CEC MINUTES 8-16-2021 1 'CITY OF
SOUTHLAKE
TEXAS
COMMUNITY ENGAGEMENT COMMITTEE MEETING MINUTES: August 16, 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 2 —Vandana Tanneru
Place 4 —Vamsi Alla
Place 5 — Roja Kasarla
Place 6 — Shayne Forsyth
Place 7 — Muhammad lqbal
COMMITTEE MEMBERS NOT PRESENT:
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
Pilar Schank, Deputy Director, Public Relations
Jessica McBride, Manager, Communications and Marketing
CITY COUNCIL MEMBERS PRESENT:
N/A
OTHERS PRESENT:
N/A
REGULAR AGENDA
1 . Call to order. Meeting called to order at 6:03 by Sherry Berman, Chair.
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2. Approve May 3, 2021 CEC meeting minutes. Vandana Tanneru made a motion
to approve the minutes as written. Muhammad Igbal provided a second. Approved
(5-0).
3. Review and discuss content changes and City website homepage mockups
• Changes to website — 1. Removed Mayor and Council box; 2. Condense mega-
menus at the top of the webpage to remove duplication and guide people to find
the information they need —working on making search easier and better; 3.
Removed "Tell us what you think" —will revisit later to add back
o Continued feedback would be great
• Improvements off suggestions given
• Mostly content changes
• Thoughts on changes to the website?
o Analytics on new resident services? How the website performs for people
who are new to the City — menu options for new resident clicks
• Potentially, however it might be difficult to get that information
• When condensing the information on the website, we thought
through what the residents would click on most often
• Idea: "Are you new here feature?" New to Southlake feature
• Requests for maps of Southlake — relocation packet content on the
website?
o Menu items do not look alphabetical — can easily be fixed
o Seniors —where should they look for information?
• Experience Southlake
• Add tab for Senior information
o Best way to provide feedback? Email or `Contact the City' form
• Website design review — Homepage
o Color palette - approved
o Different icons? Use more than just circles, not true to brand. Coloring of
the circles could be changed
• Is the issue the combo of the circles and art displayed inside?
• One single color?
• Icons instead of circles
• We want to make sure we have enough color (PS) like the idea of
icons standing alone
o Better spot to place 'Stay Connected' section? Disconnected that its at the
bottom
• What we're hearing is placing Stay Connected farther up the
website.
• What do you think users want to see first? What do visitors need
help with? I would want the links. Next, upcoming events. Next,
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news and announcements. Finally, social media. It's laid out very
nice.
o Slideshow —What will be showed on the homepage?
• Showcase events, City programming, and what's happening on
other webpages
o Calendar— month view, bottom section is upcoming events/meetings?
• Yes, this would feature what's next on the calendar
o Calendar— adding major events?
• Yes
o News & Announcements
• MySouthlakeNews Carousel — are they dynamic? Or manually
entered?
• They are manually entered
• MySouthlakeNews —All the information is coming from MSN, why
don't we place the title as MSN instead of News and
Announcements?
• We can make that change
• MySouthlake News — like the scroll carousel
• Attempting to push social media accounts. Interaction on social
media accounts is large; however, we understand this is not the
only form of communication
• Facebook — multiple accounts. Clicking on the F icon, does
that list all the Southlake accounts?
o Yes, it will show the different names of all the
Facebook accounts Southlake has
o Good to have them all in the same place
• Pictures —enough on the front page? Feedback from the group that
faces in pictures are important to tell the Southlake story.
Therefore, the third slideshow was added to the bottom right.
Mobile perspective gives you information left to right.
• Website design review - Interior pages
o Search function
o Social media accounts
o 3 columns on webpage
• Right hand column = Contact column for City
• Question of layout —we can style it anyway possible
• Cannot forget mobile layout
o Left-hand column links — "parent page and child pages"
o Graphic links — on every page for quick and easy access
• Residents, Government, Business set-up on current webpage, like
this — is this temporary?
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• This will continue onto the new website. Structure will
remain, content might be a little different
• What is passport?
• It's the passport office. Lots of searches and calls from
people.
• Jobs vs. Careers wording on graphic links - change
Website design layout— think about search engines and other search sites —ADA
compliance with color. Guidance on ADA? —yes, please send guidelines to Vamsi
4. Review the Citizen Survey questions for clarity, discuss the timeline for
survey testing, and discuss the communication plan for the survey
• Survey timing — open from Sept./Oct. to Nov.
• From resident standpoint — can you bounce from laptop, to tablet, to phone
(switch devices) and remain in the same point/spot on the survey?
o Yes, but not for testing portion
o Would like for everyone to test the survey on multiple devices (will
designate who takes the survey on which device)
• Can one person take it multiple times?
o Yes, technically we leave it open for multiple people in one household
• Any scenarios you're worried about for testing?
o Formatting for mobile
• Who is the 3rd party provider?
o Decision Analyst
• Question leading/seeking/searching on the survey?
o Only a few questions, but not all
• Place/spot at the end of the survey for open-ended question?
o Yes — specific wording "What is the top priority you think the City should
focus on?"
o Sherry — like when there is an open-ended question to get more
perspective
• Respondents count— include who attempted and didn't finish?
o No, the 1,000 number is completed surveys only
o Will get number for who started the survey and did not complete it and
send to Muhammad
• Total population?
o Approx. 30,000 with approx. 9,000-10,000 households
• Survey timing —why only every two years?
o It takes some time to improvement issues residents see. Two years is a
typical benchmark that cities use.
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• Return rate?
o Under 5%
• Targeted push/communication to certain age groups that have not taken the
survey yet
o Demographics are collected
o Yes, we do that
• What can we do as the Community Engagement Committee to have residents
take the survey?
o First, take the survey
o Share the survey — be an influencer
■ Creating an influencer toolkit to disperse to committee members
Communication piece — resurgence of QR codes — will be placed on signs and
posters with branding around the City
5. Discuss the possibility of a forum for the upcoming Special Election for CISD
• How many people are running?
o Unsure now, but should plan on more than one running
• How many other organizations are doing a forum?
o Probably would say all the same ones as normal
• November election?
o November 3rd
• Final decision — yes, we will host one
• Bond election for open space on the ballot
6. Staff Reports: N/A
7. Discuss community interest topics.
• Meeting with Mayor to discuss some topics and get to know him more — is there
anything he wants us to do as a committee
8. Discuss future agenda items. The Committee discussed upcoming events.
9. Adjournment. Sherry closed the meeting at 7:32 PM.
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ATTEST:
V AIIa, Secretary
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