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* *--OFFICIAL MINUTES * *
APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE
JOINT CITY COUNCIL / SPIN STANDING COMMITTEE MEETING
SOUTHLAKE TOWN HALL
1400 MAIN STREET — TRAINING ROOMS #3C AND #31)
SOUTHLAKE, TEXAS 76092
MINUTES
May 14, 2002
SPIN Standing Committee Members Present — Andrea Brankin (#15), Chair; Brandon Bledsoe
(#9e), Vice -Chair; Bob Walker (#16), Secretary; Boyd Dollar (SPIN #1 Liaison — Substitute for
Cara White); Martin Schelling (#2); Alan Hochstein (0); Jan Francis (#5); Jeff Wang (0);
Al Morin (#10); Roger Hutton (#11); Jackie Phillips (#12); Mike Conrads (#14); David
Baltimore (Senior Representative); Garrett Mills (Youth Co -Representative).
SPIN Standing Committee Members Absent — Tim Miller (#6); Pattie Minder (0); Trish
Waters (#13); Frith Dabkowski (Youth Co -Representative).
City Council Members Present — Ralph Evans, Mayor Pro-Tem; Rex Potter, Place 1; Tom
Stephen, Place 5; Carolyn Morris, Place 6.
City Council Members Absent — Rick Stacy, Mayor; Keith Shankland, Place 2; Greg
Standerfer, Place 4.
Guests Present — Melinda Morris (#9w); Frank Gatto (Youth).
City Staff Present — John Eaglen, Assistant to the City Manager.
Agenda Item No. 1, Call to Order — Chair Andrea Brankin called the meeting to order at 6:35
p.m.
Agenda Item No. 2, Approval of the Minutes from the March 26, 2002 Joint City Council / SPIN
Standing Committee Meeting —
Motion to approve with changes to include Bob Walker in attendance at the meeting.
Motion: Conrads
Second: Morin
Motion was unanimously approved.
Joint City Council /SPIN Standing Committee Meeting — May 14, 2002 Page I of 6
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* *--OFFICIAL MINUTES * *
APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE
Agenda Item No. 3, Approval of the Minutes from the April 23, 2002 Special SPIN Standing
Committee Meeting —
Motion to approve with changes to include listing the location of the meeting at the West DPS
facility versus Town Hall.
Motion: Conrads
Second: Morin
Motion was unanimously approved.
Agenda Item No. 4, Administrative Comments — Chair Andrea Brankin covered the following
items:
■ SPIN Citywide Meeting, Town Square Development — Pattie Minder will host, and the
committee discussed support roles necessary to conduct the meeting;
■ Recap of April events — including City Council and CISD School Board forums, and the
special budget meeting. Mr. Morin commented that he thought the candidate forums
went very well and were civil.
■ SPIN #16 Meeting — Mr. Walker mentioned that on Wednesday, May 291h there would be
a SPIN #16 meeting on two projects — one being proposed medical office buildings
located behind the Walgreen's on South Peytonville, and proposed zoning changes to
Southlake Woods, Phase II on South Peytonville. The meeting will be at the Town Hall,
3rd Floor.
Agenda Item No. 5, Briefing on organizational strategic planning actions and initiatives — The
Committee discussed the following inititatives:
■ Website Redesign — Brandon Bledsoe provided the following items regarding the
redesign of the City / SPIN website:
1. City website currently under revision and status report;
2. Review of SPIN website components currently under discussion;
3. Goal is to clean up the site and to make it more user friendly;
4. Explanation of the use of a "NAD" bar on website to assist in navigation;
5. Inclusion of search feature;
6. Inclusion of capability to include online polling at a desired time in the future;
7. Database development and how to capture email addresses to assist in online
polling;
8. Email alert function status and use in website redesign;
9. Use of hyperlink functions to streamline website pages and consolidate
information;
10. Desire to measure and evaluate website hits;
Joint City Council /SPIN Standing Committee Meeting — May 14, 2002 Page 2 of 6
* *--OFFICIAL MINUTES * *
APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE
1 11. The goal is to continue to work on the SPIN webpage with Public Information
2 Officer James Kunke and then to have a draft that the Committee can review and
3 troubleshoot at the June Meeting.
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5 Mr. Conrads stated that his concern is to keep the website updated with timely
6 information.
7
8 Proposed Fiscal Year 2002-03 SPIN Operating Budget — Mr. Eaglen reviewed the
9 components of the draft budget proposal for review and comment. Councilmember
10 Stephen asked if there was a way to reallocate funding from postage to delivering
11 information via the website versus mailing a hard -copy. Ms. Francis replied that she
12 likes to receive the Development Review Committee (DRC) information, and that it
13 would be hard to place this on the website. Councilmember Potter agreed that some
14 information would have to be distributed via hard -copy, but that there is an opportunity to
15 use the website more and more to distribute information.
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17 Mr. Walker stated that while it is a good idea to look at doing away with mailing so many
18 packets and go to online distribution of information, the Citywide mailings are important
19 and he doesn't see how that could be replaced. Councilmember Potter agreed, and added
20 that the use of an expanded website and email distribution system would be primarily for
21 general information or issues of local interest.
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23 Mr. Eaglen stated that he would revise the budget per the direction of the Committee and
24 place this item on next month's meeting agenda for a recommendation to the City
25 Manager on the FY 2002-03 budget.
26
27 Agenda Item No. 6. Briefing on review of SPIN Standing Committee Member Ethics and the
28 Code of Conduct — Al Morin recapped the Standing Committee's discussion of this issue at the
29 April 23, 2002 Special Meeting, the assignment for him and Martin Schelling to review this issue
30 and report back to the Committee, and the Executive Committee discussion on May 6. The
31 discussions have resulted in a recommendation to the Executive Committee that once a year the
32 Standing Committee members are given a Code of Conduct and asked to sign and
33 acknowledgement of the code. Between communicating the Code to individuals, using common
34 sense in how you act, and communicating with other Committee members, concerns regarding
35 conduct can be addressed. Mr. Bledsoe added that the common theme is to use good judgment,
36 and that the City Council is the ultimate disciplinary authority.
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38 Martin Schelling asked the City Council how they would prefer SPIN Representatives to address
39 their affiliation with SPIN when they speak at the lectern. Councilmember Potter replied that he
40 prefers there be no mention of an affiliation with SPIN at all if they are speaking as a citizen.
41 Councilmember Stephen added that he feels that when acting officially, the SPIN Representative
42 should not be providing opinions.
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44 Mayor Pro Tem Evans raised the issue of SPIN Representatives participating in Political Action
45 Committees (PAC's) and how does the Standing Committee feel about that. Mr. Balitmore
46 replied that when a SPIN Representative is acting politically, there needs to be a clear delineation
Joint City Council /SPIN Standing Committee Meeting — May 14, 2002 Page 3 of 6
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* *--OFFICIAL MINUTES * *
APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE
between the action and SPIN affiliation. Mr. Morin added that SPIN or the Council cannot stop
a SPIN Representative's personal political participation, and that members of the City Council
should be able to recognize when the SPIN hat is on and when it is off.
Mr. Conrads confirmed that the City Council prefers a SPIN Representative not address their
affiliation with SPIN when speaking at the lectern on their personal opinion, and asked Mr.
Eaglen to forward that to the City Secretary so that the minutes not reflect that affiliation.
Agenda Item No. 7, Approval of Executive Committee recommendation regarding_ participation
in community pecial events — Mike Conrads provided a recap of this agenda item and the
discussion at the May 6, 2002 Executive Committee meeting. The Executive Committee
recommendation for the remainder of this year was to participate in the July 3`d event at Town
Square and the proposed Oktoberfest in Town Square planned for the fall.
The Committee discussed objectives for these events, and identified the following things to
achieve:
■ Sign up sheet with email address(es);
■ Exposure for the program;
■ When they leave the booth, they know who their representative is, know what SPIN is,
know how they can get involved, and know their SPIN area.
The Committee discussed objectives for what they want from the public at these events, and
identified the following:
■ Email address(es) for database development;
■ Liaison recruiting and increased interest and participation;
■ Suggestions.
Mike Conrads will coordinate these events and will be contacting representatives for assistance.
Agenda Item No. 8, Neighborhood Reports —
■ SPIN #12 —Cross Timber Hills residents still struggling with individual issues relating to the
sewer installation, there is now a signed petition by homeowners to the City requesting that
the streets be fixed in the subdivision as a result of this project.
On the status of Ordinance No. 480-00, there has been confusion of density, and the concern
with site built homes at that location is that the developer would "flip" the properties and this
would result in more manufactured housing. Residents would like to see safeguards in place
if approved. Another concern is that with that much brick, there is not enough open space in
the proposal. Would like to see the City Council look at the potential to make changes in
"MH" districts so that they cannot become more dense than they currently are.
Councilmember Stephen replied that the Councilmember Standerfer and the City Attorney
are currently working on that particular issue.
Joint City Council /SPIN Standing Committee Meeting — May 14, 2002 Page 4 of 6
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* *--OFFICIAL MINUTES * *
APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE
■ SPIN #5 — No Activity to Report.
■ SPIN #3 —No Activity to Report.
■ SPIN # 14 — No Activity to Report.
■ SPIN #10 —No Activity to Report.
■ SPIN # 16 — There will be a SPIN Meeting on Wednesday, May 29 at 7:00 p.m. at Town Hall,
3rd Floor to discuss a proposal to develop medical office buildings south of the Walgreen's
site on South Peytonville, and a requested zoning change to Southlake Woods, Phase II.
David Baltimore will assist in hosting meeting.
■ Seniors — Question on when the Remington proposal is on the City Council agenda,
otherwise No Activity to Report. Mr. Eaglen mentioned that the Remington proposal is
currently planned for consideration by City Council in June, but that is subject to change at
this time.
■ SPIN #2 — No Activity to Report.
■ SPIN # 11 —No Activity to Report.
■ SPIN #15 — Residents excited to see the trails on the west side of town, and Johnson Road
reconstruction is set to begin this summer.
■ SPIN #9w — Introduction of Melinda Morris.
■ SPIN #9e — No Activity to Report.
■ SPIN #7 — Sonic coming before City Council next week, in two weeks the traffic light will be
installed at F.M. 1709 and Nolen Drive. Another developer has stepped in and taken over for
the Cornerstone Plaza project, including Ultimate Electronics. This new developer will
uphold the plan as approved by City Council.
■ SPIN #1 —No Activity to Report.
Agenda Item No. 9, City Council Reports —
■ Councilmember Potter — Happy to be back, appointments to Boards and Commissions will be
coming on May 21, the Council will be interviewing applicants on Monday night. The
deadline to apply is this coming Friday.
■ Councilmember Stephen — No Activity to Report.
Joint City Council /SPIN Standing Committee Meeting — May 14, 2002 Page 5 of 6
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APPROVED BY MEMBERS OF THE SPIN STANDING COMMITTEE
■ Mayor Pro Tern Evans — The City Council will be having big issues with the Fiscal Year
2002-03 budget, Capital Projects may be impacted. Regarding the expansion of F.M. 1938,
progress will be coming faster in Westlake than in Southlake and Keller due to their ease of
right-of-way acquisition.
■ Councilmember Morris — Honored to be elected and to be here tonight.
Agenda Item No. 10, Open Forum —
Motion to request holding on further appointments on the Standing Committee prior to
moving forward with the nominating committee.
Motion: Conrads
Second: Morin
Motion was unanimously approved.
Mr. Hochstein asked if a neighborhood could decline the City's offer to install sewer. Mayor Pro
Tern Evans replied that the U.S. Environmental Protection Agency is the controlling regulatory
authority and that the City is under federal mandates to clean up surface water, one method of
doing that is to move ahead with sewer installation throughout the City.
Agenda Item No. 11, Adjourn — Chair Brankin adjourned the meeting at 9:20 p.m.
ATTEST:
Andrea Brankin, air
Joint City Council /SPIN Standing Committee Meeting — May 14, 2002 Page 6 of 6