2014-06-24 el CITY AF
SOUTHLAKE
SOUTH LAKE
TEX
CITY COUNCIL JUNE RETREAT: JUNE 24, 2014
LOCATION: DPS North Training Facility
100 East Dove Street
Southlake, Texas 76092
CITY COUNCIL PRESENT: Mayor John Terrell, Mayor Pro Tem Laura Hill, Deputy
Mayor Pro Tem Brandon Bledsoe and Councilmembers Gary Fawks, Carolyn Morris,
Shahid Shafi, and Randy Williamson.
CITY COUNCIL ABSENT: None.
STAFF PRESENT: City Manager Shana Yelverton, Assistant City Manager Ben
Thatcher, Assistant City Manager Alison Ortowski, Assistant to the City Manager
Caroline Eckel, Communication and Websites Manager Pilar Schank, Chief Financial
Officer Sharen Jackson, Director of Human Resources Stacey Black, Director of
Information and Technology Greg Hendricks, Senior Director of Planning and
Development Services Ken Baker, Chief of Fire Services Mike Starr, Chief of Police
Steve Mylett, Director of Community Services Chris Tribble, Director of Public Works
Bob Price, Marketing and Tourism Manager Jill Lind, City Attorney E. Allen Taylor, and
City Secretary Lori Payne.
1. Call to order
Mayor Terrell called the June Retreat to order on June 24, 2014 at 4:36 p.m. City
Manager Shana Yelverton made opening comments and welcomed everyone to the
retreat.
2A. Executive Session
Mayor Terrell announced that City Council would be going into Executive Session
pursuant to the Texas Government Code, Section 551.087, deliberation regarding
economic development negotiations. City Council adjourned for Executive Session at
4:36 p.m. Executive Session began at 4:36 p.m. and concluded at 7:11 p.m.
2B. Reconvene
Mayor Terrell reconvened the meeting at 7:11 p.m. Mayor Terrell asked if any action
was necessary from Executive Session. There was no action necessary as a result of
Executive Session.
SOUTHLAKE CITY COUNCIL JUNE RETREAT MEETING MINUTES
JUNE 24, 2014 PAGE 1 OF 7
3. Dinner
The Mayor called for a recess at 7:11 p.m. while dinner was served.
4. Joint City Council and Community Engagement Committee Meeting
Community Engagement Committee Members Present: David Alexander, Bobbie
Heller, Randy Robbins, Craig Rothmeier, Monique Schill, Ben Siebach
4A. Call to order
Mayor Terrell called the Joint City Council and Community Engagement Committee
meeting to order on June 24, 2014 at 7:50 p.m.
Assistant City Manager Ben Thatcher welcomed everyone and reviewed the outline for
the joint meeting.
4B. Defining Community Engagement
Assistant to the City Manager Caroline Eckel initiated a discussion on defining
community engagement and discussed various levels of engagement. The group
discussed current communication vehicles for community notifications such as the
website, Connect -CTY, e- blasts, social media, posted agendas, online calendar, etc. as
well as new possible methods.
4C. Community Engagement Committee Role and Purpose
The group discussed how to increase community involvement and how the committee
can advance information and dialogue between developers and residents and,
ultimately, to the City Council. The committee members were challenged to increase
community involvement at future SPIN meetings and increase involvement with the
process in general.
4D. City Council and Committee Discussion: Expectations and Evaluation
It was recommended that the committee help engage and educate the public regarding
what the development process looks like for a particular agenda item and remind the
public to follow the process through to the end. The committee members need to
encourage and to remind the public to stay involved.
The consensus was there should be more meetings held for special Town Hall topics
with a meeting being held in the September or October time frame to discuss traffic.
This would be an opportunity not only for the public to give feedback and express
concerns about traffic and transportation issues but also hear what is currently being
planned for and worked on.
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JUNE 24, 2014 PAGE 2 OF 7
It was suggested that possibly more time be spent at the SPIN meetings for
controversial issues and suggested that the meeting format should remain flexible to
allow everyone in attendance to speak at the SPIN meetings.
The group discussed tools and metrics that could be used to measure success and
process improvements made by the committee. Staff and committee members can
further evaluate possibilities for measures.
4E. Close Joint City Council and Community Engagement Committee Meeting
Mayor Terrell closed the joint meeting at 8:52 p.m.
Mayor Terrell reconvened the City Council June Retreat at 8:57 p.m.
5. Reviewing Our Progress: 2013 June Retreat Priority Follow Up
• Re- Envisioning SPIN
• Infrastructure In Southlake
• Strategic Focus
• Community Recreation Center
• Park Development & Ops Funding
• Economic Development Program
• Tourism & Hotel Occupancy Tax (HOT) Use
Director of Public Works Bob Price reviewed infrastructure projects with Council. He
also discussed the new Directors Blog for traffic updates, and statewide and regional
water conservation as well as the City's approach.
6. Strategic Focus Discussion
• Mobility
• Infrastructure
• Quality Development
• Volunteerism
• Partnerships
• High Performance Management
• Safety & Security
• City Values
Assistant City Manager Alison Ortowski presented and discussed areas relating to the
Strategic Management System: mobility and infrastructure, department scorecards and
dashboards, partnerships and volunteerism, and safety and security.
Ms. Yelverton introduced the Community Recreation Center discussion item. Director of
Community Services Chris Tribble answered questions relating to restroom options and
other design features as well as the groundbreaking and grand opening of Phase 1.
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JUNE 24, 2014 PAGE 3 OF 7
Ms. Yelverton discussed holding an upcoming joint meeting with City Council and
various boards and commissions such as: Crime Control and Prevention District Board
of Directors, Parks and Recreation Board, Southlake Parks Development Corporation
members, and Senior Advisory Commission. This meeting will be held on August 12,
2014 to discuss Community Recreation Center messaging and communication for the
May 2015 election regarding sales tax.
Mr. Thatcher answered questions relating to the May 2015 election.
Returning to the 2013 June Retreat Priority Follow Up items, Ms. Ortowski discussed
the economic development program.
Marketing and Tourism Manager Jill Lind then discussed tourism and Hotel Occupancy
Tax usage relating to the following topics: hiring of a sales and service coordinator,
usage of wayfinding signage, placement of public art, installation of an information
kiosk, installation of wi -fi in Town Square, and destination branding.
7A. Executive Session
Mayor Terrell announced that City Council would be going into Executive Session
pursuant to the Texas Government Code, Section 551.071, consultation with the city
attorney and Section 551.087, deliberation regarding economic development
negotiations. City Council adjourned for Executive Session at 9:44 p.m. Executive
Session began at 9:53 p.m. and concluded at 10:52 p.m.
7B. Reconvene
Mayor Terrell reconvened the meeting at 10:52 p.m. Mayor Terrell asked if any action
was necessary from Executive Session. There was no action necessary as a result of
Executive Session.
8. Resolution No. 14 -031, Appoint members to various positions on the
Building Board of Appeals, Parks and Recreation Board, Planning and
Zoning Commission, Southlake Parks Development Corporation, Zoning
Board of Adjustment (and naming a Chairman and Vice Chairman) and
2030 Sustainability Committee.
APPROVED
A motion was made to approve Resolution No. 14 -031, appointing the following
members to the Building Board of Appeals, Parks and Recreation Board, Southlake
Parks Development Corporation, Zoning Board of Adjustment, and 2030 Sustainability
Committee (the Planning and Zoning Commission was voted on separately):
Motion: Bledsoe
Second: Fawks
Ayes: Bledsoe, Fawks, Hill, Morris, Shafi, Terrell, Williamson
SOUTHLAKE CITY COUNCIL JUNE RETREAT MEETING MINUTES
JUNE 24, 2014 PAGE 4 OF 7
Approved: 7 -0
BUILDING BOARD OF APPEALS
Name Place Term Expiring
David Carpenter Place 2 June 2016
Mike O'Dell Place 4 June 2016
Kenneth Horne Alternate No. 1 June 2016
PARKS AND RECREATION BOARD
Name Place Term Expiring
Lori Palmer Place 4 June 2016
Mitch Hill Place 5 June 2016
Chad Patton Place 6 June 2016
Paul Venesky Place 7 June 2016
SOUTHLAKE PARKS DEVELOPMENT CORPORATION
Name Place Term Expiring
Laura Hill Council Representative June 2016
Gary Fawks Council Representative June 2016
Tina Wasserman Parks and Recreation Board June 2016
Representative
ZONING BOARD OF ADJUSTMENT
Name Place Term Expiring
Mike Smietana Place 1 June 2016
John Huffman Place 4 June 2016
Eric Ransom Alternate No. 2 June 2016
The City Council hereby names John Huffman as Chairman and Brad Cunningham as
Vice Chairman.
2030 SUSTAINABILITY COMMITTEE
Name Place Term Expiring
Brandon Bledsoe City Council Representative N/A
SOUTHLAKE CITY COUNCIL JUNE RETREAT MEETING MINUTES
JUNE 24, 2014 PAGE 5 OF 7
A motion was made to approve Resolution No. 14 -031, appointing Kate Smith to the
Planning and Zoning Commission:
Motion: Bledsoe
Second: Hill
Ayes: Bledsoe, Fawks, Hill, Morris, Shafi, Terrell, Williamson
Approved: 7 -0
A motion was made to approve Resolution No. 14 -031, appointing Daniel Kubiak to the
Planning and Zoning Commission:
Motion: Bledsoe
Second: Hill
Ayes: Bledsoe, Fawks, Hill, Morris, Shafi, Terrell, Williamson
Approved: 7 -0
A motion was made to approve Resolution No. 14 -031, appointing Michael Forman to
the Planning and Zoning Commission:
Motion: Bledsoe
Second: Hill
Ayes: Bledsoe, Fawks, Hill, Morris, Shafi, Terrell, Williamson
Approved: 7 -0
A motion was made to approve Resolution No. 14 -031, appointing D. Todd Parrish to
the Planning and Zoning Commission:
Motion: Bledsoe
Second: Hill
Ayes: Bledsoe, Hill, Terrell, Williamson
Nays: Fawks, Morris, Shafi
Approved: 4 -3
PLANNING AND ZONING COMMISSION
Name Place Term Expiring
Kate Smith n/a June 2016
Daniel Kubiak n/a June 2016
Michael Forman n/a June 2016
D. Todd Parrish n/a June 2016
In accordance with Section 4.21 of the City Charter, the caption for this item is listed as
follows:
SOUTHLAKE CITY COUNCIL JUNE RETREAT MEETING MINUTES
JUNE 24, 2014 PAGE 6 OF 7
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
SOUTHLAKE, TEXAS, APPOINTING MEMBERS TO VARIOUS
POSITIONS ON THE BUILDING BOARD OF APPEALS, PARKS AND
RECREATION ADVISORY BOARD, PLANNING AND ZONING
COMMISSION, SOUTHLAKE PARKS DEVELOPMENT CORPORATION,
ZONING BOARD OF ADJUSTMENT (AND NAMING A CHAIRMAN AND
VICE CHAIRMAN), 2030 SUSTAINABILITY COMMITTEE AND
PROVIDING AN EFFECTIVE DATE.
9. Adjournment
Mayor Terrell adjourned the meeting at 10:55 p.m.
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John C. Terrell
Mayor
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Lori Payne
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SOUTHLAKE CITY COUNCIL JUNE RETREAT MEETING MINUTES
JUNE 24, 2014 PAGE 7 OF 7