2017-01-04_PC_Minutes_Approved (3)

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Regular Planning Commission Meeting Minutes – Wednesday, January 4, 2017 Page 9 Notifications and Announcements 403 No comments 404 Engagement Metrics 405 Ms. Major addressed validity of digital media methods for the commission to consider in 406 determining website use versus other forums. 407 Discussion ensued, with the commission stating their interest in meaningful and valid metrics; 408 growth of the contact list depending on who was engaging in the process; and how each target 409 group could be tracked and how those goals for each would be established. 410 Ms. Major noted the challenge in determining goals and how to measure them; advising that 411 these are intended as sample goals used by their firm in other situations, but needing 412 differentiation for tracking and goal setting for each and developing an understanding of each 413 diverse group. Ms. Major clarified that these goals were a different thing, noting that simply trying 414 to set a numeric goal may not be as meaningful and only results in checking the box; and while 415 the goal may be met or perceived to be met, the question remained as to how meaningful that 416 information was or if anything useful was learned for the final document or as tracking 417 measurements. Ms. Major stated that therefore, she was also reluctant to not track and set goals; 418 but the question remained as to whether or not the city’s money was being spent wisely, creating 419 a balancing act in the process itself. 420 Member Bull noted this was one of his areas of expertise and recommended setting a goal and 421 target for the end product and then tracking each along the way for progress toward that goal. 422 Member Bull noted that if some percentage of Roseville residents had gone out to the 423 comprehensive plan update website one, what could be done to inspire engagement if that 424 communication tool is garnering responses. Member Bull opined that it would result more likely in 425 having meaningful input rather than little participation. 426 Chair Boguszewski suggested something more specific tied to the percentage, such as unique 427 visitors to the web page at least once during the course of the year and defining the real end 428 game. Overall, Chair Boguszewski noted the concern was that once the update was completed, 429 and 2-3 years from now, if a significant percentage of the population indicates that the update 430 wasn’t valid or if they hadn’t been aware of the update, or those choosing not to engage, how 431 would that make the plan update valid related to the actual community and its vision and future. 432 Chair Boguszewski recognized that there would always be a percentage of the population 433 choosing not to engage, but admitted that he was wary of holding meetings where people didn’t 434 show up. Instead, Chair Boguszewski stated his preference for options, such as through visiting 435 the website, where fewer residents may participate, but provide measurable tracking and goal 436 and inform how to proceed going forward. 437 Member Bull suggested establishing a communication plan specific to the comprehensive plan 438 and line items as part of that plan (e.g. city newsletter) and key things achieved, next steps and 439 check-in points; but committed to outreach for that particular publication with the ability to 440 determine if communication goals were being reached. 441 Ms. Major advised that their firm sometimes developed explicit communications plans for this type 442 of process; but based on her understanding, the city’s communication department staff would be 443 leading that with their firm and other city staff. 444 Ms. Collins confirmed Ms. Major’s understanding, and advised that the city’s communication 445 department and its manager were very adept at exhausting those tools, and how to drive people 446 to the website. Ms. Collins noted the huge list of thins they reviewed, including social media, 447 news updates, or various spots on the website used to catch people’s eyes. Ms. Collins advised 448 that staff and the consultants would work at mastering that process for the comprehensive plan 449 update as well. 450 Without objection, Chair Boguszewski stated the commission’s goal to update or refresh those 451 communication vehicles, whether print or online, on a monthly basis at a minimum no matter who 452 was responsible to do so, the city’s communication staff or the consultant and allowing a 453