Loading...
WS Item 4 FY 2018 CEC Annual Reportr �s - 'M FY 2018 CITY OF SOUTHLAKE Community Engagement Committee Annual Engagement Report CITY OF SOUTHLAKE Community Engagement Committee FY 2018 Annual Engagement Report October 2017 to September 2018 Prepared by Lauren LaNeave and Jerod Potts Photos by Shawn O'Connell Photography and City of Southlake CITY OF SOUTHLAKE CITY COUNCIL Mayor Laura Hill Mayor Pro Tem Randy Williamson Deputy Mayor Pro Tem Shawn McCaskill Councilmember Place 1 Shahid Shafi Councilmember Place 3 Chad Patton Councilmember Place 5 John Huffman Councilmember Place 6 Christopher Archer COMMUNITY ENGAGEMENT COMMITTEE MEMBERS Chair Sherry Berman Vice Chair Ben Siebach Secretary David Alexander Place 2 Sandra Harrison Place 3 Vikram Jangam Place 6 Aaron Camele Place 7 Angela Weisgarber 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 TABLE OF CONTENTS EXECUTIVE SUMMARY INTRODUCTION PROPOSED STRATEGIC DIRECTION 14 2018 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 2018. 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 communitv. A `ti IVA 1 � �r .�• hx 'y �i" Y y I' 2! v i•s. � fee. INTRODUCTION DEFINING 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 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., Wlwt is Citizen Engagement? Handbook on Citizen Engagement: Beyond Consultation, pp.4-8, Canadian Policy Research Network, 2008. LEVELS OF ENGAGEMENT 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 (IAP2 2007) HISTORY 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. SOUTHLAKE POPULATION GROWTH 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. w i � 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. 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. 13 pre F y c daa� _ � _a, : ..mss_ � r � '' _ , � � a �-• I, +� �, �. N. - Ao •`+ .M ;d IF6� •� .�.7%. STRATEGIC DIRECTION 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: MISSION 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. VISION 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 (134) CECB3 Evaluate effectiveness of current engagement strategies (136) CECB4 Overcome participation barriers through technology utilization (136) 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) 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 AREAS LA. P Safety & Mobility Infrastructure Quality Partnerships & Performance Security Development Volunteerism I Management & SERVE OUR CUSTOMERS MANAGE THE BUSINESS PROVIDE FINANCIAL G? ARDSHIP r L_ J 17 Nil C5 Promote opportunities for partnerships C6 Enhance the sense of community by B2 Collaborate with select partners to B4 Provide high quality services through providing excellent customer service and & volunteer involvement implement service solutions sustainable business practices citizen engagement opportunities 1 11 F1 Adhere to financial management principles L1 Ensure our people understand the strategy 86 Optimize use of technology & budget 9 &how they contribute to it CECCI Promote timely, accessible, meaningful and inclusive engagement tools (CS) CECB1 Continuously seek better ways of informing and engaging the community (B2) CECC2 Encourage active public participation in City's planning and decision-making process (C6) Manaee the CECB2 Facilitate open, fair and constructive dialogue (B4) CECC3 Seek to understand public concerns and interests (C6) ess CECB3 Evaluate effectiveness of current engagement strategies (B6) CECFI Recommend innovative engagement methods that are cost effective and fiscally sustainable (FI) CECLI Build community motivation to engage on issues, trends and best practices (LI) CECC4 Raise awareness of involvement opportunities (CS) CECB4 Overcome participation barriers through technology utilization (B6) POTENTIAL METRICS 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. CECCl 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) 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) CECD Build community motivation to engage on issues, trends and best practices (L1) 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 of cation engagement channels offered channels citizens, e.g. Twitter, Facebook, mailers, Connect CTY. etc. � _'` jam• _ i a• �. _. "e7°"� � d� .^ _ _ mfr pt qr •°ar' �_ �-"' `� yam•--_�., <.'= �! _A T -r � ; � �. • � • e r ?d'• i t, e I 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 CISD Candidates' Open House, • Continued improvements to the SPIN Town Hall Forums, • Served as focus groups for various master plan elements and City programs, • Evaluated current engagement efforts, • Reviewed 2017 Citizen Survey and Engagement Survey results, and • Developed recommendations for improving community engagement in coming years. FOCUS GROUP RECOMMENDA iIONS The CEC has worked closely with City Staff to serve as a focus group to test, review, and provide extremely valuable feedback on new programs, services, and plans. Although not appointed to oversee the development of the Youth Master Plan, the Community Engagement Committee was a natural fit to provide additional input into this plan element. Staff brought this plan forward for their comment and consideration at three CEC meetings. Some of the input from the CEC was used to inform the recommendations of this plan, including comments about the possibility of the City hosting or supporting a youth job fair. The committee focus group also provided critical feedback to the launch of the Champions Club membership software. The committee was given access to the system to test the ease of purchasing a membership and entering payment information. Using this feedback, staff was able to customize the process with the vendor and shorten the registration to less than five minutes. The Office of Emergency Management presented to the committee regarding the City's new emergency alert system and the committee provided valuable suggestions on improving registration in the system. Prior to the summer season, the committee reviewed the Eye on Water App that launched the year previous. Misty Knaust, Customer Service Manager, helped all committee members register for the app, answered questions, and provided marketing materials. Additionally, the committee provided feedback to improve the app with a future update. TECHNOLOGY RESEARCH The committee reviewed and discussed potential technology tools to improve community engagement. This exercise included identifying engagement topics for the platform, tool features, and committee time commitment to managing the tool. The committee will develop a recommendation for community engagement tools in FY 2019. 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. SPIN TOWN HALL FORUMS DEVELOPMENT -FOCUSED TOWN on topics of particular interest to A AT HALL FORUMS residents. ' 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 2018, thirteen development -focused meetings were held, covering 43 agenda items, with an average of approximately 12 people attending each meeting in person. Additional details are shown to the right. SPECIAL TOWN HALL FORUMS Beyond the frequent development - centered Town Hall Forums, additional meetings have been organized to focus A Carroll Independent School District Council Candidate Open House was held for residents to engage with candidates prior to the 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. Sixty-eight members of the community attended the event, moderated by CEC Chair Sherry Berman. EVOLVING SPECIAL TOWN HALL FORUMS In FY 2018, the committee evaluated the possibility of expanding the reach of special topics covered at Special Town Hall Forums. To do this, the committee continued the use of a branded PSA to share on social media to promote key communication topics. This allows for the CEC to promote critical topics October 10 3 1 79 October 24 3 3 68 December 12 3 8 73 January 9 4 - 77 January 23 4 7 93 February 27 3 7 56 March 27 6 7 116 May 8 4 4 131 June 12 4 4 144 August 14 3 10 56 August 28 4 17 214 September 25 2 10 37 12 meetings 43 agenda items 78 total attendance 1,144 total views SPECIAL SPIN TOWN HALL FORUMS MEETING DATE MEETING ATTENDANCE ONLINE TOPIC COUNT VIEWS April 24 Candidate 68 465 Forum 1 meeting 68 total 465 total —99 attendance views 23 directly to residents, instead of requiring residents to come to Town Hall. Additionally, the committe their social media presence gaps and opportunities tc Southlake communities. evaluated to identify reach all MEETING IMPROVEMENTS Many improvements to the Town Hall Forums have been made in recent years, including moving the meetings to the Council Chambers 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 to make tracking projects easier to follow. 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: 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. • Continued 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. 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. During the annual review of the SPIN neighborhood map, the CEC determined that the use of SPIN neighborhoods (Example SPIN neighborhood #11) should be limited to internal technical processes. This determination has changed the SPIN communication to describe the major intersection closest to the project to improve the audience's awareness of the location of the project. The committee has not recommended any changes for the coming year. L2]5 COMMUNITY ENGAGEMENT ACTIVITIES FOR FY 2019 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 2019, the committee will: Push Information Support City communication by serving as social media ambassadors for the City of Southlake Solicit participation and make recommendations for Board and Commission involvement Gather Information Promote CEC familiarity with City departments and services offered to citizens Work with City departments on potential engagement topics 3. Serve as a 2019 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. Review engagement survey questions for potential revisions 7. Study and assess results of the Citizen Engagement Survey to enhance engagement plan and provide recommendations to City Council S. 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 s -ji 71117 -1 1. "41 rr 0 ea P: `Id,IL 9 - .• � s _ rN ° :PAWOF - - :. . �E .'r. C - ITY OF SOUTHLAKE COMMUNITY ENGAGEMENT COMMITTEE MEETING MINUTES: November 13, 2017 LOCATION: Southlake Town Square Southlake, Texas 76092 TIME: 6:00 P.M. COMMITTEE MEMBERS PRESENT: Place 1 - Sherry Berman, Vice Chair Place 3 - Vikram Jangam Place 5 - David Alexander, Secretary Place 7 - Angela Weisgarber COMMITTEE MEMBERS NOT PRESENT: Place 2 - Sandra Harrison Place 4 - Ben Siebach, Chair Place 6 - Aaron Camele 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: OTHERS PRESENT: REGULAR AGENDA 1. Call to order. Meeting called to order at 6:00 by Sherry Berman, Vice Chair 2. Approve September 11, 2017 CEC meeting minutes. David made a motion to approve the minutes as written, and Vikram provided a second. Approved 4 - 0. 3. Introduce newly appointed committee members and existing committee members. Members of the Community Engagement Committee introduced themselves. Lauren provided an update about the presentation of the CEC Annual Report at City Council. 4. Discuss and Review CEC Workplan for 2017. Lauren provided an overview of the CEC activities for FY 2018. Sherry mentioned the 10 possibility of having a technology committee and a committee to review what other cities do are doing. David asked about a dashboard that could show success and information related to how information has been shared and the reach of social media. Staff mentioned that discussing what the Committee would like to see on the dashboard could possibly be a topic for a future meeting Vikram mentioned that IN Facebook is most effective, and asked about new citizens. Staff asked whether we needed to create a virtual landing page sponsored by the CEC for new residents. The Committee 40 discussed creating an app, or webpage where people can get connected to things they want to, or possibly a challenge or even a tutorial to get people interested or show them how to use. The Committee discussed creating something that everyone can connect to, including HOA's. Staff mentioned having Pilar Scha Deputy Director of Office of Marketing and Communication attend the December CEC meeting. Staff asked whether the Committee ' was interested in an online town hall. The Committee mentioned that some people 0 may still want to come in, and also people could watch what they wanted to watch. The Committee also mentioned that it is hard to park at Town Hall. Staff will conduct research on this topic and schedule a demonstration. The Committee talked about adding having a program similar to the Citizens Academy, but for other government services. Currently the Citizens Academy focuses on DPS. The Committee mentioned having a future discussion on where the CEC is at in terms of social media groups. 5. Discuss Development Process. Jerod provided an overview of the Southlake Program for the Involvement of Neighborhoods (SPIN) process. 6. Adjournment. Sherry closed the meeting at 7:15 PM. C - ITY OF SOUTHLAKE COMMUNITY ENGAGEMENT COMMITTEE MEETING MINUTES: January 8, 2018 LOCATION: Southlake Town Square Southlake, Texas 76092 TIME: 6:00 P.M. COMMITTEE MEMBERS PRESENT: Place 1 - Sherry Berman, Vice Chair Place 2 - Sandra Harrison Place 3 - Vikram Jangam Place 4 - Ben Siebach, Chair Place 5 - David Alexander, Secretary COMMITTEE MEMBERS NOT PRESENT: Place 6 - Aaron Camele Place 7 - Angela Weisgarber STAFF PRESENT: Lauren E. LaNeave, Assistant to the City Manager Ben Thatcher, Assistant City Manager Jerod Potts, Assistant to Planning Director Pilar Schank, Deputy Director Marketing and Communications CITY COUNCIL MEMBERS PRESENT: OTHERS PRESENT: REGULAR AGENDA 1. Meeting called to order at 6:01 by Ben Siebach, Chair 2. Review and Discuss City communication channels and areas for engagement. Pilar provided a list of current communication tools and the group discussed way to further engagement. The group may consider acting as a focus group for the White Chapel widening communication tool. 3. Nominate Community Engagement Committee Officers. Tabled to February meeting. 4. Review and Discuss 2018 Community Engagement Committee activities. Lauren ■ asked the group to review the activities list. 5. Development Update. Jerod detailed upcoming Town Hall topics and developments. 6. Discuss future agenda items. 7. Adjournment. Ben adjourned meeting at 7:12PM hOCITY OF SOUTHLAKE COMMUNITY ENGAGEMENT COMMITTEE MEETING MINUTES: February 26, 2018 LOCATION: Southlake Town Square Southlake, Texas 76092 TIME: 6:00 P.M. COMMITTEE MEMBERS PRESENT: Place 1 — Sherry Berman, Chair Place 3 — Vikram Jangam (arrived after the approval of the November 13, 2017 and January 8, 2018 Community Engagement Committee minutes) Place 4 — Ben Siebach, Vice Chair Place 5 — David Alexander, Secretary Place 7 — Angela Weisgarber COMMITTEE MEMBERS NOT PRESENT: Place 2 — Sandra Harrison Place 6 — Aaron Camele 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 1. Call to order. Meeting called to order at 6:00 by Ben Siebach 2. Approve November 13, 2017 CEC meeting minutes. David made a motion to approve the minutes as written. Angela provided a second. Approved (4-0). 3. Approve January 8, 2018 CEC meeting minutes. David made a motion to approve the minutes as written. Sherry provided a second. Approved (4-0). 4. Nominate Community Engagement Committee Officers. Angela made a motion for the following CEC appointments, which was seconded by Vikram: Sherry Berman — Chair Ben Siebach — Vice Chair David Alexander — Secretary Approved (5-0). 5. Provide feedback on solid waste services. Lauren discussed upcoming contract negotiations with Republic Services. Lauren asked the members of the CEC what they like about the current service. Below are the CEC comments: Likes the automatic cart; • Republic takes almost everything; • Staff was nice; Trash trucks do not speed when they come through neighborhoods where there are busses and kids; Duncan was not as good, they would leave stuff; • Like twice a week pickup; • Recycling picked up once a week is good. Lauren asked the members of the CEC what they would like to see in the new service contract. Below are the CEC comments: 33 Heard other cities have a vacuum truck to collect leaves; Would like more information on curbside hazardous material and electronics collection. Lauren asked the members of the CEC if they used leaf recycling days. Below are the CEC comments: • Yes; • The CEC mentioned having more leaf recycling days earlier (towards the front end) and then Lauren mentioned that the dates are scheduled for the year during the fall; • The Committee asked if there was a way to get the compost back and Lauren said the service is free because Republic sells the compost. Other comments and observations from the Committee: SB asked if the City was aware of how recycling compared to other cities and Lauren noted that staff would look into it; DA asked if there were complaints in the citizen survey about the service, and Lauren said that the biggest complaints were about missed pickups or if they called the customer service line and talked to someone who was not helpful. Might have gotten 30 or ®dissatisfied answers; The CEC said it would be great to get more hazardous waste out of people's yard; The Committee asked about the compost recycling program and Lauren said the organic material would be collected. 6. Review and discuss results of the 2017 Citizen Satisfaction Survey. Lauren provided an overview of the high points of the survey. The Committee noted the distribution of people who took the survey in the city was pretty even. The CEC asked if the percentage of volunteers in Southlake was a new question, which Lauren said was a new question so we would have information moving forward. The Committee asked if the City tracks when people take the survey for the first time, and Lauren said yes. The CEC asked if we could communicate some of the initiatives pursued because of the citizen survey responses and Lauren said they would come up with a plan. The CEC asked if the age of people taking the survey has stayed consistent and Lauren said she would look into it. The Committee said it would be good to get people who have not lived in Southlake that long more engaged and then asked how much turnover there has been in Southlake over time, and said it seems people are staying. The Committee asked if we can tell how many of home sales are from people who are already living in Southlake. The CEC asked if we are getting people to volunteer who are new, and another member of the CEC said most new people are more active in the schools. The CEC asked if City Council had any recommendations, and Lauren said mobility. City Council said "mobility" is a town hall word and it could be worded differently. The Committee mentioned they have noticed an improvement in trails and people may be unaware of progress. 7. Review and discuss City and committe member communication channels and areas for engagement. Lauren provided an overview of the CEC social media accounts, and gave idea of how the group is already participating. Lauren has a PSA that she will send to CEC so it can be shared on social media. The Committee asked if Southlake Connect was happening, and Lauren said the name may change, but the service is active. "M 8. Development Update. There was no discussion. 9. Discuss future agenda items. The Committee asked about a feed for exchanges between the public and City Council. There needs to be research / investment. 10. Adjournment. Sherry closed the meeting at 7:12 PM. CITY OF SOUTHLAKE Manager Jerod Potts, Policy & Strategic Initiative Principal Planner COMMUNITY ENGAGEMENT CITY COUNCIL MEMBERS PRESENT: COMMITTEE MEETING MINUTES: N/A March 19, 2018 LOCATION: Southlake Town Square Southlake, Texas 76092 TIME: 6:00 P.M. COMMITTEE MEMBERS PRESENT: Place 1 - Sherry Berman, Chair Place 3 - Vikram Jangam (arrived after the approval of the February 26, 2018 Community Engagement Committee minutes) Place 4 - Ben Siebach, Vice Chair Place 5 - David Alexander, Secretary Place 6 - Aaron Camele COMMITTEE MEMBERS NOT PRESENT: Place 2 - Sandra Harrison Place 7 - Angela Weisgarber STAFF PRESENT: Lauren E. LaNeave, Assistant to the City OTHERS PRESENT: N/A REGULAR AGENDA 1. Call to order. Meeting called to order at 6:01 by Sherry Berman, Chair. 2. Approve February 26, 2018 CEC meeting minutes. David made a motion to approve the minutes as written. Ben provided a second. Approved (4-0). 3. Discuss social media announcements and communication tools. Lauren asked the Committee about social media engagement, also updated the group on the social media tool list. The Committee will try posting something on Facebook and then tag the rest of the members of the CEC to increase the reach. 4. Review and provide comments on Youth Plan recommendations. Jerod provided an overview of the draft recommendations of the Youth Master Plan. The Committee asked about including Teen Court in the plan. The Committee mentioned reaching out to UT Arlington about the technology used in their library. Regarding the City offering courses related to life skills, the Committee felt this is something that should be offered by the school. Regarding proposed recommendation YP2, the Committee asked whether they would be involved. The Committee also asked if there was an opportunity for the Economic Development and Tourism Department to get involved in the job fair (proposed recommendation YP3). The Committee asked if we were doing too much by prioritizing all proposed recommendations as either Tier 1 or Tier 2. 5. Discuss SPIN Town Hall Forum processes and changes. Lauren asked if the Committee had any thoughts or comments about the current SPIN Town Hall Forum process. The Committee asked whether items that had a P&Z recommendation for approval need to be presented at SPIN. The 35 Committee mentioned that when an item goes to SPIN, a recording gets created. The Committee has heard from developers the meetings help. While the Committee did not have any recommendations for changing the SPIN process, they did ask to be notified when someone declines attending SPIN. 6. Development Update. Jerod gave an overview of the items on the March 27th SPIN Town Hall Forum agenda. Staff will send the CEC a copy of the Southlake 2035 Corridor Planning Committee meeting report from when the Urban Air project was presented. Staff will also look into the details of the CISD baseball and softball field renovations and send more information to the CEC. 7. Discuss future agenda items. The Committee asked about a webpage or other social media account for additional engagement. Staff mentioned they would check on logistics. Staff also noted that at the meeting in April the group will look at citizen engagement tools and can discuss online two-way communication during public meetings. The Committee asked if we know the number of registered voters in Southlake, and that it may be good to look into a voter registration drive. The Committee also noted that they would like to have a calendar of events where they can be proactive, and would like to brainstorm to be proactive about things happening in the community. The Committee mentioned first response during emergencies, and how prepared the City is; want to discuss contingency plans and preparation. 8. Adjournment. Sherry closed the meeting at 7:07 PM. CITY OF SOUTHLAKE Principal Planner Eric Hutmacher, Assistant to the Director/ Emergency Management Coordinator COMMUNITY ENGAGEMENT CITY COUNCIL MEMBERS PRESENT: COMMITTEE MEETING MINUTES: April 9, 2018 LOCATION: Southlake Town Square Southlake, Texas 76092 TIME: 6:00 P.M. COMMITTEE MEMBERS PRESENT: Place 1 — Sherry Berman, Chair Place 2 — Sandra Harrison 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 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). 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. 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) 37 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 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 discussed. 9. Adjournment meeting at 7:05 PM. hOCITY OF SOUTHLAKE COMMUNITY ENGAGEMENT COMMITTEE MEETING MINUTES: May 14, 2018 LOCATION: Southlake Town Square Southlake, Texas 76092 TIME: 6:00 P.M. COMMITTEE MEMBERS PRESENT: Place 1 — Sherry Berman, Chair Place 2 — Sandra Harrison Place 3 — Vikram Jangam Place 4 — Ben Siebach, Vice Chair COMMITTEE MEMBERS NOT PRESENT: Place 5 — David Alexander, Secretary Place 6 — Aaron Camele Place 7 — Angela Weisgarber STAFF PRESENT: Lauren E. LaNeave, Assistant to the City Manager Jerod Potts, Policy & Strategic Initiative Principal Planner Misty Knaust, Customer Service Manager (Southlake Water Utilities) CITY COUNCIL MEMBERS PRESENT: N/A OTHERS PRESENT: N/A REGULAR AGENDA 1. Call to order. Meeting called to order at 6:00 by Sherry Berman, Chair. 2. Approve April 9, 2018 CEC meeting minutes. Sandra made a motion to approve the minutes as written. Ben provided a second. Approved (4-0). 3. Present and discuss Eye on Water mobile application and water services. Misty Knaust provided information about the cellular water meters, as well as detailed information about how to get signed up. The app can alert residents as to water use on mobile devices. You can look at live data up to the night before about what water usage has been. Water bills are a month in arrears. Irrigation and pools are big things during summer months. Misty can register CEC members for the app so they will be set up. The first time you register it must be on a desktop computer. Users can set up leak alerts. About 19% of residents are signed up for the application. The Committee asked what "success" was, and Misty said she would love to see 50%. The Committee asked if there was a place (website) that the CEC could send people to learn more. Misty responded that it was SouthlakeTX.EyeOnWater.com. The Committee wanted to make sure people could get help from staff regarding locating their CID number. The Committee asked if there was a prompt on each water bill that goes out and Misty said that on the water bill is a line that tells them. The Committee asked what the three (3) top things this app does. Misty said: detect leaks, ensure systems working as necessary, keeps you informed about water usage 24/7, saving water and saving money. Social Media posting about the Eye on Water app: • Southlake Parents — Vikram • Nextdoor — All CEC members will 39 post to Nextdoor (Sherry - Timber Lakes) • Facebook (Southlake MOMs, Southlake Moms, Southlake Parents) • Chamber of Commerce — Vikram 4. Provide feedback on online citizen engagement platforms. Lauren introduced an activity regarding obtaining CEC feedback about a potential tool to engage with the community. The Committee discussed the new Southlake Neighbors magazine and how they have offered the City a space to engage the City on items. The reach of the magazine is about 3,000. The Committee asked about using Community Impact and the response was using this channel would likely not be free. Lauren mentioned the CEC is not requesting anything for this budget year, but rather for the next budget year. The Committee asked how current the website is. The Committee then asked about having a CEC website. Lauren mentioned that a website would need to be included in a recommendation to City Council. The Committee asked about linking to a Facebook page where there is less maintenance. Lauren will send a survey to the entire CEC. They will have a month to complete the survey. 5. Discuss citizen engagement topics and communication. Not discussed. 6. Development Update. Not discussed. 7. Discuss future agenda items. Not discussed. 8. Adjournment. Sherry closed the meeting at 6:43 PM. hOCITY OF SOUTHLAKE COMMUNITY ENGAGEMENT COMMITTEE MEETING MINUTES: August 20, 2018 LOCATION: TIME: Southlake Town Hall 1400 Main Street, Room 4A Southlake, Texas 76092 .11'0 COMMITTEE MEMBERS PRESENT: Place 1 — Sherry Berman, Chair Place 2 — Sandra Harrison Place 3 — Vikram Jangam Place 5 — David Alexander, Secretary Place 6 — Aaron Camele COMMITTEE MEMBERS NOT PRESENT: Place 4 — Ben Siebach, Vice Chair Place 7 — Angela Weisgarber STAFF PRESENT: 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 1. Call to order. Meeting called to order at 6:02 by Sherry Berman, Chair. 2. Approve May 14, 2018 CEC meeting minutes. Sandra made a motion to approve the minutes as written. David provided a second. Approved (5-0). 3. Review Eye on Water mobile application and water services information. Lauren asked members for any feedback in using the mobile app. One Committee member experienced a slow leak (pool), didn't know until getting water bill. Seem to have issues with sprinkler and pool systems. One Committee member was not alerted from app. The Committee asked if there is a credit as they had to water more, and then had issue with pool. Staff mentioned there is a credit for leaks and staff will talk to Southlake Water Utilities about notifications on app. 4. Provide update on Committee policy recommendations. Lauren provided an update to the CEC on some of the areas they have provided input on City policies / projects, such as the Youth Master Plan, the Trash and Recycling Contract, and the Champions Club Membership Sales survey. Jerod said few changes were made to the Youth Master Plan. The youth job fair will only include City jobs this year. Committee would like to see this expanded to private business jobs for youth. The Committee asked about what changed with regard to the trash and recycling contact. Added bulk cardboard recycling. Rates will see a small increase. 5. Provide feedback on online citizen engagement platforms. Lauren provided an overview on existing platforms in the City of Southlake for pushing information and obtaining feedback. The Committee asked if the CEC will provide a first look, and Lauren mentioned that regarding Citizen Reporter that CEC will be guinea pigs. The Committee asked when the CEC would be able to look at Citizen Reporter, and staff stated probably October. Lauren provided information to the Committee on a survey conducted by Governing Institute regarding citizen engagement platforms. 6. Discuss citizen engagement topics and communication. Lauren introduced an exercise to get CEC feedback on possibilities for a citizen engagement tool. Lauren and Jerod will synthesize information discussed during the tabletop exercise and provide during the next meeting. 7. Development Update. Not discussed. 8. Discuss future agenda items. Lauren mentioned the deadline for reapplying for positions on CEC. David asked that the CEC discuss having a Town Hall Forum. Possibility to have an electronic forum in the future? 9. Adjournment. Sherry closed the meeting at 7:33 PM. THIS PAGE INTENTIONALLY LEFT BLANK 43