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2010-02-08 CC Strategy Session CITY OF SOUTHLAKE TEXAS STRATEGY SESSION WITH CITY COUNCIL: FEBRUARY 8 ,2010 LOCATION: Hilton Southlake 1400 Plaza Place Southlake, Texas 76092 TIME: 5:30 P.M. 1. Call to order. 2. Discussion of the Southlake Strategic Management System. 3. Discussion of citizen survey results. 4. A. Executive Session: Pursuant to the Open Meetings Act, Chapter 551, Texas Government Code, Sections 551.071, 551.072, 551.073, 551.074, 551.076, 551.087, 418.183(f), and 418.106(d) & (e). Refer to posted list attached hereto and incorporated herein. 1. Section 551.072: Deliberation regarding real property a. Discuss the potential purchase or lease of real property for city facilities. B. Reconvene: Action necessary on items discussed in Executive Session. 5. Meeting adjourned. 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, February 5, 2010, by 5:00 p.m., pursuant to the Texas Govern ,nt,Code, Chapter 551. Lori Payne' T C _ o City Secretary If you plan to attend this `p8Yb1k,' edi ng and have a disability that requires special needs, please advise the City Secretary's Office 48 hours in advance at 817-748-8016 and reasonable accommodations will be made to assist you. City of Southlake values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork City of Southlake City Council strategy session February 8, 2010 Page 2 of 3 EXECUTIVE SESSION Section 551.071: Consultation with attorney The City Council may conduct a private consultation with its attorney when the City Council seeks the advice of its attorney concerning any item on this agenda, about pending and contemplated litigation, or a settlement offer, or on a matter in which the duty of the attorney to the City Council under the Texas Disciplinary Rules of Professional Conduct of the State Board of Texas clearly conflicts with Chapter 551. This includes the following pending and/or contemplated litigation subjects: 1. Michael Kenny vs. City of Southlake. April 2008. 2. Jayson Steele vs. City of Southlake. August 2008. Section 551.072: Deliberation regarding real property The City Council may conduct a closed meeting to deliberate the purchase, exchange, lease or value of real property. Section 551.073: Deliberation regarding prospective gift or donation The City Council may conduct a closed meeting to deliberate a negotiated contract for a prospective gift or donation to the City. Section 551.074: Deliberation regarding personnel matters The City Council may deliberate the appointment, employment, evaluation, reassignment, duties, discipline, or dismissal of public officers, including the City Manager, City Secretary, City Attorney, Municipal Judge and city boards and commission members. A complete list of the city boards and commissions is on file in the City Secretary's Office. Section 551.076: Deliberation regarding security devices The City Council may deliberate the deployment, or specific occasions for implementation of security personnel or devices. Section 551.087: Deliberation regarding economic development negotiations The City Council may discuss or deliberate regarding commercial or financial information received from a business prospect that the city seeks to have locate, stay, or expand in or near the city and which the City is conducting economic development negotiations; or to deliberate the offer of a financial or other incentive to a business prospect as described above. City of Southlake values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork City of Southlake City Council strategy session February 8, 2010 Page 3 of 3 Section 418.183(f): Texas Disaster Act The City Council may deliberate information: 1) for purposes of preventing, investigating, or responding to an act of terrorism or related criminal activity and involving emergency response providers, their staffing, contact information and tactical plans; 2) that relates to the risk or vulnerability of persons or property, including infrastructure, to an act of terrorism; 3) that relates to the assembly of an explosive weapon, the location of a material that may be used in a chemical, biological or radioactive weapon, or unpublished information pertaining to vaccines or devices to detect biological agents or toxins; 4) that relates to details of the encryption codes or security keys for a public communication system; 5) that relates to a terrorism-related report to an agency of the United States; 6) that relates to technical details of particular vulnerabilities of critical infrastructure to an act of terrorism; 7) that relates to information regarding security measures or security systems intended to protect public and private property from an act of terrorism. The Texas Disaster Act specifically requires that a tape recording of the closed meeting be made. Section 418.106(d) & (e): Local meetings to discuss emergency management plans regarding pipeline safety The City Council may discuss emergency management plans involving pipeline safety and/or security of pipeline infrastructures or facilities when those plans or discussions contain such sensitive information. City of Southlake values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork CITY OF SOUTHLAKE TEXAS STRATEGY SESSION WITH THE SOUTHLAKE CITY COUNCIL HILTON SOUTHLAKE 1400 PLAZA PLACE SOUTHLAKE, TEXAS FEBRUARY 8, 2010 MINUTES CITY COUNCIL PRESENT: Mayor John Terrell, Mayor Pro Tern Virginia M. Muzyka, Deputy Mayor Pro Tern Laura K. Hill, and Councilmembers Brandon Bledsoe (arrived at 6:06 p.m.), Greg Jones, Carolyn Morris (arrived at 5:45 p.m.), and Pamela Muller. CITY COUNCIL ABSENT: None. STAFF PRESENT: City Manager Shana Yelverton, Assistant City Manager / Director of Public Safety Jim Blagg, Assistant City Manager Ben Thatcher, Assistant to the City Manager Alison Ortowski, Community Relations Officer Pilar Schank, Director of Community Services Chris Tribble, Economic Development Director Greg Last, Director of Finance Sharen Jackson, Interim Director of Human Resources Stacey Black, Director of Information Technology Dale Dean, Police Chief Robert Finn, Fire Chief Mike Starr, Director of Planning and Development Services Ken Baker, Director of Public Works Robert H. Price, and City Secretary Lori Payne. Agenda Item No. 1. Call to order. Mayor Terrell called the session to order at 5:40 p.m. Agenda Item No. 2. Discussion of the Southlake Strategic Management System. City Manager Yelverton gave the opening comments. She discussed the evening's plans and goals. Assistant City Manager Thatcher presented information on the Strategic Management System (SMS) timeline and reviewed an SMS report card with Council. City Manager Yelverton asked for Council's thoughts on the SMS and discussed its alignment with the master plans. Assistant City Manager Blagg walked the Council through a Visual Explorer exercise for the evening where Council was asked to choose two photos that answer two specific questions: 'What is the most important challenge the City will face in the next year?" and 'What is the most important challenge the City will face in the next five years?" Council participated in the exercise and discussed their view points. Mayor Terrell called for a dinner break at 6:52 p.m. and reconvened at 7:50 p.m. MINUTES FOR THE STRATEGY SESSION WITH THE SOUTHLAKE CITY COUNCIL FEBRUARY 8, 2010 PAGE 1 OF 2 Agenda Item No. 3. Discussion of citizen survey results. Assistant to the City Manager Ortowski introduced Scott Hansen of Decision Analysts who conducted the citizen survey. Ms. Orlowski reviewed the specific reasons for the survey and the general format for this evening's discussion. She discussed what will be done with the survey results. Mr. Hansen reviewed the mechanics of the survey and the objectives of the survey, the five point scales, the representative sampling, and the demographics. Ms. Orlowski reviewed some of the primary area responses and service satisfaction responses. Council continued discussing their thoughts and ideas related to the survey. Agenda Item No. 4A. Executive Session. At 9:19 p.m., Mayor Terrell announced the City Council would be going into Executive Session pursuant to the Texas Government Code Section 551.072, deliberation regarding real property. The Executive Session began at 9:25 p.m. and ended at 9:36 p.m. Mayor Terrell called the meeting back to order. No action was taken at tonight's strategy session. Agenda Item No. 5. Meetinq adjourned. Mayor Terrell adjourned the meeting at 9:36 p.m. John Terre Mayor ATTEST: Am- Lori Payne City Secretary MINUTES FOR THE STRATEGY SESSION WITH THE SOUTHLAKE CITY COUNCIL FEBRUARY 8, 2010 PAGE 2 OF 2 s City Council Strategic Session - February 8, 2010 Council present: Mayor Terrell, Virginia M. Muzyka, Pamela A. Muller, Laura K. Hill, Greg Jones, Carolyn Morris (arrived at 5:45), Brandon Bledsoe (arrived at 6:06) Staff present: Shana Yelverton, Jim Blagg, Robert Finn, Mike Starr, Ben Thatcher, Alison Orlowski, Pilar Schank, Chris Tribble, Stacey Black, Greg Last, Dale Dean, Ken Baker, Bob Price, Sharen Jackson 5:40:33 PM Mayor called the meeting to order. 5:41:09 PM Shana Yelverton welcomed Council and presented the plan for this evening. 5:42:13 PM Ben Thatcher presented information on the strategic management system report card. 5:57:40 PM Shana asked Council how they feel about the SMS. She discussed the alignment of the master plans with the SMS. 6:04:07 PM Shana asked for Council's thoughts on the SMS. 6:09:05 PM Jim Blagg presented the ice breaker for the evening. He asked Council to walk around the room and choose three photos depicting various 6:22:08 PM Jim Blagg asked Council to share their photos and explanations of those. Muzyka - merging the needs of young and old; choose the handprint that fits this city and stay our course and have strength Hill - mobility; invest in an infrastructure that is sustainable Jones - slow response to the recession Muller - challenges with finances, great burdens carried by staff and Council Bledsoe - gas drilling will be biggest challenges; impact of national events; Mayor - the importance for the Council to row together and working together, working through areas addressed in citizen survey together; stay on target, continuing building process, Morris - important resources such as energy, electricity, water 6:36:31 PM Council discussed the citizen's survey in general terms and resident's perception of government and various situations; communication is always an issue; what we plan to do with the results of the survey 6:50:58 PM Hill discussed a city Facebook account 6:52:08 PM Mayor called for a dinner break. 7:50:29 PM Mayor reconvened the meeting. 7:50:45 PM Alison Orlowski introduced Scott Hansen of Decision Analysts. (Recording just started at this point.) Alison reviewed the reasons for the survey and the general format for this evening's discussion. Mr. Hansen gave some background information and reviewed the mechanics of the survey. He reviewed the objectives of the survey, the five point scales, the representative sampling, demographics. 8:13:27 PM Orlowski reviewed some of the primary area responses - service satisfaction responses 8:59:45 PM Mr. Hansen summarized results and issues of the survey. 9:02:09 PM Shana reviewed the percentage gap between service importance and service satisfaction. Council asked questions and made final comments regarding the citizen survey. 9:18:06 PM Council suggested that Alison present this presentation to community groups such as Chamber, Executive Forum, and a copy in the library as well as other boards and commissions. 9:19:37 PM Mayor called for an executive session.