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Item 5A (2)City of Southlake SPECIAL CITY COUNCIL WORK SESSION TOWN HALL 3 rd FLOOR TRAINING ROOMS SEPTEMBER 6, 2005 MINUTES CITY COUNCIL PRESENT Mayor Andy Wambsganss, Mayor Pro Tem Keith Shankland, Deputy Mayor Pro Tem Carolyn Morris, and Councilmembers Gregory Jones, Virginia M. Muzyka, and John Terrell. CITY COUNCIL ABSENT Councilmember Laura K. Hill. STAFF PRESENT City Manager Shana Yelverton, Assistant to the City Manager Ben Thatcher, Intern Matthew Kotter, Information System Technician Sam Cobb, Interim Director of Public Safety Richard Smith, Chief of Fire Services Robert Finn, Community Services Officer Michael Bedrich, Fire Inspector John Ard, Intern Ross Korkmas, Economic Development Specialist Stefanie Wagoner, Director of Finance Sharen Elam, Director of Human Resources Kevin Hugman, Public Works Operations Manager Chuck Kendrick, and Deputy City Secretary Tara Brooks. Agenda Item No. 1. Call to order Mayor Wambsganss called the work session to order at 2:06 p.m. Eric Hulet from Grace Community Church led the invocation. Agenda Item No. 2. Discuss: Coordinated community response for hurricane relief. Mayor Wambsganss stated the City was unable to provide shelters because there was no place that meet all of the criteria for shelters as established by the American Red Cross. The City is exploring availability of funds and different ways to contribute. Mayor Wambsganss explained this was an information gathering session to allow the City to better measure and determine what long term efforts it can undergo. Mayor Wambsganss opened the floor to allow each organization to describe their relief efforts. Carroll Independent School District - Diane Frost and Trustee Erin Shoupp • Creating an Adopt a District Program • Working with families moving into school district • Student groups are collecting water • Contact School District as soon as possible regarding students being sheltered in Southlake Grace Community Church — Eric Hulet • Teaming with national denomination relief efforts • Partnering with Mt. Gilead in Keller Department of Public Safety — Chief Finn • Providing security assistance to Arlington shelters • Monitoring evacuation needs UNOFFICIAL SPECIAL CITY COUNCIL WORK SESSIONMINUTES, SEPTEMBER 6, 2005 PAGE 1 OF 5 Citizen Emergency Relief Team and D.P. S. Citizen's Association — Anne Wise • Members have undergone shelter management training • Members are available to volunteer as needed Christmas is For Children — Linda Pavona and Dana Fidler Hosting a canned food drive at DPS West Facility - Distributing to families moving into apartments and being sheltered in homes in Southlake Teaming with Battered Woman's Shelter to collect household items Looking for volunteers to load trucks and deliver to various sites Mayor's Advisory Committee — Leon Wambgsanss • Has database of all churches in Southlake and can assistance with communication Christ Our King Church — David Whitington • Church members are assisting at receiving centers • Church members are available to volunteer as needed • Teaming with G.R.A.C.E. City of Southlake — City Manager Yelverton • Coordinating with Tarrant County Relief Efforts • Using website to keep community updated on relief efforts • City employees available to volunteer as needed Southlake Chamber of Commerce — Giovanna Phillips • Will provide assistance for job placement S.P.I.N. and Senior Advisory Commission — David Baltimore • Can assist in communication • Members available to volunteer as needed D/FW Airport — John Terrell • Community Relief Fund • Teaming with G.R.A.C.E. • Has a donation center for goods and supplies • Delta hanger is being used to store and ship food • Flights donated by airlines to take supplies to Louisiana and Mississippi • Blood Drive, Wednesday, September 7, 2005 D/FW Car Rental Gateway Church — Mark Jobe and Stephen Prior • Teaming with Life Outreach International to get supplies to devastated areas • 80 families available to shelter evacuees • Preparing feeding teams and construction teams to send to Louisiana • Collecting satellite telephones Cornerstone Bible Church — John Watson • Providing referrals to appropriate organizations • Providing support to local families that are sheltering evacuees UNOFFICIAL SPECIAL CITY COUNCIL WORK SESSIONMINUTES, SEPTEMBER 6, 2005 PAGE 2 OF 5 • Church members are available to adopt families • Exploring opportunities to provide diversions /entertainment • Providing counseling Southlake Boulevard Church - Doug Allison and Janice Morris • Church members are available to volunteer as needed • Exploring possibility of Community Praise Concert Grapevine Relief and Community Exchange — Tricia Wood • Providing emergency relief assistance • Collecting food, clothing, gas vouchers, phone cards, etc. • Providing stop -gap funding until F.E.M.A. money is available • Assisting families at DFW Hilton • Teaming with United Way and Battered Women's Shelter • Community Clinic open Thursday, September 8, Presbyterian Church in Grapevine • Benefit Concert Thursday, September 15, Palace Theater in Grapevine Lonesome Dove Baptist Church — Coy Quesenbury • Teaming with GRACE. • Church members are available to volunteer as needed Southlake Woman's Club — Wendy Stokes • Collecting school supplies • Members available to volunteer as needed Anchor Church — Cyndi Stansky • Looking for other churches /organizations to partner with • Can provide administrative support • Can provide storage areas Pathways Church — Christine Tata • Teaming with Community Storehouse Keep Southlake Beautiful and Southlake Garden Club — Liz Durham • Donating money to Red Cross • Selling engravable bricks in Liberty Garden Phase II to collect money • Collecting cell phones at the Community Center or Metroport Teen Court • Organizing cleanup management and recycling programs through Keep America Beautiful and Keep Texas Beautiful • Members available to volunteer as needed Southlake Harbor Church — Matt Turner • Having clothing drive and food drive • Church members are looking for evacuees to shelter • Teaming with G.R.A.C.E. • Preparing feeding teams and construction teams to send to Louisiana UNOFFICIAL SPECIAL CITY COUNCIL WORK SESSIONMINUTES, SEPTEMBER 6, 2005 PAGE 3 OF 5 Moms in Touch, International — Debbie Mason • Collecting formula and diapers • Creating prayer groups to pray for children of the disaster • Looking for volunteers • Luncheon Thursday, September 8, 11:30, Timarron Country Club Missions International — Bob Mason • Raising money • Has warehouses that are available for storing goods Metroport Meals on Wheels — Mary King • Providing meal assistance to all ages • Teaming with senior organizations to provide diversions • Resale Shop is providing clothing and household items The Community Storehouse — Susan Moore • Teaming with First Baptist Church Keller and Mt. Gilead Church • Providing assistance to any families that need it • Collecting money • Recruiting volunteers Grapevine — Colleyville Independent School District — Kay Wagoner • Teaming with G.R.A.C.E. • Providing assistance to any families that need it • Collecting money • Recruiting volunteers Southlake Christian Church — Dwight and Tamra Carpenter • Looking for other churches /organizations to partner with Team Worldwide — Doug Tabor • Assisting in shipping goods to Louisiana and Mississippi Hope Christian City Church — Terri Sqirczynski • Looking for partnering opportunities Agenda Item No. 3. Meeting adjourned. The Mayor adjourned the work session at 3:32 p.m. Andy Wambsganss Mayor ATTEST: Tara Brooks UNOFFICIAL SPECIAL CITY COUNCIL WORK SESSIONMINUTES, SEPTEMBER 6, 2005 PAGE 4 OF 5 Deputy City Secretary UNOFFICIAL SPECIAL CITY COUNCIL WORK SESSIONMINUTES, SEPTEMBER 6, 2005 PAGE 5 OF 5