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HomeMy WebLinkAbout1992 03-25 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 MARCH 25, 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, Miller, Brandvold, Keehr and Nelson. Also present were Mayor Todd Paulson and Personnel Coordinator Geralyn Barone, staff assistant and recording secretary. Member Pfann was absent from this evening's meeting. Member Benjamin arrived at 7:20 p.m., and Member Warner arrived at 7:50 p.m. WELCOME NEW MEMBER The task force welcomed new member Gerry Nelson, who noted he has • a background in communications and currently serves as communications director for the community college system. APPROVAL OF MINUTES - FEBRUARY 19. 1992 There was a motion by Member Brandvold and seconded by Member Miller to approve the minutes of the February 19, 1992, communications task force meeting. COMMUNICATIONS COORDINATOR POSITION Chairperson Capshaw referenced the minutes from the financial task force meeting, and Barone reviewed the city council and financial task force action which places the communications coordinator position as part of the service prioritization process for all City expenditures. Chairperson Capshaw asked if there will be an opportunity to present information to the financial task force to explain the communications task force position regarding the communications coordinator, and Barone said a request could be made to appear on the financial task force's agenda. Member Brandvold said she is not surprised at the action of the financial task force. She said she recognizes the City has a participatory government (with communications and financial task forces), and with participatory government there is a risk in moving forward certain objectives. She added the communications task force should seriously look at the recommendation of the financial task force. 03-25-92 -1- • Mayor Paulson noted, having been at the financial task force meeting, that everyone agreed there is merit and value to the communications position. However, it is a matter of accessing resources to fund the position. Mayor Paulson suggested the task force should look at other options for the position, such as contracting, part-time employment, or working with another City. He hoped there would be a chance for the position to prove itself. Member Brandvold noted the public views anything labeled as "public relations" as frivolous. She added this is not a popular time in the public's eye to add a communications coordinator. Chairperson Capshaw noted at the same time, if citizens were surveyed about what Brooklyn Center needs, improving the image would be one of the issues. Member Benjamin arrived at 7:20 p.m. Chairperson Capshaw suggested there are various options for achieving the outcome desired by having a communications coordinator position. He added he is not sure the communications task force is the group to make arrangements for alternatives. It was agreed that City staff could put together options of what can be done. Member Brandvold said a logical approach might be to talk to the school district to buy into a cooperative venture. There was discussion regarding the various school districts and the public relations positions in these districts. Mayor Paulson suggested the volunteer coordinator aspect of the communications coordinator position could be an area to start in order to get people involved at no cost. Member Benjamin suggested civic organizations like the Brooklyn Center Chamber of Commerce, Rotary Club and Tourism Bureau might work together in promoting Brooklyn Center. Member Brandvold said she was surprised at the cost of the communications coordinator position, and Barone reviewed the breakdown of expenses, including salary, benefits, office furniture and computer equipment. Chairperson Capshaw said it would be possible to explore options such as working with the schools and civic groups. Member Benjamin said if the City Council is willing to approve a part-time position, work could be done on a project basis. Chairperson Capshaw said one criticism of the position description is whether or not one person could do all of the things included in it. • Member Brandvold said another opti Nelson pointed out interns need Paulson said he is using a high releases. He added at the MTC, interns have provided fabulous inpu~ like this, using interns would not a running, especially when the duties Brandvold gave an example of the us Benjamin said interns are there to relationship. Chairperson Capshaw 03-25-92 -2- Dn is to use interns. Member lot of supervision. Mayor school intern to write press Carlson School of Management Member Miller said in a job llow the City to hit the ground are project oriented. Member e of student teachers. Member learn from someone in a team added student teachers spend more time in the classroom absorbing and working. Member Brandvold suggested the use of part-time personnel and volunteers might work, as well as having interns assist on special projects. Chairperson Capshaw suggested the task force should set priorities on the duties outlined in the job description, and then determine what could be packaged and contracted out. Member Nelson suggested a newsletter, both internal and external, could be done with a half-time person. He added marketing is more complex, and, therefore, takes more time. He added interns or students could be utilized for other things. Member Benjamin asked how smooth the newsletter process is, and Barone reviewed the City's current procedures for producing newsletters. At the request of the task force, Barone proceeded to review the duties of the position description for the communications coordinator, identifying who does what now in the City. Member Warner arrived at 7:50 p.m. The task force discussed the citizen inquiry and response process, and Chairperson Capshaw pointed out that someone is needed to communicate better when something occurs in the City. Member Nelson said he feels this is the most important aspect of the position description. Chairperson Capshaw added marketing is really needed to give a positive message to the City. Mayor Paulson noted he could have used some assistance in preparing the State of the City report. He added it would be helpful for City departments to have assistance in making information more readable. He made a comparison to the MTC and explained marketing used by the MTC. Member Warner suggested adding "editing" to item 6(a) in the communications coordinator position description. Member Benjamin noted the City of Brooklyn Park's aim in hiring a communications coordinator was to be involved with the community. However, the communications coordinator has not been involved in many areas as she had expected. Chairperson Capshaw said there are some parts of the position description that could be pulled out and handled by contract. Member Benjamin said she will call around to the local schools to find out what types of internships are available. There was general discussion regarding the availability of finances and the importance of the position in contributing to community development. Member Miller pointed out in the short run, a communications coordinator may not do anything for the City, but in the long run, it can help bring money into the City. Member Benjamin pointed out that a comparison could be made to any business advertising, which is always the first thing cut in a budget. Chairperson Capshaw pointed out when Brooklyn Center was . a developing City, the developers were selling the City. It was 03-25-92 -3- agreed that Barone would put together a list of options for accomplishing the tasks described in the position description without having to hire a full-time person. DISCUSSION ON PUBLIC HEARING Chairperson Capshaw suggested the task force may want a fixed stand on the communications coordinator position before moving forward with a public hearing. OTHER BUSINESS Member Andrewjeski said he would like to show the task force what can be done to improve the image of the City. He showed the members a video on environmental problems of lakes, which highlights the Minnesota Clean Rivers Program, and noted there is a problem by the Mississippi River in Brooklyn Center. He feels it would be a perfect public relations piece for Brooklyn Center to work on a project like this. Barone pointed out the park and recreation commission has scheduled a clean up day of the Shingle Creek area in May, and the City Council is in the process of approving an Adopt A Park/Trail/Street program. Chairperson Capshaw noted the video could be broadcast locally, but a tag for Brooklyn Center would be needed to add at the end of the clip. Member Andrewjeski said a clean up of the river could be done nicely by putting up a gate again and regaining control of the whole section along the river. Mayor Paulson said a project like this would be appropriate to work on the identity and involvement areas pointed out by the task force. Member Benjamin asked if the communications task force is an ongoing committee, and Barone said it is set up now in an ad hoc status. Chairperson Capshaw said a communications coordinator who also coordinates volunteers could assist in a project like this. Member Andrewjeski said this would be good, positive advertising for Brooklyn Center. Mayor Paulson said he feels the City should lead by example and the City could adopt part of the river to keep it clean. Chairperson Capshaw suggested Member Andrewjeski should explore the possibility of a river clean up. Barone said Member Andrewjeski should call Director of Public Works Sy Knapp, who is coordinating the Adopt A Park/Trail/Street program. Member Nelson noted cleaning up the river is a huge undertaking and advertising should not be put on television until the project is well organized. NEXT MEETING DATE The next meeting of the communications task force is scheduled for April 21, 1992, at 7:00 p.m. Member Brandvold said she may be absent from this meeting. ADJOURNMENT There was a motion by Member Miller and seconded by Member Benjamin to adjourn the meeting. The motion passed. The Brooklyn Center ad • hoc city communications task force adjourned at 8:47 p.m. 03-25-92 -4- 0 Respectfully submitted, • • Geralyn R. Barone Recording Secretary 03-25-92 -5-