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HomeMy WebLinkAbout1992 04-21 CTFM• MINUTES OF THE PROCEEDINGS OF THE AD HOC CITY COMMUNICATIONS TASK FORCE FOR THE CITY OF BROOKLYN CENTER IN THE COUNTY OF HENNEPIN AND THE STATE OF MINNESOTA REGULAR SESSION APRIL 21, 1992 CITY HALL CALL TO ORDER Chairperson Capshaw called the meeting of the communications task force to order at 7:05 p.m. ROLL CALL Chairperson Capshaw, Members Andrewjeski, Nelson and Benjamin. Also present were Personnel Coordinator Geralyn Barone, staff assistant and Recording Secretary, and guest Kristen Mann. Members Miller, Brandvold, Keehr, Warner and Pfann were absent from this evening's meeting. Chairperson Capshaw noted the Northwest News newspaper has been increasing its coverage in Brooklyn Center, and Member Benjamin said residents need to be alerted about things going on in the City. • COMMUNICATIONS COORDINATOR - REVIEW OF OPTIONS The task force discussed Mayor Todd Paulson's State of the City address and Councilmember Phil Cohen's response to it. The discussion particularly centered around the communications coordinator position as it related to the address and rebuttal of it. Chairperson Capshaw asked members to take a few minutes to rank the duties and responsibilities outlined in the communications coordinator options form. Each member worked on their own individual rankings, excluding the first item regarding developing a communications plan, which members agreed this would need to be done anyway. The members proceeded to report on their individual rankings. Chairperson Capshaw noted there is a lot of consistency from the members of what they think Brooklyn Center needs and what they think is important to the communications coordinator options. The top priority included the duty of coordinating communication with citizens (City newsletter, cable TV), followed by coordinating communication between staff and the public, coordinating marketing of the City, coordinating employee communication, and, finally, general administrative support. Chairperson Capshaw said the task force needs to find a way to make a strong statement that marketing • a positive image of the City through information should be 04-21-92 -1- 4 . emphasized. Chairperson Capshaw noted the focus of the task force should not be in the area of general administrative support duties such as researching, preparing, and editing reports and speeches, and scheduling for elected officials. Chairperson Capshaw said the question now becomes what is the most cost effective way to accomplish the task force's priorities with coordinating communications with citizens as the most important task. There was discussion regarding the City's current newsletter and the process used to publish it. Chairperson Capshaw asked if the volunteer coordinator responsibilities should be an element of this position because it is a big undertaking and not vital to the communications coordinator position. Member Benjamin said it is something the City should be involved in, but the communications coordinator should not be expected to fulfill all of the responsibilities of a volunteer coordinator. Chairperson Capshaw suggested, to make the position more doable, the task force may want to leave out the volunteer coordination portion of it if the proposal is for a part- time job only. Member Benjamin reported that interns could be made available for minimal pay on a project basis. Personnel Coordinator Barone said some of the items that could be done on a project basis include producing a City style and format guide, developing recognition • programs, and preparing a community information packet. There was discussion regarding cable television activities with a recommendation that items 2(b) and 3(e) of the position description be combined. Chairperson Capshaw suggested adding a function of coordinating City marketing with the Earle Brown Heritage Center. There was discussion regarding preparing a report to the city council recommending a part-time position with only limited job duties related to communications. Member Nelson suggested the tone of the report to the city council should be that the person hired in this position would work for the City and not for any individual city councilmembers. Chairperson Capshaw said the members of this task force are here as citizens concerned for Brooklyn Center, and there is a concern that the City has a negative image regarding crime and housing. He said he would like to have Brooklyn Center remain a good place to live. The task force members agreed that a person in a part-time position could accomplish the tasks covered in items 2, 3, 4 and 5 of the drafted position description (coordinating communications with citizens, between staff and the public, marketing, and employee communication). Member Andrewjeski wondered if a part-time position would be approved, and there was some discussion regarding this. He also pointed out that not only would there be costs for • a part-time position, but there would be a need to develop a budget 04-21-92 -2- for specific projects such as a new City logo, an information packet, and special cable television projects. Member Nelson said the first question to be asked is whether or not the City should have this position. There was discussion regarding the actual cost of a part-time position, including personnel expenses, supplies and materials, and office equipment. The task force agreed that it would plan to present a proposal to the city council at the council's May 26, 1992, meeting. For the next communications task force meeting, Personnel Coordinator Barone will prepare a cost estimate for a part-time position, redraft a position description including items 2, 3, 4 and 5 from the original position description, and draft a position paper in the form of a memorandum to the city council. Chairperson Capshaw said he would like to meet with representatives from the Earle Brown Heritage Center to exchange ideas on marketing, and he suggested that this meeting be arranged prior to the next communications task force meeting. DISCUSS PUBLIC HEARING ON GOALS STATEMENT, CABLE TV ISSUES Chairperson Capshaw suggested the task force place a hold on discussion about a public hearing and carry this item over to the next meeting for discussion. ADJOURNMENT The communications task force adjourned at 8:32 p.m. Respectfully submitted, Geralyn R. Barone Recording Secretary • 04-21-92 -3-