1999-09-16City of Southlake, Texas
CITY OF SOUTHLAKE
SPIN Standing Committee
Thursday, September 16, 1999
Meeting Minutes
Representatives Present: Mary Georgia, Vice Chair (#3); Milan Georgia (0); Michael
Boutte (#9E); Roger Hutton (# 11); Cameron McCartha (# 12); Bill Stone (# 13); Michael
Conrads (#14); Bob Walker (#16); David Baltimore, Senior representative. Darrell Faglie
(#7; Jan Francis (#5); Wayne Haney (#15) Tim Miller (#6).
Representatives Absent: Pattie Minder (#8); Dana Sternfeld (#9W); Cara White; (#1);
Martin Schelling (#2); Roger Hutton (#11); Al Morin, Chair (#10).
Guests Present: Patsy DuPre (Councilmember); Bill Kyle SPIN Liaison (#13) Boyd
Dollar, SPIN Liaison (#1).
Staff Present: Assistant to the City Manager, Shelli Siemer Deputy Director of
Community Services, Steve Polasek.
Agenda Item I -- Call to Order.
The meeting was called to order at 7:05 p.m by Vice Chairperson Mary Georgia.
Agenda Item 2 -- Discussion: Administrative Comments.
Suggestions were made to help improve the flow of the Standing Committee Meetings.
There is now going to be a sign -in sheet for every meeting to keep track of attendance.
To help liaisons become aware of meeting procedures there is a copy of Roberts Rules of
Order for everyone.
S.H. 114 construction is beginning earlier than expected. Due to this earlier date, several
methods are being used to disperse this information such as placing the construction
schedule in the next newsletter, on the cable channel, and in the Chamber of Commerce
newsletter.
The ideas sheet was also discussed. However, it is up to the Standing Committee to keep
it updated. These are guidelines for the committee and help keep track of committee
assignments, the annual calendar, and track accomplishments.
Mary Georgia discussed the recent flier distributed with SPINS's name prominently
featured without any of the SPIN Representatives sponsoring the flier.
Agenda Item 3 -- Consideration: Approval of minutes from the August 12, 1999
Standing Committee meeting and the August 12, 1999 Joint City Council/SPIN
meeting.
Michael Conrads made a motion to approve the minutes from the August 12 meeting.
Jan Francis seconded the motion. The minutes were approved unanimously.
Agenda Item 4 -- Presentation on Joint Utilization Committee.
Steve Polasek reported on the Joint Utilization Committee between the City of Southlake
and Carroll ISD. It was created in 1993 to develop and implement joint use projects and
serves as a tool to facilitate communication between the city and the school district.
Steve Polasek presented the names of the committee members. The committee meets the
2"d Thursday of every month at 7:00 p.m. It deals with a variety of projects including the
City of Southlake project update for street improvements and the bond program update,
CISD project updates for their bond program, and the community services department
project updates on the sr. tree farms, teen center, and Bob Jones Park. The Joint
Utilization Committee is taking a new charge to review City and CISD projects together
regarding construction and impact on neighborhoods and the community. The goal is to
identify as many areas of concern to address prior to bringing forward to residents.
SPIN's involvement will be key in the activity. The Joint Utilization Committee would
like to see SPIN host meetings.
An agreement has been reached between the City and the school district to use facilities
and both organizations are working hard at scheduling. Steve Polasek also explained the
existing joint use facilities.
Questions were asked about whether the committee is working with Northwest ISD. The
Joint Utilization Committee is with Carroll ISD school facilities and Northwest ISD does
not have facilities located in Southlake. Kids from all over can and do participate in the
programs.
Agenda Item 5 -- Discussion: Review SPIN Goals.
Mary explained that SPIN is coming to a time where the Standing Committee will have
to set new goals on such items as attendance, two -deep leadership, and trying to achieve
neighborhood meetings together.
The Standing Committee discussed possible goals relating to helping the Spin Reps host
meetings. Some members believe SPIN should work as a team to host meetings, others
didn't want to formalize the process and allow SPIN Reps to request help if needed.
The committee agreed to a goal to host a Homeowners Association Meeting as a SPIN
organization.
Bob Walker appreciated the mailings they received regarding issues, minutes, and
upcoming meetings and suggested that HOA Presidents receive a mailing.
Shelli Siemer will send a letter to HOA presidents regarding their meeting schedules,
turnover dates, and list of the presidents from the SPIN representatives.
Agenda Item 6 -- Discussion: Review Ideas Sheet.
Michael Conrads would like to see a SPIN orientation process for new SPIN
representatives and liaisons. He will head -up the orientation process and Milan Georgia
will help on the orientation committee. The orientation meeting will be held in January
Agenda Item 7 -- Discussion: Committee Reports:.
Retreat Committee: Michael Conrads reported for the retreat committee. He facilitated
a brainstorming session for the retreat and each representative voted on five items to what
they would like to have discussed at the retreat.
The retreat topics include:
* Communication and Outreach
* Team Building
* Community Perception of SPIN (How to measure SPIN results)
* Sourcing Representatives
* Goals
The topics for the orientation meeting include:
* Process Defined (who, what, why, when --resources)
* How to conduct a SPIN meeting
SH 114 Committee: On November 9th at 7:00 p.m. at Johnson Elementary there will be
citywide SPIN meeting. SPIN needs to be organized with sign -in sheets, directing traffic,
and distributing literature.
Portal Committee: The committee met and discussed the concepts of what a portal is
and looked at Gateway as having a portal. They now need input from the community
about the portals.
Candidate's Forum Committee: Cameron stated that they need volunteers. Cara White,
Bob Walker, Milan Georgia and Tim Miller volunteered to help on the committee. David
Baltimore and Cameron McCartha are chairing the committee. They want to bring a
proposed format to the standing committee and hope to have a committee meeting before
the next SPIN standing committee meeting.
Agenda Item 8 -- Discussion: SPIN Vacancv Meetinz Procedures.
Due to the upcoming vacancies in odd numbered SPIN's, there was a discussion on how
to structure the vacancy meetings. There will be announcements regarding the vacancies
including neighborhood mailings. The representatives can hold an individual vacancy
meeting or host a common meeting for all where Mr. Morin presents general SPIN
introduction then the meeting will break into neighborhood groups.
David Baltimore added that individual vacancy meetings are for unexpired terms. He
also stated that it would help to have SPIN officers participate in the joint meeting then
break the neighborhoods up to select a SPIN representative. The joint meeting is also a
key opportunity to recruit liaisons.
Bob Walker suggested that the link is to communicate with the Homeowner's
Associations regarding the vacancies.
The consensus was to hold one vacancy meeting general.
Agenda Item 9 —Discussion: SPIN Recognition.
Milan stated there are some residents who play an active role in communicating issues to
residents. Also there are businesses displaying SPIN maps and brochures. Milan
suggested a recognition program to say thank you to businesses and determine
recognition for residents. SPIN questioned the role of distributing recognition to
individual residents.
Agenda Item 10 -- Discussion: Neighborhood Reports.
SPIN #1: Boyd Dollar attended the Planning and Zoning Commission about the Crown
Ridge Additions zoning change. The commission denied the zoning request.
SPIN #2: No report
SPIN #3: Milan & Mary informed the committee that Lake Drive is almost complete.
The lights are almost working and they have water pressure.
SPIN #S: Jan Francis was concerned about the City of Grapevine's widening of North
Kimball. She requested a meeting with City of Southlake staff to discuss Southlake's
options.
SPIN #6: Tim Miller reported that SPIN #6 held a special meeting in conjunction with
their regular meeting to select him as their new representative. He also informed the
committee that he was investigating the cause of the rapid deterioration of several new
roads. He is working with the City to correct the problem.
SPIN #7, Darrell Faglie: He reported that he would like to have a citywide meeting
regarding the schools on S. Kimball because the roadway construction was originally
intended for residential and now it will be for two schools.
SPIN #8: No report.
SPINOE. Michael Boutte updated the committee that the Children's Courtyard project
was denied by the Planning and Zoning Commission. He also reported that Calloway's
Nursery was interested in land in SPIN #10 at Bicentennial Park entrance.
SPIN #9W. No report.
SPIN #10: No report
SPIN #11: No report.
SPIN #12: Cameron McCartha reported that the citywide SPIN meeting regarding the
Master Thoroughfare Plan had 79 residents in attendance. She also reported that Cross
Timber Hills is having a HOA meeting to address the issue because they heard it will
align directly Woodbrook with the new road. The 2nd reading for the amendments is on
Tuesday.
SPIN #13: Bill Stone reported that the neighborhood is fairly quiet though citizens are
concerned about the thoroughfare plan. He also reported that a neighbor had discussed
whether there is uniformity in the street signs.
SPIN #14: Michael Conrads reported that SPIN #14 has been quiet.
SPIN #1 S: Wayne Haney reported SPIN 15 has been fairly quiet.
SPIN #16: Bob Walker reported that there is planned development next to Albertson's to
build a Hobby Lobby with additional retail space extended.
Senior Representative: David Baltimore reported on the Senior Activity Center trip the
Burlington Northern Santa Fe headquarters. He informed the group of the kick-off
meeting for the Senior Transportation Service and their goal of gaining 501 (c) 3 status.
Agenda Item 11-- Open Forum.
Milan Georgia talked about SPIN stands to place around the city.
Agenda Item 12 —Adjourn.
The meeting was adjourned at 9:45 p.m.
R pectfully Submitted:
ameron McCartha, Secretary
Approv d:
Al Morin, Chairperson