2018-04-09 CEC MinutesCITY OF
SOUTHLAKE
TEXAS
COMMUNITY ENGAGEMENT COMMITTEE MEETING MINUTES: APRIL 91", 2018
LOCATION: Southlake Town Hall
1400 Main Street, Room 4A
Southlake, Texas 76092
TIME: 6:00 P.M.
COMMITTEE MEMBERS PRESENT:
Place 1 — Sherry Berman, Chair
Place 2 — Sandra Harrison (arrived after the approval of the February 26, 2018
Community Engagement Committee minutes)
Place 3 — Vikram Jangam
Place 4 — Ben Siebach, Vice Chair
Place 5 — David Alexander, Secretary
Place 6 — Aaron Camele
COMMITTEE MEMBERS NOT PRESENT:
Place 7 — Angela Weisgarber
STAFF PRESENT:
Lauren E. LaNeave, Assistant to the City Manager
Jerod Potts, Policy & Strategic Initiative Principal Planner
Eric Hutmacher, Assistant to the Director/ Emergency Management Coordinator
CITY COUNCIL MEMBERS PRESENT:
N/A
OTHERS PRESENT:
N/A
REGULAR AGENDA
1. Call to order. Meeting called to order at 6:01 by Sherry Berman, Chair.
2. Approve March 19, 2018 CEC meeting minutes. Aaron made a motion to
approve the minutes as written. Ben provided a second. Approved (5-0).
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3. Present and discuss emergency notification system and upcoming Office
of Emergency Management initiatives. Eric Hutmacher provided an overview
of the Office of Emergency Management (OEM). The Committee asked if OEM
saw a way in which the CEC could help, and Eric noted that it helps to get on all
planes of the community whether non-profit, houses of worship, etc. The
Committee asked if there was a plan in place where the CEC could be added,
and asked whether this was something that needed to be discussed. Eric
mentioned this depends on what the group is interested in. The Committee
mentioned that if there were to be a CEC website, this may be a good place to
build a calendar where things are programmed. The Committee noted that when
you search "@lert" Southlake on Facebook, the search does not work properly.
The Committee asked whether OEM saw a need for a forum where OEM could
present and the answer was yes. The question was asked whether CERT was
used, and the OEM mentioned that @lert Southlake is used primarily — this was
determined after conducting a survey to determine interest in CERT. The
Committee asked whether the OEM works with the airport, and the answer was
yes and no, but more so as of late. Eric also mentioned that the OEM is working
on a hashtag, if CEC has any feedback.
4. Discuss format and details of CISD Board of Trustees Candidate Forum.
Lauren provided an overview of the upcoming CISD Board of Trustees Candidate
Forum. Three (3) places total are on the ballot, two (2) are running unopposed.
There are three (3) candidates running for Place 4. Because the CEC will host
the forum, staff wanted to talk about logistics. The CEC will moderate the forum,
and the event will take place on April 24th in place of SPIN, and there would be
an open house. Staff note: this event was held at The Marq Southlake rather
than Southlake Town Hall. The Committee mentioned a similar event was being
held on April 18th and staff mentioned this will be hosted by another group.
Lauren then provided details about the most recent CISD Board of Trustees held
in 2013. The Committee mentioned that people should not ask the same
question over and over — and to make sure it is a question, and not a statement.
The Committee asked whether it would be more effective to have a forum where
people submitted written questions rather than coming to the microphone.
Another Committee member responded by saying previously not many people
submitted questions. Another Committee member mentioned that if the open
house was held ahead of time, there could be a station where people could
submit questions. The CEC agreed to have the open house before the forum.
The forum will take place after early voting, and staff will check on the rules about
posting literature and print materials. The reception will be from 6:00 PM to 6:30
PM so candidates can start setting up no earlier than 5:30 PM. During the forum,
candidates will have three (3) minutes a piece for opening statements, and there
will be an hour and a half for audience questions. People will be able to ask their
questions at the microphone, and the candidates will submit two (2) or three (3)
questions just in case there are no audience questions. The closing remarks will
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start at 7:45 PM, where candidates will have three (3) minutes each. The
Committee asked how the Carroll Education Foundation (CEF) will help, and staff
noted that CEF will primarily help with publicizing the event.
5. Review and discuss committee social media participation and demonstrate
social media platforms. Lauren talked about figuring out the biggest story the
group is trying to share, and how she is working with the Office of Marketing &
Communication to build in a "sharing" feature into Constant Contact emails.
6. Provide feedback on online citizen engagement platforms. This item was
tabled for a future CEC meeting.
7. Development Update. Jerod provided an update on the upcoming SPIN Town
Hall Forums as well as the upcoming Land Use Plan Open House.
8. Discuss future agenda items. Not discussed.
9. Adjournment. Sherry closed the meeting at 7:05 PM.
ATTEST:
David Alexande , Secretary
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