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SPIN2012-67 Email to Applicant - Pending RequestLori Payne From: Alison Ortowski Sent: Thursday, October 25, 2012 4:46 PM To: Lori Payne Subject: Fw: SPIN #8 Meeting Inquiry - 1709/Kimball Avenue Attachments: SPIN Applicant Packet.pdf; SPIN Meeting Request Form.pdf SPIN2012-67 Alison Ortowski Assistant to the City Manager 13 IJTHL KE (817) 748-8261 - Office From: Alison Ortowski[maiIto: aortowski(a)ci.south lake.tx.us] Sent: Thursday, October 25, 2012 4:42 PM To: chammons(a)greenwayinvestment.com Subject: SPIN #8 Meeting Inquiry - 1709/Kimball Avenue Hi Christy, Thank you for your call. As you know, the first step in the SPIN Meeting process is to speak with the SPIN Representative who will then make a recommendation on whether or not a meeting is needed. Your project is located in SPIN #8 whose representative is Pattie Minder. I understand from your voicemail that you have already spoken with Ms. Minder and that she is recommending a meeting for your project. Following that recommendation, if you wish to schedule a meeting, please fill out and return the attached SPIN meeting request form prior to the submittal deadline for your desired SPIN meeting date. Please note that I cannot schedule a meeting without a recommendation from the SPIN Representative. The next available SPIN Meeting dates and corresponding submittal deadlines are: Meeting Date Submittal Deadline December 3, 2012 November 8, 2012 December 10, 2012 1 November 15, 2012 Please let me know if you have any questions. Alison Ortowski Assistant to the City Manager IUCITY C_77hF SOUTHLAKE (817) 748-8261 - Office Follow The City: www. C ityof South lake. com www. MySouthlakeNews.com www. VisitSouthlakeTexas.com �;' You Southlake Program for the Involvement of Neighborhoods Applicant Information Packet Procedures: SPIN Forum Guidelines Source: City Council / SPIN Standing Committee / Administrative Category: SPIN Town Hall Forum Procedures Effective Date: October 1, 2003 Revised Date: 08/10/2010 1. Purpose The purpose of these procedures includes the following objectives: ■ To effectively communicate the role that the SPIN Program plays in the public process and how it works; ■ To efficiently and effectively process participation requests; ■ To efficiently and effectively notify residents of upcoming events in order to maximize participation and increase value to all stakeholders; ■ To provide follow-up communication that is useful for City Council, City Boards and Commissions, Program Participants, and City Residents. 2. Definitions 2.1. SPIN Staff Liaison: City -appointed staff member who is designated as the SPIN Standing Committee's liaison and schedules all SPIN Town Hall Forums. 2.2. SPIN City-wide Forum: Meetings held for developments located on SH 114 or Southlake Boulevard that impact the city as a whole. 3. SPIN Town Hall Forum Scheduling Process 3.1. Step 1: First Contact with Applicant — Typically, the initial contact with an applicant occurs with a member of the Planning and Development Services Department. During these meetings, staff: 3.1.1. Highlights SPIN meeting criteria which is included in the development application 3.1.2. Advises the applicant that, depending on meeting availability, at least a three-week timeframe is required to schedule a meeting (see Section 4 for more information), and 3.1.3. Directs the applicant to contact the SPIN Staff Liaison to discuss scheduling a meeting 3.1.4. Notify SPIN Staff Liaison via email of meeting and potential SPIN Meeting request SPIN Forum Guidelines 3.2. Step 2: Applicant Contacts SPIN Staff Liaison — The applicant contacts the SPIN Staff Liaison, or designee, who: 3.2.1. Provides the applicant with the SPIN Information Packet which includes: 3.2.1.1. SPIN Meeting Procedures Document 3.2.1.2. SPIN Neighborhood Map 3.2.1.3. SPIN Neighborhood Representative Contact Sheet 3.2.1.4. SPIN Town Hall Forum Schedule with Submittal Deadlines 3.2.1.5. SPIN Meeting Form: 3.2.1.5.1. Applicant Contact Information 3.2.1.5.2. Proposal Description 3.2.1.5.3. Project Location (Address or nearest cross - streets and existing landmarks and SPIN Neighborhood) 3.2.1.5.4. SPIN Neighborhood Representative Recommendation 3.2.1.5.5. Applicant's SPIN Meeting Request (Yes/No) 3.2.1.5.6. Desired SPIN Meeting Date 3.2.2. Instructs the applicant to contact the applicable SPIN Representative(s) within three business days in relation to the proposed development or community issue. 3.2.2.1. If contacting the SPIN representative is problematic, or a vacancy is present in the appropriate SPIN Neighborhood(s), the applicant may be directed by staff to contact a member of the SPIN Executive Committee, of which a copy of the individuals that comprise this body will be included in the packet materials provided to the petitioner. 3.2.3. Notifies, via email, the appropriate SPIN Neighborhood Representative as well as the SPIN Executive Committee following the meeting with the applicant that a SPIN Meeting Request is pending and provides contact information for the applicant. 3.2.3.1. If SPIN Neighborhood Representative is not contacted by applicant within three business days, the SPIN Neighborhood Representative shall notify SPIN Staff Liaison via email. 3.2.4. Creates an electronic file for the request that may be referenced as the request moves through the process, as well as by those needing information at some future date. SPIN Forum Guidelines 3.3. Step 3: Applicant Contacts SPIN Representative — The applicant contacts the appropriate SPIN Neighborhood Representative and discusses the proposed project with him/her. 3.3.1. The purpose of this contact is to familiarize the SPIN Neighborhood Representative with the proposed project so that he/she may make a recommendation as to whether or not a SPIN Meeting is necessary. 3.3.2. If SPIN Neighborhood Representative has not responded to applicant's request within three business days of meeting with SPIN Staff Liaison, the applicant shall notify the SPIN Staff Liaison who will: 3.3.2.1. Direct applicant to contact a member of the SPIN Executive Committee, and 3.3.2.2. Notify, via email, SPIN Executive Committee member of pending SPIN Meeting request 3.4. Step 4: Review of Meeting Requests — The decision to recommend a SPIN meeting to discuss and review a particular issue is at the discretion of the SPIN Neighborhood Representative who shall consider these Project Consideration Guidelines: 3.4.1 Circumstances where a meeting may be recommended is generally measured by the amount of visual impact or change in use it will have on the existing character of a property and would include the following: 3.4.1.1 Zoning changes and major site, concept or development plans 3.4.1.2 Where new development is proposed (i.e. new building construction, new residential homes, new streets/infrastructure, etc.); or 3.4.1.3 Where the character of existing development is dramatically changed, either visually or by use (i.e. major fagade changes to an existing building or a zoning change to add a use to an existing development); or 3.4.1.4 Where the property is residentially adjacent and/or located along a major corridor such as Southlake Blvd or SH 114. 3.4.1.5 Specific use permits where the use may have considerable impact on adjacent properties 3.4.1.6 Comprehensive Plan Amendments SPIN Forum Guidelines 3.4.1.7 Ordinances 3.4.2 Circumstances where a meeting may not be necessary include: 3.4.2.1 Plats, for their legal limitations on timing and fact that zoning and/or development plan will reflect the same design as the plat 3.4.2.2 Minor site plans where changes are being made to existing structures 3.4.3 Other Meeting Review Considerations 3.4.3.1 The SPIN Staff Liaison will not call a SPIN meeting without the consent of the SPIN Representative and/or a member of the Executive Committee unless directed by the City Manager, the full City Council, or a meeting request is remanded back to SPIN from the Planning and Zoning Commission. 3.4.3.2 In instances where a City Department is seeking input on an ordinance, comprehensive plan element or other non - development case, meetings may be called without the consent of a SPIN Neighborhood Representative. However, staff shall ensure that the Executive Committee as well as any representatives in neighborhoods affected by the proposal is notified about potential impact to the neighborhood. 3.4.3.3 The SPIN Executive Committee is solely responsible for the orderly management of the SPIN meeting agenda. 3.4.3.4 In instances where the issue has citywide implications, the SPIN Standing Committee (in conjunction with the SPIN area representative) is responsible for coordinating the neighborhood communication efforts to host a citywide meeting. 3.5. Stea 5: SPIN Neiahborhood Representative Meetina Recommendation The SPIN Neighborhood Representative reviewing the meeting request makes a recommendation as to whether or not a SPIN Meeting is necessary. This recommendation is communicated by the SPIN Neighborhood Representative to: 3.5.1. The SPIN Staff Liaison, via email, who will enter the recommendation into the request's record, and 3.5.2. The applicant 3.5.2.1. If the SPIN Neighborhood Representative does not recommend a meeting and the applicant feels that a SPIN Forum Guidelines meeting is necessary, the applicant may be directed by staff to contact a member of the SPIN Executive Committee for a second review and recommendation of the proposal. The communication procedure for this recommendation will be the same as with the initial recommendation as described above. 3.5.2.2. If the SPIN Neighborhood Representative does recommend a meeting, the applicant is not bound by that recommendation, as SPIN Meetings are not a requirement, and the applicant may choose not to move forward with such recommendation. 3.6. Step 6: Applicant Decision — The applicant, having received the SPIN Neighborhood Representative's recommendation, returns the completed SPIN Meeting Form to the SPIN Staff Liaison. On this form, the applicant will indicate whether or not a meeting is requested and the desired SPIN meeting date. The SPIN Staff Liaison will also record the SPIN Neighborhood Representative's recommendation on this form, referencing any applicable email communication on the topic. 3.7. Step 7: Meeting Coordination — If the applicant requests a SPIN Meeting be scheduled, 3.7.1. The SPIN Staff Liaison will: 3.7.1.1. Post meeting information on City Website (SPIN Meetings page and Events Calendar) 3.7.1.2. Send meeting information to SPIN Standing Committee via Weekly Email Update 3.7.1.3. Order signage 3.7.1.4. Record/send Connect-CTY phone call 3.7.1.5. Prepare posted agenda and send to City Secretary for posting 3.7.1.6. Prepare meeting materials (program, sign -in sheet) 3.7.2. The SPIN Neighborhood Representative will: 3.7.2.1. Notify SPIN Neighborhood of upcoming meeting utilizing additional communication tools that may be available to each SPIN Neighborhood Representative such as email communication with neighborhood homeowner associations. 3.7.2.2. Comply with the SPIN Code of Conduct 3.7.2.2.1. SPIN Representatives are held accountable to a Code of Conduct. In situations where a SPIN Representative does not wish to host a meeting in accordance with the Code, the SPIN Forum Guidelines SPIN Representative may ask his/her Alternate Representative to host the meeting. The Executive Committee also reserves the right to host or coordinate with another SPIN Representative to substitute host a meeting for the applicable SPIN area(s) in the event that an Alternate Representative is not appointed or if the Alternate Representative does not wish to host a meeting in accordance with the Code. 3.7.3. SPIN Standing Committee Members will: 3.7.3.1. Notify SPIN Neighborhood of upcoming meeting utilizing additional communication tools that may be available to each SPIN Neighborhood Representative such as email communication with neighborhood homeowner associations. See Section 5 for more information about Meeting Agendas and Format. 3.8. Step 8: Meeting Follow -Up 3.8.1. Documentation of SPIN Meetings — The City of Southlake staff member who attended the forum will generate a report following each meeting. Reports are general observations of SPIN Meetings by City staff and SPIN Representatives. The report is neither verbatim nor official meeting minutes; rather it serves to inform elected and appointed officials, City staff, and the public of the issues and questions raised by residents and the general responses made. Responses as summarized in this report should not be taken as guarantees by the applicant. Interested parties are strongly encouraged to follow the case through the Planning and Zoning Commission and final action by City Council. 3.8.2. Distribution and Posting of Reports on City Website - 3.8.2.1. The SPIN Staff Liaison will: 3.8.2.1.1. Post report on the SPIN website under "SPIN Meeting Reports" for access 3.8.2.1.2. Include report in electronic meeting file 3.8.2.1.3. Distribute report to SPIN Standing Committee members via Weekly Email Updates 3.8.2.1.4. Include in Planning and Zoning Commission meeting packets 3.8.2.1.5. Include in City Council Meeting Packets 3.8.2.2. SPIN Standing Committee Members will: SPIN Forum Guidelines 3.8.2.2.1. Distribute report to SPIN Neighborhood utilizing additional communication tools that may be available to each SPIN Neighborhood Representative such as email communication with neighborhood homeowner associations. 3.8.2.2.2. Follow project through development process by monitoring Planning and Zoning Commission and City Council meeting agendas and communicate to SPIN Neighborhood as necessary 4. SPIN Town Hall Forum Meeting Schedule 4.1. Regular Meeting Timeline — SPIN holds two (2) Citywide / Neighborhood forum nights on a monthly basis, the second and fourth Mondays of the month. If a meeting is requested, the meeting request must be submitted through the proper channels, as described in Section II, by the required deadline of three weeks in advance of the requested meeting agenda (please refer to the SPIN Meetings and Submittal Deadline Schedule included in this packet for meeting dates) in order to allow for adequate advertisement and notification of residents. All SPIN Meeting Forms must be submitted to the SPIN Staff Liaison in the City Manager's Office (CMO) by 5:00 p.m. on the required meeting submittal date. 4.2. Designated Overflow Meeting Date — If both the second and fourth Monday meeting schedules are full and/or if there are extenuating circumstances to consider when scheduling a project, a SPIN Town Hall Forum may be scheduled on the last Thursday of the month provided the following conditions are met: 4.2.1. The request is made no less than ten days from the meeting date; 4.2.2. The SPIN Neighborhood Representative and a majority of the SPIN Executive Committee recommend the meeting or the meeting is requested by the Planning and Zoning Commission or the City Council; and, 4.2.3. A City-wide Connect-CTY phone call is made in order to account for the inability to post signage throughout the city advertising the meeting. 4.2.3.1. If the meeting is requested due to a full schedule on the second and fourth Monday meeting nights, and the three- week notification timeframe can still be met, normal notification procedures will be followed as outlined in Section 5 of this document. SPIN Forum Guidelines 5. Meeting Notification Procedures — The SPIN Representative(s) and the Executive Committee will work with the SPIN Staff Liaison to publicize the meeting. Notification for upcoming SPIN meetings occur via a variety of communication mechanisms (see list below), coordinated through the CMO. SPIN Neighborhood Representatives are also expected to communicate meeting information to their SPIN Neighborhoods. Applicants may choose to communicate meeting information as well; however, use of the SPIN name or logo on an applicant -initiated mailing is prohibited unless the mailer is reviewed and approved through the CMO. Staff Communication Means City-wide Meeting* Neighborhood Meeting Agenda Posting X X Cable Channel X X Connect-CTY X X Facebook X X Media Tips X X Signage X (14 placed City-wide) X (4 placed at key locations near proposed development) SPIN Weekly Email Update X X Twitter X X Website X X *Developments located on SH 114 or Southlake Boulevard that impact the city as a whole shall be deemed city-wide meetings. 6. SPIN Meeting Agenda / Format 6.1. Arrival Time — Applicants are requested to meet the SPIN Neighborhood Representative at the meeting location thirty (30) minutes prior to the scheduled start time (typically SPIN meetings start at 6:00 p.m., 7:00 p.m. and 8:00 p.m.). This allows for discussion about the meeting, to review handouts and/or presentation materials to be provided during the meeting, and to provide an opportunity to review the ground rules and address questions. 6.2. Useful Information — Petitioners should present the following information during their meeting presentations: 6.2.1. Concept / Site Plan (copies for handouts, if development related); 6.2.2. Possible tenants for development; 6.2.3. Vision of development / issue; 6.2.4. Time frame for completion of development / issue; 6.2.5. Elevations of buildings; and SPIN Forum Guidelines 6.2.6. Estimated date(s) for placement on City Boards and Commissions and/or City Council meeting agendas so participants may continue participating in the public review process. 6.3. Meeting Protocol — The SPIN Representative / Host will open the meeting with a review of the SPIN Program, the meeting format and the SPIN meeting ground rules. The host will then introduce the applicant and/or presenters. A question and answer session will follow the presentation. Applicants are asked to provide information on the merits of their proposal, and are asked to avoid any comments or references to other developments or proposals pending with the City. 6.4. Policy on Follow -Up Meetings — SPIN will agree to host ONE meeting with a petitioner. Should a petitioner wish to hold a follow-up meeting with specific neighborhoods or Homeowner Associations, they will do so only at their own expense and initiative. Developer -initiated meetings should be communicated to the SPIN Representative so that information may be made available and advertised through appropriate channels. Meetings should not be offered under the guise of the SPIN program, and use of the logo or SPIN name is prohibited unless expressly permitted by the Executive Committee. 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G. 7LLN SLAYTONADDITION o i N0. 18 ADDN u co �I �I I WATERMERE j ST MARTIN -IN- AT C ,THE -FIELD ADDITION SOUTHLAKE i ADDITION i I I CHESAPEAKE PLACE i I i ' UNION CHURCH R_ --------------- - - = ------------- HILLSIDE- ESTATES SON PLACE ESTATES D ES TIMBERLINE ESTATES RIVER BROCK PARKERS CORNER —TIFFANYACRES J. G. ALLEN —----N0.98AL SPIN STANDING COMMITTEE MEMBERS October 2011 [Not For Publication] SPIN #1 SPIN #5 SPIN #9 Rob Baker Barbara Schlauch Ray Tremain Address: 601 Clariden Ranch Road 1605 Mockingbird Lane 1410 Kensington Ct. H: 214-608-3104 H: 817-416-0289 H: 817-421-1180 Term expires 05/31/13 Term expires 05/31/13 Term expires 05/31/13 SPIN #10 SPIN #2 Ronald Evans, Chair David Alexander, Secretary SPIN #6 930 Parkview Lane. 904 Quail Creek Court Mike Terry H: (817) 912-0096 H: 817-251-1156 1710 Wild Rose Way Term expires 05/31/12 Term expires 05/31/12 H: (817) 251-8851 Term expires 05/31/12 SPIN #11 Monique Schill SPIN #3 162 Jellico Circle Jeffrey Medici SPIN #7 H: 817-821-6539 2123 Cheyenne Park Lane Vic Awtry, Vice Chair Term expires 05/31/13 H: 817-488-9555 775 Lakewood Dr Term expires 05/31/13 W: (817) 329-6621 Term expires 05/31/13 Senior Representative David Baltimore 1368 Holland Hill H: (817) 488-3593 Term expires 05/31/12 SPIN #4 SPIN #8 Lou Hillman Pattie Minder 603 N. Kimball Ave. 223 Eastwood Dr. Youth Representative C: (817) 247-3392 H: (817) 481-7492 Michelle Terry Term expires 05/31/12 Term expires 05/31/12 Address: 1710 Wild Rose Way H: 817-251-8851 Term expires 05/31/12 H = Hoare phone C = Cell phone TV— Morb-Phone F = Fax SPIN STANDING COMMITTEE MEMBERS October 2011 [Not For Publication] SPIN #1 Alternate VACANT SPIN #5 Alternate SPIN #9 Alternate Name: Name: Name: Address: Address: Address: H: H: H: C: C: C: Email: Email: Email: Term expires 05/31/13 Term expires 05/31/13 Term expires 05/31/13 SPIN #10 Alternate Name: SPIN #2 Alternate VACANT Address: Name: SPIN #6 Alternate H: Address: Juliet Williams C: H: Address: 2132 Camden Circle Email: C: H: 817-337-6819 Term expires 05/31/12 Email: Term expires 05/31/12 Term expires 05/31/12 SPIN #11 Alternate Name: SPIN #3 Alternate Address: Name: SPIN #7 Alternate H: Address: Name: C: H: Address: Email: C: H: Term expires 05/31/13 Email: C: Term expires 05/31/13 Email: Term expires 05/31/13 Alternate Senior Representative Milton Blake Address: 1306 Lakeway Drive H: 817-416-3638 Term expires 05/31/12 SPIN #4 Alternate VACANT SPIN #8 Alternate Name: John Logan Address: 221 Eastwood Drive Alternate Youth Representative H: H: 817-329-2907 Name: C: Term expires 05/31/12 Address: Email: H: Term expires 05/31/12 C: Term expires 05/31/12 H = Hoare phone C— Cell phone TV— 1ForkPhone F = Fax 2012 SPIN Forums - Meeting Dates and Submittal Deadlines Meeting Date January 9, 2012 Submittal December 15, 2011 January 23, 2012 December 29, 2011 February 13, 2012 January 19, 2012 February 27, 2012 February 2, 2012 March 12, 2012 February 16, 2012 March 26, 2012 March 1, 2012 April 9, 2012 March 15, 2012 April 23, 2012 March 29, 2012 May 14, 2012 April 19, 2012 May 28, 2012 May 3, 2012 June 11, 2012 June 25, 2012 May 17, 2012 May 31, 2012 JuIv 9, 2012 June 14, 2012 July 23, 2012 June 28, 2012 August 13, 2012 July 19, 2012 August 27, 2012 August 2, 2012 September 10, 2012 August 16, 2012 September 24, 2012 August 30, 2012 October 8, 2012 September 13, 2012 October 22, 2012 September 27, 2012 November 5, 2012 October 11, 2012 November 12, 2012 October 18, 2012 December 3, 2012 November 8, 2012 December 10, 2012 November 15, 2012 November 5th date is irregular to account for Thanksgiving. December 3rd date is irregular to account for Christmas Approved by SPIN Standing Committee - November 8, 2011 ',A-V 4 PINS i'V#4 Southlake Program for the Involvement of Neighborhoods Meeting Request Form Applicant Contact Information: Name: Business: E-mail: Work Phone: Alternate Phone: Proposal Description: (Short, 2-3 sentence description of propose project. This information will be used on the advertising for the meeting. EX: 11,000 sq. ft office building on 2.5 acres located at 100 Southlake Boulevard.) Project Location: Exact Street Address: Nearest Cross Streets: SPIN Neighborhood: Additional Location Information: SPIN Neighborhood Representative Recommendation: (Please indicate Yes or No) ❑ Yes ❑ No SPIN Meeting Request: (Please indicate Yes or No) 17'[T1 0 0 0 M■0C•7 Desired SPIN Meeting Date: For office use only: SPIN Case No.: Initial Contact: Recommendation: Form Received: Website: Connect-CTY: ',A-V 4 PINS i'V#4 Southlake Program for the Involvement of Neighborhoods Meeting Request Form Applicant Contact Information: Name: Business: E-mail: Work Phone: Alternate Phone: Proposal Description: (Short, 2-3 sentence description of propose project. This information will be used on the advertising for the meeting. EX: 11,000 sq. ft office building on 2.5 acres located at 100 Southlake Boulevard.) Project Location: Exact Street Address: Nearest Cross Streets: SPIN Neighborhood: Additional Location Information: SPIN Neighborhood Representative Recommendation: (Please indicate Yes or No) ❑ Yes ❑ No SPIN Meeting Request: (Please indicate Yes or No) 17'[T1 0 0 0 M■0C•7 Desired SPIN Meeting Date: For office use only: SPIN Case No.: Initial Contact: Recommendation: Form Received: Website: Connect-CTY: