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1996-07-25STANDING COMMITTEE MEETING July 25, 1996 MINUTES Standing Committee Representatives/Proxies Present: David Baltimore, Chair; Joe Mast, Secretary; Jan Francis, Janet Murphy, Wayne Haney, John Wilder, Jim Goggin, Martin Schelling, Darrell Faglie, Roger Hutton, Doug Fierce, Katie Holzgraefe, Virginia Muzyka (for Karen Cienki), Angela George (for Cara White), Michael Boutte (for Laura Miklosko) Standing Committee Representative Absent/Unrepresented: Pattie Minder Guest Present: Tim Farmer (Alternate for SPIN #15) Staff Present: Curtis E. Hawk, City Manager; Shana Yelverton, Assistant City Manager; Kevin Hugman, Assistant to the City Manager Chairman David Baltimore called the meeting to order at 6:30 p.m. Agenda Item No. 2. Approval of 6/27/96 Standing Committee Meeting Minutes - Upon motion by Michael Boutte, second by Jan Francis, the minutes were approved with the following change: orPage 4, Howard Pearson should be spelled Pierson Agenda Item No. 3. Administrative Comments - David Baltimore noted that there were several items to be discussed under this section of the agenda: ✓Buddy S sy tem - The Executive Committee has hoped to develop a system for making sure that new SPIN representatives are adequately oriented on their new jobs, and to make sure that SPIN neighborhoods are "covered" when vacancies occur and no one in the neighborhood steps forward to take on the responsibilities. The Executive Committee discussed potential pairings for a "Buddy System" at its last meeting. This system would pair up SPIN representatives for different neighborhoods so that they can provide support to one another and cover in the event the representative is unable to handle the duties of the position. David Baltimore referred the group to the Executive Committee meeting notes which showed the pairings. The following reflects what was shown in the notes: Darrell Faglie and Martin Schelling Roger Hutton and David Baltimore SPIN Standing Committee Minutes July 25, 1996 John & Linda Wilder and Wayne & June Haney Janet Murphy and Joe Mast Laura Miklosko and SPIN #10 Jim Goggin and Karen Cienki Jan Francis and Doug Fierce Cara White and Pattie Minder ✓Welcome Packets A list was included in SPIN packets that shows the names of residents who received welcome packets. As discussed at the last meeting, SPIN representatives are encouraged to write generic notes to be included in packets going to their neighborhood's new residents. An example, written by Laura Miklosko, was provided, and Shana Yelverton made blank cards available. ✓SPIN Retreat -Work continues on planning the Retreat. There are a few more pieces of information needed from SPIN representatives. Each was encouraged to complete the survey included in the packet. David Baltimore noted that the Retreat will be held on September 14 at the Solana Education Center. He stressed the need for input from the Standing Committee members. ✓Southlake Stampede - David Baltimore announced that he had been approached about SPIN's potential participation in the Southlake Stampede. A brochure was provided to each representative. Interested parties should contact the Chamber for more information. ✓Calendar, or August - A calendar listing the meetings for the month of August was provided. Mr. Baltimore highlighted some of the meetings that he felt were particularly important. ✓Goals and Objectives - Mr. Baltimore noted that this will be discussed at the joint meeting. He encouraged those that had responsibilities for goals to feel free to provide input during the joint meeting. Shana Yelverton noted that she had an update for Katie Holzgraefe, and she provided a replacement page for the goal sheets. Mr. Baltimore also noted that it was time to begin thinking about future goals, which will be set soon. ✓Developer's Meetings - David Baltimore reported that there have been two citywide SPIN meetings. The first was to discuss the proposed redevelopment of the Crossroads Square shopping center. Wednesday evening a second citywide meeting was held to discuss the proposed Southlake Woods project located on the Goode property and adjacent properties. ✓Leadership Southlake - All representatives should have received an application. David Baltimore noted that if any representative has not received one, he or she should let Shana 2 SPIN Standing Committee Minutes July 25, 1996 Yelverton know. Martin Schelling asked about attendance requirements. Shana Yelverton noted that only two absences were permissible. Joe Mast asked for a brief description of the purpose. David Baltimore stated that he wanted to ask the Chamber staff to come discuss this with the Standing Committee at the August meeting. Wayne Haney asked how Leadership Southlake began. David Baltimore stated that it really began in other cities. This program is designed to teach leadership skills as well as familiarize participants with the city. ✓Budget Recommendations - Last year at this time, SPIN submitted a list of public works projects to the staff and Council for consideration during the budget process. Copies of the recommendations and their current status were provided to the representatives. Agenda Item No. 4. Neighborhood Update - Time did not permit the Standing Committee to address this issue. Agenda Item No. 5. SPIN Reports - The packet included a new schedule for the remainder of the year. David Baltimore noted that SPIN representatives are encouraged to trade if they cannot make their assigned time. David Baltimore also noted that he had provided a template for people to follow when making these presentations. Agenda Item No. 6. Open Forum - Wayne Haney introduced his alternate, Tim Farmer. Other guests introduced themselves. Joe Mast also pointed out that input was needed on the retreat. He hopes to provide some specific recommendations to the proposed consultant, but wants Standing Committee representative input prior to sending instructions to the consultant. There being no further business, the meeting adjourned at 7:05 p.m. JOINT CITY COUNCIL AND SPIN STANDING COMMITTEE MEETING July 25, 1996 Meeting Summary *The Standing Committee was joined by the following City Council members: Mayor Rick Stacy, Gary Fawks, Scott Martin 3 SPIN Standing Committee Minutes July 25, 1996 Mayor Rick Stacy called the meeting to order at 7:15 p.m. Agenda Item No. 2. Introductions - Rick Stacy asked members to introduce themselves to the full group. Agenda Item No. 3. SPIN Goals and Objectives - David Baltimore began by stating that a copy of the status report on goals and objectives which were set by the Standing Committee last August had been provided. He stated that he believed much had been accomplished during the last several months. Doug Fierce noted that he had just "inherited" the responsibility of developing a training manual and training process for SPIN Standing Committee representatives. He plans to focus on issues such as 1) understanding the City and its staff, and 2) how to manage the SPIN neighborhood. He hopes that this will allow new representatives to become acclimated to the program more quickly. David Baltimore noted that the Chamber offers a Leadership Southlake program, and that the Standing Committee is now planning to mentor each other through a "Buddy System" which was developed by the Executive Committee. Mr. Baltimore noted that the Standing Committee would soon be focusing on developing new goals for the upcoming year. Gary Fawks stated how pleased he was that so much progress has been made. He was one of the SPIN representatives that worked on these goals, and was pleased to see that so many of them had been completed. Agenda Item No. 4. Revisions to Ordinance - Joe Mast began the discussion by stating that the proposed revisions are a collection of ideas gleaned from "on-the-job training." There was no model to work from, so the Standing Committee has worked to fine tune the ordinance and articles as they learned more about what worked well. Mr. Mast then reviewed specific suggestions. He noted that the Senior Delegate would be appointed at large and would be 55 or over. He then discussed the Youth Delegate suggestion. The Standing Committee wanted to further define this position and rename it to Teen Delegate. He then discussed the maintenance of SPIN's map. The reason for suggesting this change was that the SPIN representatives are more familiar with the workload required to cover the neighborhood sufficiently. This would allow them to have flexibility to adjust boundaries to deal with these kinds of issues. Martin Schelling stated that this was also intended to make it possible to make adjustments when subdivisions come in -- you don't want to split a neighborhood. Mr. Mast stated that he now believes that this provision should include language to make it possible for the Council to ratify this action. Rick Stacy asked how the sixteen neighborhoods were determined. Shang Yelverton stated that the boundaries were determined by the Community Development Department. 4 SPIN Standing Committee Minutes July 25, 1996 Terms of office for representatives were recommended to change from June through May to January through December. This suggestion was brought forward so that it would make it easier to deal with resignations. The subcommittee is also advocating the removal of term limits. The reason for this suggestion was to give the flexibility to the neighborhoods -- if a SPIN representative is doing a good job and the neighborhood would like for that person to continue to serve, they could. Joe Mast pointed out that there are no other boards with limitations. Removal of SPIN representatives was also addressed. The subcommittee believed it was necessary to have a method for removing representatives who were not performing. David Baltimore stated that when the changes were drafted, specific language was not incorporated. David Harris is going to help "tighten" the language so that it is a very specific, clear process. Mr. Baltimore then noted that SPIN has a Code of Conduct and there needs to be a way to handle problems. Councilmembers present were generally in agreement that there needed to be a process. Rick Stacy asked if the Standing Committee had discussed these changes. Joe Mast noted that this had been fully discussed. �W Gary Fawks stated that he fully supports the ideas represented in the proposed ordinance. There was nothing in the ordinance that bothered him. Jim Goggin pointed out that the Senior Advisory Committee should cover senior issues. Katie Holzgraefe stated that she believed it could work something like the Youth Delegate and SYAC. She serves as the liaison for SYAC to SPIN. Gary Fawks stated that he knows that the Senior Advisory Committee will bring information to the Council, but SPIN is a very effective method for getting information out. The group appeared to be generally supportive of creating this position. Gary Fawks mentioned that it would be nice if SPIN could work more closely with the school board, since they could benefit from the information. David Baltimore stated that he has established communication with CISD and an invitation to be involved has been extended to them. Darrell Faglie pointed out that there are four school districts in Southlake, and this should be remembered when making attempts to involve school districts. Katie Holzgraefe stated that she was in charge of the goal to get information out to interested groups. The school district is on the list. Jim Goggin stated again that he believes it is unnecessary to add a Senior representative because they are represented by SPIN representatives that are currently in place. ,,. 5 SPIN Standing Committee Minutes July 25, 1996 Scott Martin stated that he believes the changes are good. He only worried that the "good cause" provision was too vague. He also believes that the Senior delegate suggestion is fine. He is very supportive of the term limitations and appointment times. He believes that the organization is maturing and he feels that things are going well. He is also supportive of the map revision process as proposed. Mayor Stacy stated that he is supportive of the changes. He is a little concerned about the organization. One of his concerns is the political nature of the organization. He is worried that political activity may harm the program, since he heard some things on the campaign trail. The main purpose of the program is communication, not politics. He believes the organization ought to set its own parameters for political activity and live within them. He stated that Brad Bradley is concerned that SPIN is in trouble, and asked him if SPIN was going to die. He wanted to make this information available to SPIN so that they would know that there are rumors in the community that could hurt the organization. He just wanted to challenge the group to work on making the program work well. Doug Fierce stated that one of the goals of the Standing Committee was to advocate having SPIN representatives appointed to committees. This is happening. There has been little effort by the school district to involve SPIN representatives. Mayor Stacy reported that the Council was going to be open to involving as many people as possible. He suggested that the SPIN representatives should contact school representatives and express an interest in being involved. Scott Martin suggested that representatives should focus on school board members. The discussion continued. The Mayor noted that he likes to have the SPIN representative go with him when he visits with a neighborhood. The Standing Committee was in agreement with this approach. Discussion continued regarding work with the school and its representatives. Agenda Item No. 5. Open Forum - Scott Martin expressed his appreciation to the SPIN representatives for their hard work. It is important that SPIN continue to hold meetings, 6 SPIN Standing Committee Minutes July 25, 1996 particularly with developers. As a council member he is appreciative of the progress that is made as a result of the efforts of the SPIN representatives. David Baltimore thanked Council members attending, and the guests. There being no further business, the meeting adjourned at 8:55 p.m. ATTEST: Shana Yelverton taff Liaison 7 Joe Mast, Secretary