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Home My WebLink About1994 01-12 CTFMSummary Notes Communications Task Force January 12, 1994 Call to order 7:10 p.m. In attendance Fred Capshaw, chair Dawn Sommers Julie Doth Linda Smith Terri Swanson, staff liaison Explanation of Task Force Chair Capshaw gave a brief history of the task force and explained how it developed. Swanson then gave a brief update on her job responsibilities and explained the projects she's done since joining the City 10 months ago. Capshaw then explained that the task force has gone before the council approximately four times. Swanson explained that most of the items that she asked for on the communications budget had not been approved. She then listed the items. (See attached). She explained that the task force will need to go to the council for any projects they want to accomplish this year. Capshaw's resignation Chair Cap shaw then explained that he has taken a job as the president of a large college in Philadelphia and will start March 1. As a result, he will resign as task force chair effective January 31. Swanson explained that the mayor appoints the new chair of the task force. She stated that she believed the task force already had one member more than stated in its resolution. She will talk to Mayor Paulson to see if he still wants to advertise for another member. Mystery Park Guest Service Program Member Sommers then discussed the Mystery Park Guest Service Program for Hennepin Parks where she works. The program seeks volunteers who "shop" park employees. Volunteers complete and return a sheet regarding employee's service habits. She mentioned that employees were apprehensive at first so for the first two years they never told employees if they received poor marks. They did reward those who exceeded expectations by giving them park freebies like dollars to use at parks. She said the is program is meant to be user-friendly. She stated that the third year of the program, employees were notified of both good and bad shopper reports. • page 2 Swanson thanked Sommers for the information and explained that the City will be holding Customer Appreciation Week at the parks and rec department to determine any service problems there. She stated that she really likes the Mystery Park Program and Sommers said she would have someone contact Swanson with more information. Chair Capshaw explained that the task force should talk one-on-one with council members prior to ever taking an item before the council. This will give the task force a better chance of getting what they want. Cable T.V. Swanson talked about the NW Cities program and explained that is can be difficult to find new topics to produce each month. Chair Capshaw suggested promoting places like Brookdale etc. Member Doth asked whether people really watched cable T.V. Both Swanson and Sommers answered yes. Swanson said that she would bring the cable survey results to the next meeting for Doth's review. Sommers then asked in what capacity the task force worked and Capshaw explained the task force determines objectives and then proceeds to accomplish them He stated that sometimes the council directs the task force. For example, he explained, the council has asked the task force to direct the Humboldt Avenue meeting on January 19. Swanson gave time and place details. Promo brochure and video Swanson discussed the brochure and the whole literature system that is being produced. She explained that there have been major service problems with the designer so the brochure has been delayed a few months. She explained that it is at the printer and should be done shortly. She then showed members a proof of the brochure. Chair Capshaw noted an error in the name of Hennepin Technical College. Swanson said she would have it fixed. Sommers then asked the cost of the brochure because it looked so nice. Swanson said the whole system will cost $17,000. Swanson then discussed the video. Member Doth said that she had a lot of raw footage from a video she produced for the Visitor's Bureau and that the City could use it if we want. Swanson mentioned using the video on the City's Channel 37. Housing Commission/Come Home to the Park program Swanson then explained that the Housing Commission wants to work with the task force to promote a housing program like Brooklyn Park's Come Home to the Park program, Chair Capshaw then explained the Come Home to the Park program. Member Smith explained she would like a copy of the Come Home to the Park plan. Swanson said she'd make copies for the next meeting. Swanson explained that she didn't know enough about • page 3 what the housing commission wanted to do and that she would get more information and report back. She said that she would ask them to set objectives. Doth asked if the housing and community development areas worked together. Cap Shaw explained that they should. Doth then explained that she liked the idea of a theme like Come Home to the Park to rally around. Cap shaw explained that we need to get momentum to get the ball rolling. Sommers concurred. She said that momentum is a key word in what the task force needs to do. Capshaw explained that we need to correct the myths about the city. He explained that the brochure and video should help do this. Regarding the brochure, he said that we need to figure out the costs to reprint the brochures and put a plan together on how to sell these at cost to realtors, etc. Doth suggested that we look at relocators as a source for promoting the city. Smith stated that when her company moved from DesMoines they narrowed down what they wanted and then asked realtors to prepare packages of information. Swanson will get printing costs. Distributing the brochures and videos will be discussed at the next meeting. Sommers ask if we sought funding through printers and other businesses in the city for the brochure. Capshaw mentioned that at first he we did but then we found out that the community development department had $17,000 budgeted for the project. Capshaw suggested that we present the brochure and video to service clubs in the area and that we hold a special work session with the council to present the brochure and video. He also suggested that we explain our objectives for the year and plant the seed that we will be coming back for support to help us meet these objectives. Joint Meeting Swanson explained there would soon be a joint meeting of the commissions and council. She gave the specifics. Doth asked who was the spokesperson for the task force would be. The task force unofficially nominated Sommers but decided to determine the spokesperson at the next meeting scheduled for Tuesday, Jan. 25 at 7 p.m. Objectives will also be set at the meeting. Capshaw said he would attend if we like. Swanson will send an agenda. Next Meeting: Tuesday, Jan. 25, 7 p.m., Conference Room A. 0 'r F 9 Priority I 35mm camera Office desk and pannels Minnesota media directory Additional 5 hours/week max. for communications coordinator New image program* Total Priority 1 Priority 2 Budget Items for 1994 Electronic Message board CA y Watch to businesses! Miscellaneous supplies . photo boxes clippings album historical file Total Priority 2 Priority 3 C er Subscription to Comm Briefings Newsletter Newsletter shells/BC Briefs Employee incentive program Total Priority 3 Total $ 150 i R 9 3 ? $2 , 500 X-14 $ 100 a~ aAA4uvJ HH I ~ $30,000 M-at $32,750 $25,000 /Ko-t a f $ 5,415 m,o t d f f ^ ~ $ 500 of yk, ~ '12 z 0 $30,915 $ 1,000 a1CfA°'%-,4, d aie 'T`Z F a ~ $ 70 ~ti't ajc~ cX ci vt~,c~ eCe ~,•a Ny 13 $ 525 m- -j vyyj4"ed Q a ,z c r c etc c(e a.+1 c,e,-c r~ N z 10 $ 1,000 -,aT ,,ter,,, e.~d $ 2,959 $66,624 *Creation of new image campaign and logo for City Creation of new slogan/tag line for City Creation of city graphic standards guide Update literature/letterhead and other City Hall documents to conform to new look Update new resident information/brochures etc. for inclusion in literature packet Development of new feedback/resident survey forms