2001-05-01 P & Z Agenda - Laserfiche WebLink

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~ March 29, 2001 Commtmications Ad Hoc Committee Meeting Minutes web site, records management, cable channel and the newsletter. Committee Member Bode requested that the Chair clarify the role of the Committee. Chair Brenner stated that the Committee may research as much internal processes of the City as they desire and make viable recommendations to Council. Chair Brenner again stated that, at a minimum, the Committee would be researching the above stated items. Committee Member Bode questioned the definition of communication. Chair Brenner stated that communication was not only for residents but of the City, but the general public and providing the opportunity of the general public two (2) communications with the City. Chair Brenner stated that she was surprised to see $10,000 budgeted for the Committee. Committee Member Fairbrother stated that the Council removed this dollar amount at their meeting. Chair Brenner stated that Council supports the Committee and would be discussing an alternative budget amount at a later meeting date. A suggestion was made regarding inviting outside individuals participation in providing information and suggestions. The Chair felt that this was a viable option. 2. Progress Reports Chair Brenner stated that she would attend Council meetings to provide same. 3. Current Communications Resources Chair Brenner briefly reviewed with the Committee a list of the current communications resources that the City has available. Chair Brenner stated that the list contained items that she was aware of at the time she served on Council. Chair Brenner felt that the list may be outdated, but it was a starting point for discussion. Chair Brenner stated that for the past two (2) years any independent contractor, Ms. Patricia Scott, has been used to compile the City's newsletter. Chair Brenner stated that Ms. Scott has been producing 12 issues per year that are provided to local businesses for distribution and a quarterly newsletter that is mailed to residents. Chair Brenner provide a sample newsletter and detailed expenditures associated with the production of same. Chair Brenner stated that Council is currently researching this item and that the Committee may suggest a more cost effective avenue for providing the same information to residents. Chair Brenner stated that contained in the packet wcrc samples of other communities newsletters and suggestions for additional information. Chair Brenner stated that the Committee needed to research cost effectiveness, content, etc. Chair Brenner stated that when Ms. Scott was hired to produce the newsletter, she was given full rein and Council did not have much input as to the information placed in same. Over time, there has been questions as to what should or should not be addressed in the newsletter. Initially, Council never provided Ms. Scott with direction as to what should or should not be contained in the newsletter, which has put Ms. Scott in an awkward position of trying to please a lot of people without getting really solid direction up front. In fairness to Ms. Scott, that has made the production of the newsletter very difficult. Chair Brenner stated that she felt that the new Council had more ideas as to the direction of the newsletter, a more formal process for content, and review process. Chair Brenner explained that Council is looking for a recommendation from the Committee for a more formal process, content, layout and appearance. Chair Brenner stated that when she was serving as a Council Member, the Council would approve every newsletter prior to distribution. Chair Brenner stated that the City is responsible for the content of the