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1999-07-13City of Southlake, Texas MINUTES Joint Drug & Alcohol Awareness Committee Tuesday, July 13,1999 Meeting Minutes Members Present: Debra Edmondson (Co -Chairperson), Doug Strickland (Co - Chairperson), Brad Bartholomew, Bob Hamilton, Margaret Melton, Roxanne Matela-Berenbeim, Gary Fawks Members Absent: Joey Milner, Jacky Brooks -Lawrence Guests: Mayor's Advisory Committee Members: Jo Ponder, Bill Hudgins, Vicki Hess -Miller, Scott Estes Staff Present: Sean Leonard, Shelli Siemer, Gary Gregg Agenda Item No. 1- Call to Order. The meeting was called to order by Co -Chairpersons Debra Edmondson and Doug Strickland at 7:12 p.m. Agenda Item No. 2 - Public Forum. Sgt. Bill Hudgins with the City of Colleyville was introduced. Mayor's Advisory Committee member Jo Ponder was introduced. She will be their representative on the Drug & Alcohol Committee. Agenda Item No. 3 - Administrative Comments. There were no administrative comments at this meeting. Agenda Item No. 4 - Consideration: Approval of Minutes from June 17,1999 meeting. Bob Hamilton made the motion to approve the minutes from the 6/17/99 meeting with two amendments. Brad Bartholomew seconded the motion. The motion passed unanimously. Agenda Item No. S - Consideration: Every 15 Minutes Program. Mr. Strickland introduced the Colleyville Heritage "Every 15 Minutes" Program and said that Mr. Hudgins helped coordinate the program. Mr. Hudgins explained that the program will be offered next year at Grapevine High School. Bill said that he was introduced to the program in 1997, after he took over the Community Services position for the City of Colleyville. He started Jt. Drug & Alcohol Awareness Comm. Meeting Minutes 7113199 Page 2 to network with other agencies to research the program. In the spring of 1997, he introduced it to the school, and in the fall of 1998 after Colleyville Heritage opened. The most effective approach in coordinating this program is to designate three co-chairs: a public safety representative, a school representative, and a civic (parent) representative. The program is very flexible and can be modified. In Colleyville, they used grades, 9-12 with 5- 10 kids in each age bracket. The committee discussed how the program affect the people involved in the program, including speakers. There will need to be fund raising to help support the program. It can be organized by a parent volunteer. Parents, clergy, and businesses can all participate, and should be coordinated by the civic volunteer. Ms. Edmondson said that we should start preparing 6 months ahead of time. She wanted to know who the students were that were participating. Mr. Hudgins said that it was the student leaders. Ms. Edmondson asked Mr. Hudgins what the committee thought the cost would be. Mr. Hudgins thought it would cost approximately $10,000. He said that the biggest expense will be to have the kids stay over night at the retreat. Colleyville used Baylor Hospital's Rehabilitation Center for their retreat. The hospital donated food. The video is also a big cost, unless there are volunteers to tape. Gary Fawks wanted to know how many students would be involved in the planning/participating of the program. Mr. Hudgins answered over 100 students participated in the program. Mr. Fawks also wanted to know how many speakers there would be. Mr. Hudgins said that in Colleyville they used two from the private sector, one DA prosecutor, two parents to read letter to kids, and two kids to read their letters. Ms. Edmondson thought that the committee should take a vote of whether or not to do the program. Ms. Edmondson will meet with Vicki Hess -Miller to discuss how to plan the program. The committee will discuss the program further at an upcoming meeting. Mr. Bartholomew moved to put the program on the schedule of event for the spring of 2000. Mr. Strickland seconded the motion. The motion passed unanimously. Agenda Item No. 6 - Consideration: Parent Network Program. Mr. Strickland opened this agenda item by discussing the plans for mailing out the proposed Parent Network letter and application. The plan is to mail out a form to every household that has a least one child enrolled in school. There are approximately 4,600 households within the Carroll Independent School District. The letter includes statistics from the recent alcohol and Jt. Drug & Alcohol Awareness Comm. Meeting Minutes 7113199 Page 3 drug usage survey, comments from Dr. Ted Gillum, and other interesting facts related to the Parent Network. Mr. Hamilton recommended that the word "joint" be removed from the title. Mr. Strickland stated that anything the committee does is a "joint effort" and we want the citizens of Southlake to see it as a joint effort. The committee then reviewed the draft of the proposed newsletter. Mr. Fawks asked if the new Alcohol Awareness Committee logo could somehow be tied to the Parent Network letter and application. Ms. Edmondson asked the committee what the goal is for this program. Roxanne Matela- Berenbeim commented that the goal is to capture as many parents as possible, and to bring people of the community together to talk about their concerns. This is a vehicle to get the information out and get the community to participate. A discussion followed regarding the format of the newsletter and the title of the Parent Network Program. Mr. Hamilton suggested that the title and initial reference to the program CISD/City of Southlake Parent Network as the title. Then, on its reference should be titled the "Parent Network." It was mentioned that every time the Parent Network is referenced, it should be in bold. Ms. Edmondson commented that we need to do as much as a community to combat this problem (teen alcohol/drug use). This came out of the joint committee and we need to let people know that we are all concerned and that it came from the Drug and Alcohol Awareness Committee. It was recommended that the CISD fax number be added to the form. Ms. Edmondson made the motion to approve the Parent Network letter and application. Mr. Strickland seconded. The motion passed unanimously. Agenda Item No. 7 - Consideration: Approval of Prevention Packets. Shelli Siemer discussed the prevention packet. She stated that this packet is similar to the Vital Sign Network packet used in Grapevine. The plan is create 8,000 copies and distribute them at registration. A quick summary of all forms included in the packet followed. She mentioned that the Drug and Alcohol Awareness committee needed to review these forms and make sure you agree on the program dates. Resource/Prevention Packet will include the following information: • Upcoming Calendar of Events • Fact Sheet about youth alcohol and drug use • Resources to contact for assistance • Facts regarding the alcoholic beverage laws for minors • Tips on how to talk to your children about drugs • Parent Network application R. Drug & Alcohol Awareness Comm. Meeting Minutes 7113199 Page 4 Ms. Edmondson talked about a blitz for the laws regarding alcohol abuse for minors. This is where volunteers will help place cards on the windshield of student's vehicles (once in the fall, and in once in the spring) to educate them about the laws. A discussion regarding the contents of the packet followed. The committee suggested revising the Fact Sheet to identify the Parent Network while referring to survey results of kids who are allowed to drink with their parents and have this included in the packet. Mr. Bartholomew suggested that the new E.R. slogan could be utilized in the packet. He asked if maybe a magnet could be included. In regards to the finalizing the prevention packet. Shelli stated that she needed direction from the committee to proceed. She commented that 8,000 copies of the packet could run as high as $12,000.00. Ms. Edmondson asked what the target audience is. A brief discussion followed. Ms. Berenbeim suggested that it could go home with the students on their first day of school. Mr. Fawks questioned whether this would be a one-time event, or if it will be done annually. The response was that packets should be distributed on an annual basis. It was agreed to limit the packets to students in the fifth though twelfth grade, and distribute during curriculum night at the schools. Mr. Fawks made the motion to authorize the Drug and Alcohol Awareness Committee staff to order and purchase 6,000 brochures and prevention packets. Mr. Bartholomew seconded. The motion passed unanimously. Agenda Item No. 8 - Consideration: Approval of Schedule for City Wide Forum. Mr. Hamilton presented the tentative plan and dates for hosting the City Wide Forum. He stated that the plan is to bring in three to four regional speakers to talk about such issues as how to recognize abuse and how to talk to your kids about drugs. Gearing it towards all audiences and providing refreshments should result in a good turnout. He mentioned that this would require about a $2,000.00 to pay for these expenses. A brief discussion regarding the date, time and location of the event followed. Mr. Bartholomew motioned that the City Wide Forum budget reserve of $2,000.00 be approved and that the official event be held on Monday, October 18, 1999 from 7-9 p.m. at Carroll High School. Mr. Fawks seconded. The motion passed unanimously. Agenda Item No. 9 - Consideration: Drug and Alcohol Committee Slogan. Mr. Hamilton informed the committee that the City of Bedford has a slogan that reads "Everyone's Responsible." We have received the approval to use their slogan, but the Bedford City Council has not approved the logo design. We can design our own logo and modify it to Bedford later. R. Drug & Alcohol Awareness Comm. Meeting Minutes 7113199 Page 5 Mr. Hamilton passed out options for the design of the slogan. Mr. Hamilton will have someone design a logo. Our goal is to incorporate the logo in everything we do as a committee. We will proceed with launching the logo, and when Bedford's logo is determined, we may adopt their logo. The committee authorized Mr. Hamilton to move forward on launching the logo. Agenda Item No. 10 -Discussion: Sub -Committee Reports. No further reports. Agenda Item No. 11- Adjourn. The meeting was adjourned at 9:15 p.m. Submitted by: S-tutiA �WkA Shelli Siemer, City of Southlake Approved: ebra Edmondson, Co -Chairperson A Doug Strick d, Co -Chairperson