2021-09-13 CEC MeetingCITY OF
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SOU 1 LAK
TEXAS
Community Engagement Committee
Meeting Agenda
September 13, 2021
6:00 p.m.
LOCATION: Southlake Town Hall — Room 4A
1400 Main Street, Southlake, Texas 76092
AGENDA:
1. Call to order
2. Approve August 16, 2021 CEC meeting minutes
3. Citizen Survey Testing Updates
4. CISD Board Member Candidate Forum Discussion
5. Discuss community interest topics
6. Discuss future agenda items
7. Adjournment
A quorum of the City Council or other board or commission may or may not be present at this meeting.
CERTIFICATE
I hereby certify that the above agenda was posted on the official bulletin boards at Town Hall,
1400 Main Street, Southlake, Texas on Friday, September 10, 2021, by 5:00 p.m., pursuant to
Chapter 551 of the Tex"oAjprnment Code.
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Amy lley, T cn Z
City Secretary
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if you plan to atteA4hisa1a4,06. `and have a disabilitythat requires
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advise the City Secreta';Y1481Purs in advance at 748-8016, and reasonable accommodations
will be made to assist you.
CITY OF
SOUTHLAKE
TEXAS
COMMUNITY ENGAGEMENT COMMITTEE MEETING MINUTES: September 13th,
2021
LOCATION: Southlake Town Hall
1400 Main Street, Room 4A
Southlake, Texas 76092
TIME: 6:00 P.M.
COMMITTEE MEMBERS PRESENT:
Place 1 — Sherry Berman, Chair
Place 4 —Vamsi Alla, Secretary
Place 5 - Roja Kasarla
Place 6 — Shayne Forsyth
Place 7 — Muhammad Igbal
COMMITTEE MEMBERS NOT PRESENT:
Place 2 —Vandana Tanneru, Vice Chair
Place 3 —Vacant
STAFF PRESENT:
Melody Andersen, Operations Manager, Customer Relations
Madeline Oujesky, Assistant to the Director, Planning and Development
Lauren E. LaNeave, Assistant to the City Manager
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 August 16, 2021 CEC meeting minutes. Muhammad Igbal made a
motion to approve the minutes as written. Shayne Forsyth provided a second.
Approved (5-0).
Meeting Minutes: Community Engagement Committee Meeting— September 13, 2021
Page 1 of 4
Citizen Survey Testing Updates
• Instructions for testing the survey
• Testing for functionality and formatting — detailed responses encouraged
• CEC Members testing survey on different devices
o Sherry— Mac iOS (Chrome browser)
o Vamsi — PC (Edge) & iPad (Safari)
o Shayne - iPhone
o Muhammad —tested on iPhone 12 ,
• Finished testing, will email Lauren comments
• Gender function — only male and female, need more options for
diversity & equity
o Roja —Android
• Communication piece—working on graphics currently
o Yard signs? —Yes, from committee members present
o Extra signs to purchase for neighborhood exposure
• Survey launches Oct. 1 and closes Nov. 5
CISD Board Member Candidate Forum Discussion
• October 12th 6:00 — 8:00 PM — CISD Candidate Forum
o Could change time to 90 minutes for2 candidates
• Change time to 6:00 — 7:30 PM
• Sherry — Bond on the ballot? Are there other areas where the bond information
can be discussed? Can extra time be used'for bond information?
o Lauren — Provide facts for the bond but cannot campaign the bond.
Lauren to speak with Shana about bond information
o Vamsi — Separate the forum and bond information, another SPIN meeting
for it
o Shayne — Share information about online education and tools to self-learn
about it
o Roja -
o Muhammad —
• Notifications sent to CISD candidates (through email) to "save the date" for forum
• Moderator confirmed (Thomas Bryson) — Pilar S. to handle coordination
• Question process — gathering
o MySouthlakeNews article to go out this week (communication)
o September 14 —28: timeline for questions to be gathered from public
(Survey Monkey) /questions from CEC members gathered as well. Keep
CEC questions separate from citizen questions.
• Consolidate questions before ranking them
• Questions from the previous forum will be included
o September 30 — October 4: question ranking
Meeting Minutes: Community Engagement Committee Meeting— September 13, 2021
Page 2 of 4
•
Meet in person to discuss — September 29th
o October 5: questions to be given to moderator
• Forum logistics — Council Chambers Oct 12th
o Forum run through — same day of the forum, earlier than the event (4:30
or 5:00 PM) — Melody to send out meeting invite
• Available —Vamsi, Roja, Vandana, Muhammad
• Sherry will not be here
• Shayne will not be here
• City staff to help?
o Overflow room for forum — Courtroom & 3rd floor
o Responsibilities for CEC —timekeeper and candidate management; other
members can be plugged in wherever needed
o Opening remarks? Sherry gave opening remarks last forum — helps set
the tone. Vandana to deliver?
o No COVID protocols at this point— masks and hand sanitizers available
for those who want them. Could be subject to change.
o Take notes of what worked and what did not work
o Closing remarks — moderator to deliver
o Posted agenda that lists quorum
• Communication (Madeline to cover)
o CEC members to help share information on social media sites (posts,
articles, website, etc.)
• Voting as part of civic duty?
o Historically, city has shared information about voter registration, but not a
call to arms for civic duty.
o City interested in some form of information push about civic
duty/responsibility regrading voting
• Tying bond to it, we would not be allowed to.
• May 2021 election — largest voter crowd in Southlake
• Upcoming November election assumed to also be large turnout
• Talks of absentee ballot encouraged
• Bond Election (LL)
Discuss community interest topics
• N/A
Discuss future agenda items
• N/A
3. Staff Reports:
Meeting Minutes: Community Engagement Committee Meeting— September 13, 2021
Page 3 of 4
a. Development update. N/A
4. Discuss community interest topics. Not discussed.
5. Discuss future agenda items. Not discussed.
6. Adjournment. Sherry Berman closed the meeting at 7:00 PM.
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Meeting Minutes: Community Engagement Committee Meeting— September 13, 2021
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