HomeMy WebLinkAbout1993 04-21 CTFMSUMMARY NOTES OF THE PROCEEDINGS OF THE
COMMUNICATIONS TASK FORCE MEETING
APRIL 21, 1993
CITY HALL
ATTENDANCE
Chairperson Capshaw, Members Benjamin, Andrewjeski, and Nelson.
Also in attendance were Personnel Coordinator Geralyn Barone and
Communications Coordinator Terri Swanson.
The summary notes of the March 30, 1993 meeting were read and
accepted by the committee. Barone discussed the fact that this
would be her last meeting on the communications task force
committee, and that for subsequent meetings Swanson would take over
as the City liaison. At that point, Capshaw then amended the
agenda to add an item number 5, which was a statement of thanks to
Barone for her commitment to the committee. Capshaw explained the
purpose of the committee for Swanson's benefit and gave some
background on the committee, its purpose, its goals and objectives.
He also discussed the fact that there was a plan previously
prepared by the committee that discussed the objectives and goals
of the task force and, because that plan has been submitted to the
mayor and the council and called a "plan", we should call the
communications plan that Swanson prepared a "work plan". This way
there would be no confusion between the two documents.
Next, Swanson's role in the committee was discussed, and Barone
explained the position of a liaison in such a committee. At that
point, the work plan outline that was distributed prior to the
meeting was discussed. One of the topics discussed was asking the
department heads about getting copies of the normal information
that they put out to citizens so that we could review this
information as a group and offer suggestions to the departments on
how to improve those documents. At that point, discussion about
the budget transpired and Barone explained that each department has
a budget for the documents that they produce. She also explained
that the finance department is considering a new type of budget
program which may change the way the communications budget is
evaluated.
SUBCOMMITTEES TO HELP PREPARE BROCHURES AND DIFFERENT DOCUMENTS
It was suggested by Nelson that we bring in some line employees to
help prepare some of our documents. He suggested the employees
that work for the City on the "front line" and who also live in the
City should be solicited to be on our panel or subcommittee to help
write the brochure, the video, etc. This would enable us to get
other people's points of view when writing these documents.
Swanson and Barone agreed to work together to solicit these
employees and will bring a list of people for these subcommittees
by the next meeting.
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At that time, Nelson also suggested that we put stuffers in our
water bills. Water bills are already going out, there's already
postage, and this is a convenient way to get our message out about
the City in another fashion.
Another budget topic was discussed; this being that we have $2,000
for the video and $1,300 committed for the brochure, both of which
can be produced in 1993. Benjamin suggested that Swanson talk to
Mary Welch at the Chamber of Commerce regarding the realtorIs
seminar that's being held on May 5. She suggested that we solicit
these realtors at the meeting for their ideas on what they want in
a brochure about the City. Barone then suggested that because the
new budget year is quickly approaching the work plan Swanson is
putting together should be done through 1994. Barone then
solicited input regarding making the communications task force an
actual commission as opposed to a committee. After brief
discussion it was decided that the committee liked their autonomy
and that they would prefer to stay a task force. They noted that
even though the City has hired a communications coordinator, their
task is not done and, therefore, they will continue to help the
City with their communications efforts.
Benjamin then stated that if we do a video, we need to get going on
it very soon because there are some major summer projects coming up
that we would like footage on. She further noted that if we do not
use the cable company we will not be able to use any past footage
taken from these events.
Barone then asked how the work plan was going to be implemented.
Swanson indicated that she will talk to department heads and city
officials prior to the next meeting to discuss their objectives and
goals and to obtain samples of what they currently distribute.
Capshaw then asked, as he was absent at the last meeting, how the
committee felt about the Brooklyn Park proposal that was handed
out. It was decided that there were some good things in the
proposal including some things that are similar to what Brooklyn
Center is facing and/or planning.
SET NEXT MEETING
Chairperson Capshaw asked if we could change the date of the May 19
meeting since he will not be available. Swanson suggested that we
push it back, since she has a lot to do prior to that meeting. The
meeting will be scheduled for June 2 from 7:00 to 9:00 p.m.
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