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2003 I ••• * * OFFICIAL MINUTES * * * * APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE * * 1 SPIN STANDING COMMITTEE MEETING 2 SOUTHLAKE TOWN HALL 3 1400 MAIN STREET—TRAINING ROOMS#3C AND#3D,3RD FLOOR 4 SOUTHLAKE,TEXAS 76092 5 6 MINUTES 7 8 January 14, 2003 9 10 SPIN Standing Committee Members Present — Brandon Bledsoe (#9e), Chair; Roger 11 Hutton (#11), Vice-Chair; Jeff Wang (#7), Secretary; Boyd Dollar (Substitute for SPIN 12 #1 Representative Cara White); Jim Jeppe (SPIN #9w Liaison, Substitute for Vacant 13 SPIN #9w Representative Position); Jan Francis (#5); Frank Gatto (Youth Liaison), 14 Patti Minder (#8); Wendi Carlucci (#12); Tim Miller (#6); David Baltimore (Senior 15 Representative). 16 17 SPIN Standing Committee Members Absent—Alan Hochstein (#3); Trish Waters (#13); 18 Mike Conrads (#14); Andrea Brankin (#15). 19 20 City Staff Present—John Eaglen, Assistant to the City Manager. 21 22 Agenda Item No. 1, Call to Order— Brandon Bledsoe called the meeting to order at 6:30 23 p.m. 24 25 Agenda Item No. 2, Administrative Comments—Brandon Bledsoe discussed the goals of 26 working on awareness and increasing participation within neighborhoods. 27 28 Agenda Item No. 3, Approval of the Minutes from the December 10, 2002 Joint City 29 Council/SPIN Standing Committee Meeting— 30 31 Motion to approve the minutes as submitted. 32 33 Motion: Hutton 34 Second: Wang 35 36 The motion was approved, with David Baltimore abstaining. 37 38 Agenda Item No. 4, SPIN Vacancies— 39 40 Mrs. Minder asked to have vacancies as an item on the next meeting agenda on the 27t. 41 42 Chair Bledsoe reviewed the strategies that will be used in the next month to see if these 43 areas can be filled: 44 45 • Dedication of the News Ad to the Vacancy Issue; 46 • Website enhancements to advertise; SPIN Standing Committee Meeting Minutes—January 14, 2003 Page 1 of 4 . v. * * OFFICIAL MINUTES * * * * APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE * * 1 • Use of the e-mail subscription service; 2 • Staff getting recent board appointment applications for the Executive Committee 3 to review for potential interest. 4 5 Discussion of possibly merging SPIN#2 with either#1 or#3. 6 7 Mr. Dollar mentioned that there is potential for a lot of development issues in SPIN#2. 8 9 Agenda Item No. 5, Frequency of SPIN Standing Committee Meetings— 10 11 Mrs. Minder asked if meetings set every other month or at another defined interval would 12 work. 13 14 Mr. Baltimore asked the underlying question of what the purpose of these meetings are, 15 and asked if the meeting agendas are not resulting in the number of absences and/ or the 16 high number of vacancies on the SPIN Standing Committee. Mr. Baltimore stated that 17 there are a whole host of issues that SPIN could be helping in disseminating information 18 to the public. 19 20 Mr. Dollar stated that the ordinance calls for 12 meetings per year, four of which must be 21 joint sessions with the city council. 22 23 Mr. Hutton mentioned that December and November are the worst times to meet. 24 25 Agenda Item No. 6, Neighborhood Reports— 26 27 • SPIN#9w —The cemetery at the corner of Whites Chapel at 1709 —would like to 28 see if it is possible in the future about dressing this up. 29 30 • SPIN#8 — 31 32 1. There will be a SPIN #8 meeting on January 27th on the proposed Zoning / 33 Concept Plan for Harris Methodist Southlake. 34 2. Mrs. Minder will switch City Council 4th Report with Mr. Wang, and do 35 March 4th instead. 36 3. There is no progress on road extension of Village Center Drive south of F.M. 37 1709 to S. Kimball Avenue. 38 39 • Senior—No Activity to Report 40 41 • Spin #7 — 42 43 1. S. Kimball at F.M. 1709 — checked with Charlie Thomas and the intersection 44 work is on hold until the utilities can be relocated. This will cause access 45 problems for Chick-Fil-A and other businesses at that location. SPIN Standing Committee Meeting Minutes—January 14, 2003 Page 2 of 4 . '. * * OFFICIAL MINUTES * * * * APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE * * 1 2. Specific Use Permit (SUP) application for Cornerstone Business Park — 2 another church in the industrial area. 3 3. School approved lease to Dallas Burn, there will be 13 home games. It will 4 attract a regional audience. Council may end up considering SUPs for alcohol 5 sales outside school boundaries. 6 4. Walmart starting to move—plan to be in new store in August of this year. 7 8 • SPIN#5 — 9 10 1. Pulte building Circle C Ranch at this point. 11 12 • Youth— 13 14 1. Fire at Byron Nelson and 1709. 15 2. Everyone liked the CHS pep rally at Town Square. 16 17 • SPIN#1 — 18 19 1. Wants to know what is happening at Bob Jones Park, there has been a lot of 20 construction crews present there lately, but wondering what is being done to date. 21 22 • SPIN#12— 23 24 1. Re-doing Peytonville Road — the engineering is bad, the ditches are full of 25 mud and the piping that was put in is too deep. 26 27 Mr. Baltimore said that he called Pedram Farahnak during the summer and 28 pointed out that there was nothing done to bar the ditches, and was assured 29 that they would be graded. There were no drainage improvements done; they 30 went straight to sod. 31 32 Mrs. Carlucci stated that instances like this need to be documented so that 33 poor services like the engineering that was done would never be used by the 34 city again. She said that she didn't know what procedures are in place, but 35 emphasized the point that the community should have documentation in order 36 to raise issues with these groups. 37 38 • SPIN#11 - 39 40 1. Flooding at Shady Oaks due to State Highway 114, waiting on sewer line 41 parallel to this. Council is aware of the problem, but it appears that the City 42 will have to fight TxDOT to make progress on this item. 43 44 Mr. Dollar said that he wasn't sure why nothing could be done about the 40 45 mph limit on State Highway 114. 46 SPIN Standing Committee Meeting Minutes—January 14, 2003 Page 3 of 4 * * OFFICIAL MINUTES * * * * APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE * * 1 • SPIN #6 — Patterson's Pond meeting was held in October, moving forward in the 2 approval process. 3 4 Agenda Item No. 7, Open Forum — Ms. Francis asked Mr. Eaglen to ask the Planning 5 Department Staff to see if there have been any conversations with the developers of 6 Aventerra regarding the incorporation of a residential component in their development 7 plan. 8 9 10 Agenda Item No. 8, Adjourn—Mr. Bledsoe adjourned the meeting at 7:30 p.m. 11 12 13 ATTEST: 14 � 11 15 t - V�.. 16 17 Brandon Bledsoe, Chair 18 19 20 21 ap J 22 ,�/a'& 23 Jeff Wa fig, Secret. y SPIN Standing Committee Meeting Minutes—January 14, 2003 Page 4 of 4 * * OFFICIAL MINUTES * * APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE 1 SPIN STANDING COMMITTEE MEETING 2 SOUTHLAKE TOWN HALL 3 1400 MAIN STREET—TRAINING ROOMS#3C AND#3D, 3RD FLOOR 4 SOUTHLAKE,TEXAS 76092 5 6 MINUTES 7 8 March 24, 2003 9 10 SPIN Standing Committee Members Present — Roger Hutton (Vice-Chair); Jeff Wang 11 (Secretary); Boyd Dollar (#1 Liaison, Substitute for Cara White); Alan Hochstein (#3); Jan 12 Francis (#5); Tim Miller (#6);Jim Jeppe (#9w); Wendi Carlucci (#12). 13 14 SPIN Standing Committee Members Absent — Brandon Bledsoe (#9e), Chair; Trish Waters 15 (#13); Mike Conrads (#14); David Baltimore (Senior Representative); Frank Gatto (Youth 16 Representative). 17 18 City Staff Present—John Eaglen, Assistant to the City Manager. 19 20 Agenda Item No. 1, Call to Order—Vice-Chair Roger Hutton called the meeting to order at 6:45 21 p.m. 22 23 Agenda Item No. 2, Administrative Comments—Vice-Chair Hutton and Mr. Eaglen recapped the 24 recent meeting held for Beverage City, Wal-Mart, and the Proposed Batting Cages in 25 Bicentennial Park(Public-Private Partnership Agreement). 26 27 Agenda Item No. 3, Approval of the Minutes from the January 14, 2003 Standing Committee 28 Meeting— 29 30 Motion to approve the minutes as submitted. 31 32 Motion: Wang 33 Second: Miller 34 35 The Motion Was Unanimously Approved. 36 37 Agenda Item No. 4, Discussion of Candidate Forum—Mr. Eaglen threw out the discussion of the 38 date for the Candidate Forum being on Tuesday, April 8, as the regular meeting date had been 39 the choice the past two years in order to increase SPIN Representative participation. The 40 Committee discussed this being a tight deadline, but Mr. Eaglen said it was possible to complete 41 the necessary items by that date. The decision was made to hold it on April 8 at 6:30 p.m. 42 43 The following changes to the previous format were approved by the Committee: 44 45 • 1 1/2 hour running time; 46 • Town Hall, 3rd floor will be the location versus Johnson Elementary School; SPIN Standing Committee Meeting—March 24, 2003 Page 1 of 3 i * * OFFICIAL MINUTES * * APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE 1 • Mr. Eaglen is to work with the Executive Committee on completing tasks relating to the 2 preparation of the event; 3 • Media Plan—Signage, press release, email notification, cable channel notification and the 4 news advertisement. 5 6 As with every year, SPIN Representatives are encouraged to attend the forum and help 7 participate in running the event in a smooth fashion. 8 9 Agenda Item No. 5, Discussion and Review of SPIN Ordinance — This was a follow-up 10 discussion from the January meeting. 11 12 Mr. Wang stated that there are two issues, 1) the high vacancy rate among the Standing • 13 Committee, and 2) Compliance with the ordinance — currently, the Standing Committee is not 14 doing this. 15 16 Mr. Dollar asked if monthly meetings were productive, if it would not help to have increased 17 participation if there was a meeting called when there was a reason to have a meeting. 18 19 Mr. Hutton suggested that he shares Mr. Wang's concerns and suggested the following approach 20 so that this is properly addressed. The Executive Committee will be the body that takes 21 ownership of this issue, research and discuss the alternatives, and report back to the Standing 22 Committee at some agreed upon point in time. The Committee agreed to designate the Executive 23 Committee with this task. Ms. Francis requested that Mr. Baltimore be included in these 24 discussions, as he had some valid points and good ideas. 25 26 Mr. Hutton assigned Mr. Wang the task of sending an email out to the Standing Committee 27 seeking input on the ordinance, and that the Executive Committee would meet quickly and 28 discuss the issue. Mr. Wang stated that a meeting notice email will be sent out prior to the 29 Executive Committee meeting. 30 31 Agenda Item No. 6, Neighborhood Reports — 32 33 SPIN #11 — The traffic noise on State Highway 114 at Dove is causing concerns in the 34 surrounding neighborhoods, and it will be an issue more and more. 35 36 SPIN#3 —No Activity to Report. 37 38 SPIN#9w—No Activity to Report. 39 40 SPIN #6 —No Activity to Report. 41 42 SPIN #5 — Paul Spain has a development that he is requesting a SPIN meeting on in April, will 43 have Brandon host this meeting. 44 45 SPIN #7 — Dallas Burn set to start playing at Dragon Stadium soon. S. Kimball and F.M. 1709 46 intersection still on-hold due to utility placement. SPIN Standing Committee Meeting—March 24, 2003 Page 2 of 3 I * * OFFICIAL MINUTES * * APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE 1 SPIN #12 — Residents along Peytonville having issues with the City due to the rehabilitation of 2 the Peytonville Road, some residents having drainage concerns. 3 4 Agenda Item No. 7, Open Forum—There was no discussion on this agenda item. 5 6 Agenda Item No. 8, Adjournment—Vice-Chair Hutton adjourned the meeting at 8:55 p.m. 7 8 9 ATTEST: 10 11 13 410,06' ^I�1%�� 14 R. HAV ''e-Chair 15 16 17 18 19 • 20 21 Jeff W ng, Secretary SPIN Standing Committee Meeting—March 24, 2003 Page 3 of 3 il • ••ir * * OFFICIAL MINUTES * * APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE 1 SPIN STANDING COMMITTEE MEETING 2 SOUTHLAKE TOWN HALL 3 1400 MAIN STREET—TRAINING ROOMS#3C AND#3D, 3" FLOOR 4 SOUTHLAKE,TEXAS 76092 5 6 MINUTES 7 8 May 13, 2003 9 10 SPIN Standing Committee Members Present — Brandon Bledsoe (#9e), Chair; Roger Hutton 11 (#11), Vice-Chair; Jeff Wang (#7), Secretary; Alan Hochstein (#3); Jan Francis (#5); Pattie 12 Minder (#8); Jim Jeppe (#9w); David Baltimore (Senior Representative). 13 14 SPIN Standing Committee Members Absent — Tim Miller (#6); Wendi Carlucci (#12); Trish 15 Waters (#13); Mike Conrads (#14); Frank Gatto (Youth). 16 17 SPIN Liaisons Present—Boyd Dollar (SPIN#1) 18 19 City Staff Present—John Eaglen, Assistant to the City Manager 20 21 Agenda Item No. 1, Call to Order— Chair Brandon Bledsoe called the meeting to order at 6:46 22 p.m. 23 24 Agenda Item No. 2, Administrative Comments—Chair Bledsoe reviewed the following items: 25 26 • Reviewed the Candidates Forum—Comments 27 o Liked having it at Town Hall, but if there were a lot of issues present in the 28 election it would create a tight environment; 29 o Liked having just the City election and having it at Town Hall, but if there is the 30 need to have it at a school, would prefer to keep it at Johnson Elementary; 31 • Recent Events - Recent SPIN Meeting Reviewed the Dove Road Acres meeting and the 32 proposed residential at White Chapel and FM 1709 across from White's Chapel United 33 Methodist Church. 34 • The Executive Committee has met twice since the last Standing Committee meeting to 35 discuss the SPIN Ordinance and the coming agenda for the year, and not to jump ahead 36 on the agenda, but the Town Hall meeting on May 19 is a product of the recent meetings. 37 38 Agenda Item No. 3, Approval of the Minutes from the March 24, 2003 Standing Committee 39 Meeting— 40 41 Motion to approve the minutes as submitted. 42 43 Motion: Hutton 44 Second: Minder 45 46 The motion was approved, with Mr. Baltimore Abstaining. SPIN Standing Committee Meeting—May 13, 2003 Page 1 of 4 * * OFFICIAL MINUTES * * APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE 1 2 Agenda Item No. 4, Approval of Recommendation to the City Manager on the Fiscal Year 2003- 3 04 SPIN Annual Operating Budget—Mr. Eaglen reviewed the budget development calendar and 4 mentioned that this year the review process has been moved up one month in order to potentially 5 submit the budget to the City Council earlier than the City Charter deadline of August 15t. Mr. 6 Eaglen stated that he has initially kept the budget proposal the same as this year's proposal, but 7 the Committee could revise the allocations or recommend new resources for projects as desired. 8 Mr. Hutton asked what happens to approved funds that are not spent, and Mr. Eaglen replied that 9 these funds roll over into the Fund Balance, of which City policy requires a minimum reserve 10 balance of 15% of the current approved fiscal year funds. Mr. Eaglen stated that this is in place 11 in order to provide the City with 60-90 days worth of operating capital in case of financial 12 emergency. 13 14 Ms. Minder suggested that staff purchase items this year, such as office supplies, that could be 15 used for items in the next fiscal year. 16 17 Motion to approve a recommendation to the City Manager on the SPIN Fiscal Year 2003- 18 04 Annual Operating Budget as submitted by staff,with direction to use funds in this fiscal 19 year to purchase items to be used in the next fiscal year. 20 21 Motion: Hutton 22 Second: Minder 23 24 The motion was unanimously approved. 25 26 Agenda Item No. 5, Preparations for SPIN Town Hall Forum on Monday, May 19, 2003 —Chair 27 Bledsoe reviewed the following with the Standing Committee: 28 o Discussed how this event came forward with the Executive Committee; 29 o Discussed what has been done to prepare for this event; 30 o Where we are at— press release has been issued , web update has been completed, SPIN 31 news ad is in the Journal this weekend, mass email 32 o What the Executive Committee has envisioned this to be: 33 o Opportunity for SPIN to provide value to City Council; 34 o Use as a venue/pulpit to garner some issues; 35 o Attempt to deal with vacancy; 36 o Use as a feedback mechanism to shape SPIN agenda for the coming year. 37 o How are we going to measure the success of the meeting? 38 o Review Tasks and Assign Preparatory Assistance: 39 o Develop suggestion cards and place boxes to allow residents to submit written 40 comments to Council as a whole or individual members (including return address 41 should residents wish to mail cards in rather than drop in a box); 42 o Jeff Wang to call SPIN#15 HOA's; 43 o Roger Hutton to call SPIN#10 HOA's; 44 o Boyd Dollar to contact Kirkwood Hollow HOA; 45 o David Baltimore to contact SPIN#13 HOA's; 46 o Jan Francis to contact SPIN#16 HOA's; SPIN Standing Committee Meeting—May 13, 2003 Page 2 of 4 i y * * OFFICIAL MINUTES * * APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE 1 o Pattie Minder to contact SPIN#14 HOA's; 2 o Staff to send HOA list to SPIN Representatives; 3 o Staff to complete citywide mailer regarding event; 4 o Brandon Bledsoe to email reminder to representatives and friends; 5 o Jeff Wang to make announcement at Southlake 2025 Meeting. 6 7 Agenda Item No. 6, Neighborhood Reports— 8 9 o SPIN#9e—Pecan Acres is underway, there is an office building going in, plans for retail 10 so far include a Smoothie King, etc. 11 12 Mr. Baltimore asked if the Timarron Building would allow us to put up a sign in the 13 lobby regarding advertising the SPIN meeting. Mr. Jeppe is going to follow up with the 14 Timarron 15 16 o SPIN#3 —NATR. 17 18 o SPIN#11 —New Sewer project going across Shady Oaks, took out a lot of trees and folks 19 in the area are upset. Looks as if they cut 20' of trees. There is a terrible traffic hazard 20 off of Dove and 114 with the traffic bypassing along with construction vehicles. 21 22 Mr. Hochstein asked who allows these folks to take out all of the trees. Mr. Hutton 23 replied that he called the City on behalf of concerned residents, and the Tree Ordinance 24 does not regulate trees removed for utility placement. Engineering could have done this 25 without taking out all of the trees they did, but they elected to complete the project in a 26 cost-efficient manner. 27 28 o SPIN #5 — Dove Road Acres project is moving forward, there should be a lot of folks 29 turning out on this one. Mr. Paul Spain is proposing 50 homes on roughly 25 acres. 30 31 Mr. Dollar asked if he is requesting a Planned Unit Development (PUD) or if he is asking 32 for SF-20 Zoning. Ms. Francis replied that she believes he is asking for SF-20 zoning. 33 34 The David MacMahan project on North Carroll is moving forward and it looks like it will 35 be a pretty nice subdivision. 36 37 o SPIN Senior—At last week's City Council meeting there was an agenda item regarding a 38 discussion on Senior Transportation, but that item was removed. Area cities are 39 discussing providing a taxing authority to provide this service, but that is more of a mass- 40 transit approach. Call-A-Ride Southlake (CARS) currently exists in Southlake and is an 41 interesting concept, and is a project worthy of increased City support. 42 43 o SPIN#9w Bill Parcells will be moving into the neighborhood. 44 45 o SPIN #7 — Spoke with Charlie Thomas regarding when the intersection of Kimball and 46 FM 1709 will be completed, he replied that this would be done in May. City also SPIN Standing Committee Meeting—May 13, 2003 Page 3 of 4 . � * * OFFICIAL MINUTES * * APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE 1 reported that the ultimate design of S. Kimball will be completed later this year and 2 construction is estimated to begin at the end of this year. 3 4 Beverage City (at the corner of Carroll and S.H. 114) was on last week's P&Z agenda 5 and was denied 6-0 by the Commission. 6 7 Cornerstone Plaza(between Ultimate Electronics and Snookies) is moving forward. 8 9 o SPIN #8 — Heard rumor that Circuit City is going to Grapevine. Gateway Church is 10 opening up on June 1s`. Restaurants in Town Square on the east side of the development 11 are under construction. Former Roomstore property, the broker sign is down and 12 neighborhood is trying to find information as to what is going on with that location. 13 Fitness in Motion in Shafer Plaza has had signs in right-of-way all of this past weekend 14 (staff will follow-up with Code Enforcement on this item). 15 16 o SPIN#1 —Bob Jones Park is nearing completion. 17 18 Agenda Item No. 7, Open Forum—There was no discussion regarding this agenda item. 19 20 Agenda Item No. 8, Adjourn— Chair Bledsoe adjourned the meeting at 8:49 p.m. 21 22 23 A 1'1'BST: 24 25 26 It 27 28 Brandon Bledsoe, Chair 29 30 31 32 33 40 34 _ 35 Jeff Wa g, Secretary SPIN Standing Committee Meeting—May 13, 2003 Page 4 of 4 4 * * OFFICIAL MINUTES * * APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE 1 SPIN STANDING COMMITTEE MEETING 2 SOUTHLAKE TOWN HALL 3 1400 MAIN STREET—TRAINING ROOMS#3C AND#3D,3RD FLOOR 4 SOUTHLAKE, TEXAS 76092 5 6 MINUTES 7 8 June 10, 2003 9 10 SPIN Standing Committee Members Present — Brandon Bledsoe (#9e), Chair; Roger Hutton 11 (#11), Vice-Chair; Jeff Wang (#7), Secretary; Boyd Dollar (#1), Substitute for SPIN #1 12 Representative Cara White; Alan Hochstein (#3); Jan Francis (#5); Pattie Minder (#8); Jim 13 Jeppe (#9w); Wendi Carlucci (#12); David Baltimore (Senior Representative). 14 15 SPIN Standing Committee Memers Absent—Tim Miller (#6). 16 17 Guests Present—Mike Terry (#13). 18 19 City Staff Present — John Eaglen, Assistant to the City Manager; Nicole Minder, 20 Administrative Intern. 21 22 Agenda Item No. 1, Call to Order—Chair Bledsoe called the meeting to order at 6:36 p.m. 23 24 Agenda Item No. 2, Administrative Comments—Chair Bledsoe reviewed the following items 25 with the Standing Committee: 26 27 • Introduced Mike Terry, SPIN #13 Resident. The Chair thanked Mr. Terry for his 28 attendance. 29 30 Agenda Item No. 3, Approval of the Minutes from the May 13, 2003 Standing Committee 31 Meeting— 32 33 Motion was made to approve the minutes as submitted. 34 35 Motion: Wang 36 Second: Minder 37 38 Minutes Unanimously Approved. 39 40 Agenda Item No. 4, Review of the May 19, 2003 SPIN Town Hall Meeting — Chair Bledsoe 41 reviewed the comments from the Town Hall Meeting: 42 43 • These were taken verbatim from the Flipchart paper and the comment cards; 44 45 • Evaluation of the Town Hall Meeting—the meeting was a success; 46 SPIN Standing Committee Meeting Minutes—June 10, 2003 Page 1 of 5 * * OFFICIAL MINUTES * * APPROVED BY MEMBERS OF THE SPIN STANDING COMMHTEE 1 • More success will hopefully result in increased City Council participation in SPIN 2 events. 3 4 • While there is not a specific date in mind, it looks like we need to have a couple of 5 similar events prior to the end of the year. 6 7 • Jeff Wang provided some background on the comments regarding the Southlake 2025 — 8 Phase I is educational, Phase II is determining where we want to go, and Phase III is 9 putting a plan together to implement the vision. Regarding Phase I, the consultant was 10 present to provide the Committee with background information versus leading Phase II 11 visioning issues. The comments reflect a perception that the consultant was there to lead 12 the committee in the visioning process. 13 14 Ms. Carlucci asked who hired the consultant, and Mr. Wang replied the City Council 15 hired him based on a review. The consultant's participation is no longer required, as the 16 committee members have absorbed the background and have taken ownership of the 17 project 18 19 Mr. Bledsoe added that 2025 Co-Chairs Al Morin and Ron Kulpinski will be approached 20 about using SPIN as a vehicle to gather community input, whatever the forum is would 21 have to be decided. Mr. Bledsoe stated that this is where SPIN can help, to keep things 22 on a neighborhood level so that 2025 members can get input and put the results of these 23 forums together to help them in their process. 24 25 Mr. Wang added that while there are regional issues to consider, the 2025 needs to be 26 getting community input at this point, and Mr. Bledsoe added that SPIN should be 27 involved not to direct 2025, but to help them get community input. 28 29 Ms. Carlucci replied that these comments look like 2025 is not being well received by the 30 community, and the response by 2025 should be to get more information out to the public 31 and get an increased amount of feedback. Mr. Bledsoe stated that while this is not 32 scientific, there is no ability to deny that this is an issue. 33 34 Mr. Hutton asked if the City Council or 2025 has gotten this information, and Mr. Eaglen 35 replied that this has been held until the Executive Committee can digest these comments. 36 37 Mr. Hutton asked if there was a system to follow-up with the items where specific 38 questions were asked. Mr. Dollar replied that the purpose of this meeting was not to 39 provide answers, but to identify what the concerns are. Ms. Minder suggested that the 40 monthly SPIN News Ad in the Southlake Journal could be the vehicle to provide the 41 answers. Ms. Carlucci suggested that Southlake Journal columnists could be an asset in 42 helping answer the questions. Mr. Hutton said that part of our charter is to communicate 43 information to the community, and we have an obligation to get those people an answer. 44 45 • Ms. Carlucci stated that if these comments are provided in the news ad, it would become 46 something that people will look at and find valuable on a monthly basis. SPIN Standing Committee Meeting Minutes—June 10, 2003 Page 2 of 5 * * OFFICIAL MINUTES * * APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE 1 2 • Jeff Wang encouraged everyone to get as many people to future meetings as possible. 3 4 • Findings—Brandon Bledsoe will draft a cover letter and present this to City Council. Mr. 5 Eaglen will answer questions that are not personality related, and will provide the 6 answers in the SPIN Newspaper Ad in the Southlake Journal. 7 8 Agenda Item No. 5, Discussion of SPIN Goals and Objectives for 2003 — Chair Bledsoe 9 reviewed some Executive Committee discussions on the agenda for the remainder of the year. 10 The issue from the feedback received at the Town Hall meeting was mainly revolving around 11 Southlake 2025. 12 13 Mr. Hutton stated that another issue of importance is the Budget situation. Mr. Baltimore replied 14 that there are two issues in that, what would we focus on — the budget process or the budget 15 preparation. Mr. Bledsoe asked what is coming next week on budget. Mr. Eaglen replied that 16 the June Retreat will be held next week, and this is a status report on where we are at on this 17 year's budget, what the next fiscal year is looking like, and what are the issues that City Council 18 should be thinking about as the process starts this year. 19 20 Ms. Minder stated that staff time is a concern during this time of the year. 21 22 Mr. Bledsoe asked if there is anything like a "State of the City Meeting?" This could include 23 growth projections, bond rating status, revenue estimates, status on current projects, etc. Mr. 24 Baltimore replied that SPIN has the opportunity to do such an event. 25 26 Ms. Minder suggested that she would like to see Brian Stebbins and Terry Wilkinson come to 27 some type of forum to explain the master plans for the Town Square and Gateway Plaza. Mr. 28 Baltimore mentioned that Aventerra will be presenting their plans to Southlake 2025 this 29 Thursday. Mr. Baltimore suggested hosting a Town Hall meeting and asking these people to 30 participate. 31 32 List of topics: 33 34 Town Square Planning 35 Gateway Planning (Portals) 36 Property on the SE Corner of FM 1709 and Carroll—plans for this commercial development 37 Status of the Southlake Public Library 38 Community Services Update—Parks, Parks Master Plan, Nature Center Planning, 39 Plans for going to 7 lanes on FM 1709 (TxDOT) 40 Keep Southlake Beautiful—Grant Implementation on FM 1709, Davis Blvd., State Highway 114 41 —need community input 42 43 The committee agreed upon revising the business portions of the Standing Committee meeting 44 from 6:30 to 7:30 p.m. and educational forums from 7:30 p.m. to whenever. Mr. Terry suggested 45 that the Standing Committee develop a recurring meeting schedule over a multi-year perspective 46 so that new participants can get the access to the information. SPIN Standing Committee Meeting Minutes—June 10, 2003 Page 3 of 5 * * OFFICIAL MINUTES * * APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE 1 2 Agenda Item No. 6,Discussion regarding participation in July 4th Special Event— 3 4 The committee discussed participation in this event, and there were a number of members who 5 would not be in town at this time. Mr. Eaglen will provide SPIN information to Wendi Carlucci 6 so she can distribute at the Liberty Gardens Booth which will be present at the event. 7 8 Agenda Item No. 7, Neighborhood Reports— 9 10 • SPIN#9e—Construction going on next to Timarron Village, Pecan Creek. This includes 11 a wine store. 12 13 • SPIN #6 (Presented by Brandon Bledsoe) — hosted a meeting last week regarding a 14 potential dentist office, there are no zoning issues but the land use plan and tree issues 15 were identified. 16 17 • SPIN #8 — Gateway Church opened on Sunday, police are directing traffic during church 18 services, haven't notices large traffic impact. Town Square restaurants on the east side 19 moving forward with construction. 20 21 • SPIN #7 — Regarding Gateway Church, the traffic direction is a short period of time. 22 With school out, things have gotten quiet in the neighborhood. The Dallas Burn numbers 23 have not been what were projected and impact to the neighbors has been low. 24 25 Mr. Baltimore asked about the S. Kimball and F.M. 1709 intersection, and Mr. Wang 26 replied that the crews come out and work about a half day. School kids are congregating 27 in the parking lot 28 29 • SPIN #1 — Bob Jones Park is open. Mr. Baltimore asked how big the pavilion is at this 30 location, and Ms. Carlucci replied that it was a very good size. Mr. Dollar stated that the 31 park is wonderful, but the challenge for the area residents is going to be to keep the uses 32 passive. Ms. Carlucci mentioned that Community Services Staff is taking Fridays to go 33 work on park issues and it gets them involved. 34 35 • SPIN #11 — Mr. Hutton asked about recruitment of SPIN#10 Representatives, if anyone 36 had followed up with them. Mr. Bledsoe replied that he had emailed them and had not 37 gotten a reply, and Mr. Eaglen stated that Mr. Sam Timothy notified him that he would 38 not be able to attend this meeting, but staff did send him a packet for his reference. A 39 packet was also sent to Susan Cullen, a Lakewood Ridge resident who had expressed 40 interest in participating in the SPIN program. 41 42 • SPIN #3 — Why the City hasn't done anything about a staging area on the DPS North 43 Property? Mr. Hutton replied that this is related to construction of capital improvements. 44 45 • Senior—Community Services challenged patrons of the Senior Activity Center to a game 46 of 42 turnaround(dominos) and the Seniors' trounced them. SPIN Standing Committee Meeting Minutes—June 10, 2003 Page 4 of 5 * * OFFICIAL MINUTES * * APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE 1 2 • SPIN #12 — Cross Timber Hills has a sign in the entry way that is falling apart and the 3 City has asked them to purchase insurance to have the sign in the right-of-way that totals 4 $2,400. The Subdivision wants to know if all of the subdivisions are paying insurance 5 for their signs in the right-of-way. 6 7 Agenda Item No. 8, Open Forum—There was no discussion relating to this agenda item. 8 9 Agenda Item No. 9, Adjournment—Chair Bledsoe adjourned the meeting at 8:15 p.m. 10 11 12 ATTEST: 13 14 15 16 114G''Y 17 Brandon Bledsoe, Chair 18 19 20 21 22 23 24 Jeff Wan , Secretary 25 SPIN Standing Committee Meeting Minutes—June 10, 2003 Page 5 of 5 * * OFFICIAL MEETING MINUTES * * APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE 1 JOINT CITY COUNCIL/SPIN STANDING COMMITTEE MEETING 2 SOUTHLAKE TOWN HALL 3 1400 MAIN STREET—TRAINING ROOMS #3C AND#3D,3RD FLOOR 4 SOUTHLAKE, TEXAS 76092 5 6 MINUTES 7 8 July 8, 2003 9 10 SPIN Standing Committee Members Present— Brandon Bledsoe (#9e), Chair; Jeff Wang (#7), 11 Secretary; Cara White (#1); Alan Hochstein (#3); Jan Francis (#5); Pattie Minder (#8); Jim 12 Jeppe (#9w); David Baltimore (Senior Representative). 13 14 SPIN Standing Committee Members Absent — Roger Hutton (#11), Vice-Chair; Tim Miller 15 (#6); Wendi Carlucci (#12). 16 17 City Council Members Present — Mayor Andy Wambsganss; Mayor Pro-Tem Ralph Evans; 18 Deputy Mayor Pro-Tem Rex Potter; Tom Stephen,Place 5; Carolyn Morris,Place 6. 19 20 City Council Members Absent—Keith Shankland, Place 2; Greg Standerfer,Place 4. 21 22 SPIN Liaisons Present—Boyd Dollar (#1). 23 24 SPIN Liaisons Present—John Eaglen, Assistant to the City Manager. 25 26 Agenda Item No. 1, Call to Order—Mayor Wambsganss called the meeting to order at 6:35 p.m. 27 28 Agenda Item No. 2, Administrative Comments — Brandon Bledsoe introduced the following 29 guests: 30 31 Mike Terry, SPIN#13 32 Sam Timothy, SPIN#10 33 Jeanne Alexander, Senior 34 Susan Cullen, SPIN#10 35 36 Brandon Bledsoe reviewed the SPIN Meeting held last night on the following issues: 37 38 SPIN#3 and#5 —Proposed Estes Park Subdivison 39 SPIN#3 and#5 —Proposed Trail Connection at Dove Creek 40 SPIN#9w and#9e—Proposed Chapel Hill Office Park 41 42 Agenda Item No. 3, Approval of the Minutes from the June 10, 2003 Standing Committee 43 Meeting— 44 45 Motion to Approve with the following corrections: 46 Joint City Council/SPIN Standing Committee Meeting—July 8, 2003 Page I of 6 * * OFFICIAL MEETING MINUTES * * APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE 1 Page 1,Line 17 —Change "Mark"to "Mike"Terry. 2 3 Motion: Minder 4 Second: Wang 5 6 Motion was unanimously approved. 7 8 Agenda Item No. 4, Discussion of SPIN Participation in Gathering Public Input for Southlake 9 2025 Comprehensive Plan Update — Chair Bledsoe reviewed discussions that the Executive 10 Committee held regarding assisting the 2025 Committee gather public input. 11 12 Jeff Wang provided a brief update of the 2025 Plan Update Process to date, with Phase I being 13 an education phase, and Phase II being a phase to develop a vision. Phase II will require 14 significant public input, although all meetings have been open to the public. Chair Bledsoe 15 asked if 2025 had a budget for publicity. Councilmember Evans replied that it was most likely 16 very small. 17 18 Chair Bledsoe added that SPIN is uniquely qualified to help 2025 19 20 Mayor Wambsganss asked if the issues would be tightened up, as the 2025 Committee has been 21 utilizing some "out of the box" thinking in their meetings. This taken to the public would likely 22 startle the public with items that may never become policy. 23 24 Jeff Wang reiterated that the purpose is to update the the public about the process, as the 25 Committee has been getting a lot background information in Phase I from which to work with. 26 27 Mayor Wambsganss mentioned that bringing up a discussion of apartments would cause a lot of 28 distress in neighborhoods where the potential for apartments is not likely to happen. 29 30 David Baltimore mentioned there were two purposes to neighborhood council meetings: 31 32 1. SPIN getting back to the roots of the organization 33 2. The Southlake 2025 Committee providing where they are in the process versus going out 34 simply to get input. 35 36 Mayor Wambsganss reiterated that 2025 should narrow the issues a little bit and then go out to 37 the public to provide updates and gather input so they can proceed with their work. 38 39 Chair Bledsoe reviewed a potential schedule of hosting these meetings over a two month period. 40 The Executive Committee had discussed hosting the meetings in August and September. Chair 41 Bledsoe asked for input. David Baltimore reviewed the history of the neighborhood council 42 concept. 43 44 Jan Francis stated that if the Committee is expected to host meetings on not only 2025, but all 45 types of topics — the representatives need to be briefed on what is going on and background 46 relating to the project. Joint City Council/SPIN Standing Committee Meeting—July 8, 2003 Page 2 of 6 * * OFFICIAL MEETING MINUTES * * APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE 1 2 David Baltimore stated that the purpose of this discussion is to get information out to the public 3 about what is going on — we are hearing there is a lot of anxiety over what is going on with the 4 committee. 5 6 Pattie Minder suggested getting copies of the minutes from the 2025 Meetings in their packets. 7 Ralph Evans stated that there was no one on Southlake 2025 8 9 Chair Bledsoe suggested that regarding the specifics of the schedule, but in terms of concept, is 10 the Committee open to having neighborhood council meetings as the framework for getting 11 information to the public on Southlake 2025. 12 13 Ms. Minder asked if the Executive Committee could contact the 2025 Co-Chairs and ask when 14 would be a good time for them to come in and brief the Standing Committee. Ms. White agreed 15 and said that it would be in our interests to wait until 2025 is ready prior to talking to anyone 16 regarding a public meeting. 17 18 The Executive Committee will follow up with the 2025 Co-Chairs 19 20 Brandon will contact Al Morin and Ron Kulpinski to discuss this subject. Conceptually the 21 Committee is okay with the neighborhood council concept 22 23 Agenda Item No. 5, Neighborhood Reports— 24 25 SPIN#13—Need to get a list of Homeowner Associations. Mr. Eaglen stated that staff would 26 get to work updating this list. 27 28 SPIN #10 — Susan Cullen replied that through the SPIN process, it provided an opportunity for 29 the neighborhood to get familiar with each other again— there has been a lot of people that have 30 moved out of the neighborhood in the past few years. Sam Timothy stated that a few of his 31 neighbors have asked about when White Chapel Blvd. would be widened. Councilmember 32 Evans replied that right now it is a proposed 85' long, five lane roadway and would be very 33 expensive to be built, but it has been on the Master Plan that way for a number of years. 34 35 SPIN #1 — AquaSource water issue has been ongoing for a while. The State Administrative 36 Judge ruled recently in a hearing to decommission the AquaSource company and certify the City 37 as a water provider to several neighborhoods on the north side of the City. The next phase of this 38 project is an appeal in Austin. However, while everything is going on, there has been several 39 homeowners in the neighborhood that have run out of water. 40 41 At Bob Jones Park, there has been some vandalism and some soccer goals stolen. The City is 42 trying to figure out ways to further secure the park. Mr. Dollar asked if there was some Code 43 Enforcement potential for an electrical tower on North White Chapel at the south trailhead on the 44 west side of North White Chapel. 45 Joint City Council/SPIN Standing Committee Meeting—July 8, 2003 Page 3 of 6 i I I I t ` * * OFFICIAL MEETING MINUTES * * APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE 1 SPIN #7 — Dallas Burn games are much smaller impact than the residents thought it would be. 2 There are some kids in the evening gathering behind Dawson and Eubanks elementary schools. 3 Have heard these kids as late as midnight. 4 5 SPIN #5 — The meeting on the Trail Connection showed a lot of concern regarding flooding, 6 Dove Creek floods every time there is a heavy rain and Pulte is doing nothing to help the creek. 7 There is some hope that the City would take control of the creek, but not concrete beddings. 8 Regarding the trail, residents in attendance suggested that sidewalk implementation along Dove 9 Road was much more of a priority versus putting a trail section along Dove Creek. 10 11 The Estes Park issue reviewed the plan, there were a lot of comments regarding the widening of 12 Dove Road. This is the Hess, Estes, Foreman, and Cullen property and the developer is 13 proposing to purchase an acre from Lonnie Vann for detention pond. He is also proposing to 14 have two park areas. There are still some concerns on behalf of the residents that this 15 development is a precedent for smaller lots on the north side of town. However this is a difficult 16 property to develop. Mayor Wambsganss mentioned that he has discussed this proposal with 17 Paul Spain and he does need to come off of some lots, but we all recognize the difficulties with 18 this property and he does propose some nice park areas. Jan Francis stated that this would be on 19 the July 17th Planning and Zoning Commission agenda, and as a sidenote, if he cannot present 20 the actual plan at the Commission, it should be turned back. He was presenting last night off of 21 the old plan and highlighting changes, which is confusing. 22 23 Jan asked if the brochure inserts were updated, and Mr. Eaglen stated that this needed to be done. 24 Jan thanked Alan Hochstein for his help in making this meeting happen. 25 26 SPIN #8 — Reminder to the City Council that when Paul Spain built Cambridge Place that there 27 would be drainage issues, and today there are still drainage issues in the neighborhood. The 28 neighbors had so many issues with Mr. Spain when he was developing that neighborhood and 29 there are issues that still have not been addressed. 30 31 The Harris Site Plan went through the process and there was never notice given to the Woodland 32 Heights neighborhood as they went through the process. Regarding the property across from the 33 Wal-Mart on the south side of F.M. 1709 34 35 Compliments to Seargent Sean Lease regarding the Public Safety Weekly updates sent via 36 website. 37 38 Kroger has a new manager and they are doing a complete facelift on the inside of the store — it 39 looks nice. 40 41 The City Council needs to look at the office park(s) on the corner of Westwood and F.M. 1709— 42 they never take care of mowing this property and every year the City has to go out and contact 43 these people to get them to take care of their property. 44 45 Traffic from the Gateway Church seems to be minimal and the noise has not been an issue with 46 the neighbors to date. Joint City Council/SPIN Standing Committee Meeting—July 8, 2003 Page 4 of 6 * * OFFICIAL MEETING MINUTES * * APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE 1 2 Questions are popping up about what is going on with the Roomstore property. Angelo and 3 Vitos has closed in the Kroger Shopping Center, this property seems to have issues keeping 4 tenants. 5 6 Questions have arisen about the Wal-Mart property— when is Wal-Mart moving out and what is 7 the timeline for the new development. Councilmember Evans stated that they have not been 8 notified of any changes since the project went through the approval process. 9 10 SPIN Representatives were just sent an email regarding solicitation of products that they got 11 from the City Website. Ms. Minder asked if there was any way to prevent this. 12 13 SPIN #9w — Meeting held on Chapel Hill Office Proposal (East of White Chapel United 14 Methodist Church on F.M. 1709), the issues were the parking, but there is an agreement with the 15 Church for off-site parking. The number of buildings were also of concern, particularly the front 16 buildings that are reflected as medical offices, where people would have to park in the back on 17 the Church property. The developer removed one building and the current total is seven (7) 18 buildings. There were residents in the Northwood portion of Timarron that were worried about 19 access from this neighborhood on Parkwood Blvd. when the road is put through to F.M. 1709 as 20 reflected on the Master Plan. Councilmember Potter stated that the City would have to build the 21 road on their portion of the property for that through access to occur. 22 23 The Corner of White Chapel and Continental, the project approved has already started. 24 25 SPIN#12—The item of interest to the residents are the following: 26 27 • Cross Timber Hills residents are wondering if they will be allowed to improve their entry 28 sign. A letter with a potential solution has been distributed and there is hope of finding a 29 solution. 30 31 • Drainage issues are still of concern, the Peytonville Road rehabilitation removing the 32 drainage component is disappointing. 33 34 Seniors — Senior Advisory Commission meeting held today — Malcolm Jackson presented an 35 overview of what level of support there would be from the City regarding the level of support 36 that they would be willing to provide for Senior Transportation. There needs to be this service 37 provided to area seniors, there is very little cost to the City with the current CARS program, and 38 there needs to be some collective thinking between seniors and the City to come up with creative 39 solutions to this problem. A local senior took a cab to the doctor and it cost that individual 40 $100. 41 42 With regard to Parkwood Drive, there is concern about sharing traffic if that street is punched 43 through the F.M. 1709. Senior Activity Center parking is being used as overflow parking for 44 school events. Seniors are asking about the status of the Remington Retirement Community. 45 Joint City Council/SPIN Standing Committee Meeting—July 8, 2003 Page 5 of 6 , * * OFFICIAL MEETING MINUTES * * APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE 1 SPIN #3 — The only issue that has been communicated to me is the City storing sewer pipes on 2 the City-owned property on the corner of North White Chapel and Dove Road. 3 4 SPIN#9e—No other issues outside of those earlier mentioned. 5 6 Agenda Item No. 6, City Council Reports— 7 8 Mayor Wambsganss—One big upcoming issue is board appointments. There will most likely be 9 a special meeting held at the end of July to make appointments. The Chapel Hill office project is 10 another issue that is upcoming and the Council has been in communication with the developer. 11 The Cornerstone development is also an issue that is coming soon. • 12 13 Drainage is an issue that has come up tonight, it was discussed at the June Retreat and eventually 14 there would be a need to come to SPIN. There are several things that need to be looked at 1) 15 having a comprehensive approach to drainage, and 2) a funding mechanism, which is a tough 16 issue. 17 18 Budget is coming up in August and there will be work sessions. 19 20 An issue that has come up recently is the potential for Roundabouts, an intriguing idea that 21 would move traffic and provide some aesthetic benefits. 22 23 Agenda Item No. 7, Open Forum — Jim Jeppe asked if there was a way to regulate gas stations 24 that if they were approved and they close, they would be required to remove the tanks and the 25 building? Councilmember Potter replied that this is a problem, if you look along Davis Blvd. 26 27 Chair Bledsoe brought forward a request to look at alternatives for holding Joint City Council / 28 SPIN Standing Committee meetings. This item was remitted to the SPIN Executive Committee 29 to discuss alternatives. 30 31 Agenda Item No. 8, Adjourn—Mayor Wambsganns adjourned the meeting at 8:06 p.m. 32 33 ATTEST: 3435 II 36 37 Brandon Bledsoe, Chair 3839 40 4 !► ��� 41 Jeff Wang -cretary Joint City Council/SPIN Standing Committee Meeting—July 8, 2003 Page 6 of 6 f 4 * * OFFICIAL MEETING MINUTES * * APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE 1 SPIN STANDING COMMITTEE MEETING 2 SOUTHLAKE TOWN HALL- 1400 MAIN STREET 3 TRAINING ROOMS#3C AND #3D 4 SOUTHLAKE,TEXAS 76092 5 6 August 12, 2003 7 8 MINUTES 9 10 SPIN Standing Committee Members Present: Brandon Bledsoe (#9e), Chair; Roger Hutton 11 (#11), Vice-Chair; Jeff Wang (#7), Secretary; Cara White (#1); Jan Francis (#5); Jim Jeppe 12 (#9w); Sam Timothy (#10); Wendi Carlucci (#12); Mike Terry (#13). 13 14 SPIN Standing Committee Members Absent: Alan Hochstein (#3); Tim Miller (#6); Pattie 15 Minder (#8); David Baltimore(Senior Representative). 16 17 SPIN Liaisons Present: Boyd Dollar(#1). 18 19 City Staff Present: John Eaglen, Assistant to the City Manager; Nicole Minder, Administrative 20 Intern. 21 22 Agenda Item No. 1, Call to Order— Chair Brandon Bledsoe called the meeting to order at 6:45 23 p.m. 24 25 Agenda Item No. 2, Administrative Comments — Chair Bledsoe and Jeff Wang reviewed the 26 following items with the Committee: 27 28 • Jeff Wang reviewed discussion from SPIN held meeting on July 29 regarding Hibernia 29 Bank at the NW Corner of FM 1709 and N. Carroll Avenue. Meeting went well because 30 bank had numerous members of management at the meeting. Councilmember Carolyn 31 Morris was in attendance and brought up her desire for a pitched roof, and the bank was 32 able to commit to that in their design. This meeting was a good commercial for the SPIN 33 process. 34 35 • Chair Bledsoe recapped a meeting between himself, Jeff Wang and the Co-Chairs of the 36 Southlake 2025 Steering Committee regarding how SPIN and 2025 can work together to 37 gather public input on the Comprehensive Plan Update process as it moves forward. The 38 key element is the timing of moving the Comprehensive Plan forward, and the Executive 39 Committee will continue to work with the Co-Chairs for Southlake 2025 over the next 40 few months. 41 42 Agenda Item No. 3, Approval of the Minutes from the July 8, 2003 Joint City Council / SPIN 43 Standing Committee Meeting— 44 45 Motion to approve the minutes with the following change — Change meeting date from July 7 to 46 July 8, 2003 SPIN Standing Committee Meeting—August 12, 2003 Page 1 of 5 * * OFFICIAL MEETING MINUTES * * APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE 1 2 Motion: Wang 3 Second: White 4 5 Motion was unanimously approved. 6 7 Agenda Item No. 4, Revision of SPIN Meeting Guidelines and Procedures — Chair Bledsoe 8 referred to the staff summary of the basis for this agenda item and the basis for the transition to 9 Standard Meeting times a year ago. 10 11 Mr. Eaglen reviewed the issues with this situation and stated that it is a balancing act regarding 12 being flexible and firmly stating a timeline. 13 14 Mr. Dollar asked what can be done to communicate the expectation to the applicants that SPIN is 15 more than encouraged, and suggested putting our meeting timeline calendar into the DRC 16 process. 17 18 Mr. Terry referred about the nature of communication, it was recently communicated to him that 19 the 7-11 at the corner of Peytonville and F.M. 1709 recently put in a red digital display sign — 20 does SPIN have to be notified in advance so that the residents may be notified about it. 21 22 Mr. Dollar stated that this is an example of how SPIN should be involved, if there is the 23 recognition that a neighborhood issue could be involved, at that time SPIN should be notified. 24 25 Mr. Bledsoe replied that the difficulty is that there is a burden on SPIN Representatives to be 26 aware and review the information that staff provides and then to also know who to refer 27 questions to within the City. 28 29 Ms. White asked what action was required, and Mr. Eaglen replied that he wished to get the 30 approval of the Standing Committee relating to the direction provided to the Committee before 31 moving forward in discussions with Planning Department staff. 32 33 Mr. Wang asked if "petitioner" may be changed to "applicant," as P&Z always refers to the 34 developer as the applicant. 35 36 Mr. Hutton asked Mr. Wang if it was limiting the scope of SPIN meetings to development- 37 related items if they make that change. 38 39 Motion to authorize staff to proceed on guidelines for SPIN meetings internally. 40 41 Motion: Wang 42 Second: Hutton 43 44 Motion was unanimously approved. 45 46 Mr. Jeppe provided the following suggestions: SPIN Standing Committee Meeting—August 12, 2003 Page 2 of 5 * * OFFICIAL MEETING MINUTES * * APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE 1 2 1. Have requirement to have SPIN meeting prior to submittal date for P&Z meeting. This 3 would allow for SPIN meeting reports to be provided to the DRC staff team so that they 4 could go over the issues with the developer. 5 6 2. The developer would get this input at the meeting, and staff would have that input as well 7 to review the particular concerns with the developer and in regards to the ordinance. 8 9 Mr. Eaglen replied that he would begin discussions with the Planning Department as soon as 10 possible relating to the direction of the meeting guidelines and potential communication 11 improvements. 12 13 14 Agenda Item No. 5, Neighborhood Reports — Standing Committee members provided the 15 following reports relating to their individual SPIN Areas: 16 17 • SPIN#9w —Chapel Hill is coming through the review process again. The developer has 18 addressed parking and landscaping, as well as density. The developer is working with the 19 Mayor and members of City Council on particular issues of concern. 20 21 • SPIN #9w — No Activity to Report. Head's up on Continental Blvd. School Zones, as 22 school starts on Monday. 23 24 • SPIN #7 — S. Kimball construction is finished, intersection at FM 1709 and Kimball is 25 complete. There is a slight difference in grade at the intersection. Because of 26 summertime at the cornerstone office park by the Stadium on Silicon Drive, there are a 27 number of kids hanging out and drag racing. On the 21st, Special Use Permit for the sale 28 and service of used car sales and service in the business park area behind the stadium. • 29 30 • SPIN #5 — Estes Park just went to City Council for first reading, the developer worked 31 with the neighbors on different things, like putting park space, buffer areas, landscaping 32 and such. The developer accommodated with people who had real concerns, and he 33 ended up dropping a couple of lots from his original proposal. 34 35 • SPIN#1 — Bob Jones Park Site Plan going to P&Z on the 21st, came to Parks Board last 36 night and they are making some changes that are neighborhood concerns. The North 37 Richland Hills Riding Club determined today that they were not going to work with the 38 City on the proposed equestrian facility at Bob Jones Park and the SPIN meeting set for 39 next Monday has been cancelled. This provides and opportunity to hold a meeting on the 40 Site Plan issues at Bob Jones Park in place. 41 42 Ms. Francis asked if the City is monitoring the situation at Bob Jones Park — there was 43 some more instances of vandalism this past weekend. 44 45 Mr. Dollar mentioned that Paul Spain is looking at land around the DPS North Facility 46 site and may be back again in the area soon. SPIN Standing Committee Meeting—August 12, 2003 Page 3 of 5 * * OFFICIAL MEETING MINUTES * * APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE 1 2 • SPIN#10 —The Whitehouse at Bicentennial Park—tried to host a meeting on this on the 3 29th, did not have anyone in attendance. Have received concerns about off-campus 4 parking at the High School — there are concerns over safety issues, as they don't wish to 5 pay the fees for parking at the high school. Mr. Bledsoe recommended talking to 6 Southlake DPS and the School as well and see what enforcement mechanisms are 7 available to remedy the situation. 8 9 • SPIN #12 — Concerns expressed over North Peytonville speeding, especially with school 10 starting. The sewer issue in Cross Timber Hills is still an issue with residents, and tree 11 issues related to the neighborhood sewer and the Peytonville Road Rehabilitation 12 13 The Landscape Ordinance we have is not native, it is not adaptive plants, maybe • 14 something that SPIN would like to review and recommend to the City for improvements. 15 A lot of new development has landscaping that is not adaptive to Texas and it is dying on 16 the road. Mr. Bledsoe said that a lot of communities in South Texas have these kinds of 17 provisions. 18 19 • SPIN#13 - 20 21 Lemke issues relating to trash and noise; 22 Trees at Peytonville — quality of trees planted and concerns about maintenance by the 23 City; 24 Landscaping maintenance in right-of-way along Myers Meadow; 25 Trash issues in the city—how to address; 26 Childrens Courtyard—issues with bus movement and parking. 27 28 • SPIN #11 — Traffic increased on Dove and Shady Oaks increased 90% - combined with 29 speed issues and sewer construction commencing, it is a concern in the area. There is a 30 small office development going in the area—it was formally approved as an Alzheimer's 31 care unit. Hopefully there is not too much resistance as it would be much more suitable 32 than other things that could be put there. Brandon Bledsoe will host meeting on the 18th. 33 34 Agenda Item No. 5, Open Forum — Chair Bledsoe reviewed meeting held between Brandon 35 Bledsoe, Jeff Wang, and 2025 Co-Chair Ron Kulpinski. There was discussed about multiple 36 meetings on the same topic and having regional meetings to meet efficiency needs with push for 37 "grassroots" effort. Mr. Kulpinski will be taking this input back to 2025 this week and Executive 38 Committee will hash through follow-up issues and have some things for further discussion at the 39 September Standing Committee Meeting. 40 41 Mr. Hutton asked if the Citywide Posting would be included at these meetings, and suggested 42 that will help with attendance. Mr. Bledsoe replied that 2025 will be vetting with the details at 43 their meeting this Thursday and Friday. SPIN is sensitive to "neighborhood" input and 2025 has 44 concerns about resources and timelines, so there is an effort at this point to work on the "focus 45 group" meeting concept and bring details back to the Standing Committee for further discussion 46 once there is agreement on the concept. SPIN Standing Committee Meeting—August 12, 2003 Page 4 of 5 . * * OFFICIAL MEETING MINUTES * * APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE 1 2 Wendi Carlucci reviewed the rendering for the Liberty Garden at Bicentennial Park and 3 mentioned that construction will begin on Monday. Mr. Hutton asked how this project was 4 funded. Ms. Carlucci mentioned that funds were privately raised, SPDC contributed, monies 5 from the agreement with the City and Coca-Cola were utilized, and park dedication funds were 6 contributed. 7 8 Mr. Hutton asked about maintenance of this garden, and Ms. Carlucci is recruiting Master 9 Gardners to maintain the garden, as the City has some skills but lacks the specific skills to 10 properly maintain the garden. 11 12 Mr. Dollar asked when the entry road to Bicentennial Park is going to be under construction. 13 Ms. Carlucci replied that the plan is to wait until the completion of construction of the Liberty 14 Garden. Ms. Carlucci reviewed plans to raffle off Olivia Bennett's portrait to raise funds for the 15 Garden, the original is hanging in the White House. 16 17 Agenda Item No. 7, Adjournment—Chair Bledsoe adjourned the meeting at 8:26 p.m. 18 19 ATTEST: 20 21 22 23 24 Brandon Bledsoe, Chair 25 26 27 28 29 30 Jeff Wanf, cretary SPIN Standing Committee Meeting—August 12, 2003 Page 5 of 5 * * OFFICIAL MEETING MINUTES * * APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE 1 SPIN STANDING COMMITTEE 2 SOUTHLAKE TOWN HALL—TRAINING ROOMS#3C AND #3D 3 1400 MAIN STREET 4 SOUTHLAKE,TEXAS 76092 5 6 September 9, 2003 7 8 MINUTES 9 10 SPIN Standing Committee Members Present — Brandon Bledsoe (#9e), Chair; Roger Hutton 11 (#11), Vice-Chair; Jeff Wang (#7), Secretary; Boyd Dollar (SPIN#1 Liaison for Representative 12 Cara White); Alan Hochstein (#3); Jan Francis (#5); Tim Miller (#6); Jim Jeppe (#9w); Sam 13 Timothy (#10); Wendi Carlucci (#12); Mike Terry (#13); David Baltimore (Senior 14 Representative). 15 16 SPIN Standing Committee Members Absent—Pattie Minder (#8). 17 18 Guests Present—Harry Tharp (SPIN#5); Monica Tharp (SPIN#5). 19 20 City Staff Present — Bruce Payne, Director of Planning; John Eaglen, Assistant to the City 21 Manager. 22 23 Agenda Item No. 1, Call to Order — Chair Brandon Bledsoe called the meeting to order'at 6:40 24 p.m. 25 26 Agenda Item No. 2, Administrative Comments —The following items were discussed during this 27 agenda item: 28 29 • Introduction of guests Harry Tharpe, SPIN#5. 30 • Chair Bledsoe reviewed the Citywide Forum meeting agenda for Monday, September 15 31 — the only topic is the Proposed Site Plan Revisions to Bicentennial Park to include the 32 Liberty Gardens project. Sam Timothy will not be able to attend and host this meeting. 33 Wendi Carlucci volunteered to host this meeting, as she is involved in the project, and 34 Alan Hochstein will backup if he is in town that evening. 35 • Planning Director Bruce Payne reviewed with the Standing Committee where the 36 Southlake 2025 comprehensive plan update project is at right now, reviewed where the 37 Steering Committee has been, and discussed the timeline and format for a SPIN meeting 38 on the 2025 Committee's progress towards a vision statement and goals and objectives. 39 The purpose would be for the public to review and comment on the Visioning Phase of 40 the project, and on the content of the vision statement and the goals and objectives. Mr. 41 Bledsoe recapped the Executive Committee's discussions with the 2025 Co-Chairs, and 42 encouraged Mr. Payne to consider multiple meetings in order to provide the public 43 sufficient opportunities to provide input. The 2025 Steering Committee meets this 44 Thursday, September 11, at 7:00 p.m. 45 • Chair Bledsoe and Mr. Eaglen reviewed the proposed gameplan for the remainder of 46 2003. The following topics are slated for the following meeting agendas: SPIN Standing Committee Meeting—September 9, 2003 Page 1 of 4 . r * * OFFICIAL MEETING MINUTES * * APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE 1 2 o October 14 — Joint City Council Meeting, DRC Overview, SPIN Ordinance 3 Review 4 5 o November 11 — (holding a meeting in November) CEP Overview and Project 6 Status Report, Officer Nominations for 2004. 7 8 o December 9—Officer Elections for 2004. 9 10 Motion was made to hold a November meeting. 11 12 Motion: Hutton 13 Second: Hochstein 14 15 Motion was unanimously approved. 16 17 • Chair Bledsoe reviewed SPIN participation in Oktoberfest, and stated that Mr. Eaglen 18 had gotten a booth that SPIN could share with the Library if they wished to participate. 19 Mr. Hutton replied that with his experience in participating in these types of events, the 20 return on the huge investment of time is small, as most people that attend this type of 21 event are not from Southlake. Ms. Carlucci suggested that SPIN could participate in 22 Harvest Fest on October 25 at Bicentennial Park. The Committee agreed to participate, 23 and Chair Bledsoe requested that working through the details of this event be placed on 24 the October meeting agenda. 25 26 Agenda Item No. 3, Approval of the Minutes from the August 12, 2003 SPIN Standing 27 Committee Meeting— 28 29 Motion to approve the minutes with the following changes: 30 31 Alan Hochstein not in attendance; 32 Pattie Minder not in attendance; 33 David Baltimore not in attendance; 34 Page 3 of 5, Line 21 —Changing "NATR" to "No Activity to Report." 35 Page 4 of 5, Line 17—Completing last sentence by including "have these kind of provisions." 36 Page 4 of 5, Line 18—deleting"See email trail regarding issues reported here" 37 Page 4 of 5, Lines 30 and 31 — changing context of wording from "seem that anything is better 38 than that" to "would be much more suitable than other things that could be put there." 39 40 Motion: Timothy 41 Second: Hutton 42 43 Motion was unanimously approved. 44 45 Agenda Item No. 4, SPIN Orientation—John Eaglen explained the basis for the change in format 46 of this orientation from previous formats that have usually presented by SPIN Standing SPIN Standing Committee Meeting—September 9, 2003 Page 2 of 4 y * * OFFICIAL MEETING MINUTES * * APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE 1 Committee members. This standardization in format is the desire of the City Council to occur on 2 an annual basis after they complete board and committee appointments. The orientation covered 3 the following topics: 4 5 • Board responsibilities; 6 • Review of the Texas Open Meetings Act; 7 • Review of the City Code of Ethics; 8 • Review of the SPIN Code of Conduct; 9 • Review of Staff Responsibilities; 10 • Questions and Answer Session. 11 12 Agenda Item No. 5, Neighborhood Reports— 13 14 • SPIN#9e—No Activity to Report. 15 16 • SPIN #5 — Not a lot happening now, but there is property being purchased around Estes 17 Park and Aventerra is rumored to want to include residential development in their project. 18 So there should be some action coming soon. 19 20 • SPIN #12 — received letter from homeowner on Shadow Creek that had flooding to their • 21 home as a result of the Peytonville road rehabilitation, wants to know how she can 22 address this issue with the City. Chair Bledsoe suggested forwarding this information to 23 Mr. Eaglen so he could connect this person with the proper representatives in the City. 24 25 • SPIN#3 —Quiet, will be hosting haunted house with neighbor on October 24. 26 27 • SPIN #11 — Shady Oaks is becoming a traffic alternative to State Highway 114, most 28 comments receiving from the neighborhood is relating to that increase in traffic. 29 30 • SPIN#13 —No Activity to Report. 31 32 • SPIN#9w—No Activity to Report. 33 34 • SPIN#7 — South Kimball Design 95% complete, right-of-way acquisition for this project 35 has hit a snag. Estimated construction start date of November at this point. Alcohol sales 36 at Dragon Stadium being discussed by CISD Board of Directors. Joint Use Committee to 37 discuss CISD using City Council Chambers at Town Hall, would most likely require a 38 change in the City's Town Hall Use Policy. 39 40 • SPIN #1 — Meeting held on Bob Jones Park Revised Site Plan, the attendance was good 41 and the discussion revolved around intensity of use, lighting, and traffic. Planning and 42 Zoning passed, and City Council approved on first reading. 43 44 SPIN Standing Committee Meeting—September 9, 2003 Page 3 of 4 * * OFFICIAL MEETING MINUTES * * APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE 1 Agenda Item No. 6, Open Forum — Wendi Carlucci reviewed the plans for the Liberty Gardens 2 project with the Standing Committee so they could answer questions they might field from the 3 public. 4 5 Agenda Item No. 7, Adjourn—Chair Bledsoe adjourned the meeting at 8:29 p.m. 6 7 8 ATTEST: 9 10 � D 11 , u 12 Brandon Bledsoe, Chair 13 14 15 16 17 Ike18 k 19 Jeff Wa g, ecretary SPIN Standing Committee Meeting—September 9, 2003 Page 4 of 4 * * OFFICIAL MEETING MINUTES * * APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE 1 JOINT CITY COUNCIL/SPIN STANDING COMMITTEE MEETING 2 SOUTHLAKE TOWN HALL— 1400 MAIN STREET 3 TRAINING ROOMS#3C AND#3D 4 SOUTHLAKE, TEXAS 76092 5 6 October 14, 2003 7 8 MINUTES 9 10 SPIN Standing Committee Members Present: Roger Hutton (#11), Vice-Chair; Jeff Wang (#7), 11 Secretary; Cara White (#1); Alan Hochstein (#3); Jan Francis (#5); Pattie Minder (#8); Sam 12 Timothy (#10); Mike Terry (#13); David Baltimore (Senior Representative). 13 14 SPIN Standing Committee Members Absent: Tim Miller (#6); Brandon Bledsoe (#9e), Chair; 15 Jim Jeppe(#9w); Wendi Carlucci (#12). 16 17 City Council Members Present: Carolyn Morris. 18 19 City Council Members Absent: Andy Wambsganss, Mayor; Ralph Evans, Mayor Pro-Tern; 20 Rex Potter,Deputy Mayor Pro-Tern; Keith Shankland; Greg Standerfer; Tom Stephen. 21 22 SPIN Liaisons Present: Boyd Dollar (#1); Harry Tharp (#5); Howard Carr (#7); Charlene 23 Weirsum (#16). 24 25 City Staff Present: Bruce Payne, Director of Planning; Dennis Killough, Senior Planner; John 26 Eaglen, Assistant to the City Manager. 27 28 Agenda Item No. 1, Call to Order—Vice-Chair Roger Hutton called the meeting to order at 6:48 29 p.m. 30 31 Agenda Item No. 2, Administrative Comments—Mr. Hutton introduced the following guests: 32 33 • Charlene Weirsum, SPIN#16 34 • Harry Tharp, SPIN#5 35 • Howard Carr, SPIN#7 36 37 Mr. Eaglen reviewed the meeting dates for Southlake 2025 Vision Statement and Goals and 38 Objectives as being on Thursday, October 16 and Monday, October 20. Mr. Eaglen also 39 mentioned that a meeting to review the proposed changes to the development plan of the 40 Hibernia National Bank at the NW Corner of F.M. 1709 and N. Carroll Avenue had been set up 41 for the 20th in response to a request from the developer. 42 43 Ms. Morris asked why the bank building meeting was scheduled for the same night as the 2025 44 Vision Statement and Goals meeting, and suggested that it was not a good idea. Ms. Morris also 45 commented that, as this proposal is located along F.M. 1709, a citywide notice should have been 46 sent out. Mr. Eaglen replied that 183 postcards had been mailed out and that signs were to be Joint City Council/SPIN Standing Committee Meeting—October 14, 2003 Page 1 of 6 * * OFFICIAL MEETING MINUTES * * APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE 1 placed at strategically located intersections. Mr. Timothy asked that since there was a lot of 2 interest by the participants at the previous SPIN meeting on this issue, if staff could contact the 3 participants who left their information on the sign-in sheet, and staff agreed to contact the 4 participants from the first meeting. 5 6 Agenda Item No. 3, Approval of the Minutes from the September 9, 2003 SPIN Standing 7 Committee Meeting— 8 9 Motion to approve the minutes as submitted. 10 11 Motion: Baltimore 12 Second: Terry 13 14 Motion was unanimously approved. 15 16 Agenda Item No. 4, Review of SPIN / Southlake 2025 Meeting Plans — Mr. Wang and Mr. 17 Eaglen reviewed the Executive Committee discussion and reiterated the meeting dates. 18 19 Mr. Payne mentioned that Mr. Al Morin had about a 40 slide presentation and will take the lead. 20 Mr. Eaglen mentioned that Brandon Bledsoe will be facilitating the meetings. 21 22 Agenda Item No. 5, Approval of 2004 Meeting Schedule— 23 24 Motion to approve the 2004 Meeting Schedule with the exception that the February 25 meeting is scheduled for Tuesday,February 10, 2004. 26 27 Motion: Baltimore 28 Second: Wang 29 30 Motion was unanimously approved. 31 32 Agenda Item No. 10, Planning for Participation in Harvest Fest—This item was moved up on the 33 agenda. Mr. Hutton and Mr. Wang reviewed the concept for the booth and stated the needs: 34 35 • Staffing— the event is from 5-8:00 p.m. There will be an hour for setup and an hour for 36 teardown. 37 38 4:30—5:30—Sam Timothy 39 5:30—6:30—Charlene Weirsum 40 6:30—7:30—Roger Hutton 41 7:30—8:30—Mike Terry 42 43 • Concept — having trinkets, handouts, and being able to discuss the SPIN Program and 44 what it does. 45 Joint City Council/SPIN Standing Committee Meeting— October 14, 2003 Page 2 of 6 * * OFFICIAL MEETING MINUTES * * APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE 1 Ms. Morris inquired about the number of vacancies, and Mr. Eaglen replied that there were 2 vacancies currently in SPIN #2, #14, #15, #16, and Youth. Mr. Eaglen stated that he had met 3 with a potential Youth Representative yesterday, but he could not make the meeting. 4 5 Agenda Item No. 9, Overview of the Development Review Committee — This item was moved 6 up on the meeting agenda. 7 8 Dennis Killough provided a brief overview presentation on the Development Review Committee 9 (DRC) and the DRC process. 10 11 Ms. Minder asked if the lot across from the Big Bowl restaurant on FM 1709 was approved in 12 regards to tree removal. Mr. Killough confirmed that this was permitted and briefly reviewed the 13 requirements of the Tree Ordinance. 14 15 Ms. Minder expressed disappointment about allowing the scope of tree removal, and Ms. Morris 16 stated that she was in agreement. Ms. Minder suggested that a staff member be present when a 17 developer starts removing trees on a particular site to observe the impact. 18 19 Mr. Hutton asked if this case went through the staff process. Mr. Timothy asked if the City 20 could not allow development of a property if they did not commit to save trees. 21 22 Mr. Killough reviewed the context of the Tree Preservation Ordinance, and emphasized that the 23 developer has to make a good-faith effort to save as many trees as possible or mitigate the • 24 removal of trees on a per-caliper basis. 25 26 Ms. Minder suggested that the standards should be more stringent in order to maximize the 27 preservation of trees, and inquired about the standards for a developer to maintain the 28 landscaping that is approved through the Development Review Process. Mr. Killough replied 29 that the Tree Preservation Ordinance requires the developer to maintain the landscaping in 30 perpetuity. 31 32 Ms. Morris asked for clarification on the Tree Reforestation Fund. Mr. Killough reviewed the 33 concept of the Reforestation Fund, but indicated that he was not familiar with the specifics of the 34 fund. Mr. Payne added further context to the Tree Preservation Ordinance regarding the specific 35 mechanics of implementing the Tree Preservation Ordinance and how it relates to other 36 development standards. 37 38 Mr. Hutton asked if there was potential for revisions to the Ordinance. Mr. Payne replied that a 39 revised Ordinance is a possibility if advocated by the Planning and Zoning Commission and/or 40 City Council. Mr. Payne stated that there are some creative ways to mitigate tree removal. Ms. 41 Minder suggested that she liked the idea of increasing the tree mitigation calculations for 42 developers to aid in tree preservation. 43 44 Mr. Killough and Mr. Payne clarified that the process is in place to make sure that a plan is 45 compliant with all City Ordinances, and that proposals to not get released to Planning and 46 Zoning Commission unless there is compliance with all Ordinances unless there is a unique Joint City Council/SPIN Standing Committee Meeting—October 14, 2003 Page 3 of 6 * * OFFICIAL MEETING MINUTES * * APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE 1 hardship relating to the property, which qualifies for a request for variance. However this 2 request is subject to the approval of the Planning and Zoning Commission and City Council. 3 4 Ms. Morris mentioned that the Sign Variance request procedures have been incorporated into the 5 Development Review Committee process, and hopefully this helps make the process more 6 effective. 7 8 Mr. Wang asked about the DRC process as it relates to meeting with the developer and not 9 including the citizens. Mr. Killough stated that staff works with the developers, but these 10 discussions are always subject to change and until the staff has an actual plan submitted there is 11 no certainty regarding a specific plan. Mr. Killough added that if a developer leaves material 12 with the staff, these items are subject to the Open Records Act. 13 14 Mr. Terry asked about where SPIN fits in with the DRC process. Mr. Killough and Mr. Payne 15 clarified the SPIN role in the process, and how Planning and Zoning Commission and City 16 Council have traditionally implemented the SPIN program if there have been no requests. 17 18 Ms. White inquired about how the DRC process relates to the building inspection process, as she 19 had heard from a local business owner that there was confusion about the requirements to open 20 the business. Mr. Payne clarified how the DRC process relates to the building inspection 21 process. 22 23 Agenda Item No. 6, Neighborhood Reports— 24 25 • SPIN#3 —Haunted House at 906 Quail Creek Court on Friday, October 24 and Saturday, 26 October 25th. 27 28 • SPIN #11 — Shady Oaks traffic heavy due to serving as an alternate route to S.H. 114 29 traffic, residents concerned that this will continue on after construction is complete. 30 Another issue is the runoff coming from State Highway 114 — hits about the location of 31 1900 Shady Oaks and Garden Addition. This runoff has increased dramatically recently 32 and Public Works has been appraised of the situation, but they need to coordinate with 33 the Texas Department of Transportation. 34 35 • SPIN#13 —Three alligators have recently been pulled out of the Myers Meadows ponds, 36 not confirmed that this is actual or rumors in the neighborhood. 37 38 • SPIN #5 — Buzz in the neighborhood relating to the proposed developments going in, 39 there are a lot of rumors flying around with high density housing developments being 40 proposed for the Aventerra area. Ms. Morris stated that she has heard that Aventerra has 41 sold the acreage to another company. Mr. Tharp mentioned that there will be a push for 42 new uses relating to residential and light industrial uses. 43 44 • SPIN#16—Jeff Wang mentioned that there have been issues recently relating to drainage 45 problems in the vicinity to Carroll Elementary School. 46 Joint City Council/SPIN Standing Committee Meeting— October 14, 2003 Page 4 of 6 * * OFFICIAL MEETING MINUTES * * APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE 1 • SPIN #1 — Philadelphia Suburban rejected the City's offer to purchase the private water 2 system that services the Lakewood Ridge and Indian Creek Estates subdivisions. This 3 process will move to a Texas Commission on Environmental Quality (TCEQ)hearing if a 4 settlement is not reached between the parties. Clariden Ranch is moving forward with 5 Phase II of the plan. The softball complex at Bob Jones Park is progressing and should 6 be ready for the spring. Parks and Recreation Division's participation with the SPIN 7 Program could be improved. The Nature Center Committee is progressing. 4 8 9 • SPIN Senior — Seniors for Seniors Pot Luck Dinner set for Thursday, October 30 at the 10 Senior Center from 5-7:30 p.m. Senior Advisory Committee met today and discussed the 11 level of attendance at the Senior Activity Center, which has been static with an increase 12 in the Senior Citizen population. The other issues discussed was the level of maintenance 13 at the Senior Activity Center, which is getting harder and harder to get requests filled, 14 especially mowing the grass at the facility. Finally, the passage of Proposition 18 in the 15 recent constitutional amendment election relating to the local option for cities to now 16 enact a freeze on the valuation of property in relation to property taxes for senior citizens 17 and the disabled. 18 19 • SPIN #10 — Growing informal parking lot at the Oak Hill Subdivision at Carroll High 20 School is becoming a larger issue, the Chief of Police and the school principal have not 21 provided a next step in order to resolve the issue. Will continue to work with all parties 22 to address the problem. 23 24 • SPIN#8 —Problems with trash pickup relating to debris left behind, have addressed this 25 issue with staff. Woodland Heights residents are increasingly having issues getting out of 26 their neighborhood. Harris Methodist is progressing with their development. Wal-Mart 27 is supposed to be out of the city by the end of the month, residents are anxious as to what 28 is going in the Wal-Mart site. The proposed Eatzi's development seems to not be moving 29 ahead. The restaurants recently opened in Town Square have not seemed to increase 30 traffic in the area. 31 32 • SPIN #7 — Residents concerned about alcohol sales at Dragon Stadium. F.M. 1709 / 33 South Kimball intersection took a long time to complete and the right turn from the 34 intersection is still closed. Regarding the extension of South Kimball Avenue, the design 35 phase is nearing completion. 36 37 Mr. Howard Carr, 311 South Kimball Avenue spoke regarding the City trying to acquire 38 right-of-way to extend South Kimball. For starters there is confusion in the 39 neighborhood relating to the path of this acquisition. This extension will be taking out a 40 lot of trees in the area to complete this acquisition. At this time the City is trying to 41 acquire right-of-way from him, and he was notified by a Blue Moon Acquisition versus 42 getting notice from the City staff. This causes great concern from a taxpayer perspective. 43 Mr. Carr also expressed concern that in a copy of the appraisal that he has received, it 44 makes mention that the property owner not be notified at the request of the client, which 45 in this case is the City. 46 Joint City Council/SPIN Standing Committee Meeting— October 14, 2003 Page 5 of 6 * * OFFICIAL MEETING MINUTES * * APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE 1 Agenda Item No. 7, City Council Reports — Councilmember Carolyn Morris reviewed the 2 following items with the Standing Committee: 3 4 • The City is currently reviewing the Solicitation Ordinance in order to provide benefits to 5 the residents. Notably the Council is looking at door to door solicitation regulations and 6 regulation of collection box locations around the community 7 • The 2025 Vision Statement and Goals and Objectives will be presented to Planning and 8 Zoning Commission in November. At that time the Commission will be taking control of 9 the comprehensive plan update. 10 • Hopefully the Council will be reviewing the Tree Preservation Ordinance in the near 11 future. 12 13 Mr. Timothy asked about the status of State Highway 114, and Ms. Morris replied that it should 14 be wrapping up in November. 15 16 Agenda Item No. 8, Close Joint City Council / SPIN Standing Committee Meeting — There was 17 no action regarding this agenda item. 18 19 Agenda Item No. 11, Open Forum—Ms. White mentioned that on November 1St the Community 20 Services Department will be giving away trees from the City's Tree Farm. Staff will get some 21 information on this event out to the SPIN Representatives. 22 23 Agenda Item No. 12, Adjourn—Vice-Chair Roger Hutton adjourned the meeting at 9:15 p.m. 24 25 ATTEST: 26 27 28 .id*#" 29 ANIC4211V 30 'oger H on�5\ -Chat' 31 32 33 34 �i �► d� 35 411 36 Jeff Want, Secretary Joint City Council/SPIN Standing Committee Meeting— October 14, 2003 Page 6 of 6 * * OFFICIAL MEETING MINUTES * * APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE 1 SPIN STANDING COMMITTEE MEETING 2 SOUTHLAKE TOWN HALL— 1400 MAIN STREET 3 TRAINING ROOMS#3C AND#3D 4 SOUTHLAKE,TEXAS 76092 5 6 MINUTES 7 8 November 11, 2003 9 10 SPIN Standing Committee Members Present - Brandon Bledsoe (#9e), Chair; Jeff Wang (#7), 11 Secretary; Cara White (#1); Alan Hochstein (#3); Jim Jeppe (#9w); Sam Timothy (#10); 12 David Baltimore (Senior Representative). 13 14 SPIN Standing Committee Members Absent — Jan Francis (#5); Tim Miller (#6); Pattie 15 Minder(#8); Roger Hutton (#11), Vice-Chair; Wendi Carlucci (#12); Mike Terry (#13). 16 17 SPIN Liaisons Present—Boyd Dollar(#1). 18 19 Guests Present—Jon and Charlene Weirsum (#16). 20 21 City Staff Present— Kerry McGeath, Library Administrator; Maria Cameron, Youth Services 22 Librarian; Jesse Ephriam, Adult Services Librarian; John Eaglen, Assistant to the City 23 Manager. 24 25 Agenda Item No. 1, Call to Order-Brandon Bledsoe called the meeting to order at 6:33 p.m. 26 27 Agenda Item No. 2, Administrative Comments —Chair Brandon Bledsoe reviewed the following 28 with the Standing Committee members: 29 30 • Introduction of Jon and Charlene Weirsum, SPIN#16. 31 • Introduction of Library Staff to include - Kerry McGeath, Library Administrator; Maria 32 Cameron, Youth Services Librarian; and Jesse Ephriam, Adult Services Librarian. 33 • Reviewed the last month's meetings—changes to the proposed Hibernia National Bank at 34 Carroll and F.M. 1709, and a recap of the meetings regarding the proposed Southlake 35 2025 Vision Statement and Goals and Ojbectives. In regards to Southlake 2025, it is the 36 duty for SPIN Representatives to stay tuned into the process at Planning and Zoning 37 Commission. 38 • Reviewed the process for SPIN Officer nominations and staff would like to have the 39 nominations for officers by the next Executive Committee meeting on December 1. 40 Chair Bledsoe reviewed the job descriptions for the officers with the committee. 41 42 43 44 45 SPIN Standing Committee Meeting Minutes—November 11, 2003 Page 1 of 4 * * OFFICIAL MEETING MINUTES * * APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE 1 Agenda Item No. 3, Approval of the Minutes from the October 14, 2003 Joint City Council / 2 SPIN Standing Committee Meeting— 3 4 Motion was made to approve the minutes from the Joint City Council / SPIN Standing 5 Committee meeting with noting that Boyd Dollar was not in attendance. 6 7 Motion: Wang 8 Second: Baltimore 9 10 Motion was unanimously approved. 11 12 Agenda Item No. 4, Overview of the Southlake Public Library - Kerry McGeath, Maria 13 Cameron, and Jesse Ephriam provided an overview and presentation of the Southlake Public 14 Library. 15 16 Mr. Bledsoe asked if there is demographic research in other small libraries regarding what type 17 of product would be desired by this type of community? Mr. McGeath replied that this was 18 mostly done in planning for the library, but that right now the focus is on analyzing the statistics 19 in regarding to "turning" of inventory to see what is checking out and not checking out. This 20 will be an ongoing process that will take over six months to get a better feel. 21 22 Mr. Bledsoe asked if staff has seen an increase in visitors to the Library. Mr. McGeath 23 mentioned that this past year the circulation increased 20%, largely due to the Summer Reading 24 Club. 25 26 Mr. Dollar asked if the increase in circulation is coming from more new visitors or more of the 27 same people coming back at increasing levels. Mr. McGeath mentioned that there seems to be 28 data that suggests a small increase in new customers, and that there are customers checking out 29 more materials as well. The focus now in order to increase patronage is to increase the diversity 30 of programming and community outreach. The best way to increase is to increase partnerships 31 with community groups. 32 33 Mr. Jeppe asked how much of the collection is geared toward adult materials. Mr. McGeath 34 responded that funds are evenly distributed on a percentage basis between youth and adult 35 materials. Initially, from a marketing and programming perspective, there was an initial focus on 36 the children's area, but also children's books are more economical and more materials can be 37 purchased. 38 39 Ms. Cameron stated that the youth focus will be moving away from picture books and focus on 40 materials for young boys like snakes and military technology. 41 42 Mr. Dollar asked about the proportion of male participants versus female participants? Mr. 43 McGeath replied that right now it was difficult to track that information statistically. 44 45 Mr. Jeppe commented that it seems like in having moved from 4,000 to 40,000 in two years, 46 things were very much moving at light speed. SPIN Standing Committee Meeting Minutes—November 11, 2003 Page 2 of 4 . * * OFFICIAL MEETING MINUTES * * APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE 1 2 Agenda Item No. 5, Discussion of Joint Participation with Keep Southlake Beautiful for Spring 3 Tour of Liberty Gardens at Bicentennial Park - Mr. Eaglen briefly reviewed his discussion with 4 Wendi Carlucci regarding SPIN Participation in the Liberty Gardens Spring Tour. As Ms. 5 Carlucci was not able to attend the meeting, this agenda item will be carried onto a future 6 meeting agenda for review of further details and discussion on the benefits of participation. 7 8 Agenda Item No. 6, Neighborhood Reports— 9 10 SPIN#10—Oak Hills Parking situation was reviewed by Sam Timothy. Mr. Bledsoe mentioned 11 that this item was discussed by Executive Committee and there is strong potential for SPIN 12 involvement in this to break through the impasse. 13 14 Mr. Baltimore asked how are the kids parents being involved in this situation. You can't change 15 the behavior of these kids if you don't involve the parents. 16 17 Ms. Weirsum asked if the Home Owners Association could pressure the school to send out a 18 letter to the parents. 19 20 Mr. Timothy will speak with the Home Owners Association and get back with the Standing • 21 Committee regarding a potential SPIN meeting on this subject. 22 23 Seniors — Senior Center Parking issues from Rockenbaugh Elementary School spillover parking 24 is taxing the Senior Center parking capacity at busy times. When there is a crossing guard 25 stationed at the intersection of Parkwood and Byron Nelson, there is parking occurring on the 26 other side of the street that is causing traffic issues. 27 28 At Senior Center, Veterans Appreciation Day, we had a luncheon with over 100 people in 29 attendance. The Mayor was in attendance at the function. 30 31 SPIN#3 —Haunted House held, had an excellent turnout and raised significant amount of money 32 for the local charities. 33 34 SPIN #1 — Parks Board met last night, currently researching the doggie park. Bob Jones Park 35 improvements were approved by the Board last night, the batting cages and some other things 36 that the Softball Association wanted were not included. The hope is that the Softball Association 37 will raise some money in order to participate in constructing these remaining improvements so 38 that more City funding can be diverted to other needed projects. 39 40 The Nature Center Committee is continuing with planning, there has been discussion about 41 leasing the Tucker House on Bob Jones Park property for use. 42 43 Last night, at Parks Board meeting last night there is actually contingency funds to continue 44 operating in case of emergency funding. SPDC has contingency funds, which surprised 45 members of the Parks Board. 46 SPIN Standing Committee Meeting Minutes—November 11, 2003 Page 3 of 4 {� f * * OFFICIAL MEETING MINUTES * * APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE 1 Ralph Evans has approached the City regarding the purchase of his remaining property, of which 2 the City has the first right of refusal. The City has thirty days to respond to the offer, estimated 3 appraisal value of$800,000 without the value of the homes. 4 5 Sam Timothy asked the question regarding the athletic fields at Bob Jones Park. Ms. White 6 responded that the City has a contract with the sporting association for use of the fields, and they 7 help maintain these, but the city does keep fields open for reserved use by the General Public. 8 9 SPIN#9w—No ongoing or known projects coming up at this time. 10 11 SPIN#9e—No ongoing or known projects coming up at this time. 12 13 SPIN#7 —Trees coming down on site next to Ultimate Electronics at this time. At FM 1709 and 14 South Kimball the deceleration lane is closed, having trouble understanding why the contractor is . . 15 having a delay coming in and fixing the utilities that have caused this lane to close. 16 17 SPIN#16—No Activity to Report. 18 19 Agenda Item No. 7, Open Forum—Mr. Bledsoe stated that he will be starting an email forum for 20 the remainder of this year. Brandon updated the Committee on the email subscription service • 21 progression. 22 23 Jeff Wang commended those that participated in the Harvest Fest. 24 25 Mr. Baltimore asked about the status on vacancy on the Standing Committee, and Mr. Eaglen 26 replied that he has been in contact with a potential youth representative. That leaves vacancies in 27 SPIN#2,#14,#15, and#16. 28 29 Agenda Item No. 8, Adjourn - Chair Bledsoe adjourned the meeting at 7:52 p.m. 30 31 32 A I EST: 33 34 35 i34 L , 36 37 Brandon Bledsoe, Chair 38 39 40 41 42 43 Jeff W.' g, ecretary 44 45 SPIN Standing Committee Meeting Minutes—November 11, 2003 Page 4 of 4 * * OFFICIAL MEETING MINUTES * * APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE 1 SPIN STANDING COMMITTEE MEETING 2 SOUTHLAKE TOWN HALL— 1400 MAIN STREET 3 TRAINING ROOMS #3C AND #3D 4 SOUTHLAKE, TEXAS 76092 5 6 December 9, 2003 7 8 MINUTES 9 10 SPIN Standing Committee Members Present — Brandon Bledsoe (#9e), Chair; Roger Hutton 11 (#11), Vice-Chair; Jeff Wang (#7), Secretary; Boyd Dollar (substitute for SPIN #1 12 Representative Cara White); Alan Hochstien (#3); Sam Timothy (#10); Wendi Carlucci (#12); 13 Mike Terry (#13). 14 15 SPIN Standing Committee Members Absent — Jan Francis (#5); Tim Miller (#6); Pattie 16 Minder(#8); Jim Jeppe (#9w); David Baltimore (Senior Representative). 17 18 City Staff Present — Bruce Payne, Director of Planning; Charlie Thomas, Deputy Director of 19 Public Works / City Engineer; Steve Polasek, Deputy Director of Community Services; John 20 Eaglen, Assistant to the City Manager. 21 22 Agenda Item No. 1, Call to Order — Chair Brandon Bledsoe called the meeting to order at 6:41 23 p.m. 24 25 Agenda Item No. 2, Administrative Comments — Chair Brandon Bledsoe covered the following 26 items with the Standing Committee: 27 28 • Introduced guests Bruce Payne, Charlie Thomas, Steve Polasek. 29 • Reviewed procedures for the 2004 Officer Elections on the meeting agenda this evening. 30 31 Agenda Item No. 3, Approval of the Minutes from the November 11, 2003 SPIN Standing 32 Committee Meeting— 33 34 Motion to approve the minutes as submitted. 35 36 Motion: Wang 37 Second: Bledsoe 38 39 Motion was unanimously approved. 40 41 Agenda Item No. 4, Capital Improvement Planning Process Overview and Capital Project Status 42 Report—City Staff provided a presentation covering the following issues: 43 44 • Director of Planning Bruce Payne provided an overview of the process for developing 45 recommendations for the City's Capital Improvements Plan. 46 SPIN Standing Committee Meeting—December 9, 2003 Page 1 of 6 • * * OFFICIAL MEETING MINUTES * * APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE 1 Mr. Bledsoe clarified with Mr. Payne that the Capital Improvements Budget is a game 2 plan for the upcoming year, and Mr. Payne confirmed that is the case so that projects 3 identified for funding at particular times can be prepared for from the financial and 4 operational perspectives. 5 6 Mr. Dollar asked in relation to the Pin Oak Circle Project, this project would not have 7 been as high of a priority if the Chapter 380 agreement with the City had not occurred, 8 and Mr. Payne confirmed that assertion. Mr. Dollar commented that this is why some 9 projects will rank higher than others at different times, as there is the opportunity to have 10 outside funding sources that help complete the project. 11 12 Mr. Bledsoe asked about what the price would be to put a stoplight at the intersection of 13 Carroll and Brumlow versus the proposed roundabout. Mr. Thomas replied that the cost 14 is about the same to construct the stoplight as a roundabout, but the traffic signal 15 alternative has annual maintenance costs associated with it that the City currently does 16 not have to fund. 17 18 Mr. Bledsoe asked about the financing outlined for the proposed redundant water supply, 19 and Mr. Thomas replied that due to the cost, estimated at $6 million dollars, this project 20 had to be phased over multiple years to pay the costs associated with this project. 21 22 Mr. Dollar asked about the plans for the elevated storage tank at T.W. King, and Mr. 23 Thomas replied that there is a number of other projects that need to occur prior to 24 completing that project. 25 26 Mr. Timothy asked where the water sources for the City are, and Mr. Thomas replied that 27 the City of Fort Worth supplies the City with water services. Mr. Payne added that the 28 City of Southlake is Fort Worth's largest water customer, as the per-capita usage in 29 Southlake is double that of similar cities. 30 31 Mr. Timothy asked about the high water rates for the City, and Mr. Thomas replied that 32 part of the billing rate structure accounts for service costs, and also accounts for future 33 improvement costs that fund the Capital Improvement Projects and maintenance of the 34 current water distribution and wastewater distribution systems. Mr. Thomas replied that 35 the current situation is a more advantageous situation than running water and wastewater 36 treatment plants that could be very costly due to EPA regulations. Mr. Payne added the 37 rate structure is set to escalate with increased usage. 38 39 Mr. Bledsoe asked if at some point there would have to be consideration for Municipal 40 Utility Districts (MUD's) that would be in part privately financed, and Mr. Payne and 41 Mr. Thomas replied that they did not see this alternative coming up in the near future. 42 43 Mr. Hochstein asked about the funding for the Neighborhood Sewer Project for Quail 44 Creek Estates. Mr. Payne replied that due to decrease in development and related impact 45 fees, the Neighborhood Sewer Program has been squeezed. Mr. Thomas mentioned that SPIN Standing Committee Meeting—December 9, 2003 Page 2 of 6 * * OFFICIAL MEETING MINUTES * * APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE 1 as the City gets over the hump on some large scale projects, more funding could be 2 available for the Neighborhood Sewer Program. 3 4 Mr. Bledsoe asked from a market perspective, would impact development fee increases 5 help address some of these funding concerns. Mr. Payne replied that at this time, the 6 impact fees in Southlake are at the top of the marketplace. The decreased impact fee 7 revenue is due to the decrease in development-related activities. The City does 8 contribute to over-sizing utilities in partnership with the development community, which 9 is a beneficial arrangement. 10 11 Mr. Bledsoe stated that for the next few years, we are looking at around a 3 to 4 million 12 dollar pie for Capital Improvement Projects, and Mr. Payne confirmed that unless there 13 are some changes in the big picture. 14 15 • Mr. Thomas provided a status report regarding Capital Projects currently in progress. 16 17 Mr. Dollar asked if the federal requirements for stormwater would have CIP implications. 18 Mr. Thomas replied that these requirements are issues for the City to consider, and that 19 currently the City is reviewing the potential for a Stormwater Utility District, which 20 would provide a funding source for projects related to these requirements. 21 22 Mr. Terry asked what the latest status was for the completion of State Highway 114, and 23 Mr. Payne replied that the latest completion estimate was at the end of January. 24 25 • Mr. Polasek provided a status report regarding Community Services Capital Projects and 26 the SPDC Capital Improvement Plan. 27 28 Mr. Dollar asked how the neighborhood around Bob Jones Park would know if the City is 29 using the well system for irrigation at Bob Jones Park. Mr. Polasek replied that the well 30 system is a backup system for irrigation, as the groundwater that fills up the ponds is used 31 for primary irrigation. The park was designed to catch the runoff in the park area and 32 route this runoff to the pond. 33 34 Mr. Dollar clarified that the City irrigation at Bob Jones Park is either from groundwater 35 in the pond or from the well system, and Mr. Polasek replied that the irrigation system at 36 Bob Jones Park is not tied into the City water system. 37 38 Mr. Hutton asked if any of the discussed funding sources tonight would fund the North 39 DPS facility. Mr. Polasek replied that the Crime Control District has a similar half-cent 40 sales tax that will fund that particular project. 41 42 Mr. Dollar asked about the projected 4 million dollar bond sale, that these bonds are sold 43 by the SPDC Board of Directors. Mr. Polasek replied that SPDC is not a pay-as-you-go 44 setup, and that bonds are issued based upon the coverage provided by the revenue stream 45 of sales tax that comes to the fund. 46 SPIN Standing Committee Meeting—December 9, 2003 Page 3 of 6 * * OFFICIAL MEETING MINUTES * * APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE 1 Mr. Terry asked if particular neighborhood park projects have been identified for funding 2 in the proposed funds for neighborhood park development. Mr. Polasek replied that this 3 spring the staff would begin planning for Neighborhood Park development and 4 identifying projects for funding. 5 6 Agenda Item No. 5, Discussion of Joint Participation with Keep Southlake Beautiful for Spring 7 Tour of Liberty Gardens at Bicentennial Park— Mr. Bledsoe recapped the Executive Committee 8 discussion and provided the background for Ms. Carlucci's presentation. 9 10 Ms. Carlucci outlined her project proposal for a Spring Garden Tour centered around Liberty 11 Gardens, and the idea to involve SPIN. The idea for SPIN participation would be for each SPIN 12 area to fmd a garden to showcase on the tour. Ms. Carlucci mentioned that the details would be 13 handled by the Liberty Gardens Committee and Keep Southlake Beautiful, SPIN would need to 14 contribute the day of the event and identify the type of information to display for tour 15 participants. 16 17 Mr. Timothy asked about the identification of gardens, and Ms. Carlucci replied that any type of 18 garden would be welcome, as gardeners love diverse examples. 19 20 Mr. Dollar asked about the charges proposed. Ms. Carlucci stated a conceptual price is $7 a 21 ticket if purchased in advance, and there would be numerous ticket providers. 22 23 Mr. Bledsoe asked about the traffic expectations in the neighborhoods. Ms. Carlucci replied that 24 while there would be no firm way to forecast foot traffic,but that gardeners are very particular to 25 not damage gardens by walking over root systems,etc. 26 27 Ms. Carlucci stated that the event would run from 10:00 a.m. to 4:00 p.m., so participants would 28 have to do some planning to tour the numerous alternatives that having a garden in each SPIN 29 area would provide. 30 31 Agenda Item No. 6, Break — The Committee did not take a break, but elected to move forward 32 and complete the meeting. 33 34 Agenda Item No. 7, Potential 2004 SPIN Educational Topics — Mr. Bledsoe provided some 35 background on this event, and in the last part of this year the educational topics have been 36 focused on. Mr. Bledsoe recapped the discussion at the Executive Committee meeting that some 37 ideas for educational topics would be suitable for the Town Hall format started in this 2003. 38 39 The purpose of this agenda item was to give staff and the Executive Committee direction on 40 potential educational topics in 2004 so that some groundwork could begin. 41 42 Mr. Terry asked if there was potential for getting public input and then starting a list of potential 43 topics that the community might find of interest. Mr. Eaglen replied that this list was only a 44 starting point and that staff would take the Committee's direction to have the desired educational 45 topics at the desired scope. 46 SPIN Standing Committee Meeting—December 9, 2003 Page 4 of 6 * * OFFICIAL MEETING MINUTES * * APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE 1 The committee agreed to go and talk with people in the community relating to these issues and 2 any other items of interest and discuss this issue again at the January meeting. 3 4 Agenda Item No. 8, Election of SPIN Officers for 2004— 5 6 The nominees for Chair are as follows: 7 8 • Mike Terry 9 • Brandon Bledsoe 10 11 Brandon Bledsoe was elected Chair by unanimous vote of the Committee. 12 13 The nominees for Vice-Chair are as follows: 14 15 • Roger Hutton 16 • Alan Hochstein—declined to serve 17 18 Roger Hutton was elected Vice-Chair by acclimation vote of the Committee. 19 20 The nominees for Secretary are as follows: 21 22 • Mike Terry 23 • Jeff Wang—declined to serve 24 • Alan Hochstein—declined to serve 25 26 Mike Terry was elected Secretary by acclimation vote of the Committee. 27 28 Agenda Item No. 9,Neighborhood Reports— 29 30 • SPIN#1 —Wendi Carlucci will forward the Garden Tour information to Cara White. 31 32 • SPIN #7 - Burn will not be coming back to Dragon Stadium, hope that this quells the 33 discussions regarding alcohol sales at the stadium. The Tarantula Train holiday route is 34 causing neighborhood issues, blowing the horn late at night is causing noise issues in the 35 neighborhood. South Kimball eventually will carry a lot of north-south traffic when it is 36 built. As Bruce and Charlie mentioned, the General Fund balance for Capital 37 Improvements has dwindled because there is a lot less tax revenues, relating to this there 38 will most likely be a standstill in development activity for the next three to six months at 39 a minimum. 40 41 • SPIN #9e—Reservations about the Carroll Avenue roundabout, traffic signals are proven, 42 although there are maintenance costs associated with them. Traffic backup is a problem 43 on Continental. 44 45 • SPIN#3 —No Activity to Report. 46 SPIN Standing Committee Meeting—December 9, 2003 Page 5 of 6 * * OFFICIAL MEETING MINUTES * * APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE 1 • SPIN#12—No Activity to Report. • SPIN#11 —Sewer project has been completed along Shady Oaks and State Highway 114. 4 5 • SPIN #10 — Question about the White House at Bicentennial office project, nothing has 6 happened in relation to construction. Mr. Wang replied that the developer wanted to get 7 a firm commitment in pre-leasing prior to constructing this development. Oak Hills 8 Parking is still an issue and starting to heat up at this point. Ms. Carlucci mentioned that 9 Keep Southlake Beautiful has an $85,000 grant to complete a beautification project on a 10 State Highway, they have discussed working with the developer of the White House 11 project to develop a nice entry feature to Bicentennial Park. 12 13 - SPIN#13 —No Activity to Report. 14 15 Agenda Item No. 10, Open Forum—There was no discussion on this agenda item. 16 17 Agenda Item No. 11, Adjourn—Chair Bledsoe adjourned the meeting at 9:00 p.m. 18 19 A 1"I'hST: 20 �c 21 22 Brandon Bledsoe, Chair 23 24 di 25 26 27 Jeff W•,s g, ecretary SPIN Standing Committee Meeting—December 9, 2003 Page 6 of 6