2001-05-08 SPIN Meeting SPIN STANDING COMMITTEE MEETING Tuesday, May 8, 2001
LOCATION: Town Hall Building
Third Floor, Conference Room#3C and#3D
1400 Main Street
Southlake, Texas 76092
TIME: 6:30 p.m.
AGENDA:
1. Call to Order.
2. Discussion: Administrative Comments.
3. Consider: Approval of the minutes from the March 21, 2001 Meeting and the
April 7, 2001 Retreat/Business Meeting Portion.
4. Discussion: Status of Follow-Up Items from previous meeting.
5. Discussion: SPIN Operating Budget Items.
6. Discussion: SPIN Candidates Forum Recap.
7. Discussion: SPIN Retreat Follow-Up.
8. Discussion: Neighborhood Reports.
9. Discussion: Open Forum.
10. Adjourn.
I hereby certify that the above agenda was posted on the official bulletin boards at the Public
Safety Facility, 667 N. Carroll Avenue, and Southlake Town Hall, 1400 Main Street, Southlake,
Texas on Friday, May 4 at 6:00 p.m., pursuant to the Texas Government Code, Chapter 551.
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Sandra L. LeGrand .:'.!�`...,, ••:.ci
City Secretary ;>,.• •; ?
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If you plan to attend this public meeting and have a disability that requires special needs, please advise
the City Secretary 48 hours in advance at 481-1519, and reasonable accommodations will be made to
assist you.
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SPIN STANDING COMMITTEE Tuesday, May 8, 2001
-.,OCATION: Town Hall Building—Conference Rooms#3c and #3d
1400 Main Street
Southlake, Texas 76092
TIME: 6:30 p.m.—7:50 p.m.
Dinner available beginning at 6:00 p.m.
AGENDA:
Item Time Topic Facilitator Purpose/Desired Participant
No. Outcome Preparation
1. 6:30 Call to Order Mike • Call Meeting to --
p.m. Conrads Order.
2. 6:30 Administrative Mike • Welcome to new ■ Review and
p.m. Comments Conrads SPIN #9e and#3 update SPIN
Representatives Liaison Listing
• Mentoring previously
Assignments— distributed
SPIN #9e and#3
Representatives
• SPIN Liaison List
Update
3. 6:35 Approval of the Minutes Mike • Identify • Review draft of
p.m. from the March 21 Conrads corrections and/or minutes from the
Meeting and the April 7, additions March 21 and
2001 Retreat/Business ■ Approval of April 7, 2001
Meeting Portion minutes Retreat/Business
Meeting
4. 6:40 Status of Follow-Up John Eaglen • Provide status of --
p.m. Items from Previous follow-up
Meetings requests from
previous meetings
5. 6:45 SPIN Operating Budget John Eaglen • Review status of • Review SPIN
p.m. Items Fiscal Year 2000-01 Budget
Budget.
• Discuss Mid-Year Spreadsheet
Review Submissions • Identify and list
for FY 2000-01. desired projects
• Discuss FY 2001-02 for Fiscal Year
Budget Preparation 2001-02.
Timeline and related
issues
SPIN Standing Committee Meeting
May 8, 2001
Page 2
Item Time Topic Facilitator Purpose/Desired Participant
No. Outcome Preparation
6. 6:55 SPIN Candidates Forum Andrea • Candidates --
p.m. Recap Brankin Forum Recap
• Discuss
recommendations
7. 7:00 SPIN Retreat Follow-Up Mike • Review and • Review
p.m. Conrads discuss Retreat DRAFT notes
Action Plan. from April 7,
• Assignments for 2001 Retreat
Action Plan • Review
components revised EC
• Finalize meeting Retreat Notes
topics and (distributed
activities via email after
calendar. 5/2/01).
8. 7:20 Neighborhood Reports SPIN • Brief the Standing --
p.m. Standing Committee on the
Committee issues, concerns,
Members and events
happening within
individual SPIN
Neighborhoods.
• Assistant to City
Manager's Report
9. 7:40 Open Forum SPIN • Discussion of --
p.m. Standing outstanding issues
Committee and/or items.
Members
10. 7:50 Adjourn Mike ■ Adjourn Meeting --
p.m. Conrads
I hereby certify that the above agenda was posted on the official bulletin boards at the Public Safety Facility, 667
N. Carroll Avenue, and Southlake Town Hall, 1400 Main Street, Southlake, Texas on Friday, May 4, 2001 at
6:00 p.m.,pursuant to the Texasyttilltt„Code, Chapter 551.
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id4,1,,Lov ithtemiet.
lN
Sandra L. LeGrand
/
If you plan to attend this-p b!it".11 neand have a disability that requires special needs, please
advise the City Secretary 48� ;s tua'ti`cvance at 481-1519, and reasonable accommodations will be
made to assist you.
1 . ` • 1 L
0 * * OFFICIAL MINUTES * *
APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE
1 SPIN STANDING COMMITTEE MEETING
2 SOUTHLAKE TOWN HALL
3 1400 MAIN STREET, CONFERENCE ROOMS #3C AND #31)
4 SOUTHLAKE, TEXAS 76092
5
6 MINUTES
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8 MAY 8, 2001
9
10 SPIN Representatives Present: Bill Stone (#13) Acting -Chair; Boyd Dollar (#1 Liaison —
11 Substituting for Representative Kim O'Brien); Martin Schelling (#2); Jan Francis (#5); Tim
12 Miller (#6); Darrell Faglie (#7); Pattie Minder (0); Brandon Bledsoe (0); Al Morin (#10);
13 Roger Hutton (#11); Rick and Jackie Phillips (#12); Andrea Brankin (#15 Co-
14 Representative); David Baltimore (Senior Representative); Garrett Mills (Youth Co-
15 Representative); Frith Dabkowski (Youth Co -Representative).
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17 SPIN Representatives Absent: Lynda Warner (#9w); Mike Conrads (#14); Curtis Powell (#15
18 Co -Representative); Bob Walker (#16); Cara White (Parks and Recreation Board
19 Representative).
20
21 SPIN Liaisons Present: Nancy Carnahan (#2 Liaison); Jeff Wang (#7 Liaison).
22
23 City Staff Present: John Eaglen, Assistant to the City Manager.
24
25 Agenda Item No. 1, Call to Order — Acting Chair Bill Stone called the meeting to order at 6:30
26 p.m.
27
28 Agenda Item No. 2, Administrative Comments — The following items were discussed during this
29 agenda item:
30
31 • Mr. Stone introduced and welcomed new SPIN #9e Representative Brandon Bledsoe. Jan
32 Francis agreed to serve as Mr. Bledsoe's mentor.
33 • Martin Schelling introduced the new SPIN #2 Liaison, Nancy Carnahan.
34 • Mr. Stone asked everyone to forward their updates on the SPIN Liaison List to Mr. Eaglen so
35 that he could update the database.
36
37 Agenda Item No. 3, Approval of the Minutes from the March 21 Meeting and the April 7, 2001
38 Retreat / Business Meeting Portion —
39
40 Motion to approve the Minutes from the March 21 Meeting and the April 7, 2001 Retreat /
41 Business Meeting portion as submitted.
42
43 Motion: Morin
44 Second: Minder
45
46 The motion was approved unanimously.
SPIN Standing Committee Meeting Minutes, May 8, 2001 Page 1 of 5
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* * OFFICIAL MINUTES * *
APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE
2 Agenda Item No. 4, Status of Follow -Up Items from Previous Meetings — Mr. Eaglen provided
3 the Assistant to the City Manager's Report on current issues and/or items going on in the City.
4 Ms. Francis asked about the status of the Aventerra project, and Mr. Eaglen committed to
5 research and provide an update to the Standing Committee at the next meeting.
6
7 Mr. Eaglen provided an update on the following outstanding items from previous meetings:
9 • Portals Update — an update on this item was requested at the April 7`h Retreat, the City owns
10 land for the portals and a preliminary conceptual design is in place, however the project has
11 stalled due to the lack of an identified funding mechanism.
12 • Extended manhole covers on Peytonville - have been reported to the Public Works
13 Department, this request is in their work order system, no update on when work is scheduled
14 to commence at this point.
15 • Light at Davis and F.M. 1709, Left Turn Lanes — raised at the April 7d' Retreat, staff has
16 passed this item along to the Department of Public Works. However, the Texas Department
17 of Transportation (TxDOT) regulates the signals at this intersection, and staff will have to
18 work through TxDOT to facilitate this change.
19 • Mailings in #9w — raised at the January 181' Standing Committee meeting. Staff is working
20 on several items to improve this situation, one is that packets are scheduled to be delivered to
21 the Post Office a week prior to the meeting, with the hope of extending the delivery window.
22 Staff is also working with a volunteer referred by Andrea Brankin to assist in developing an
23 improved database, the holdup with this initiative is culling through the utility database for
24 customers who have authorized the distribution of their information.
25 • Construction Contracts — Raised at the April 7 h Retreat. The Department of Public Works
26 has reviewed the standard contract in regards to the percentage of work to be required in-
27 house by a contractor, and increased the percentage from roughly 30-35% to 60-65%, which
28 should reduce the problems associated with the Traffic Management Bond Program
29 Intersection Improvements. These changes have begun to be implemented, and further
30 review of the contracts will occur on an as -needed basis.
31
32 Agenda Item No. 5, SPIN Operating Budget Items — Mr. Eaglen described the request submitted
33 by staff to amend the FY 2000-01 Operating Budget in the following areas:
34
35 Mr. Morin asked why funds have not been utilized from accounts where it looks as if extra funds
36 are available. Mr. Eaglen replied that staff forecasts that in most of the accounts the budget will
37 be on target by the end of the year, and that the additional funding requests are in accounts that
38 were not adequately funded or for specific projects that were not budgeted for. Mr. Eaglen
39 added that at the end of the fiscal year any unexpended funds would roll into the End -of -Year
40 Reserve Fund Balance, of which City policy stipulates a minimum fund balance of 15% of the
41 current year budget.
42
43 Agenda Item No. 6, SPIN Candidates Forum Recap — Candidates Forum Sub -Committee Co-
44 Chair Andrea Brankin provided a brief recap of this year's Candidates Forum, and announced
45 that overall the event was successful. Ms. Brankin provided the following recommendations for
46 future events:
SPIN Standing Committee Meeting Minutes, May 8, 2001 Page 2 of 5
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* * OFFICIAL MINUTES * *
APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE
• Increased publicity for the event to increase overall turnout;
• Holding the event in Town Hall in the future, as Johnson Elementary was sufficient, but does
not have the capacity to utilize more than five (5) microphones, resulting in Candidates
shuffling the microphones between each other during the event.
Agenda Item No. 7, SPIN Retreat Follow -Up — Mr. Stone covered the following items:
• Reviewed "SPIN 2001-Our Destination" Document with the Standing Committee.
• Explained the methodology in which assignments to research and report on the components
of "SPIN 2001-Our Destination" has been completed.
• Explained that the expectation would be for the owner and co -owners of each assignment
would be to come back at the June 12 meeting with recommendations to improve the current
situation in each area, and to recommend budget components if applicable.
• Mr. Stone announced that Mr. Eaglen would send out an assignment sheet providing notes
and additional details with the next City Council Packet, and that if members switched to let
him know as soon as possible to avoid confusion.
Agenda Item No. 8, Neighborhood Reports —
• Seniors Representative —
1. No Activity to Report.
1. No Activity to Report.
• 4PTN #15 —
1. City Council recently approved Sonic restaurant, construction coming soon.
• SPIN # 12 —
1. Cross Timber Hills and Peytonville intersection a problem, need to submit a CIP Project
Request for this.
2. Application in the approval process for Secure Source, Inc. at 1501 N. Randol Mill.
Some neighbors like this plan, but others have concerns, the main issue with this proposal
relates to eroding the City Council's promise to not have commercial development in the
proximity of a potentially expanded F.M. 1938.
• Youth Representative —
1. No Activity to Report.
• SPIN #8 —
1. City Council approval of Gumm Office Plaza, Gateway Church.
2. Request submitted from Cambridge Place requesting rezoning of property adjacent to the
entrance along Kimball, Pumpco is potentially for sale.
3. S. Kimball Road reconstruction is underway.
SPIN Standing Committee Meeting Minutes, May 8, 2001 Page 3 of 5
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* * OFFICIAL MINUTES * *
APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE
• SPIN #6 —
1. No Activity to Report.
• SPIN #7 —
1. S. Kimball Road reconstruction has begun, school reneged on commitment not to use S.
Driveway as a construction entrance. Asked several months ago to place "No
Construction Entrance" sign, they have never obliged. There is a meeting tomorrow
night with the Public Works staff and the neighborhood to discuss the contract issues
with this project, the contract had not addressed the compressed project schedule and the
City was attempting to negotiate with the contractor.
2. Reconstruction of 1709 to Crooked Lane is coming.
• SPIN #1 —
1. Second reading of Ordinance approving application for Clariden School coming up at the
next City Council meeting.
• SPIN #9e —
1. Continental @ Byron Nelson road closure is an issue — people going down to the dead
end.
2. Access to Old Union Elementary is a key issue, no sidewalk on the corner is a concern,
residents will continue to pursue this item.
• SPIN #5 —
1. Update on Haltom Creek Estates — Planning and Zoning Commission denied
recommending the application to the City Council, thus a supermajority is required when
it goes to City Council on May 151h. Issues with this proposal include the impact of the
project on the schools, density, and traffic.
2. Aventerra is coming through DRC at this time, this is the 504 acres north of 114 in the
proximity of N. White Chapel.
• SPIN #2 —
1. No Activity to Report.
• SPIN # 11 —
1. No Activity to Report.
Agenda Item No. 9, Open Forum — There was no discussion during this agenda item.
Agenda Item No. 10, Adjourn —Bill Stone adjourned the meeting at 7:48 p.m.
Mike Conrads, Chair
SPIN Standing Committee Meeting Minutes, May 8, 2001
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