2002-02-06 SPIN Meeting SPIN STANDING COMMITTEE RETREAT Wednesday, February 6,2002
LOCATION: Southlake Town Hall—Training Rooms #3c and#3d
1400 Main Street
Southlake, Texas 76092
TIME: 6:00 p.m. (Dinner available beginning at 5:30 p.m.)
AGENDA
1. Call to Order.
2. Consideration: Approval of the Minutes from the January 8, 2002 Standing Committee
Meeting.
3. Discussion: City Manager's Report.
4. Discussion: Presentation—Overview of Southlake's History.
5. Discussion: SPIN 2001 —The Year in Review.
6. Discussion: Planning Overview.
7. Discussion: Public Works Briefing.
8. Discussion: Identification of SPIN Meeting Characteristics.
9. Consideration: SPIN 2002—Charting the Course.
10. Discussion: Open Forum.
11. Adjournment.
I hereby certify that the above agenda was posted on the official bulletin board at the Southlake
Town Hall, 1400 Main Street, Southlake, Texas on Friday, February 1, 2002 at 6:00 p.m.,
pursuant to the Texas Government Code, Chapter 551.
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If you plan to attend this public meeting and have a disability that requires special needs,
please advise the City Secretary 48 hours in advance at 481-1490, and reasonable
accommodations will be made to assist you.
4
SPIN STANDING COMMITTEE RETREAT Wednesday, February 6, 2002
LOCATION: Southlake Town Hall—Training Rooms#3c and#3d
1400 Main Street
Southlake, Texas 76092
TIME: 6:00 p.m. (Dinner available beginning at 5:30 p.m.)
AGENDA
Item Time Agenda Item Facilitator Purpose/Desired Outcome Participant Preparation
No.
1. 6:00 Call to Order Andrea • Call Meeting to Order; • Identification of individual
p.m. Brankin • Review session objectives. expectation(s)/objectives.
2. 6:05 Approval of the John Eaglen • Review and/or adjust ■ Review DRAFT copy of
p.m. Minutes from the minutes; minutes from January 8,
January 8,2002 ■ Approve January 8, 2002 2002 Standing Committee
Standing meeting minutes. meeting.
Committee Meeting
3. 6:10 City Manager's Billy ■ Overview of City Council/ --
p.m. Report Campbell City Staff Relationship;
• Outline Council Objectives
for City Staff in coming
year;
• Discuss how SPIN can
benefit City operations.
4. 6:25 Presentation— Andrea • Icebreaker; --
p.m. Overview of Brankin • Overview of City's
Southlake's History History.
5. 6:40 SPIN 2001 —The Mike • Recap of 2001 Goals and • Review DRAFT copy of
p.m. Year in Review Conrads Objectives; SPIN 2001 —Our
• Recap of 2001 Reports; Destination Document;
• Recap of 2001 • Review attached 2001
Accomplishments; Reports provided by SPIN
• Discuss organizational Representatives—July
challenges identified in 2001.
2001.
6. 7:10 Planning Overview Bruce Payne • Overview of Development --
p.m. Review Committee
(DRC);
• Overview of upcoming
Comprehensive Plan
Update;
• Questions and Answers
Session.
SPIN Standing Committee Retreat
February 6, 2002
Page 2 of 2
Item Time Agenda Item Facilitator Purpose/Desired Outcome Participant Preparation
No.
7. 7:40 Public Works Pedram • Overview of Current --
p.m. Briefing Farahnak Activities and/or Projects;
• Questions and Answers
Session.
8. 8:00 Identification of Andrea • Group Interaction and --
p.m. SPIN Meeting Brankin Teambuilding exercise;
Characteristics • Discuss Characteristics of
"Best" SPIN Meetings;
• Discuss Characteristics of
"Worst" SPIN Meetings;
• Identification of trends;
• Development of ideas to
address identified trends.
9. 8:20 SPIN 2002— Brandon • Discuss SPIN Role; • Identify and list"best"
p.m. Charting the Course Bledsoe • Discuss communication SPIN Meeting
with City Council and City Characteristics;
Boards; • Identify and list"worst"
• Discuss, identify, and SPIN Meeting
approve 2002 Goals; Characteristics;
• Discuss, identify, and • Identify and List Potential
approve 2002 Educational 2002 Goals;
Topics; • Identify and List Potential
2002 Meeting Topics.
10. 8:50 Open Forum Andrea • Review of session --
p.m. Brankin expectations and
comparison of session
results;
• Discuss outstanding issues,
concerns, items.
11. 9:00 Adjournment Andrea -- --
p.m. Brankin
I hereby certify that the above agenda was posted on the official bulletin board at Southlake Town Hall, 1400
Main Street, Southlake, Texas on Friday, February 1, 2002 at 6:00 p.m., pursuant to the Texas Government
Code, Chapter 551.
Kim Bush
sicting City Secretary
If you plan to attend this public meeting and have a disability that requires special needs,please advise the
City Secretary 48 hours in advance at 481-1490, and reasonable accommodations will be made to assist you.
0 . * * OFFICIAL MINUTES * *
APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE
1 SPIN STANDING COMMITTEE RETREAT
2 SOUTHLAKE TOWN HALL — TRAINING ROOMS #3C AND #3D
3 1400 MAIN STREET
4 SOUTHLAKE, TEXAS 76092
5
6 MINUTES
7
8 February 6, 2002
9
10 SPIN Standing Committee Members Present: Andrea Brankin (#15), Chair; Brandon Bledsoe
11 (#9e), Vice -Chair; Bob Walker (#16), Secretary; Cara White (#1); Doug Pyle (#2 Liaison —
12 Substitute for Martin Schelling); Alan Hochstein (0); Jan Francis (#5); Jeff Wang (0);
13 Pattie Minder (0); Al Morin (#10); Trish Waters (#13); Mike Conrads (#14); David
14 Baltimore (Senior Representative); Garrett Mills (Youth Co -Representative).
15
16 SPIN Representatives Absent: Tim Miller (#6); Frith Dabkowksi (Youth Co -Representative).
17
18 SPIN Liaisons Present: Boyd Dollar (#1); Dennis Minder (#8);.
19
20 City Staff Present: Billy Campbell, City Manager; Charlie Thomas, City Engineer; Dennis
21 Killough, Senior Planner; Ken Baker, Senior Planner; John Eaglen, Assistant to the City
22 Manager.
23
24 Guests Present: Pete DeRobertis (#13).
25
26 Agenda Item No. 1, Call to Order — Chair Andrea Brankin called the meeting to order at 6:05
27 p.m.
28
29 Agenda Item No. 2, Approval of the Minutes from the January 8, 2002 Standing Committee
30 Meeting — Mr. Baltimore asked if there was a page missing, as there was only four pages in the
31 packet. Mr. Eaglen reviewed the copies and replied that page 5 was a signature page only with
32 no content and must have been omitted from copies because of that.
33
34 Motion to approve the minutes as submitted, provided there is no content on page 5.
35
36 Motion: Morin
37 Second: Conrads
38
39 Motion was unanimously approved.
40
41 Agenda Item No. 3, City Manager'sport — City Manager Billy Campbell spoke about his
42 personal observations regarding the role of the SPIN Organization. Mr. Campbell covered the
43 following items:
44
45 His experience in observing the original discussions, the formation, and the original
46 intent of SPIN;
SPIN Standing Committee Retreat — February 6, 2002 Page I of 3
* * OFFICIAL MINUTES * *
APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE
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■ The goal for the organization being a conduit of clean information to be exchanged
between the City Council and the neighborhoods;
■ Reviewing the importance of SPIN Representatives maintaining credibility in the
community by not advocating positions;
■ Reviewing the importance of good, clean information.
The Standing Committee discussed the issues raised by Mr. Campbell with him, and Mr.
Campbell fielded questions from the meeting participants on other items of interest.
Agenda Item No. 4, Presentation — Overview of Southlake's History — Chair Brankin notified the
Committee that there was a conflict with the gentleman who was to do this presentation, and this
item would be rescheduled for a future meeting if possible.
Agenda Item No. 5, SPIN 2001 — The Year in Review — Mike Conrads reviewed the challenges
facing the organization in his two (2) years as Chair. The focus the Executive Committee
adopted during at the beginning of this period covered the following areas:
■ Focus — understanding what the organization's mission is, and reviewing whether or not
that mission needs to be adjusted;
■ Consistency in distributing information in the community — how to accomplish.
Mr. Conrads reviewed the accomplishments in these areas over the past two (2) year period. The
Standing Committee selected the following areas of focus in 2001:
■ Increased participation in SPIN;
■ Enhanced communication (Standardized, Following a Meeting Format);
■ Visibility;
■ Educational Topics;
■ Activities — being visible in the community.
Mr. Conrads reviewed a model that he would recommend to the current and future Executive
Officers as they plan the direction for the organization in the future. Components include the
following:
■ Plan
■ Deliver
■ Evaluate
■ Improve
■ Replan
Agenda Item No. 6, Planning Overview — Senior Planner Dennis Killough presented a review of
the Development Review Committee (DRC), and Senior Planner Ken Baker presented a status
report on the Comprehensive Plan update. Both presenters fielded questions from the meeting
participants.
SPIN Standing Committee Retreat — February 6, 2002 Page 2 of 3
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* * OFFICIAL MINUTES * *
APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE
Agenda Item No. 7, Public Works Briefing — City Engineer Charlie Thomas reviewed the Fiscal
Year 2001-02 Capital Improvements Budget and the five year Capital Improvements Program
(CIP), and answered questions regarding particular projects and issues.
Agenda Item No. 8, Identification of SPIN Meeting Characteristics —
Motion to table agenda items #8 and #9 to the March Meeting.
Motion: Conrads
Second: Morin
Motion was unanimously approved.
Agenda Item No. 9, SPIN 2002 — Charting the Course — Tabled to the March meeting per the
earlier motion on agenda item #8.
Agenda Item No. 10, Open Forum —
■ Educational Topics at future meetings — The following topics were identified as potential
educational topics for the remainder of meetings in 2002:
1. Public Information;
2. Master Thoroughfare Plan Amendment;
3. Public Works / CIP Development;
4. Joint Use Committee / Schools;
5. Brian Stebbins / TIRZ Items.
■ Joint City Council / SPIN Meeting — Ms. Minder stated that at the joint meetings with
City Council, it used to be that all of the members came, now that is not the case. Mr.
Baltimore replied that the agenda setting may be an issue, as Council members feel that
the agenda is of no value to them, as they can get the Neighborhood Reports from a
phone call. Mr. Walker suggested that this issue be raised with City Council members at
the next meeting, and that they could get some feedback as to what items would be
valuable for the City Council members during the joint sessions.
Agenda Item No. 11, Adjournment — Chair Brankin adjourned the meeting at 8:40 p.m.
ATTEST:
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SPIN Standing Committee Retreat — February 6, 2002
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