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2014-12-15 Committee on Citizen Engagement Minutes COMMITTEE ON CITIZEN ENGAGEMENT MINUTES December 15, 2014 After determining that a quorum was present, the Committee on Citizen Engagement convened in a meeting on December 15, 2014, at 9:06 a.m. in the City Council Work Session Room at City Hall. PRESENT: Council Member Roden, Council Member Gregory, Council Member Ryan, George Campbell (CM), Bryan Langley (ACM), John Cabrales (ACM), Lindsey Baker (PIO), Alison Ream (CMO), Darren Groth (Planning), Katia Boykin (Planning), Cody Yates (Planning), Brian Daskam (DME), Kevin McGinnis (PCO), Robby Stengel (PCO), Tonya Demerson (Reprographics) 1. Council Member Roden called the meeting to order at 9:06 a.m. 2. Receive a report and hold a discussion regarding the City of Denton Communication Plan. Lindsey Baker and Robby Stengel gave a presentation regarding the City of Denton Communication Plan. Baker stated that the City has a decentralized communication system with a Public Information Officer (PIO) and communicators/marketers in various departments. Baker stated that resources are provided to the communicators throughout the City. Council Member Roden asked if the City of Denton was in line with other cities in how they communicate. Baker stated that the City of Denton is unique in the services offered, so the current system is somewhat unique among cities. Council Member Roden asked for a brief history of the PIO being separate from the Public Communication Office (PCO). George Campbell stated that although the PIO and Public Communication Office do not report directly to the same manager, those divisions work closely together. Council Member Roden asked what metrics and performance measures would be used for the communication plan. Baker stated that traditional methods will be used, such as the citizen surveys and bill inserts. Stengel stated that other methods may also be used for new platforms. Council Member Roden stated that at times there seems to be competing values in the City’s communications between proper vetting of information and releasing as much information as quickly as possible. Council Member Ryan asked if the City reaches out to media to correct errors. Baker stated that the larger media organizations usually contact the PIO to check for accuracy, but staff contacts media when they notice incorrect information. Council Member Gregory stated that the City should also be focused on listening to citizens and suggested customer service training for staff. Bryan Langley stated that customer service initiatives and website upgrades will be presented to the committee at the next meeting. 3. Hold a discussion regarding voter engagement initiatives. Council Member Roden provided a handout regarding voter turnout in local elections. COMMITTEE ON CITIZEN ENGAGEMENT MINUTES December 15, 2014 Page 2 Council Member Roden stated that voter turnout is greater in November elections, and the committee discussed the possibility of holding municipal elections in November, rather than in May. John Cabrales stated that the Texas Municipal League (TML) and other cities support holding municipal elections in May because of concern of the partisanship of November elections. Council Member Roden asked to keep the voter engagement topic as a standing agenda item for the Committee. 4. Receive a report and hold a discussion regarding updates to Gas Well Division webpage. Darren Groth gave a presentation regarding updates to the Gas Well Division webpage. Council Member Roden asked that the presentation be included at the upcoming public hearing regarding the gas well ordinance amendments. 5. Set next meeting date and topics for discussion. The next meeting will be held January 5, 2015 at 9 a.m. 6. With no further business, the meeting was adjourned at 11:12 a.m.