CEC MINUTES 9-13-2021 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
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•
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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