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HomeMy WebLinkAbout1991 11-20 CTFMMINUTES 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 NOVEMBER 20, 1991 CITY HALL CALL TO ORDER Chairperson Capshaw called the meeting of the communications task force to order at 7:07 p.m. ROLL CALL Chairperson Capshaw, Members Brandvold, Keehr, Tollin, and Warner. Also present was Personnel Coordinator Geralyn Barone, staff assistant and recording secretary. Members Andrewjeski, Janine Pfann, and a representative from Northwest News were absent from this evening's meeting. Member Miller arrived at 7:12 p.m. APPROVAL OF MINUTES - OCTOBER 23, 1991 There was a motion by member Brandvold and seconded by member Tollin to approve the minutes of the October 23, 1991, • communications task force meeting. The motion passed. TASK FORCE PLAN OF ACTION Chairperson Capshaw said the plan of action will be the main item of business for the next few task force meetings. Barone noted the city council has earmarked funds in the 1992 budget for a communications position, so this should be added to the guidelines list for the task force. The minutes should note that Member Miller arrived at this time. Member Brandvold said in tight financial times, communications is often cut when it is most needed. Chairperson Capshaw said the task force needs to make overall judgements regarding the communications audit and then proceed to work on the communications plan. Member Tollin expressed dismay over the sloppiness of the communications audit document, and wondered if the conduct of the audit itself was also sloppy. Member Miller suggested the task force may wish to prioritize reasonable things that can be done, and establish short term and long term priorities in the communications plan. Member Brandvold suggested that everything possible be discussed and then the task force should determine what is and is not realistic. • 11-20-91 -1- • Chairperson Capshaw said he feels the city council has not clearly articulated why communications need to be improved in the City of Brooklyn Center. Some possible reasons include increasing participatory communications, citizen involvement, citizen education, and community pride, and enhancing the City's image. Chairperson Capshaw said the task force needs to capture what it feels is the purpose of the communications plan, send this purpose to the city council for its approval, and then the task force can begin work on the plan. Member Tollin suggested a general mission statement and goals be developed. There was discussion regarding some image problems the City may have, and the task force members agreed that the City should be able to improve its image. Member Miller suggested the task force should look at what other cities have done in the area of communications. Chairperson Capshaw referenced the middle paragraph of page 17 of the Coleman and Christison Communications Audit, noting this provides a summary statement of what the task force needs to do. Member Brandvold described the Earle Brown Neighborhood Newsletter, which has been put in terms that everyone can understand. She noted the complexity of government information makes it difficult to understand when it is not well communicated. There was discussion regarding publicizing the agenda of city council meetings. Member Miller noted if residents were aware of issues in a more timely manner, the city council may get a better idea of the • pulse of the community before making decisions. Member Tollin said he comes from a small town background where city council minutes were printed in the newspaper. Barone said the City is not required by law to publish minutes of its meetings, and this would be expensive to do so. Member Brandvold said school boards are required to publish meeting minutes, but it would make more sense to publish a meeting agenda. There was discussion regarding the City's experience with the Brooklyn Center Post. Member Tollin shared statistics of the actual amount of news regarding Brooklyn Center in the Post before and after the size of the newspaper changed. There was discussion regarding the voluntary subscription and delivery of the Post. Chairperson Capshaw noted the Northwest News seems to be on an irregular delivery schedule. Member Brandvold said she feels 95% of the information in Northwest News is about Brooklyn Park. Chairperson Capshaw said the more immediate business for the task force is to work on a draft of communication goals. He suggested the task force work on these at its next meeting, and then ask for a response from the mayor and city council before looking at strategies. Chairperson Capshaw said he will try to put together a draft of these goals. • 11-20-91 -2- • Barone said she will obtain communication reports from other cities to distribute to the membership. Member Brandvold asked if it is legal for a city to have its own newspaper and if it is possible for a city to levy and produce a communications vehicle. If this is possible, member Brandvold suggested the City may be able to draw on businesses for advertising. Barone noted the City has shied away from using advertising in its newsletter because of possible conflicts of interest that might be created when advertisers must comply with City ordinances. Chairperson Capshaw asked how often the city manager's newsletter is published, and Barone said six times a year. Barone said she would obtain samples of other city newsletters for task force members. She will also send a copy of a recent survey outlining expenses for other cities' newsletters. There was some discussion regarding use of cable television and the current local programs called Northwest Cities and Northwest Edition. Member Keehr said she would be interested in watching a local cable television show with Brooklyn Center news. There was discussion regarding various uses of cable television, especially a locally produced weekly program. There was additional discussion regarding the City's newsletter. Member Keehr suggested the newsletter be dropped at businesses frequented by residents in order to increase circulation. • Chairperson Capshaw said the task force needs to establish a statement of purpose and goals, get a response from the mayor and city council, evaluate the available communications mechanisms, and determine which ones will help the City accomplish its goals. NEXT TASK FORCE MEETING The next meeting of the ad hoc city communications task force is scheduled for December 18, 1991, at 7:00 p.m. ADJOURNMENT There was a motion by Member Brandvold and seconded by Member Warner to adjourn the meeting. The motion passed. The Brooklyn Center ad hoc city communications task force adjourned at 8:40 p.m. Respectfully submitted, Geralyn R. Barone Recording Secretary • 11-20-91 -3-