2012-10-12 Committee on Citizen Engagement MinutesCOMMITTEE ON CiTIZEN ENGAGEMENT MINUTES
Octobe�• 12, 2012
After determiyiiz�g tl�at a quorum was present, the Committee on Citizen Engagement convened
in a meeti�ig o�� Friday, October 12, 2012 at 1:38 p.m. in tlie Council Work Session Roo�n at City
Hail.
PRESENT: Council Member Roden, Council Memba�• Gregory, Council Member Engelbr�cht,
Betty Williams (CMO}, Abra Nusser (Planning), Kara Roberson (PCO), Ke�vin Gu�ln
{Tech Services), Li��dsey Baker {PIO), Katia Baykin (Planning), Brian Lockley
{Planning), Kiersten Dieterle (PCOj, Mike Bell {Pla�u�ing}, Ke�in McGinnis (PCD),
Bryan La��gley (Fiiiance), Tonya De���erson (Reprograpl�icsj
1. Eiect t�ie Chaiz of the Co�nmittee on Citizen Engagertient.
Betty Williams called tl�e meeting to order. Cot�ncil Me�nber G�•egory nominated Council
Member Rodei� as c�aair; Couticil Member Engelbrecht seco�ided. Roden was elected chair.
2. Hold a discussian regarding tk�e �•aie, purpose, and charge to the Committee on Citizen
Engagement,
A capy af the �•esolution establisi�ing the committee was incl��ded in pac�Cet, Co«ncil Member
Gregory s#ated ti�at the charge see�ned to be two-part; advise Co�incil and staff rega�•ding
dist�•ihution o� i��formation and deveIap niethods of engaging citizens in order to receive
information and feedback. Co��ncil Menibe�� Engelbrecht agreed.
Receive a report from Cou�lcil Membe�• Roden rega�•ding liis attendai�ce at the Code for
A���erica Summit.
Co�.�ncil Men�ber Roden's �•eport included a presentation on Code for Arne��ica {CFA). He
discussed MindMixe�• (our EngageDenton), Chicago's 311 systein (t�•acks citizej� �•equests for
service, one-stop s��op, publicly accessible, farces City to be accoiiutabie), Textizen {allows
polling using ���aa��tphone technology, answ��•s questioi�s, texts back, assig�is Iocal a�•ea code,
���ay be usefiil witl� Comp plan or zaning changes), an online }�rogra�n in Santa Cruz for
developet•s, and tl�e Adopt-A-H�Tdrant prog�•am in Baston. Code for America assisted in
n�any of the applicatians. Mr, Roden saw oppo�•t��nities for Denton to develop an Open Data
Program, delive�� better services, and aliow the eity to work smarte�� and cheaper. This could
be accomplislied by partneri��g witk� our ui�ive�'sities or by applying for• a Cade for Anlerica
fellows�ip. The fellowship would assign 3 CFA fellows to work with De��ton for one yea�� to
pall t�ie commui�ity and staff ta ideniify prablen�s and develap web-based solutions. The
cast of the fellawship for one yea�• is $150,000,
Roden discussed meeti��g with Kevin Gunn to discuss an open data policy which would be
publiciy accessible, He stated that PDF files are hard to ��iake data �sefui.
Gregory stated tl�at t��e PDF� a11aw access to data without �nessing with seci�rity and citizens
cam�ot chaiige informatiox�.
C�MMITTEE �N CITIZEN ENGAGEMENT MINUTES
4ciobe�• 12, 2012
Page 2
Gregory asked if these were co��sulta�ts. Radez� stated tl�at it was a fellawship tkxat wo�ild
meet with city staff and ide��tify pi•oblems. The CFA Fellaws stay in the city for about a
month getting ta �now staff, people, a��d systems. The purpose would be to engage yaung,
tech sa�vy, civic-�inded citizens to voiunteer thei�• tii��e and talents.
�4. Receive a z•epart ai�d hold a disci�ssion regarding the status of citizen e��gage��ient as it relates
to the Comprehensive �lan.
Brian Lackley discussed the Co��prehensive Plan public outi°eacll. The Comp Plan project is
an18 month process using social ���edia, p�•ess xeleases, and �lewspaper, Staff will ideixtify
additionai aui��eacl� for tech sa��y citizens and identi�y gaps in the autreach as t�e pz�ogzai�i
prag�'esses. Staff wi11 ide��tify specific plans ta add�•ess cozn�nittee o��tzeach at different
phases oftlle praject targeting diffe�•ent segmen.ts o�cammunit�T and different deznog�•aphics,
Abi°a Nusser gave a detaiied presentatian o�i the Dento��2030 p�•ocess inchiding a�� update on
the process, the Kicicoff Open Ho�se, major contactJinfa�•nnia�g znethods, tl�z•ee co��ununity
farums, the Citize�is Ad�isory Co��unittee (CAC), the Denton Plan Ambassadors (DPA),
inforrr�atior�al community �neetings, �iiobile meetings, a�id ��exi steps.
Gregoty asked if the inforinatio�i had been p�•esented to council.
Nt�sser staE�d tliat the goal was to first meet witla CAC. CAC/DPA will continue ta meet,
staff will track tl�eir progress, a�id ei�courage t�eir assistance to get the wo�'d out about the
Co���p �'lan �pdate. Tliis informltion was first presented on �ctober 11 wit�� 1� people in
attendance.
Engelbrecl�t asked haw citizens sign iip without attending meetings.
N�sser stated that citizens can participate tl���o��gli email, twitte�', and �acebook without
attenditig. Tl�e question and answer sessio�l is a favorite pa��t o�t��e ineeting a��d pxovides a
variety of to�ics and notes tliat a�•e shared with consultants.
Gregary asked if the can��nittee knows w�iicii method is mast ef%cti�e in getting in�oz����ation
out and do we care.
Nusser stated illat we do ca�'e if it works. Staff asked pa��icipants how they get infor�nafizon.
Responses incl��ded NBC, Facebook, RSVP, e�nail, and enews. Enews is sepa�•ate email blast
which sends a direct ��aessage to add�•esses tlle city all ready l�as in databases. S�aff s#a�•ted the
contact list with depai•tmental and neighbarhood co��tacts, cl�ri'�ili �311�I1C P�COTC�S,
neighborhood associations, and Cl�an�ber infoimation.
Gregory inquired as to who is responsible %r getting the information ot�t to the pi�blic.
COMMITTEE ON CITIZEN ENGAGEMENT MINUTES
October 12, 2012
Page 3
Nusser ancf Kiei°sten Diet�i�l� discussed the i�itert�ai staff communicator's gro��p. Diete�•ie will
forward a list of group �nen�bers and discussion of tl�is item will be schedi�led as a fi�ture
agenda ite�n.
Roden asked if tliere was a repoi�t on sl�ort victories along the way regarding the process and
the use of an�bassadars, He also asked if staff was setting goals alox�g tk�.e way witli check off
points identifyi��g aneaniz��fi�l engagement.
N��sser stated that this would be do�le t�uougl� informational �iieetings aud fo�ums.
Roden requested a list of tl�ose signed ��p as a���bassadars sorted by district.
Nusser stated that the a�nbassadors are an open ended gra��p. Loc�Cley will present ��pdates on
p�'acess aiict can provide updat�d lists. Names may be plac�d o�� website if t�e volunteers a�•e
agz•eeable.
Engelbrecht asked if it is clea�• to citizens that they need to attend all tl�ee fort�ms. Nusse�•
stated tl�at t�iose interested i�i attending niay pick o��e of three days. Ambassadors must attend
all of the farums,
Lockley stated tl�at t�e cons��ltant �ias ia measure amaunt afparticipation and b�•eak ��p by
seg���eiit.
Gz�egory asked if the consultani was settiiig a goal far the nuinbe�• of citize��s to participate.
Loc�Cley stated tl�at a n�imhe�� has not been identified, Staff will contiz�ti�e to build a database
and b��ild on the participatioi� rate l�si��g the i�iformation gatl�ered to pinpoint wl�at other
�iiethods inigi�t be neecied to reach more people. Neigliborizood associations are used for
mobile ���e�ti��gs. Lockley stated that tlie �pdate process will continue after adoptioi� of plan.
Tlie metl�ad can be used to determine how staff can eontinue to engage citizens and get
feedback £o�• o#lier city activities.
Roden asked that Planning pzovide a staff �•epo�•t rza.aking su�•e boa�ds and co�n�nissions are
i���olved in the pracess.
Lockley will follow up rega�•dii�g baards ai�d commission in an upcoming Ca��ncil work
sessio��.
S. Hold a discussion and give staff directian regarding topics of interest fai• fiiture disci�ssion
and research.
Roden passed out iis� of future ite�ns fio coaisidez•:
• Ei�gageDentoi�
• Discuss alI City of Denton Com2nu��icators ai�d tliei�• roles
• Receive a repoi�i regarding Board and Commissian involvement in the comp plan.
• Use tl�e committee to advise on citizei� e�lgagement relati�lg to major catmcil policy
decisions.
C�MMITTEE t�II�1 �IT�ZEN �NGAGTIVI�N`�" MIN�ITES
C�cto�ae�� 12, 2012
���� �
��fevie��r Cit�� Cc�iincaE a��eet��x� xaoa���:�s aa��i �3�lici�s — agenc�a�, s��rcl�al��e mi�itttes,
�os��cri��ts r��vitl� tiFate tat�ls, ��sin� i�e�`f tec�x tc�o]s tca g�� �eec1l��.ck.
� Ai•� ��� ��Zalcii�g l�est t��e e�f ��ai° BQa,•ds a�xei �e�i�1T��issia�is`�
* Hc�w car� vve �etiex� ex����;e ��id ii�valve o��r r3ei�hl�r���li�ocls (�ee SQUfil�l�ke SI'IT�! ��r•o�;r�air}
��Levie�u of TI�II�-YT �anci alloi�vii3� access to �itizei��
� Co�z�lci� Dist�•ict-���cific �•e��rl�t• citizet� ce��orts —(sit•e�t t•��airs, ��ti�c�les, e�cle
eilfo�•ceit`�ei7fi, �tc.)
� Ii�cre�tsi�l� �rotei• inf� anci ���rtiei��atic�i�
� P��rs��e �is o�en d�ta ��o�i�y
* I-lo�u cail w� l�ette�• i�xv���re c�t�x• yo��tl�'?
� I)evelo� � � 11 sys�etii.
� I�o�� ca�� w��e l��t�e�• invc��ve tll� citizerl� in t�1e t��.idge�in� ��s�ocess`?
� Idei�tify �.�t�e����gec� �c�rtiotls 4f �a�ai� cc�rnr�lur���y �l�cl bi�ainstor�l� T��eil�ocis tc� l���ovicie
c�utreac��
C��°e�oi•y c�zies#ic��iecl t��e cc�st o#'a 3l � syste��� a���� vvl�ak is i��vcalvecl tc� aza��ale�ilet�i o�1e. He �l�c�
i'2C�LIf;Sf�E� 11��Q1'11i�i�1011 r��?O�l# S��i�� ��ic�t �l�iC� 51�1CC�SSfl11 f311�1'C1Gi1 131"0,�1'c�iI15 lil t�Y�l2'
t�����1°ti11�1115.
Et�g�il�i°ecl�t stateci tl��� the Cit�x r��ecls scail�etliit�� �i��7 #��i° citize�ls to ei���ge it�. "Clt� City cc���ld
ta�� differet�t se��i��nts c�F` cat�Ylnur�ity t�lat are ii��J�lved i�l art like �DAC oi• 11�►e F't�t�lic Aa•t
CpYn�i�ittee. T��e C�ty co�tld de��1o� ���ei a��c� ci•eata��e }�r�jects far tl�e �c����������ity.
�.ocleiY stateci th�t tl�is �vas ��i ij7t��•esfiii�� �vay tQ icie�ltify uT�engageci �ortica�is Qf ea����a�ti�a�ity.
�-�e wat�ld l�ke ta l,�ve � s�ssiati iil �vllicli t� l�rait�s�ori�l to icle�atify il�e ��neng���c1 �or�io�l� c�f
rat�t° cflil�7au'lity. Rade�� �skecl if �l�ei•� v�r�s �t ��r�y on fl�e Caty��cil ��r�bsite to 1��ve �ll disti•icf�
s�ec�fic issue� Iist�c� �ea�a°����l�ic��ly, G�°e�c���y a��e��tic���ecl ����;a�i��� citizez�s io ��a�•t�cip�at� tl�e
l�ucige�ii�g ��t•acess. T�ze cami��i�t�e iec��resteci t�7� list [�e �e•c+u�lit i�acic to tl7e �i�xt i�l�efin� �o
t��at tll�}r r�ot�lci �a�•i�ritize i�ito sl�o�•t a�zci la1�g tei°�li go��s
6. I�iscuss fir���re li�e�ti�j� �i�tes.
Car��ttlit�ee ��rill i�ieet nio�lt�31y. Willian�s �vill p�ll gi°o��p foi �a�ssible �atesltirn�s.
Witl� ��a ful-ther busi��►ess, tl�e r�leetili� tivas adjot��irecl 2:59 �.m.
.. �� � �_ ,�'
�.
�� ,. � �
��v� 1 �� �% w�` f w.�
�. e._._..
_ r�.r :�..��v �
KEVIl� R�DEI`�1 (J ,T4TT�I'Y I7E FtSOI'�?
CdMIl�ITTEE CHAIR R�C�}RI�II'�TCs SECR�TAI�Y
CITS� �� DENTQN, TE��-1S CITY QF D�I�IT(�N, T��A�