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2010-02-08 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.