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1995-08-24CITY OF SOUTHLAKE SPIN Standing Committee Meeting Thursday, August 24, 1995 6:30 p.m. Standing Committee Members Present: Rex Potter, Chair; Cara White, Vice Chair; Gary Fawks, Secretary; Katie Holzgraefe, Martin Schelling, Scott Martin, Wayne Haney, Peter Sporrer, Joe Mast, Doug Fierce, and Laura Miklosko. Guests Present: Nancy Baltimore for David Baltimore, SPIN Neighborhood #12, Donna Starling, Meeting Facilitator. Staff Present: Kathleen Farrell, Administrative Intern. A brief reception preceded the meeting. The meeting was called to order at 7:00 p.m. by Chair Rex Potter. Agenda Item No. 2 Approval of July 27, 1995 Meeting Minutes The minutes for the July 27, 1995 Standing Committee meeting were approved unanimously. Agenda Item No.3 Administrative Comments Chairman Rex Potter commented on the following items: SPIN Retreat - He distributed a "thank you" letter he had written to Curtis Hawk, City Manager for the excellent presentation city staff had made at the Retreat and all the preparation work. August 23 Sister Cities Dinner - Rex said he appreciated the turnout by SPIN committee members for this event. SPIN Reps Presentations at Council Meetings - Martin Schelling and Cara White spoke at the last Council meeting; they did an excellent job. Martin spoke on Maguire Thomas Partners issues and Cara spoke about where SPIN is going. Rex reminded the members to check their schedule for the assigned dates for their presentations to Council. Adventure Alley Project - Potter challenged each of the members to volunteer at least 4 hours of work during the construction phase (Sept. 19-24); many are doing more. Planning & Zoning Cases - Rex mentioned two cases that may be of interest to the members; the Village Center platting and the request from McGuire Thomas Partners for residential, non-residential and commercial zoning which now goes to Council after t, cycling through P&Z. SPIN Standing Committee Meeting August 24, 1995 Page 2 Self -Evaluation Report - The SPIN Executive Committee met last week and made some changes to the reports presented tonight. Complete the evaluation and submit your comments to Shana Yelverton. Shana will compile the comments and bring forward at the next meeting for discussion. SPIN/Council Joint Meeting - The next joint meeting will be in October. This will allow time for the committee to complete the SPIN Goals & Objectives to present at the October meeting. SPIN Committee's "Wish List" - Rex asked the members to think about the issues they have presented to the Council; a "wish list" of streets, water and sewer. He said it would be beneficial to see what the committee's recommendations are and compare with what is actually in the budget. Rex encouraged everyone to participate in the budget process. Rex Potter introduced the group to meeting facilitator Donna Starling. Ms. Starling thanked the committee for allowing her the opportunity to work with them. Ms. Starling mentioned she has done preparatory work that will move the process along and has looked through the material provided by Shana Yelverton and she hopes the Standing Committee will expand on it tonight. The committee needs to focus first on goals, then objectives, and move toward developing action plans. Ms. Starling discussed the guidelines for success with the committee. They include: everyone should participate in the process, be tolerant and patient of others, work toward consistency, be realistic in scope, remember that this is the beginning, do not interrupt, self police, and remember not to be negative -- all ideas are good ideas. Ms. Starling mentioned some quotes she believed were important. The first is, "Many ideas grow better when transplanted into another mind than in the one in which they sprang up." Ms. Starling believes this is important because some of the best ideas come from an idea of another person. The second, "To escape criticism do nothing, say nothing, be nothing," and "Nothing is more terrible than activity without insight." Ms. Starling discussed how the mission statement is the central theme. As a first step, build what supports the mission statement and work toward building goals. The objectives are to support the identified goals. Goals may alter from year to year, or stay consistent-- they are the direction you are going. Your mission results from shared values and vision that you have, which is a broad concept. Goals, objectives and actions plans define the role of SPIN in making the vision a reality. tw Ms. Starling reviewed the details of the mission statement. The components are two-way communication, community/neighborhood alliance, promoting availability of citizen involvement, SPIN Standing Committee Meeting August 24, 1995 Page 3 facilitating coordination/sharing of ideas, leveraging human resources, ensuring community dialogue, and including citizens in problem solving. Ms. Starling informed the committee there were several questions to ask when thinking of establishing goals: Who do you want to serve? What is it you want to provide through SPIN? When do you want it to happen? Where will it be provided, why will you do this, and how will you go about this effort? Rex Potter asked for clarification on the question "who do you serve?" Ms. Starling clarified by saying that the Standing Committee should be mindful of everyone that SPIN serves, the community, public, etc. Ms. Starling opened the question to the committee. Doug Fierce said we need to define SPIN as a whole or as individual Standing Committee representatives. Mr. Fierce felt there was a big difference in who we serve, each SPIN representative represents a part of the community as opposed to the Standing Committee representing the entire city. Mr. Fierce felt the goals and objectives needed to keep both ideas in mind. Rex Potter said SPIN also serves council, staff, developers and Realtors. Katie Holzgraefe mentioned that SPIN serves youth. (, The committee then moved on to address the other questions. What do you want to provide through SPIN? After discussion the committee determined they wanted to provide for the needs of the community and personal access to the governmental process, facilitate communication, provide information and a forum for communication. When do you want it to happen? The committee discussed that yesterday would be a good time to make it happen. Thus, the time frame for making things happen needs to be immediately. Where will services be provided? The committee discussed that it is important to provide services to everyone, anytime, everywhere. Ms. Starling why they wanted to provide information to the community. The answer was to provide a stronger quality of life to residents. How is SPIN going to do this? Scott Martin said SPIN would accomplish this through meetings and communication. Ms. Starling clarified the broad areas needed to be addressed. A goal is almost always never achieved -- it is something to work toward. The result of setting goals will be to provide a path to steer the organization -- all Standing Committee members working in the same direction. Ms. Starling asked the committee to begin to brainstorm on the goals they see SPIN working toward. Scott Martin suggested citizen involvement on a continual basis. Rex Potter wants the City to be responsive to neighborhood issues or problems. Joe Mast suggested the communication needs to be a two-way communication. Gary Fawks said SPIN needs to find ways to improve the channels of communication and the process that SPIN goes through to get the information out. Scott Martin mentioned understanding other points of view would be helpful. Doug Fierce believes we need to aid individuals in the areas by helping them understand the process. Scott Martin believes solving individual problems is a very important part of SPIN. Ms. Starling asked SPIN Standing Committee Meeting August 24, 1995 Page 4 Wayne Haney why he became involved in SPIN. Mr. Haney said he became involved because of some issues happening in his neighborhood. He felt he could not afford not to get involved. Nancy Baltimore hopes SPIN will educate the neighborhoods on how they can get the desired information and inform citizens how they can constructively go about getting change in the community. She wants understanding on what you have to do to get information and how you would go about getting it. Gary Fawks believes there is a need to fine tune the message of why SPIN is for the community. Scott Martin believes that the neighborhood chairs need to participate in ongoing training. Gary Fawks would like to improve the quality of overall SPIN representation. Rex Potter believes SPIN needs to communicate to the City Council and staff the citizens' vision of the city. Doug Fierce believes we need to communicate to the Council when issues change-- keep them informed. Rex Potter mentioned SPIN will need to keep building on the information they have, and ask Council to respond to their efforts so that two-way communication can occur. Ms. Starling asked the committee to consolidate their thoughts and come up with a few specific goals that SPIN wants to aim for. Ms. Starling asked Martin Schelling why he became involved c in SPIN and what was important about becoming a SPIN representative and what goals he personally has. Mr. Schelling responded he became involved because he was the only one who showed up to the meeting. He is still involved because he believes it is important to be aware of what is going on in your community. Ms. Starling asked the representatives to state one goal. The committee believes SPIN needs to improve communication between city and residents. Scott Martin mentioned another goal. He wants to communicate the success of community involvement. Cara White mentioned SPIN should establish an education system for new SPIN representatives. Ms. Starling asked if there was a broad goal that would address the training issues. Gary Fawks responded that there were two areas to address. The first, adding ongoing training for representatives currently participating and the second to get new representatives up to speed as soon as possible. Doug Fierce suggested training and communication of the entire process to neighborhoods. Ms. Starling asked the representatives what goal they were actually trying to achieve. The Standing Committee wants to improve quality of SPIN representation through the ongoing training process. Rex Potter clarified the statement by adding getting the information out to the citizens. Scott Martin added increased participation to this goal. Doug Fierce said he believes SPIN has one goal and that has been said in our mission statement. If the mission statement is taken apart you have the goals. Mr. Fierce suggested ending the discussion on goals and begin establishing objectives. Ms. Starling asked the committee to quantify the goals with objectives. Ms. Starling picked Goal One and asked the committee to build objectives. Goal One is, "As issues arise, improve communication between city and community". Laura Miklosko suggested creating a SPIN newsletter. Rex Potter suggested creating mechanisms to create the communication. Mr. Potter SPIN Standing Committee Meeting iW August 24, 1995 Page 5 felt the newsletter was an action rather than a goal. The committee discussed using the Internet, cable television, telephone tree, neighborhood newsletter, city newsletter, city manager's report and local media. Doug Fierce reminded the committee that they were not looking in the other direction.* All the items mentioned focus on getting information to the community and not getting information from them. Rex Potter reminded the committee of the open forum, SPIN standing agenda item on the City Council agenda. Mr. Potter felt SPIN representatives need to be on special committees so information can get back to SPIN. Doug Fierce mentioned he thought the communication SPIN has with the City Council i.e., SPIN reports, could not be developed with the other boards and commissions. Rex Potter believes that vehicle exist at the meetings so anyone can speak. Ms. Starling asked the committee for clarification. Do they want to provide some form of communication -- written or verbal to other groups and do they want representatives selected to serve on special ad -hoc committees? The committee wants to provide input and be asked by the City Council to participate in the process. Ms. Starling asked the committee to come up with one more objective for the first goal. The committee mentioned that they want SPIN to become more proactive rather than reactive. Scott Martin mentioned the Maguire Thomas presentation to SPIN and thought it to be reactive because Maguire Thomas made their presentation to SPIN after visiting with Planning & Zoning. Martin Schelling informed Mr. Martin, however, that he purposely set the meeting in between so Maguire Thomas would have the benefit of P&Z's comments and SPIN could have a better understanding of where the development is going. Ms. Starling asked the committee what they were going to do to be more proactive. Rex Potter suggested identifying issues that were occurring in the city. Gary Fawks suggested offering information to the city and community. Ms. Starling asked the committee how they would know when they did that. Scott Martin suggested issuing a report in a timely manner. Ms. Starling again asked the committee to quantify this accomplishment. After much discussion, the committee determined that identifying issues in advance of city action is an objective to the goal of being proactive rather than reactive. Scott Martin added that the committee should solicit expert opinion. This brought on the discussion of being prepared when Standing Committee members change. Rex mentioned SPIN wants to have a transition plan in place so representation will be quality representation for SPIN. Ms. Starling asked the committee what else would improve the quality of SPIN representation? Rex Potter mentioned developing training for SPIN representatives. Peter Sporrer suggested having an alternate representative. Nancy Baltimore suggested having a retreat. Rex Potter suggested a minimum of one SPIN retreat each year. Rex Potter suggested taking steps to ensure participation in the process. Scott Martin suggested establishing minimum standards for commitment. The committee decided the standards for commitment are stated in the ordinance and articles of incorporation. SPIN Standing Committee Meeting August 24, 1995 Page 6 The committee reviewed the goals and made sure all objectives were in line with what they wanted SPIN to accomplish. Rex Potter said SPIN does not have procedures established. Mr. Potter believed that SPIN needs to establish policies and procedures and establish a committee to recommend policies and procedures to the SPIN Standing Committee. The committee suggested extending a standing invitation to City Council to attend all SPIN meetings and gaining citizen involvement for SPIN and show the success of citizen involvement. Rex Potter suggested an annual self -evaluation. Ms. Starling suggested the committee take the five established goals and revisit them to make sure any objectives may not be missed. Ms. Starling mentioned that objectives could be added at any time during the process. Ms. Starling informed the committee that by the end of the year they will be able to see how much progress they made in SPIN by seeing what goals were achieved. Rex informed the committee that they Executive Committee would meet to establish action plans and the committee would discuss this at the September meeting. Meeting was adjourned at 9:45 p.m. SOUTHLAKE PROGRAM FOR THE INVOLVEMENT OF NEIGHBORHOODS (SPIN) STANDING COMMITTEE 1995-96 Goals & Objectives DRAFTSeptember 1995 Mission Statement: To provide a forum which fosters open and timely communication between the citizens of Southlake and city government regarding programs, activities, and issues that affect the quality of life in the community. ...................... . GOAL ONE; Improvc communication betwcen the city and community. Objectives Action Plan Target Date Comments 1) Encourage Council and other 1) Extend invitation to City Council to 3rd Quarter 1995 Responsible: Executive organizations to work closely send representation to SPIN Standing Committee. with SPIN. Committee meetings. 2) Identify groups that could benefit 4th Quarter 1995 Responsible: SPIN from SPIN, and contact to establish lines neighborhoods #5, #10, #11 of communication. reps, and youth delegate. 2) Identify mechanisms to 1) Establish committee to study 4th Quarter 1995 Responsible: SPIN i�ve communication. feasibility of a SPIN newsletter. The neighborhoods #1, #5, #9, committee will provide and #14 reps. recommendations to the full Standing Committee for action. 1 st Quarter 1996 Begins once access channel 2) Tape SPIN Standing Committee and available. Responsible: Full neighborhood meetings for broadcast on Standing Committee public access channel. 1 st Quarter 1996 Begins once access channel 3) Utilize public access television available. Responsible: Full bulletin board for SPIN announcements. Standing Committee. 4th Quarter 1995 Responsible: Exec. 4) Assign staff the task of providing Committee will request of recommendations regarding the use of the staff, to be provided by 1 st Internet for getting information out to the quarter 1996 community. Ongoing Responsible: Full Standing 5) Continue use of City Manager's Committee/staff Report, press releases, etc. to communicate. 4th Quarter 1996 Responsible: Exec. Committee shall begin with 6) Regularly provide minutes of SPIN Nov. meeting minutes. meetings to City Council. r SOUTHLAKE PROGRAM FOR THE INVOLVEMENT OF NEIGHBORHOODS (SPIN) STANDING COMMITTEE 1995-96 Goals & Objectives September 1995 00AFT Mission Statement: To provide a forum which fosters open and timely communication between the citizens of Southlake and city government regarding programs, activities, and issues that affect the quality of life in the community. OA)C TWO Communicate SPIN successes, "get the 'SPIN message 9ut3" Objectives Action Plan Target Date Comments 1) Conduct an annual self -evaluation 1) Establish goals/objectives/ 3rd Quarter 1995 Responsible: Standing action plans. Committee 2) Monitor progress through Ongoing Responsible: Executive quarterly reports. Committee 3) Prepare an annual self- 3rd Quarter 1996 Responsible: Executive evaluation report documenting Committee performance. 4) Disseminate/provide report to 3rd Quarter 1996 Responsible: Full Standing City Council and other interested Committee organizations. 2) Strengthen public awareness of 1) Become more aggressive in the 3rd Quarter 1995 Responsible: Standing SPIN. use of press releases to Committee Chair communicate SPIN's success. 2) Contact the Southlake Journal 3rd Quarter 1995 Responsible: Standing regarding establishing regular SPIN Committee Chair column. 3) Utilize press to advertise Ongoing Responsible: Standing activities, opportunities, etc. Committee Chair 4) Develop SPIN "welcome 1st Quarter 1996 Responsible: SPIN packet" for new residents. neighborhood #1, #9, #15 reps, and youth delegate. 5) Develop "ad" for Chamber of 1st Quarter 1996 Responsible: SPIN Commerce Business and neighborhood #3, #4, #10, and Community Directory. # 13 reps. 6) Develop SPIN booth for 2nd Quarter 1996 Responsible: SPIN festivals. neighborhood #4, #6, #15, and # 16 reps. SOUTHLAKE PROGRAM FOR THE INVOLVEMENT OF NEIGHBORHOODS (SPIN) STANDING COMMITTEE 1995-96 Goals & Objectives September 1995 DRAFT Mission Statement. To provide a forum which fosters open and timely communication between the citizens of Southlake and city government regarding programs, activities, and issues that affect the quality of life in the community. C#AL THREE: Continue to improve the quality of SPIN representation. Objectives Action Plan Target Date Comments 1) Provide continuing education 1) Conduct annual SPIN Retreat, 3rd Quarter 1996 Responsible: Standing opportunities to SPIN representatives. Committee 2) Schedule staff presentations for Ongoing Responsible: Executive regular Standing Committee Committee with input from full meetings, Standing Committee, 3) Provide one formal skill 2nd Quarter 1996 Responsible: Executive development training session for Committee SPIN representatives. 2) Develop an orientation program 1) Establish a training committee 3rd Quarter 1995 Responsible: SPIN for new SPIN representatives. for recommending training neighborhood # 1, #5, #7, # 12, procedures to the full Standing # 14, and # 16 representatives, Committee. with recommendation due in November 1995. 2nd Quarter 1996 Responsible: Same as above. 2) Develop a training manual for new representatives, 1 st Quarter 1996 Responsible: Same as above. 3) Establish a peer mentor program for new representatives. IR SOUTHLAKE PROGRAM FOR THE INVOLVEMENT OF NEIGHBORHOODS (SPIN) STANDING COMMITTEE 1995-96 Goals & Objectives September 1995 ®RAFT Mission Statement: To provide a forum which fosters open and timely communication between the citizens of Southlake and city government regarding programs, activities, and issues that affect the quality of life in the community. +GOAL FOUR. SPIN should. become mare proactive in its efforts to identify and communicate issues of importance to the community., Objectives Action Plan Target Date Comments 1) Ensure SPIN awareness of 1) Direct staff to provide monthly 3rd Quarter 1995 Responsible: Executive city planning efforts regarding report on upcoming ordinance Committee upcoming issues. changes/development, plan updates, etc. 2) Request City Council to consider 3rd Quarter 1995 Responsible: Executive SPIN representatives for service on Committee ad -hoc committees 3) Hold four city-wide forums to Ongoing Responsible: Executive discuss issues of importance with Committee with input from full neighborhoods. Standing Committee 2) Address specific 1) Hold quarterly meetings as Ongoing Responsible: All Standing neighborhood issues through required by Articles of Committee representatives ongoing neighborhood meetings Organization, or other forms of Ongoing Responsible: All Standing communication. 2) Utilize "SPIN Report" agenda Committee representatives item to communicate neighborhood issues, concerns, activities, etc. IM SOUTHLAKE PROGRAM FOR THE INVOLVEMENT OF NEIGHBORHOODS (SPIN) STANDING COMMITTEE 1995-96 Goals & Objectives September 1995 DRAFT Mission Statement. To provide a forum which fosters open and timely communication between the citizens of Southlake and city government regarding programs, activities, and issues that affect the quality of life in the community. ................................ GOALIFIVE: Enhance the effectiveness and efficiency of the SPIN organization. Objectives Action Plan Target Date Comments 1) Establish internal processes 1) Develop standardized format for 4th Quarter 1995 Responsible: SPIN and procedures. reporting upcoming city issues and neighborhood #2, #3, #9, #11, events to SPIN Standing #12, and #15 representatives for Committee. all four action items 4th Quarter 1995 2) Develop meeting procedures to ensure maximum use of allocated time for Standing Committee meetings. 2nd Quarter 1996 3) Develop officer election procedures to ensure smooth leadership transition for the SPIN Standing Committee. 4th Quarter 1995 4) Develop a process by which Standing Committee representatives are replaced when necessary (resignation, term limitations, etc.) 2) Strengthen the working 1) Continue monthly Executive Ongoing Responsible: Executive relationship of staff with the Committee meetings. Committee SPIN Executive Committee to ensure that overall direction and 2) Provide Executive Committee Ongoing implementation os SPIN support to appointed SPIN programs are carried out with committees as needed for special staff in a support role, and the projects. guidance/development of the program carried out under the 3) Where possible, the Executive Ongoing leadership of the Executive Committee, in conjunction with Committee. appointed committees, will inform staff of SPIN issues and findings.