HomeMy WebLinkAbout1994 01-25 CTFMSummary Notes
Communications Task Force
Tuesday, Jan. 25, 1994
Call to order
7:10 p.m.
Present
Gerry Nelson
Dawn Sommers
Alex Alexander
Julie Doth
Roxana Benjamin
Terri Swanson, staff liaison
Recruitment of members
Staff liaison, Terri Swanson, stated that Mayor Paulson had asked if the task force wanted to
increase its number of members to nine. After discussion, members stated that they would
• like to recruit members to fill the current vacancy and see how many candidates we receive
before making that decision. Member Sommers suggested that we advertise for members
through professional associations like PRSSA. Member Benjamin suggested we talk to Mary
at the Chamber to recruit members. Members also suggested that the ad be designed to be
more appealing than simply a public notice of the openings on the committee. Swanson said
she will design and place the ad.
Swanson then stated that if anyone wanted to be considered for the positions of chair or vice
chair that they should let her know.
Joint meeting
Next, the committee discussed their presentation for the joint meeting of the council and
commissions on Feb. 9 that member Gerry Nelson was to give. After discussion, the
committee suggested that Nelson discuss the history of the committee, the brochure, the video
and then the committee's objectives for 1994. Member Doth suggested that we include a
copy of the communications work plan in the package of information distributed at the
meeting. Swanson said she'd update it and make sure it was included in the packet.
Brochure
Member Alexander asked the purpose of the new brochure. Swanson said it wad to project a
positive image of the community. Alexander said that it would have been nice to get a
brochure when he recently moved into the city. He said the only contact he had with the city
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was when he received a threatening notice from the water dept. stating that he must pay his
water bill or his water would be shut off. He explained he had just moved in when he
received the letter. Swanson will investigate. The committee suggested using the brochure as
a welcoming packet to new residents.
Customer Service/Communicating with Residents
The committee then discussed the issue of customer service for the city. Benjamin asked if
Swanson sees all correspondence before they go out. Swanson said she should, but doesn't
think that she does. Swanson suggested that maybe customer service should be an objective
for 1994. Benjamin suggested that the city look into the customer service program called
"Treating your Customers like Gold." Swanson said she is currently investigating it.
Sommers then explained the Mystery Park program to Benjamin who was absent from the last
meeting. Benjamin suggested we join forces with other cities to sponsor the customer service
training program for city employees. Doth asked if Swanson had seen the police survey that
was distributed in newsletters. Swanson said she reviewed it before it was sent. Doth
explained that some of the cities promotional pieces look fragmented. She said that she did
not know that the city newsletter which is 2-color when sent out alone, was the same
document that is included in the park and rec. brochure. Swanson asked what the committee
thought about combining the two pieces and Sommers said that Hennepin Parks combines
• their newsletter and brochure for many reasons. She stated that they did research on
readership and it proved advantageous for them to combine the two. She said she will send
Swanson the readership studies that were done. Some members did feel that using a different
color stock for the brochure would help distinguish the two pieces of information.
Alexander asked how new businesses were put on the list. Swanson said a list of businesses
is received from community development. Alexander said that he didn't receive a newsletter
at his business. Swanson said she'd investigate. (Note: home businesses don't receive a
separate newsletter because they should already receive a newsletter at their home.)
Sommers cautioned the city to put the TDD# on all literature distributed because it is required
by ADA law. Swanson will mention this to the city's standards committee. Nelson also
suggested that the city state on all publications that their materials are available in alternative
formats for persons with disabilities.
Presentation Video
The committee then viewed a promotional video for a company that computerizes proposed
design projects so that people can see what a project will look like when complete. The
committee agreed that it liked the concept and that the committee should develop a list of
guidelines for communicating with residents. The committee felt that it should be suggested
that this type of presentation be used for special projects. The committee then discussed
0 using direct mail to inform residents of meetings, etc. Benjamin then asked if we were still
planning to discuss literature system at Realtor Day. Swanson said yes. The committee then
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decided to wait until the next meeting to discuss how to distribute the brochures to the Page 3
business community.
Adjournment
8:45 p.m.
Next meeting
Tuesday, Feb'. 22, 7 p.m., Conference Room B, City Hall
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