06-12-20010 , * * OFFICIAL MINUTES * *
APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE
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SPIN STANDING COMMITTEE MEETING
SOUTHLAKE TOWN HALL
1400 MAIN STREET, CONFERENCE ROOMS #3C AND #3D
SOUTHLAKE, TEXAS 76092
MINUTES
JUNE 12, 2001
SPIN Representatives Present: Bill Stone (#13) Acting -Chair; Kim O'Brien (#I); Nancy
Carnahan (Liaison for SPIN #2 — Substituting for Martin Schelling); Jan Francis (#5); Jeff
Wang (0); Brandon Bledsoe (0); Rick and Jackie Phillips (#12); Mary Dominguez (Liaison
for SPIN #14 — Substituting for Mike Conrads); Andrea Brankin (#15 Co -Representative);
David Baltimore (Senior Representative); Garrett Mills (Youth Co -Representative).
SPIN Representatives Absent: Tim Miller (#6); Lynda Warner (#9w); Al Morin (#10); Roger
Hutton (#11); Curtis Powell (#15 Co -Representative); Bob Walker (#16); Cara White (Parks
and Recreation Board Representative) Frith Dabkowski (Youth Co -Representative).
SPIN Liaisons Present: Noted Above as Substitutes.
City Staff Present: John Eaglen, Assistant to the City Manager.
Aizenda Item No. 1, Call to Order — Acting Chair Bill Stone called the meeting to order at 6:30
p.m.
Agenda Item No. 2, Administrative Comments — The following items were discussed during this
agenda item:
■ Welcome to Jeff Wang, the new SPIN #7 Representative.
■ Introduction of Mary Dominguez, SPIN #14 Liaison who is substituting for Mike Conrads.
Agenda Item No. 3, Approval of the Minutes from the May 8, 2001 Meeting —
Motion to approve the Minutes from the May 8, 2001 Meeting as submitted.
Motion: Francis
Second: Baltimore
The motion was approved unanimously.
Agenda Item No. 5, Presentation of "SPIN 2001 — Our Destination" Reports Assigned at the
May 8, 2001 Meeting —
■ Reports — (Presenter in Parentheses
SPINStanding Committee Meeting Minutes, June 12, 2001 Page I of 4
* * OFFICIAL MINUTES
APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE
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1.
Better Involvement and Communication between SPIN & Neighborhoods (O'Brien) —
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Create a more informed, "tighter" network and include local businesses. Use corporate
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resources and people power to assist in completion of projects in relevant neighborhoods.
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2.
Messages to the City Council (Schelling via written report) — Form documenting Items of
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interest, concerns, compliments on a good job, comments on a not -so -good job, meeting
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feedback, or just gossip.
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3.
Enhanced Communication Linkages within the Community (Francis) — Increased
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accountability at staff level to advise SPIN of progress on project status and requests for
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information, keeping SPIN better aware of personnel changes that impact key
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communication points. Suggestions include the usage of follow-up emails, and e-mail or
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phone calls with status reports on target dates. The personnel issue would be addressed by
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John Eaglen or Human Resources staff.
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4.
Enhanced Communication Links with the Development Community (Stone) — Issues in the
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past are that some developers don't wish to have SPIN meetings and that some citizens
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believed that certain developers were working with the City without public knowledge.
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Both, and perhaps other issues take away from a positive relationship among staff,
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developers, and citizens. We want SPIN to be seen as a positive force in the development
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process. Two initiatives underway include a developer's package, and involving SPIN in the
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Developers' Rountable meetings.
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5.
Communications — Boards and Commissions (Rick and Jackie Phillips) — At present we
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have very little input from the different City Boards and Commissions. Suggestions include
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pairing SPIN Representatives with representatives from City Boards and Commissions, SPIN
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invititing the Chair of each Commission to a SPIN meeting, provide Boards and
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Commissions with brochures and an offer of SPIN assistance, and the need to correctly
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identify all of the Boards and Commissions to include in these initiatives.
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Publicity (Brankin) — Work progressing on the new brochures, continue to pursue newspaper
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ads and/or a newspaper section periodically, review signage alternatives and pursue desired
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course(s) of action.
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Review and Revise the SPIN Flow of Information (Conrads via written report) — Desire to
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get to consistency and timeliness of information that involves each stakeholder. Suggestions
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include developing the list of stakeholders, finalizing the materials listing, developing a
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scheduled list of mailings, develop procedures to send information packets to stakeholders,
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attaining resources to implement. Desirable also to pursue "password protected" web site
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materials for identified stakeholders versus or in addition to hard copy materials.
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Activities (Brankin) — Need to focus on mission, not events and continue with desirable
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events of which to participate (recommendations include New Resident Packets, Candidates
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Forum, July 3`d Event, Retreat / Orientation, Town Square Anniversary, Town Hall
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Meetings, Leadership Southlake.
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Agenda
Item No. 6, Approval of a Recommendation to the City Manager on the Fiscal Year
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2001-02 SPIN Operating Budget —
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•
The Standing Committee approved a recommendation to the City Manager on the Fiscal
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Year 2001-02 SPIN Operating Budget as submitted, and prioritized the City Manager's
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Report should budget cuts be requested by the City Manager.
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SPIN Standing Committee Meeting Minutes, June 12, 2001 Page 2 of 4
' * * OFFICIAL MINUTES
APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE
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Agenda Item No. 4 Assistant to the City Manager Report — This item was moved back on the
agenda.
• Mr. Eaglen provided a brief recap of his report and the status of follow-up items. Requested
follow-up items for next month include the following:
1. Update on progress of Aventerra Project;
2. Check into potential alternatives for traffic light placement in the FM 1709 / Shady Oaks
vicinity;
3. Status report on request to review extended manhole covers on Peytonville;
4. Request for information on the status of the Recreation Center and Joint Use Agreement
on the Natatorium;
5. Providing a listing of the rankings for the Capital Improvement Projects completed by
staff, and copy of proposed revisions to Outdoor Storage Ordinance.
6. Have Public Works check into condition of Bob Jones Road and provide relief.
Agenda Item No. 7, Neighborhood Reports —
• Seniors Representative —
1. Senior community interested in update on Recreation Center and Joint Use Natatorium
and programs associated with pool.
• SPIN #7 —
1. Honored to be a SPIN Representative;
2. S. Kimball Road Construction behind schedule;
3. Utility Reconstruction ongoing in SPIN #7, which is holding up road reconstruction;
4. Concerns over proposal for Red Lobster, routing traffic onto F.M. 1709.
• SPIN 415 —
1. SPIN #15 Meeting on June 190' at 7:00 p.m. — 3rd Floor Training Room area on proposal
from Terra Land Development for Brumbalow Property.
2. Questions persisting on status of F.M. 1938 extension.
• SPIN 99e —
1. Start up of school in August.
• Youth Representative —
1. No Activity to Report.
nMMVIOVZJ cI�
1. Intersections completed, happy to have this project completed.
• SPIN # 1 —
1. Bob Jones, major problems with road maintenance, concerned that patching is no longer
sufficient to handle traffic.
SPIN Standing Committee Meeting Minutes, June 12, 2001
Page 3 of 4
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* * OFFICIAL MINUTES * *
APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE
• SPIN #12 —
1. Sewer construction in Cross Timber Hills is destroying the roadway. Residents would
like to have a meeting between the contractor, residents, and City staff (potentially
Council Members also to educate about the impact).
• gP1N 92 —
1. Verizon meeting held last week, notice provided in newsletter did not get to Kirkwood
Hollow Residents until after the meeting date. Concerns over project include the
construction of a microwave tower, architectural design features, road access from the
project to Kirkwood, and traffic in the surrounding area. Joint Planning and Zoning and
City Council meeting is on June 14''.
Agenda Item No. 9, Open Forum — There was no discussion during this agenda item.
Agenda Item No. 10, Adjourn — Acting Chair Stone adjourned the meeting at 8:30 p.m.
ATTEST:
Mike Conrad , Chair
SPIN Standing Committee Meeting Minutes, June 12, 2001
Page 4 of 4