HomeMy WebLinkAbout3E, Communications Committee Subcommittee Proposal�
EN HILLS
Request for Council Review
T'repared By: Patrick Klaers, City Administrator Worksession Date: ApriI 18, 2011
Communications Committee Subcomm�ttee Proposal
Discussian Topic:
Discussion on issues Communications Cotx►mittee has been wprking on.
Supporting Documents:
1. Memorandum dated April 18, 2011, from Patrick Klaers.
2. E-rnail dated March 28, 2011, from Communications Chair Arlene Mitchell.
�
EN HXLLS
MEMORANDUM
DATE: Apri118, 20ll
TO: Mayor & City Councilmembers
FROM: Patrick HIaers, City Administrator �a.�/✓
SUBJECT: Conn�na.un�cations Committee Subcommittee Proposal
Back�xound
At the March 28th City Cauncil meeting, Councilmember Tamble stated that he would like to
discuss with Council sozx�e issues that the Corr�munications Committee has been working on; and
some of the ideals ihat they have for improving cammwiications with our residents. Attached is
a March 28th e-mai� from Communications Chair Axlene Mitchell on this topic.
Da#e: March 28, 2011
To: Mayar and City Councilmembers
Patrick Klaexs, City Administrator
From: Arlene Mitche�l, Communications Committee Chairperson
Subject: Czty website change: subject-arienied email lists
The Communications Committee is in the process of looking at the meti�ods and tools used io
comrnunicate city inforrnation. One thing that we have nflted is t�at people are increasingly u�ing
websites, email lisis, and social netwarking tools to sign u� for messages on subjects of their
choosing. Sarn.e metro cities are already providing this ap#ion. While we are still studying how
the city can take best advantage of what technology now has to offer, ane idea—using subject-
oriented email lists to send short, timely, targeted messages—proznises so much value that we
would like to begin experimenting with zt now. Wha# we Iearn from doing this will assist us is in
preparing other ��commendations.
�n the past, people attending various city meetings have been afFered appartunities to put iheir
naxne on a contact list, however, this has been a largely manual pxocess. We now have other
options. The email lists we are referring ta in �his memo wau�d be built not by staff, but by the
peo�le themselves, who would go the city's website and "subscribe" ta subjects that interest
ihem. (An "unsubscribe" facility would a�so be available.) Staff could then use ihe lists built on
the website to sez�d tizxxeiy, targeted emails.
Or�r proposa� .
We would like an apportunzty to experiment wiih tl�is faciliiy. This exper�ment will not cost the
city anytliing except a Iittie stafftime. Meagan Beekman, who has been participating in the
committee's discussions, reports that the capability already exists ta creaie subject-oriented email
lists from tk�e city's website and ihen use those ��sis to send me�sages; she just needs put it into
place on the current website. We would like to have her do that.
In additiox� to learning how the technology works, we need to work out process issues. Our goal
is to su�port staff in identifying the points in work flow when messages should be seni and in
creating eff cient and effective processes for quick�y producing and sending standard emails. We
will start with small, but meaningfuI messages.
All expe�z�aezats need a siudy group and we would Iike to use thase already active in the city—iis
elected Ieadership, staff, and commission and committee volunteers—as our core participants.
We wa�id begin by using existing staff err�ail lists io send traditional ema.ils to these people,
inviting them ta go to the city's website and subscribe io ihe topics that interest them. Because
the ability to �ubscribe would be on the city's website, it is possible ihat others will stumble on it
and sign up, too. We view that as an asset—their participation will help us gauge interest and
haw successful this carnmunicatians technique can be for the city.
Example� of short, timely email subjects (and lists) might be:
• A notice when tlaexe will be a public hearing
• A notice when an important announcement is added or changes on ihe city website
• A notice when ihe Council and Planning Commission packets have been posted on the
website
• A notice when a new issue o�'th.e city newslettex xs available a� the website. (We are
already changing our process with the printer to get a high-quality PDF from them as
soon as it is available. It is possible that this would get infarmation to people more
c�uickly than mail delivery o£the haardcopy.)
We will work out the s�ecif cs of these lists and messages, as well as the technical process, witla
the appropr�ate staff inember(s). If we understand correctly, most of the inforn�ation in the above
examples currentiy funnels thro�gh Becky Brazys, who is a.lso the Communications Committee
staff liaison. It wauid be logical far her and Meagan to be the staff people involved in this
expez�ment. (�'lease note, we have not had a ch.an.ce to discuss this with Becky yet—she is out o�
the office for several days. However, gi�en our working relationship, we expect that she will be
supportive of this effort.}
Our goal
Our goal is to see how well ihis process works, both in terms of the staff effort it requ�ires and
how useful recipients find the messages. Much of ihis feedback will naturally flow to staff
members. Using people involved in ciiy activities as our core participants also gives us
opportunities captiare feedback during casual (and candid} conversations. And, of co�rse, we can
always send out an email to partici�ar�ts seeking feedback, now that we have a ready means to
contact them.
Our reques�
We request your support in this experirnent, specifically your agreement tha� the initial group of
people invited to participate should be those already working for or vo�unteering in the city, and
your support in allocating small amounts of staff time to this effort.
Thank yo� for considering our request.
CC: Comrnunications Cornn�ittee, M�agar� Beekman