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Summary Notes
Communications Task Force
Tuesday May 24, 1994
Call to order
7:00 p.m.
Present
Bernie Gaffney
Dawn Sommers
Julie Doth
Linda Smith p1' 1 a L1rwi
Roxana Benjamin
Terri Swanson, staff liaison
Communications update
Staff liaison Terri Swanson provided an update on the communications projects that were
happening at the city.
Drop box
A drop box for water bills will be installed near the front entrance of city hall to better
accommodate residents and to free up receptionist time.
i Video on cable
The City will soon be airing its new promotional video as well as the Earle Brown
Heritage Center video on channel 37.
Signs on Shingle Creek
A new sign will be posted near the police station entrance informing the public that
the courthouse and service center is one block south of City Hall. This will help
alleviate the unnecessary traffic at the police station and city hall and help better
communicate to residents where the courthouse is actually located.
New letterhead design/colors
The standards committee has developed new letterhead for the City as an interim step
to the potential new image campaign proposed for 1995/96. The committee is
recommending a new paper stock and color.
Old Business
Chair and vice chair positions
The committee discussed the recent appointments of Dawn Sommers and Alex Alexander to
the positions of Chair and vice chair, respectively. The committee noted that member
Sommers did not at this time wish to be chair due to personal obligations that may require the
majority of her attention. The committee suggested that it make the recommendation to the
• city council that the task force appoint a chair as opposed to having a chair appointed by the
mayor.
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The committee did recommend that since it has two new members that it hold off on making
this recommendation until it has determined who it would like to appoint. At that time,
Sommers will send a written resignation to the mayor explaining her situation. Member
Sommers wanted to reiterate that her reason for not accepting the position this year was due
to the fact that she has just had her first baby and is currently on maternity leave from her
job. As a result, she doesn't know the limits of her time and feels that it would not be in the
best interest for her to serve in this capacity this year.
Update on realtors day/brochure sales
Swanson explained that realtors day was a success and that the brochure and video were well
received. She explained that currently she has not received any brochure orders, however. She
asked the committee if they thought the price was too high. Member Smith said that she did
not feel that the price was too high. Member Doth explained that the realtors were probably
asking their office managers to order them for the office.
Inserts
Swanson explained that the inserts for the newsletter were being designed and should be done
in the next month at which time they will be included in the new resident packages.
Community center survey
The committee discussed the recent special meeting regarding the community center survey.
Member Benjamin provided a brief update for those not present at the special meeting
regarding the results of the survey. The committee discussed the fact that the community
center image was important to the city from a public relations standpoint. The committee
questioned whether or not others received a copy of the results. Swanson indicated that City
Manager Gerald Splinter and Parks and Recreation Director Arnie Mavis both received copies
of the results. Sommers asked if the different commissions share meeting minutes. Swanson
indicated yes but that to this point the task force minutes have not been distributed to other
commission chairs or staff members. The committee agreed that sharing its minutes was
important from a communications standpoint. Swanson concurred and stated this would be
done in the future.
The committee suggested that Swanson provide new Director of Public Services Diane
Spector with the results of the community center survey. It also suggested that Swanson work
with Spector to discuss customer service issues.
New business
Customer service program for the City
Swanson explained that she spoke with Urban Corps regarding hiring an intern for the
customer service program. She stated that the cost to the city for a part-time, temporary intern
would be anywhere from $640-$840. (Note this cost was quoted over the telephone. In
• receiving the actual documents the cost could actually be as high as $1500). The committee
discussed the actual duties of the intern and decided that the best option was to have the
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intern write the plan and include in it how the program will be implemented and by whom.
Sommers then explained the idea of the customer service/shopper program for member
Gaffney who just joined the committee. Sommers cautioned that the program needs
commitment from top managers in order to be truly effective.
The committee instructed Swanson to seek permission to hire an intern as soon as possible.
Promoting the agenda
Swanson explained that the city council had asked staff to investigate ways to promote the
agenda before council meetings. Swanson explained that the council had asked to publicize
events in the local media in addition to on cable. She continued to explain that the deadlines
for the newspapers would not work with the current agenda production schedule. Member
Benjamin concurred. Member Sommers suggested that in addition to cable, we post the
information at City Hall. The committee also suggested that we put the information in City
Watch. Member Benjamin said that Northwest News will publicize that fact that the agendas
are available at city hall and on channel 37.
1995 Budget items
The committee expressed an interest in undertaking a city promotional campaign in 1995-96.
The campaign would include the development of a city logo and would include working with
is BRW to implement Brooklyn Blvd. ideas and standards into a new look for the city. Member
Benjamin suggested that Swanson call the City of Brooklyn Park to get an idea of costs of
implementing a PR program since Brooklyn Park is currently implementing the Come Home
to the Park program.
Crisis management plan
Based on recent developments at the City, the task force discussed and agreed to develop a
crisis communications plan. A subcommittee including members Benjamin, Sommers and
Gaffney as well as liaison Swanson decided to meet in a special meeting on June 7 at 7 p.m.
Other members of the task force were also invited to attend if they wish. Members of the
committee agreed to collect any sample crisis plans and send them to Swanson or bring them
to the meeting to use as guides. ,
Next meeting date:
The next meeting for the task force will be held July 12 at 7 p.m.
Adjournment:
9:10 P.M.
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