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2014-01-13 Committee on Citizen Engagement MinutesCOMMITTEE ON CITIZEN ENGAGEMENT MINUTES January 13, 2014 After determining that a quorum was present, the Committee on Citizen Engagement convened in a meeting on January 13, 2014, at 1:34 p.m. in the Council Work 5ession Room at City Hall. PRESENT: Council Member Roden, Council Member Gregory, Council Member Engelbrecht, Betty Williams (CMO), Bryan Langley (ACM), John Cabrales (ACM), Howard Martin (ACM), Kevin Gunn (Tech Services), Katia Boykin (Planning), Brian Lockley (Planning), Katia Boykin (Planning), Barbara Ross (Community Development), Alison Ream (PIO), Chuck Springer (Finance), Nancy Towle (Finance), Tony Puente (Finance), Ethan Cox (Customer Service), Robby Stengel (PCO), Kiersten Dieterle (PCO), Kevin McGinnis (PCO), Tonya Demerson (Reprographics), Glen Farris (WeDentonDoIt) 1. Council Member Roden called the meeting to order. 2. The Committee considered approval of the minutes from the meeting of October 22, 2013. Council Member Gregory motioned to approved minutes; Council Member Engelbrecht seconded. Minutes approved. 3. The Committee received a web demonstration and held a discussion regarding Public Stuff, a mobile application CRM system. Council Member Roden provided background information and a web demonstration was provided by Paul Wolf of Public Stuff. Council Member Gregory asked if this product would work with the City's existing systems. Mr. Wolf (Public Stuf� stated that the system would work with the City's existing systems. Council Member Gregory asked who were Public Stuff's top competitors. Mr. Wolf stated that no one had all of the same products. Public Stuff was geared toward cities. Some other companies included CitySource, C-Clicks, and CompCate. Other cities using Public Stuff included Plano, McAllen, San Marcos, Bedford, and Round Rock. Council Member Gregory suggested contacting other cities to find out what additional costs were involved when implementing Public Stuff. Council Member Englebrecht suggested contacting cities that have universities. Council Member Roden stated that after review those items could be discussed at the next meeting. 4. The discussion regarding the University of North Texas community engagement efforts was tabled. COMMITTEE ON CITIZEN ENGAGEMENT MINUTES January 13, 2014 Page 2 5. The Committee received a report and held a discussion regarding Open Data information. Kevin Gunn, Director of Technology Services, gave a presentation on Open Data with the process outlined in the backup materials. Gunn recommended a phased approach to open data. Council Member Gregory asked if there had been any unmet requests for data. Gunn stated that there had not been any to his knowledge. Council Member Roden discussed the City's current linking policy and asked if staff could research how the city could possibly link to other sites. Council Member Gregory suggested an exit page like one used for DISD. 6. The Committee received a report and held a discussion regarding public involvement in the fiscal year 2014/15 budget process. Chuck Springer, Director of Finance, gave a report regarding the budget process. He discussed moving documents to a central location on the website, including an idea submission link, a summary of process/ideas, and social media/marketing. Council Member Gregory discussed the various methods he used in locating the budget document. Bryan Langley, Assistant City Manager, suggested setting up a page similar to the bond process. Council Member Engelbrecht asked about the budget being referred to as the Annual Program of Services and questioned if that was a standard name. Springer stated that the naming of the documents was related to submission to the various rating agencies. Council Member Roden suggested an unofficial public hearing early in the process, possibly before the proposed budget. Council Member Engelbrecht suggested publishing a time frame of when citizens could provide input into the budget process. Langley suggested the possibility of creating a video regarding how citizen could get engaged and the various methods of engagement. Langley stated that the process starts with the council retreat and strategic plan and priority requests were received in April/May. Springer stated that staff would review suggested items. 7. Management Report a. Topic Matrix Update Williams provided update. COMMITTEE ON CITIZEN ENGAGEMENT MINUTES January 13, 2014 Page 3 8. The Committee held a discussion to set the next meeting date and topics for discussion. Williams stated that she would check schedules for the next meeting date. Topics of discussion would include: Public Stuff update, open data update, UNT engagement, Flood Plain map, DCAD, and NEP update. 9. With no further business, the meeting was adjourned at 3:35 p.m. ���7 � � rt� �� '� �� ���,� . r , ��r � �... �'VIN R���� � ���1�"��a� , �i��;����� COMMITTEE CHAIR RECORDII�G SECRETARY CITY OF DENTON, TEXAS CITY OF DENTON, TEXAS