2018-11-12 CEC MinutesCITY OF
SOUTHLAKE
TEXAS
COMMUNITY ENGAGEMENT COMMITTEE MEETING MINUTES: November 12tn,
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 4 — Ben Siebach, Vice Chair
Place 2 — Sandra Harrison
Place 3 — Vikram Jangam
Place 5 — David Alexander, Secretary
Place 6 — Rashmi Singh
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
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 October 15, 2018 CEC meeting minutes. Ben made a motion to
approve the minutes as written. Vikram provided a second. Approved (6-0).
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3. Introduce newly appointed committee members and existing committee
members. Committee members and staff went around the table and introduced
themselves.
4. Review and Discuss SPIN Town Hall Forum Procedures. The Committee
discussed SPIN Town Hall Forums, recapping meeting logistics and other
procedural components of the process.
5. Discuss FY 2018 Community Engagement Committee Annual Report.
Lauren provided the Committee with a copy of the draft annual report for FY
2018. The Committee asked about highlighting certain content in the report to
make it easier to identify accomplishments. The Committee discussed adding the
statistics about how many people view SPIN video on demand to the speaker
notes. The Committee discussed how to get better participation on the SPIN
resident survey. The Committee will discuss the surveys as a future agenda item
at another CEC meeting. Staff will include the 2018 SPIN survey in a future e-
blast to try and get participation. The Committee asked about the use of the SPIN
map. Staff clarified that the language about intersections and cross streets will be
used for communicating locations about future meetings, rather than referencing
the SPIN map. The Committee asked about tracking metrics (#9 on the draft
annual report). Staff mentioned that this was not pursued, but now that there is
benchmark information from the Citizen's Survey maybe it could be transformed
into a semi-annual check -in on metrics we are already tracking. The Committee
mentioned liking the idea of a dashboard. Staff will come back with ideas for a
dashboard.
6. Discuss and Consider CEC Calendar for 2019. The next scheduled CEC
meeting is December 10th, but due to the joint City Council meeting this will need
to be rescheduled. This meeting will be rescheduled to December 17th. The
Committee discussed changing the meeting from 5:30 - 7.-00 every other month.
This will become effective in 2019.
7. Discuss and Consider SPIN Calendar and hosting assignments for 2019.
Lauren explained that on the SPIN calendar dates will be reserved in case of a
City Council candidate forum or a CISD Board of Trustees candidate forum.
March 26th or April 9th will be held for a potential candidate forum. The
Committee discussed having a forum in a timeframe that would allow for a voter
registration booth.
8. Staff Reports:
a. Development update. Not discussed.
9. Discuss community interest topics. The Committee discussed that there may
be opportunities for diversity training or programs in place that allow for
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interaction. The Committee also discussed LiveFit. The thought was there was
not great communication about the LiveFit Pass and the schedule for the
classes.
10. Discuss future agenda items. Need to discuss SPIN forum surveys to discuss
further engagement and understand the low participation. The group also
discussed creating a dashboard for community engagement. The Committee
discussed sending SPIN information to HOA's — reaching more citizens through
the HOA's.
11.Adjournment. Sherry closed the meeting at 7:20 PM.
ATTEST:
Meeting Minutes: Community Engagement Committee Meeting — November 12"', 2018
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