CEC MINUTES 5-03-2021 CITY OF
b SOUTHLAKE
TEXAS
COMMUNITY ENGAGEMENT COMMITTEE MEETING MINUTES: May 3rd, 2021
LOCATION: Southlake Town Hall — Room 4A
1400 Main Street, Southlake, Texas 76092
TIME: 6:00 P.M.
COMMITTEE MEMBERS PRESENT:
Place 1 — Sherry Berman, Chair
Place 4 — Vamsi Alla
Place 5 — Roja Kasarla
Place 6 — Shayne Forsyth
Place 7 — Muhammad Igbal
COMMITTEE MEMBERS NOT PRESENT:
Place 2 —Vandana Tanneru
Place 3 —Vacant
STAFF PRESENT:
Jerod Potts, Policy & Strategic Initiative Principal Planner
Pilar Schank, Deputy Director of Public Relations
Melody Andersen, Operations Manager, Customer Relations
CITY COUNCIL MEMBERS PRESENT:
N/A
OTHERS PRESENT:
N/A
REGULAR AGENDA
1. Call to order. Meeting called to order at 6:00 by Sherry Berman, Chair.
2. Approve April 5, 2021 CEC meeting minutes. Muhammad made a motion to
approve the minutes as written. Shayne provided a second. Approved (5-0).
3. Discuss ideas for the redesign of the City website. Pilar and Melody presented to
the Committee about the upcoming new website. Staff asked the CEC to help
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identify what is a priority and what is important. The Committee noted if you are
going to the City website, you're likely looking for a department. The CEC disliked
when the website refers to Community Services instead of Parks. CEC noted that
"Our Government" is a top area visited, perhaps add to the main page. The
Committee mentioned that it is all about the cell phone and that mobile device is key
as people access on the go, and when looking at layout it's not very intuitive on how
to go back. The Committee mentioned wanting to see more about what is happening
in the City as opposed to looking at Facebook. The Committee noted they would like
to see something more than a calendar that is enticing. There is so much happening
here, that if there was something engaging there would be more visits. The
Committee noted not knowing what all the events are and it would be great if there
was a central source for events in the City, and a list of activities for kids. A member
of the Committee mentioned the library page and how to pay bills is most important
to them and mentioned that the search feature can be off. The Committee
mentioned wanting to learn more about other departments. The Committee said
there is more interest in activities in the City rather than just City board meetings.
The Committee mentioned phones are not responsive when on the website, and
there are too many links, noting that mega-menus are a bit dated. The Committee
noted that an effective search will help. A member of the Committee noted they
mostly use the search bar. The Committee asked if Champions Club was connected
and that it can be tough to find when wanting to share information. Staff noted that
better connectivity between websites is a priority. The Committee mentioned there
seems to be no rhyme or reason to how the search feature generates results. Staff
mentioned this has to do with keywords, and there is a need to look at the search
function and that it is important for staff to know when people cannot find things. A
member of the Committee mentioned if they had one wish, before you go to a page
you would select whether you were a resident or a visitor (a feature used by the City
of Austin), and that rather than having an operational database you have a relational
database. The Committee aske if Google analytics could be dynamic, and noted the
website needs to be simplified as it is too busy, and personalized to reduce the
clutter. The Committee mentioned the info boxes on the homepage clutter the image
behind the boxes. The Committee asked where the City links to its social media, and
staff noted that social media is a driver of what is happening and may want to ensure
it is more prominent. Staff also noted there is a way to embed social media feeds on
the website, and staff would want to come back to CEC. The Committee asked if
staff could let them know earlier when coming back so the group can review in
advance.
4. Discuss the recently held May 2021 Election Candidate Forums. Pilar provided
an update on the analytics in terms of viewing the forums. The Committee noted the
moderator was good. The Committee noted that sometimes timing would slip and
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perhaps the yellow light should come on sooner, potentially 20 seconds instead of
10 seconds. The Committee noted that perhaps if the question wasn't answered
directly the moderator could ask again for clarity. The Committee mentioned to make
sure the candidates understand the rules, and perhaps use the beeper (sound
notification) next time. The Committee mentioned they liked the use of Survey
Monkey. The Committee mentioned perhaps have the candidates spaced out
differently so that the people running against each other are not sitting next to one
another.
5. Staff Reports:
a. Recycle Right Module. Jerod provided a quick update on the new recycle
right module on the City's website. The Committee asked if there was a way
for the site to verify you live at that address to get alerts?
b. Development Update. The Committee requested an update on sidewalks.
The Committee asked for an update on what was going in where the former
Fresh Market grocery store is located.
6. Discuss the Community Engagement Plan. The Committee asked to see the
scorecard, and staff noted this could be shown at the next meeting. The Committee
asked if the City's mobility group could present about projects occurring in the City
and allow CEC to communicate in advance. The Committee asked how they can
highlight the work of departments, perhaps a SPIN forum where departments each
have a booth.
7. Discuss community interest topics.
8. Discuss future agenda items. The Committee mentioned there seems to be vacant
spaces in the City and would be good to understand why this is occurring. The
Committee also mentioned emergency preparedness.
9. Adjournment. Sherry adjourned the meeting at 7:31 .
ATTEST:
tiNAA4 /6-6
amsi Alla, Secretary
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