public. Community members are contributors to the decision-making process through participation in a series of forums, meetings, workshops, or open houses. Collaborate - "We will partner with the public in each aspect of the decision including the development of alternatives and identification of the preferred solution." This level of engagement is true partnership. Community members are directly connected to local government. They may serve on committees that work alongside Council and staff to develop solutions and provide comments on decisions. Collaboration can also include citizens who help the City deliver projects, programs, or services through volunteering. Empower - "The citizens have the responsibility to make decisions and solve problems. " In this level of engagement, community members are decision -makers. This may be through voting on leadership or other ballot items. Through these levels of engagement, citizens can make a difference in the community and contribute meaningfully to the work of local government. Source: Adapted from the IAP2 Spectrum of Public Participation (1AP2 2007) TORY OF COMMUNITY ENGAGEMENT IN SOUTHLAKE In 1993, the City of Southlake had a population of less than 10,000 people and was at the very beginning of a surge of new growth. That year, as a means of improving communication with residents and strengthening local neighborhoods, the City Council created the Southlake Program for the Involvement of Neighborhoods (SPIN) and the SPIN Standing Committee. SPIN played an important role connecting the Southlake community to local government and, for many years, served as one of the primary tools for promoting community engagement. 40.000 35,000 30,000 25,000 20,000 15,000 10,000 5,000 ,Y�,y9�b, A��,ysi y."'v°�ry'y°:''t0�,�°'�ti' �°'`�y�*''��'1��N8N'YQ''YQ'h�'Ai�oryoyNry,�ryo,�mryo,YroryoNONo,�Nry��bryo��90 After more than 20 years, the city's population more than doubled, technology created new ways for people to communicate, and the means by which citizens interact with their local government evolved. As a result, the City Council recognized the need for SPIN and the SPIN Standing Committee to evolve. In 2013, the City Council tasked the SPIN Standing Committee to re -envision the SPIN program and further define their role within the program. In November 2013, under the guidance and direction of the Council, the SPIN Standing Committee ultimately recommended that their group be reestablished as a Community Engagement Committee, defined by Ordinance No. 1073. This new committee was structured to be more streamlined, flexible, and capable of exploring new methods for community engagement. COMMUNITY ENGAGEMENT COMMITTEE The Community Engagement Committee consists of seven Southlake residents who have been appointed by the City Council for staggered, two-year terms, to serve as an advisory board to Council on matters pertaining to community engagement and outreach programs. In order to create a committee reflective of the community, the Council has given strong consideration to the geographical location and diversity of committee members in relation to the demographics of the community. The Community Engagement Committee works diligently to advise the Council regarding programs and policies that will connect residents and businesses to local government in a meaningful way, so they can work together to maintain a high quality of life in Southlake. The responsibilities of the Community Engagement Committee, as outlined by Ordinance No. 1073, are the following: • Act in an advisory capacity to the City Council regarding community engagement • Act in compliance with guidelines • Cooperate with other city boards and commissions • Recommend policies, programs, tools and technology for the advancement of community engagement, including budgetary impact • Annually review and comment on City's communication plan • Annually review the SPIN map and recommend revisions • Annually submit a report on efforts and accomplishments • Perform other advisory tasks as delegated Beyond these stated responsibilities, committee members are expected to be actively involved in the community by participating in other groups or organizations. Members of the committee also provide support, as needed for important community engagement efforts, such as the SPIN Town Hall Forums. Currently, the committee hosts and provides impartial facilitation for these forums. INTRODUCTION At a minimum, the group holds quarterly meetings. In addition, the CEC may host meetings, as appropriate, with other groups in the community. The focus for these meetings is to share information from the City's communication plan, find out what specific interests a group may have, and learn what communication tools are most effective in reaching their group. This information can then help to shape future outreach/ engagement efforts. dq 3F' r I T WWI --tim STRATEGIC DIRECTION In order to set the course for the City's work each year, we utilize a document called a Strategy Map, shown on page 17. The Strategy Map captures the City's strategy in a single diagram and identifies those things that are necessary to achieve the mission. The City's adopted Strategy Map includes the Mission, Values, and Focus Areas, and it incorporates four Perspectives, six Critical Business Outcomes, and twenty- two Corporate Objectives. The items highlighted on the map are directly related to CEC initiatives. One of the initial efforts of the Community Engagement Committee was to develop its own strategy map, consistent with the committee's establishing ordinance and aligned with the City's overall strategy map, that would define specific expectations that the group felt embodied the purpose of the committee itself. The Community Engagement Committee's strategy map is shown on page 18. This map is provides a framework to guide future efforts and recommendations pursued by the committee. The mission, vision, and objectives for the committee are as follows: r The mission and purpose of the Community Engagement Committee is to connect the community to local government, serving as an advisory board to Council on matters pertaining to community engagement and outreach programs. The Community Engagement Committee provides channels for Southlake City Government to inform, involve, and collaborate with residents and businesses. Serve Our Customers- CECC1 Promote timely, accessible, meaningful and inclusive engagement tools (C5) CECC2 Encourage active public participation in City's planning and decision-making process (C6) CECC3 Seek to understand public concerns and interests (C6) CECC4 Raise awareness of involvement opportunities (C5) Manage the Business- CECB1 Continuously seek better ways of informing and engaging the community (B2) CECB2 Facilitate open, fair and constructive dialogue (B4) CECB3 Evaluate effectiveness of current engagement strategies (B6) CECB4 Overcome participation barriers through technology utilization (B6) Provide Financial Stewardship- CECF1 Recommend innovative engagement methods that are cost effective and fiscally sustainable (F1) Promote Learning & Growth- CECL1 Build community motivation to engage on issues, trends and best practices (L1) 'o," "No Y Y 4 3 r `J k fxccrUn0. CRITICAL BUSINESS OUTCOMES CB01— Maintain a CB04 — Optimize the strong financial City's commercial tax position and base by attracting high implement plans and quality new businesses policies to ensure to reduce the tax future financial burden on residential strength. taxpayers. CB02 — Enhance CB05 — Improve mobility through quality of life through aggressive traffic progressive management implementation of initiatives and capital Southlake's project Comprehensive Plan implementation. recommendations. CB03 — Engage in CB06 — Invest to thoughtful planning maintain strong public to ensure continued safety to ensure a low high quality crime rate and development that is effective emergency integrated well into response. the current built environment. PROPOSED STRATEGIC DIRECTION DELIVER ON OUR FOCUS I' Fr, Safety & Mobility Infrastructure Quality Security Development SERVE OUR CUSTOMERS MANAGE THE BUSINESS PROVIDE FINANCIAL STEWARDSHIP 17 ��40� Partnerships & Performance Volunteerism Management & PROVIDE FINANCIAL STEWARDSHIP 17 Once objectives were determined and the proposed strategy map was created, the committee began to discuss the metrics that would be appropriate to measure its progress toward meeting their objectives. An Objectives and Metrics Subcommittee was formed and began discussions surrounding development of metrics. Ultimately the subcommittee decided to group the objectives that seemed to have a common measurement, then proposed ways to measure each of the defined metrics. This process yielded a preliminary list of four concise measures that could be used to gauge the committee's ten stated objectives. The following metrics are proposed as a starting point to measure the committee's performance and evaluate the success of the city's community engagement efforts: • Number of citizens receiving at least one engagement channel; • Number of citizens responding to periodic surveys; • Number of citizens attending and/or viewing City events; and • Number of engagement channels Through discussions with the entire CEC, the committee agreed that while these metrics did gauge effectiveness in a concise manner, the group may need to broaden the number of metrics to be more comprehensive in its evaluation. The subcommittee developed a series of other metrics for consideration, and additional ideas from the entire committee were then added: • Number of special issue Town Hall Forums hosted • Number of candidate forums for City and CISD elections hosted • Conduct bi-annual survey on community engagement • Number of city -registered volunteers • Number of volunteer hours worked • Participation rates in various city activities • Click rates for City announcements The next step in this effort is to validate that the defined resources can provide data sufficient to evaluate the effectiveness of each defined metric. The development of community engagement metrics is an ongoing effort that the CEC will continue in the coming year. CECC1 Promote timely, accessible, meaningful and inclusive engagement tools (C5) CECB1 Continuously seek better ways of informing and engaging the community (B2) CECB3 Evaluate effectiveness of current engagement strategies (B6) CECC3 Seek to understand public concerns and interests (C6) CECB2 Facilitate open, fair and constructive dialogue (B4) CECC2 Encourage active public participation in City's planning and decision- making process (C6) CECC4 Raise awareness of involvement opportunities (C5) CECL1 Build community motivation to engage on issues, trends and best practices (L1) CECB4 Overcomes participation barriers through technology utilization (B6) CECF1 Recommend innovative engagement methods that are cost effective and fiscally sustainable (Fl) Number Offer all citizens of citizens a menu of receiving at least communication one engagement options. Number channel who select at least one. (Citizen Satisfaction Survey) Number Regularly poll of citizens citizens a question responding to regarding life in periodic surveys Southlake (Citizen events Satisfaction Survey and Twitter Survey or other more frequent poll) Number Track live and of citizens delayed participation attending/ in community viewing City events, e.g. city events council, Town Hall Forums, etc. Number ofCommunication engagement channels offered channelscitizens, e.g. Twitter, F acebook, mailers, CConnect CTY. etc. 19 _ ve � � �� . f^�� s "�...r.�.-_ os f�"�'' _ �' r •.. s,,�f'�.`l". � �-' _ �ii R��IINWtItlllWim _ � � _ f _ •�a _ssK �fW'_ em e ". ''�a —._ - y � � j%. Jy, � S .fir • - .. "•'��r �,.' - ._.�___ I, �� r- � rte✓. •�•��'/'"��, r�y.r �^� _ '``. �s�. yi COMMITTEE MEETINGS The Community Engagement Committee has met seven times throughout the year to evaluate and improve community engagement in Southlake. During these meetings, the committee has: • Adhered to the committee's adopted strategy map, • Learned more about the City of Southlake's current use of technology and social media for engagement purposes, • Hosted and facilitated a series of SPIN Town Hall Forums including a Candidates' Open House and a Community Safety Forum, • Continued improvements to the SPIN Town Hall Forums, • Served as focus groups for various master plan elements and City programs, • Evaluated current engagement efforts, • Crafted community engagement survey questions to measure engagement levels, and • Developed recommendations for improving community engagement in coming years. The CEC has worked closely with City Staff to serve as a focus group to test, review, and provide feedback on new programs and to serve as the Bicycle Safety Committee for an amendment to the Mobility Master Plan. The CEC was appointed to serve as the Bicycle Safety Committee in FY 2016. In this capacity the committee reviewed staff presentations and adopted recommendations relating to bicycling from the Southlake 2030 Mobility Master Plan and provided recommendations to plan updates. These recommendations were provided to City Council in February 2017. See page 31 for report. The committee also played an important role in providing feedback on engagement tools, including testing the City's Financial Transparency tool and providing feedback on Local Business Report communication. The CEC reviewed and recommended citizen engagement topics to survey based on the questions asked in the Texas Civic Health Index. Once the topic areas were selected the committee provided feedback to staff on survey questions. These questions will be incorporated into the 2017 Citizen Satisfaction Survey to help the committee establish a baseline of citizen engagement. SPIN TOWN HALL FORUMS SPIN, the Southlake Program for the Involvement of Neighborhoods, are the Town Hall Forums which are held twice a month to provide an opportunity for community members to have an informal conversation regarding topics of interest. The most frequently discussed items are development cases. The Town Hall Forums provide a place to discuss proposed developments and for developers to hear feedback from residents before a case goes before the Planning and Zoning Commission or City Council. These forums have been critical in helping the city manage growth and development, allowing the community to converse directly with developers during the early stages of the development process. Currently, CEC members serve as hosts and facilitators of the Town Hall Forums and ensure that residents are able to receive information and answers to their questions. The attendance at Town Hall Forums fluctuates depending on the topic. In FY 2017, sixteen development -focused meetings were held, covering 28 agenda items, with an average of approximately 15 people attending each meeting in person. Additional details are shown to the right. Beyond the frequent development - centered Town Hall Forums, additional meetings have been organized to focus on topics of particular interest to residents. A City Council Candidate Open House was held for residents to engage with candidates prior to the special election. For this forum, the CEC evaluated several methods of conducting the forum, including traditional forum, online via Facebook live, and an open house meet and greet, among others. Ultimately, the committee chose a hybrid method, beginning with a meet and greet for residents to speak directly with candidates, followed by a forum for voters to hear candidates' answer moderated questions prior to the election. The questions were submitted prior to the event via the City's website, CityofSouthlake. com. Seventy-three members of the community attended the event, hosted by reporter Dawn Tongish. The CEC also worked with City staff to organize a Community Safety Forum to provide information on safety and security from Police Chief James Brandon and Fire Chief Mike Starr. In FY 2017, the committee evaluated the possibility of expanding the reach of special topics covered at Special Town Hall Forums. To do this, the committee created a branded PSA to share on social media to promote key communication topics. This allows for the CEC to promote critical topics directly to residents, instead of requiring residents to come to Town Hall. This initiative will continue into FY 2018. For an example PSA, please see page 24. Many improvements to the Town Hall Forums have been made in recent years, including moving the meetings to the Council Chambers October 11 AGENDA 1 ATTENDANCE COUNT 5 31 October 25 1 0 39 November 8 2 7 65 December 13 1 8 40 January 10 1 6 3 January 24 1 7 41 February 28 2 21 54 March 28 4 29 57 April 11 2 27 87 May 9 3 6 103 May 23 1 2 38 June 13 2 19 94 July 25 3 77 367 August 22 4 7 58 September 12 6 15 120 September 26 2 6 19 16 meetings 35 agenda items 247 total attendance 1,216 total views SPECIAL SPIN TOWN HALL FORUMS and providing live streaming and online video on demand for community members who are not able to attend in person. Additionally, changes to meeting materials, developer presentations, and the incorporation of SPIN Item Numbers into the Development Activity News Blog Jo make tracking projects easier to follow. Mosquitoes spread Zika and other viruses. The Community Engagement Committee has recommended a number of improvements and continues to help the City explore opportunities for the future. Some of the improvements are highlighted below: • A revised SPIN questionnaire for residents and developers to help gain feedback from both presenters and attendees. The committee recommended adding a QR code to the meeting pamphlet to improve ease of access. (Survey results on page 44) • Added SPIN Meeting Report to the Planning & Zoning Commission Meeting Story Map to keep individuals informed on projects moving forward in the development process. This also allows those not present at the SPIN meetings to review the reports easily. Other 20% Rt • The traditional City Council Candidate Forum was changed to include an open house prior to the moderated forum. This provided an opportunity for residents to speak directly with candidates before voting. Questions for the forum were submitted prior to the event through the City's website. • Evaluated the room setup to improve the CEC Host's ability to moderate the SPIN Town Hall Forum. ('itv�A/ahcita Req mail 3% 20% This chart shows how S7717rown Hall attendees heard about the meeting. it sinformation is collected through the sign -in sheets at each SPIN Town Hall Forum. SPIN NEIGHBORHOOD MAP The City of Southlake has 11 designated SPIN neighborhoods. These are used for a variety of planning and communication purposes. These areas allow the City of Southlake to send calls or emails to specific parts of the community when information is relevant. They are used to track the locations of CIP investments/ budget items to ensure that expenditures are appropriately distributed across the community. They are included in the Southlake 2030 plans to group recommendations made in each area of the city. They are used throughout the planning and development process to locate and track the projects in each part of the city, and these neighborhoods can help citizens identify projects or topics specific to their part of town. The Community Engagement Committee is charged to review this map annually and make recommendations for any changes, as needed. The current SPIN Neighborhood Map is shown on the right. The committee has not recommended any changes for the coming year. V 25 COMMUNITY ENGAGEMENT ACTIVITIES R FY 2018 The Committee Engagement Committee is continuously exploring opportunities to improve community engagement. The identified engagement initiatives can be categorized into three primary responsibilities: push information, gather information, and technology research and improvement. During FY 2018, the committee will: Push Information 1. Support City communication by serving as social media ambassadors for the City of Southlake 2. Solicit participation and make recommendations for Board and Commission involvement Information 1. Promote CEC familiarity with City departments and services offered to h citizens Work with City departments on potential engagement topics 3. Serve as a 2017 Citizen Satisfaction Survey focus group, to test the survey's functionality 4. Increase participation in the Citizen Satisfaction Survey by promoting the survey 5. Review Citizen Survey results for possible engagement topics 6. Conduct an engagement -focused survey for Town Hall Forum attendees, VOD viewers, or social media followers 7. Study and assess results of the Citizen Engagement Survey to enhance engagement plan and provide recommendations to City Council 8. Continue to assess existing processes and outcomes 9. Establish and track metrics every six months to determine reach to the community Technology Research & Improvement 1. Become familiar with costs and benefits associated with existing and potential engagement tools 2. Explore opportunities for innovative engagement methods 3. Explore real time interaction with remote VOD viewers, including question and answer 4. Identify ways to improve communication with residents/ businesses during Town Hall Forums and throughout the development process 5. Continue to assess technology options and anticipated outcomes "� �. � _ .*. � �. e i ^� � - ' I .' 1 e._�. - - yy _- 1 - _ ..— _.. _,� i s �� Pi ij A-4eQ The Community Engagement Committee (CEC) will host a SPIN (Southlake Program for the Involvement of Neighborhoods) Candidates' Open House for City Council Candidates on Wednesday, August 30, 2017 from 6:00 p.m. to 7:30 p.m. in the Legends Hall at The Marq, 285 Shady Oaks Drive. The session will begin with a fifteen minute open house style meet and greet, then candidates will be given an opportunity to introduce themselves and speak about their platform. Next, all candidates will be given the opportunity to respond to questions from the moderator. Finally, all candidates will be asked to provide a closing statement. The question and answer portion of this event will be recorded and posted to CityofSouthlake.com with 48 hours. The moderator, a member of the CEC, will select questions submitted by candidates and residents. Residents have the opportunity to submit questions to be considered by 3:00 p.m. on Tuesday, August 29. In order to vote in the September 9, 2017 Special Election, a citizen must have registered to vote no later than August 10, 2017. Voters are required to present an approved form of photo identification in order to vote in all Texas elections. Click here for acceptable forms of identification. Important Voting Deadlines August 23, 2017, First day of early voting August 29, 2017, Application for Ballot by Mail Form Due for both Tarrant and Denton Counties September 5, 2017, Last day of early voting September 9, 2017, Election Day (Saturday) Additional election information can be found on the City's website www. CityofSouthlake.com. If you have questions about the election processes please call the City Secretary's office at (817) 748-8016. CITY SOUTHLAKE MEMORANDUM February 14, 2017 To: Mayor and City Council From: Kenneth M. Baker, Sr. Director of Planning and Development Services Subject: Work Session Item 4: Discuss possible amendment to the Southlake 2030 Mobility Master Plan to incorporate recommendations of the Bicycle Safety Committee Action Requested: Direct staff to move forward with amending the Southlake 2030 Mobility Master Plan to consider inclusion of the recommendations from the Bicycle Safety Committee regarding active transportation initiatives, specifically related to bicycling and bicycle safety. If City Council directs staff to move forward, the process would entail a SPIN Town Hall Forum, Public Hearing at a Planning & Zoning Commission meeting, and two readings at City Council, with the second reading being a Public Hearing. Background Information: The Bicycle Safety Committee was formed as a result of a discussion held during the joint City Council, SPDC, and Parks & Recreation Board meeting on August 4, 2016. This committee consists of the Community Engagement Committee and Parks & Recreation board member Mitch Hill. On September 26, 2016, the Community Engagement Committee metin anofficial capacity as the City's newly formed Bicycle Safety Committee. During this session, City staff presented adopted active transportation recommendations related to bicycling from the Southlake 2030 Mobility Master Plan to the Committee. Staff highlighted several possible action items that were each framed in the context of these existing recommendations. Potential action items for these recommendations were grouped into one of three categories established by the Mobility Master Plan: Education and Promotion, Safe Behavior and Enforcement, and Planning and Infrastructure. Staff also presented a recently drafted version of a Bicycle Safety Flier for the Committee to review and offer feedback. The Committee provided comments regarding each of these items. Staff was directed to review the Committee's comments, and determine the extent to which bicycle safety initiatives could be implemented in the context of existing adopted 2030 recommendations. Upon further analysis, staff separated findings into two separate charts. The first chart illustrated that certain bicycle initiatives could be pursued under existing adopted recommendations through department work plans. A strategic framework had already been established for these items. However, not all of the initiatives discussed and proposed by the Bicycle Safety Committee could be addressed in the framework of the existing Southlake 2030 Mobility Master Plan. Staff identified possible future initiatives, but the inclusion of these items on a departmental work plan would require a City Council approved amendment to the Mobility Master Plan. Staff identified potential recommendations based on the feedback from the Committee, and established a potential "go forward plan" for these initiatives. This list of possible recommendations is included below as Exhibit "A." City staff has also included proposed amendments to the Bicycle Facility Master Plan (map / recommendations). The purpose of the revisions to the map is to encourage riders to use specific bicycle routes in the City by adding bicycle facilities, or increasing the priority tier of those facilities. Another goal of the revised map is to assist bicyclists in accessing the Cotton Belt Trail from Southlake. The adopted map is listed below as Exhibit "B" and the proposed map is shown as Exhibit "C." The proposed revisions to the Bicycle Facility Master Plan Map would lead to changes in the Summary of Bicycle Facility Master Plan Recommendations. These changes are highlighted below in Exhibit "D." Supporting Documents: Exhibit "A" Proposed Active Transportation Recommendations Exhibit "B" Adopted Bicycle Facility Master Plan Map Exhibit "C" Proposed Bicycle Facility Master Plan Map Exhibit "D" Proposed Bicycle Facility Plan Recommendations (E) Link to Mobility Master Plan (Active Transportation - Pages 56 - 86) (F) Link to PowerPoint Presentation Staff Contact: Kenneth M. Baker, AICP - (817) 748-8067 Jerod Potts - (817) 748-8195 1 Exhibit "A" — Proposed Active Transportation Recommendations AT14 Continue participating in the Bicycle Pedestrian Advisory Committee through the NCTCOG As the City designs, constructs or provides AT15 maintenance on City roads, consider opportunities to incorporate bicycle signage in a manner that provides linkages to bicycle facilities in neighboring cities AT16 Consider citywide participation in Bike (Safety) Month (May) AT17 Host a Bicycle Safety Forum AT18 Develop bicycle -related Story Maps AT19 Pursue grant funding opportunities for projects related to bicycle safety Consider holding annual collaboration meetings AT20 between surrounding municipalities and NCTCOG to discuss bicycle/pedestrian safety issues and promote regional planning for active transportation AT21 Promote the linkage from Southlake to the Cotton Belt Trail Consider designing, installing and/or constructing any AT22 future bike facilities according to AASHTO / NACTO guidelines Explore opportunities to implement new technology AT23 and improvements that promote bicycle and pedestrian safety Research and consider pursuing Bicycle Friendly AT24 Community status through the League of American Bicyclists PDS, CS, PW Partnerships & 9.1 Volunteerism; C5 Quality Development, PW Mobility, Infrastructure; 3.7 C2, C3 3.7 Mobility, Safety & 3 7 PDS, CS, ED, Security, Partnerships & DPS Volunteerism; C1, C3, C5, 9.1 C6, 9.1 Mobility, Safety & Security, Partnerships & 3.7, PDS, PW, DPS 5.8, Volunteerism; C1, C5, C6, 9.1 B2 Mobility, Partnerships & Volunteerism, PDS, PW, ED Performance 9.3 Management & Service 9.3 Delivery; C2, B2, B6 Mobility, Safety & PDS, DPS, PW Security, Performance 3.7, Management & Service 5.8 Delivery; C1, B4, F1 Mobility, Safety & PDS, CS, ED, Security, Partnerships & 3.7, 2 DPS Volunteerism, Quality 5.8, Development; C1, C2, C5, 9.1 B2 Mobility, Safety & PDS, PW Security, Performance 3.4 Management & Service Delivery; C2, C3, B6 Quality Development, 1.2, PW Mobility, Infrastructure; 3.7, C1, B1, F2 10.6 Quality Development, 1 2 Mobility, Infrastructure, PW, PDS Safety & Security; C1, C2, 3.2, 10.6 B6, F2 PDS, CS Quality Development; B1 1.2 ' 1 33Q Exhibit "B" — Adopted Bicycle Facility Master Plan Map LEGEND Blaster Plan n 50ned (TWA 1 Dedicaied EIM.e Larw 13 Lm Skputd Mer 1I 9iamvw I7*& 2) e E A } R a sv u eaunx.AM 93L vU" r *m++jaA! IN %w y r' y, Exhibit "C" — Proposed Bicycle Facility Master Plan Map DRAFT LEGEND Recommended Bicycle Facilities Signed +5harrow Route (Tier 1) Signed + Sharrow Route (Tier Ilq" 'Requires private development of Kirkwood per Mobility Master Plan Signed + Sharrow Route (Tier I)- -Sharrow segment to be removed once Kirkwood Blvd. is constructed per the Mobility Master Plan and signed +sharrow route can be constructed along Kirkwood Blvd. Signage to remain along route Signed (Tier l) Dedicated Bike Lane (Tier NO . Signed Routes (Tier 1) 35 Exhibit "D" — Proposed Bicycle Facility Plan Recommendations Tier 1 (1-3 Years) Tier 2 (4-6 Years) Tier 3 (7+ Years) 1. W. Bob Jones Road 2. T.W. King Road 3. Kirkwood Boulevard 4. Dove Road 5. Carroll Avenue 6. Burney Lane 7. Midway Drive 8. Continental Boulevard/ Union Church 9. Brumlow Avenue 10. Kimball Avenue 11. Kimball Avenue 12. Peytonville Avenue 13. Randol Mill Avenue (F.M. 1938) 14. Florence Road 15. Pearson Lane 16. White Chapel Boulevard 17. Kimball Avenue 18. Brumlow Avenue 19. Kirkwood Boulevard Between T.W. King and N. White Chapel Between Kirkwood and W. Bob Jones Between Kimball and S.H. 114 Between Westlake city limits and Grapevine city limits Between Continental and Burney Lane Between Carroll and Midway Drive Between Burney Lane and Grapevine city limits Between Pearson and Kimball Between Continental and S.H. 26 Between Kirkwood and Dove Between Continental and S.H. 26 Between Continental and Dove Between Florence and Westlake city limits Signed Route Signed Route Signed Route Signed Route (Existing)* +Sharrow** Route Signed Route (Existing)* Signed Route Signed Route Signed Route (Existing)* Signed Route (Existing)* Signed + Sharrow** Route Signed + Sharrow Route Signed Route (Existing)* Signed Route (Existing)* Between F.M. 1938 and Pearson Signed Route Between Union Church and Florence Signed Route Between Continental and northern roadway terminus Signed Route (Existing)* Between E. Kirkwood and E. Continental Blvd. Signed + Sharrow Route Tier 2 Between Continental and S.H. 26 Dedicated Bike Lane Between Kimball and S.H. 114 Signed + Sharrow Route*** *Existing signage locations should be reviewed/reassessed to ensure optimal signage placement **Sharrow to be removed once Kirkwood Blvd. is constructed per the Mobility Master Plan and signed +sharrow route can be constructed along Kirkwood Blvd. Signage to remain along route ***Requires private development of Kirkwood per Mobility Master Plan New bicycle facility recommendation CITY OF Department 5. Meeting called to order by staff liaison SOUTHLAKE Ken Baker, Sr. Director of Planning & Daniel Cortez at 6:48 PM Development Services Department COMMUNITY ENGAGEMENT COMMITTEE MEETING MINUTES: November 14, 2016 LOCATION: Southlake Town Hall, 4A Southlake, Texas 76092 1IME: 6:00 P.M. COMMITTEE MEMBERS PRESENT: Place 1 - Sherry Berman Place 3 - Randy Robbins Place 6 - Aaron Camele Place 7 - Heather DeLapp COMMITTEE MEMBERS NOT PRESENT: Place 2 - Sandra Harrison Place 4 - Ben Siebach, Vice -Chair Place 5 - David Alexander, Secretary STAFF PRESENT: Daniel Cortez, Assistant to the City Manager Jerod Potts, Assistant to the Director of Planning & Development Services CITY COUNCIL MEMBERS PRESENT: N/A REGULAR AGENDA 1. August 29th, 2016 Meeting minutes will not be considered until the January Community Engagement Committee meeting. 2. Bicycle Committee: Jerod Potts presented an update to the committee regarding active transportation initiatives being recommended for the Mobility Master Plan. 3. Discuss and Review CEC Calendar for 2017: Daniel Cortez presented the calendar for 2017 meeting dates. 4. Discuss and Review SPIN Calendar and hosting assignments for 2017: Daniel Cortez presented the calendar for SPIN and assigned CEC members hosting. 6. Discuss Annual Report to City Council: Daniel Cortez presented the CEC Annual Report and its contents to the CEC and what to expect in 2017. 7. Discuss strategy for Community Engagement Survey: Daniel Cortez presented an overview of the upcoming Citizen Engagement Survey project. 8. Adjournment. Daniel Cortez adjourned the meeting at 7:27 PM. [37] CITY OF SOUTHLAKE COMMUNITY ENGAGEMENT COMMITTEE MEETING MINUTES: January 9th, 2017 LOCATION: Southlake Town Square Southlake, Texas 76092 TIME: 6:00 P.M. UOMMITTEE MEMBERS PRESENT: Place 1 - Sherry Berman Place 2 - Sandra Harrison Place 3 - Randy Robbins Place 4 - Ben Siebach, Vice -Chair Place 5 - David Alexander, Secretary COMMITTEE MEMBERS NOT PRESENT: Place 6 - Aaron Camele Place 7 - Heather DeLapp STAFF PRESENT: Ben Thatcher, Assistant City Manager Daniel Cortez, Deputy Director of Economic Development Sharon Jackson, Chief Financial Officer (CFO) Tammy Suski, Assistant to CFO CITY COUNCIL MEMBERS PRESENT: N/A OTHERS PRESENT: REGULAR AGENDA 1. Meeting called to order at 6:02 PM by David Alexander. 2. Approve November 14, 2016, CEC meeting minutes. Sherry made a motion to approve the minutes as written, and Randy provided a second. Approved 5 - 0. N 4. Committee discussed committee Officers. David made a motion for the following officers and Randy provided a second. Approved 5 - 0. a. Chair - Ben Siebach b. Vice Chair - Sherry Berman C. Secretary - David Alexander 5. Present and discuss upcoming Transparency/Open Government initiatives. Daniel presented demo of OpenGov software to improve communications to residents. The committee will be asked to help with content and questions. a. Sharon Jackson provided an online demo of financial data that will be available on the website. 6. Discuss future agenda items. a. Final Bicycle Committee 3. Approve August 29, 2016, CEC meeting 7. Adjournment. Ben adjourned the minutes. Sherry made a motion to approve meeting at 7:05 PM. the minutes as written, and Randy provided a second. Approved 5 - 0. CITY OF SOUTHLAKE COMMUNITY ENGAGEMENT COMMITTEE MEETING MINUTES: February 20th, 2017 LOCATION: Southlake Town Square Southlake, Texas 76092 ME: 6:00 P.M. COMMITTEE MEMBERS PRESENT: Place 1 - Sherry Berman, Vice -Chair Place 4 - Ben Siebach, Chair Place 5 - David Alexander, Secretary Place 6 - Aaron Camele COMMITTEE MEMBERS NOT PRESENT: Place 2 - Sandra Harrison Place 3 - Randy Robbins Place 7 - vacant STAFF PRESENT: Ben Thatcher, Assistant City Manager Daniel Cortez, Deputy Director of Economic Development Jerod Potts, Assistant to Director of Planning & Development Services CITY COUNCIL MEMBERS PRESENT: N/A OTHERS PRESENT: N/A REGULAR AGENDA 1. Meeting called to order at 6:03 by Ben Siebach. 2. Approve January 9, 2017 CEC meeting minutes. Sherry made a motion to approve the minutes as written, and Aaron provided a second. Approved 4 - 0. 3. Bicycle Committee: a. Consider active transportation recommendations. Jerod discussed proposals to be presented to Council. Ben made a motion to approve with changes to the timeline AT21 and AT23 from Tier 3 to Tier 1. New technology and connection to the cotton belt trail. Sherry provided the second. Approved 4-0. 4. Review and discuss 2016 Resident/ developer SPIN questionnaire. Daniel provided survey results. The group agreed to continue the surveys and add QR codes to the pamphlet. 5. Discuss special town hall forums for 2017. The group will send recommendations to Daniel. The group decided to not do another water forum but send out the link along with instructions on the new smart meter. 6. Discuss HOA contact list update and strategy. Daniel will forward to the group for any updates. 7. Discuss future agenda items. a. Nothing added. 8. Adjournment. Ben adjourned the meeting at 7:26 PM. [39] CITY OF SOUTHLAKE COMMUNITY ENGAGEMENT COMMITTEE MEETING MINUTES: April 10th, 2017 LOCATION: Southlake Town Hall 1400 Main Street, Room 4A Southlake, Texas 76092 E: 6:00 P.M. COMMITTEE MEMBERS PRESENT: Place 1 - Sherry Berman Place 2 - Sandra Harrison Place 4 - Ben Siebach, Chair Place 5 - David Alexander, Secretary Place 6 - Aaron Camele (arrived at approximately 6:56 P.M.) COMMITTEE MEMBERS NOT PRESENT: Place 3 - Randy Robbins Place 7 - Vacant STAFF PRESENT: Daniel Cortez, Deputy Director - Economic Development Ben thatcher, Assistant City Manager Jerod Potts, Assistant to the Director of Planning and Development Services CITY COUNCIL MEMBERS PRESENT: N/A OTHERS PRESENT: N/A REGULAR AGENDA 1. Meeting called to order at 6:01 by Ben Siebach, Chair 2. Approve February 20, 2017 CEC meeting minutes. David made a motion to approve the minutes as written, and Sandy provided a second. Approved 4 - 0. 3. Discuss Special Town Hall Forums for 2017. Daniel discussed prior Town Hall meetings. The Committee talked about holding forums based upon topics that come up, such as mosquitos. The Committee discussed looking into online forums as well as Public Service Announcement (PSA) type communication. 4. Review and Discuss questions for Citizen Engagement Survey. Daniel explained the Texas Civic Health Index and the committee discussed potential topics for a Community Engagement survey. City staff will draft questions for the Committee to review. Committee is welcome to come up with questions and send to staff. 5. Provide feedback on Local Business Report communication strategy. Daniel asked the committee to provide feedback on how to provide connections. The Committee brought up reaching out to the Chamber of Commerce and Better Business Bureau (BBB), as well as commercial real estate companies to help provide information about businesses in town, promoting their offers of the day. Committee also talked how kids learn a lot from working in these businesses, and discussed a possible teenage job fair. 6. Discuss future agenda items. 7. Adjournment. Ben closed the meeting at 7:20PM. the Committee expressed gratitude and heartfelt thanks to Daniel Cortez who is moving on to a new position and will not be the CEC liaison. His leadership will be missed. CITY OF SOUTHLAKE COMMUNITY ENGAGEMENT COMMITTEE MEETING MINUTES: May 8th, 2017 LOCATION: TIME: Southlake Town Hall 1400 Main Street, Room 4A Southlake, Texas 76092 .11'a OMMITTEE MEMBERS PRESENT: Place 1 - Sherry Berman Place 4 - Ben Siebach, Chair Place 5 - David Alexander, Secretary Place 6 - Aaron Camele COMMITTEE MEMBERS NOT PRESENT: Place 2 - Sandra Harrison Place 3 - Randy Robbins Place 7 - Vacant STAFF PRESENT: Lauren E. LaNeave, Assistant to the City Manager Ben Thatcher, Assistant City Manager Jerod Potts, Assistant to the Director of Planning and Development Services CITY COUNCIL MEMBERS PRESENT: N/A OTHERS PRESENT: N/A REGULAR AGENDA 1. Call to order. Meeting called to order at 6:01 by Ben Siebach, Chair 2. Approve April 10, 2017 CEC meeting minutes. David made a motion to approve the minutes as written, and Aaron provided a second. Approved 4 - 0. 3. Review and discuss questions for Citizen Engagement Survey. The group provided feedback regarding new questions on the Citizen Engagement Survey. The Committee noted that it would be better if the survey were short. The Committee asked how the survey would discern involvement in school district matters in relation to involvement with the City of Southlake. The Committee mentioned they would like the survey to help them see where people currently receive information, in addition to asking where people would like to receive information. The Committee would like to learn more about how people want to be communicated with. The Committee encouraged clarifying wording on the Citizen Engagement Survey to separate City sponsored social media from non -City sponsored social media. 4. Provide feedback on Community Engagement Topics. Lauren provided example PSA topics including water use and mosquitos that could be shared by the Committee. The Committee asked to add a PSA for distracted driving. 5. Discuss Youth Engagement Topics. Jerod discussed the Southlake 2035 Youth Master Plan. The Community Engagement Committee will have a role in reviewing this Master Plan element at a future meeting date. 6. Review Development Report. Jerod shared the development report. This report provided information on the SPIN Town Hall Forums held to date during fiscal year 2017. 7. Discuss future agenda items. Ben Siebach recommended that the Committee discuss SPIN Town Hall Forums and ways to make them more productive including the possibility of holding online meetings. The Committee discussed considering the frequency of SPIN Town Hall Forums. 8. Adjournment. Ben closed the meeting at 7:22PM. CITY OF SOUTHLAKE COMMUNITY ENGAGEMENT COMMITTEE MEETING MINUTES: June 12th, 2017 LOCATION: Southlake Town Hall 1400 Main Street, Room 4A Southlake, Texas 76092 IME: 6:00 P.M. COMMITTEE MEMBERS PRESENT: Place 1 - Sherry Berman, Vice Chair Place 2 - Sandra Harrison Place 3 - Randy Robbins Place 5 - David Alexander, Secretary COMMITTEE MEMBERS NOT PRESENT: Place 4 - Ben Siebach, Chair Place 6 - Aaron Camele Place 7 - Vacant STAFF PRESENT: Lauren E. LaNeave, Assistant to the City Manager Pilar Schank, Deputy Director - Office of Marketing & Communication Jerod Potts, Assistant to the Director of Planning and Development Services CITY COUNCIL MEMBERS PRESENT: N/A OTHERS PRESENT: N/A REGULAR AGENDA 1. Call to order. Meeting called to order at 6:04 by Sherry Berman, Vice Chair 2. Approve May 8, 2017 CEC meeting minutes. Sandra made a motion to approve the minutes as written, and David provided a second. Approved 4 - 0. 3. Review and discuss Communication Plan. Pilar discussed the new structure of the Office of Marketing & Communication, and a list of City social media sites was provided. The Committee asked about receiving a copy of the OMC structure with names of staff and their title. The Committee discussed a possible future agenda item to go through the multiple communication channels to ensure the CEC members are on all of them, and are receiving information personally - will help with communicating. The Committee discussed the City's water application, providing feedback that it is difficult to access. The Committee mentioned they could be used as a group to test things in the City. The Committee asked to see the "hybrid house of brands" once it is ready. The Committee mentioned that it is important to get feedback early on. Committee members will provide any feedback to Jerod and/ or Lauren and this will be included in the memorandum that will be provided to City Council. 4. Provide feedback on Community Engagement Topics. Lauren provided an overview of the proposed PSA calendar and informed the CEC they can provide any feedback. The Committee asked about making it easier to access the City's water application. Lauren explained the Committee would be social media ambassadors. The [43] Committee asked for details about how to post and/or share PSA's. There was discussion about education for parents about cars and pedestrians in crosswalks as well as holiday trash reminder PSAs. 5. Development Update. Jerod provided an update on the number of items that have gone to SPIN during FY 2017. The update included information about where those items were currently in the development process. 6. Discuss future agenda items. The Committee asked to go through the list of City social media outlets. The Committee also discussed the possibility of linking broad communication items for the City of Southlake and Carroll ISD. The Committee asked about the possibility of a daily message sent from the City. 7. Adjournment. Sherry closed the meeting at 7:26PM. CITY OF SOUTHLAKE COMMUNITY ENGAGEMENT COMMITTEE MEETING MINUTES: September 11 th, 2017 LOCATION: Southlake Town Hall 1400 Main Street, Room 4A Southlake, Texas 76092 TIME: 6:00 P.M. OMMITTEE MEMBERS PRESENT: Place 2 - Sandra Harrison Place 4 - Ben Siebach, Chair Place 3 - Randy Robbins (arrived after approval of minutes from June 12, 2017) Place 5 - David Alexander, Secretary Place 6 - Aaron Camele COMMITTEE MEMBERS NOT PRESENT: Place 1 - Sherry Berman, Vice Chair Place 7 - Vacant STAFF PRESENT: Ben Thatcher, Assistant City Manager Lauren E. LaNeave, Assistant to the City Manager Jerod Potts, Policy & Strategic Initiative Principal Planner CITY COUNCIL MEMBERS PRESENT: N/A OTHERS PRESENT: N/A REGULAR AGENDA Call to order. Meeting called to order at 6:10 by Ben Siebach, Chair 2. Approve June 12, 2017 CEC meeting minutes. Sandra made a motion to approve the minutes as written, and David provided a second. Approved 4 - 0. 3. Discuss FY 2017 Community Engagement Committee Annual Report. Lauren discussed holding a Community Engagement Committee meeting October 2, 2017 even though one is not currently on the schedule so the CEC could approve the Annual Report. The Committee agreed to meet on October 2, 2017. Lauren then presented the FY 2017 CEC Annual Report. The Committee discussed needing to revisit the voter participation metric, and whether or not it should be kept. The Committee also discussed the two existing SPIN surveys and revisiting the questions at a future meeting date. The Committee discussed the Citizen Satisfaction Survey and how the Community Engagement Survey will be included in the overall survey in 2017 - the Committee asked about including the Community Engagement Survey within the overall Citizen Satisfaction Survey rather than having them separated. The Committee talked about a future agenda item to discuss the SPIN neighborhood map. The Committee asked about including Story Maps in the report, even though that focus group took place in FY 2016. The Committee discussed holding a brainstorming session at the next CEC meeting to prioritize future CEC activities. The Committee discussed grouping activities into three (3) categories (page 26 of the report); categories include: 1) pulling information, 2) pushing information out, and 3) the tools used. The Committee asked about bicycle safety recommendations, and whether a bike share program could be discussed at a future meeting. Lauren mentioned that the CEC Annual Report would be presented at City Council on November 7, 2017; Ben Siebach will check to make sure he is available to present the report that evening. The Committee asked about how the adoption of Southlake 2030 Mobility Master Plan Amendment 1075-B was communicated after approval. 4. Review and discuss Youth Plan draft recommendations. Jerod presented the proposed recommendations and initiatives from the Youth Master Plan. The Committee discussed adding fire safety programs. The Committee asked if the proposed Youth Forum would be hosted by the youth. The Committee mentioned offering recognition in order to entice participation in these programs by groups where the City has partnerships (Community Service Agreements). The Committee mentioned this should be marketed to youths. The Committee also mentioned bringing back these recommendations in the future for further review. The Committee mentioned Teen Court as another group to include in this process, as well as school counselors, CISD, and youth pastors. The Committee asked if Bicentennial Park is a site for the future library. The Committee mentioned early childhood language programs that used to be offered by CISD. 5. Discuss Special Town Hall Forums for FY 2017 and FY 2018. 6. Development Update. 7. Discuss future agenda items. SPIN Neighborhood Map. Randy announced that he will not seek reappointment due to his schedule. 8. Adjournment. Ben closed the meeting at 7:33 PM. How did you hear about this meeting? 9 responses Email City Website Phone Call (Sou... Road Sign Neighbor Phone Call (Bla... 0 1 2 3 4 5 I get involved in city topics like this: 9 responses 5(556%) First time • 1-3 times per year 4 or more times per The steps involved for approval on the project being presented were'. clearly explained during the meeting: 9 responses Strongly Agree Agree Disagree Strongly Disagree I believe my involvement in this process can make a difference: 9 responses Strongly Agree • Agree ® Disagree • Strongly Disagree r 47 1 The City is interested in my concerns: 9 responses i Strongly Agree Agree Disagree • Strongly Disagree I told others in my neighborhood about the topic presented at the SPIN meeting I attended: 9 re;pones 0 Agree • Disagree After the meeting, I felt more knowledgeable regarding development projects in Southlake: 9 responses RESIDENT SPIN SURVEY INFORMATION: • Strongly Agree • Agree * Disagree * Strongly Disagree • Survey open year-round for residents to take after SPIN Town Hall Forums • Survey sent to residents that signed in on September 7 • Of the 112 surveys sent, nine responses were received. APPLICANT SPIN SURVEY INFORMATION: • Survey open year-round for applicants to take after SPIN Town Hall Forums • Survey sent to developers on September 7 • Of the 21 surveys sent, one response was received. Due to low participation, these results were not included. • Created applicant guidelines Evaluated SPIN Town Hall Forum CIIY C}f SOUTHLAKE TEXAS Community Engagement Committee Focus Group Report Rate: August 24, 2016 frequency fityltritiative: Story Mapping Established CEC subcommittees Department: Planning & Development Services Department Staff nesting: Ken Baker, Senlor Dire€tor of Flanoing & Development Services lerod Potts,. Assistant to the Director of Planning & Development Semces • Hosted Expanding Mobility Town Hall Patrick Whitham, GS Analyst Forum and Water Forum Purpose: The purpose of this focus group meeting was to obtain feedback From the Community Engagement Committee -on a new multimedia tool that grophically • Established CEC as a focus group and provides Planning and zoning Informatlon through maps. outlined guidelines Overview: Story Mapping Is trap -based stWeiling that enables the communicator to serve colleagues. customers, and constituents by combining geospatial data with text and multimedia content Into compelling and lotuitive user experiences. Story maps usually Introduce a 'topic within a user experience that requires little or no explanation and then enables users to explore and discover on theirown. Explored The City has developed a couple of story maps as-demonstratlons of the capacity of • engagement metrics the software tool. Based on these two story map demonstrations, City staff presented an overview of what the tool is and Its capacity. The focus group was then tasked feedback • Developed applicant and resident SPIN with providing City staff on their thoughts and opinions of the tool and Information that was provided. The questions and responses are provided in the Town Hall Forum Questionnaire section below. Appointed as Bicycle Safety Committee ` = • to provide recommendations relating to bicycling for an amendment to the Southlake 2030 Mobility Master Plan • Served as a focus group for: �r • Story Mapping (report begins on right) Transparency Initiatives y y 'g r aeI y o 0 o A �► Water Meter Pro ram StVp M1ti7r} �xOnr�yJe> .Mi Community Er6ga mentCommitteeFocusgroup-StoryMapplrsg �I 49 Iii C I i5f ., OUTHLAKE TEXAS Community Engagement Committee Focus Group Report Questions: 1) In what ways do you use maps in your everyday life? • DriVirtgtowork • Finding where bust nesses are located it + iu, tr 'r 2) -After seeing the demansibraation of Story Maps, what words or thoughts come to mind? • Can zoning be added to as one of these reaps? • What about a street layer? • Is it limited on the n umber of layersyou can have, one or two? • Figuiring out where rm at on the map Is difflcu It; arethere landmarks that can be identlfled? • ThiswIll be good for new shops and restaurants • ICs Innovative! • What is a story map? ■ Can we do a SPIN map 11 k this? Can we do a map fo r development cases? • How can we change some of the backgrounds (map)? `ornrnw tyErrg3gemeM{owmrtteeFocusGroup-Story Mapping yr U S[3UTHLAKE Community Engagement Committee Focus Group Report 31 What are some ideas you have for Stary Maps the City couI d create and implement? • DoOrangeBarrelAlertsmapsinstead ofwhatwedotoday • Construction, either the City or private development • Maybe some real-time capability where we have accldent maps • We need todefinewhat theexpectationsof these maps are • Horse T(alIs • Bike Paths • The placement of the descriptlon needs to beat the tap MIgher placement} • There needs to be larger text size • A parks map with informatlon anwho to call for reserving park space -w.., ... 41 How could Story Maps be used to address gap issues? • Maybe have peak hours of Saki thlake roadways shown to residents so they know when to avoid them. • Some hig IN t mfficked areas that have construction projects • A planned sidewalk map (and existing skiewalks) • Tlmeframeof constructlon projects a, f �. 1tmtimity ErxjM)eflbent ((•Ylrllitti!e rOCus Graup - Slory Mappinq Fargo +. J� C11 Y � SWTHLAKE TEXAS Community Engagement Cam mittee Focus Group Report 5) Regarding the placement of these maps on the City's website — where would be the most appropriate spot for Story Maps? • Having a centralized location of all maps would be best • Unks to the maps from other places on the website • Individual SPIN neighborhood maps with development cases that are shown wlthln the maps • Having linins on the actual maps to other maps that may be helpful -61 How receptive would the community be to this type of tool? in other words: What level of use would you expect? • Tmfflc, restaurantslbusinessesand new development would prababiy the most used • We need to communicate well than the tool exists • Thl s Is a great tool but Itis useless if no ane knows it there {"i:mm"nity Er gqneak%nt COMMittee rOc(as Gf oUp -Story Mhl)IPIN Pd112 d CITY CN SOUTHLA KE TEXAN Community Engagement Committee Focus Group Report l) What -other applicability for use of Story Maps in the City of Southlake is there? • CISID School zones {including different school districts), in the spirit of partnerships • Trash and recycling zones * State and U.S. representative maps * Voting locations s strt^is Any add itional thoughts regarding Story Maps? * We should do a map with places of worship * Can you add the ability to put in your address and see what's near you * Communicate about the tool and tell people why It matters (how to use It) * -On the hornepage, lets do a'What's New" link * Can we Include property history on development rnapr *-Sport facllilies In the City with contact Information on how to use°rertt • Visuals are great on these maps • It would be goad to know"whatam I near to?' {ommunityEnga emCommitteeFo<tisGroup-StoryMa7pplrtig CEC FOCUS GROUP: Fater Smart. Southlake CampaIgrl WELCOME: Thanks for agreeing to be part fthe fDms group_ Weapprec-iateyour willing --ss tD participate. IMTRODUCTlONS: Moderator- BT; Assistant Moderator- SJ; Scribe- DC PURPOSE OF FOCUS CROUP: The reason we are having this focus group is W find out your impressions with an upcoming City 'initti Ye. We need your input and want you to share yruurhonestand open thoughts with us. :e1:1911121110111=P .'NNE WANT YOU TO DO THE TALKING. We would like e%wyone to participate. I may call on you if I haven't heard hom you in a while - 2. THERE ARE NO DIGHT OR WRONG ANSWERS. ERS. Every person's experiences and opinions are important Speak up whether you agree cr disagree. We want to hear a, wide range f opiniorr- 3. WHAT IS SAID IN THIS DOOM STAYS HERE. We warrt folks tD feel comfortable sharing when sensitve issues come up. 4. WE WILL BE TAXING NOTES ABOUT WHAT 1S SAID. We want to capWre eaeryfho<ng you have to say. We wi not certify anyone by name - cur report. You will remain of ORYMDUS. QUESTIONS: Explain the inidative and show website and application fmpabi lity - BT 1. How da you feel about haw rg this capability awa .able to you and your household? • Great resource How would we get people to rare? • How would we get the ward oroteffec6wV. '%VmterSmwt Soathleke Campaign Would use it as Zang as there is ria additional sun*orge; what is the ODst Df pm%hding this e- ,-ancEment? Would feel ma -c- oonfeent about my ❑wn water use How would we know what the appropriate personal cap levels are? Concern about how to read and irkLgxet the data that is made awailatrie ■ Would anyone be able to use this technokW to shat uff my water Pow, V.9M � � �� !}o r f�� % f.r� �� .rr�l+l �e I •+fix ri'�J dRrq 2. How du you #kirk a resmFoe like this wil he reDeiued in the community? Just another 'Big BratherOversiphr initiative Concern about usage throtding by the City A kit of people may not care that this rem)uroe is available We need to promote it with the Fight rwordstsound bites We meed to oamrnun mcate how using this resouroe can save them muneyr Is the water rate structure understucd? • Mkft r omider some sort of 'prize' for customer use of resource I want to know when it's test to use water We need to pubboizee City consumption and the benefit of reduced pea king dMrges Wffter5mw%Southreke CwnRatpn 55 i ! To? 04#41 ir-� A. Vihatfcllow- questDnr* do you have after reading the pamphlet? Where s cost addressed? Alight not hurt to speak to what it will cost the nesicent • Maybe u=_= green tD reference money savings or inMatve o3sit Assure people t^at the nFarmatonidata is the same data the C4 has ID calculate Iling • Where does it `--a"y how to use the app in the pamphlet? What's the ,app's name? Project timing is or tical Why is the City spend ng money to do this? • Nol aware af'the water bkpg and said they know no or* AD subsat*s to the bldg; Why is time tiered rate struaWre not referenced in the brochure? That positively influenced attitude abort the program when rate stmrcttrre was eq:ialned.. #1'aa WsterSmwt, Sdrthlake Cwnpaip [57] + L r~, r+ld a• iia '�—_ `` � �d� �,�d��.�� r,�ld h Ery �'.A,.► A, fWvJ B. When thinking about simAm proiu b`seruioe rhange or FLS or upgraces ycu haw recentty exWenced with vendors at home or work, what adv ie or suggestons would you have for the City in implernereting ih'is niiative? Reference where to find Badger meter inftirrnation (website; AW 4- L �' �rnre�fiw� �re,j;ert +�itEr rh�e� p, 'J? .ff y +"',f,(f- �+ s,ar 7k �.r F r"�f'"e • {fit;: PJ) FAQ tAs d on 1--xt,�,s #ecd M .6W rf e,--r'rar , qW, s ` . Any addibond thoughts ycpfd like to share with the City • Always keep ups in mind • Look at product delhwy as outside in • Make it dear on how this resource helps the oustrner • More infarmation aboW the Ckys rate structure and hcwa customers a -- &-arged KL.,tp u .nt d. ri;rj L.A 4 r" cif'j dG o't Cllr+{ pp 4 N., 7et_ Welter Smar', Southleke Q npakn THIS PAGE INTENTIONALLY LEFT BLANK 61