2015-05-04 Committee on Citizen Engagement Minutes
COMMITTEE ON CITIZEN ENGAGEMENT MINUTES
May 4, 2015
After determining that a quorum was present, the Committee on Citizen Engagement convened
in a meeting on May 4, 2015 at 9:00 a.m. in the City Council Work Session Room at City Hall,
215 E. McKinney Street, Denton, Texas.
PRESENT: Council Member Kevin Roden, Council Member Dalton Gregory and Council
Member John Ryan.
1. Council Member Roden called the meeting to order at 9:02 a.m.
2. The Committee considered approval of the minutes from the meetings of November 3, 2014;
December 15, 2014; January 5, 2015; and February 2, 2015.
Council Member Gregory motioned to approve the minutes. Council Member Ryan seconded.
The minutes were approved.
3. Receive a report regarding the update and redesign of the City’s website.
Robbie Stengel, Public Communications Manager, stated that the Public Communications Office
had completed the beginning phases of the process which included analyzing the current website,
surveying and interviewing needs of internal stakeholders, and surveying citizens and external
stakeholders to evaluate the current website’s accessibility, functionality, design, and navigation.
Stengel stated that the results from the interviews and surveys provided the following: the
mobile version of the website was not up to expectations. The navigation was not user-friendly.
The overall visual appeal rated average. Inaccurate and out-of-date information existed on the
website. The website needed to perform more in line with staff’s workflow processes such as
online forms. Content was inconsistent and redundant.
Council Member Gregory asked about not having an app vs. having one.
Stengel stated that the major disadvantage in having an app was that it was more costly.
Alison Ream, Administrative Services Manager, stated that the mobile site would look different
and that they were looking for the best user experience overall.
Roden asked if they were trying to cut off certain content from the mobile site.
Stengel stated it would be a more mobile-friendly version.
Roden stated that some companies started their re-design with a mobile website and then the
desktop website.
Bryan Langley, Assistant City Manager, stated that they were trying to streamline the content so
that it was more user friendly.
Roden asked if there was a website policy to guide employees regarding content.
Ream stated that staff would be updating the policies regarding the website.
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May 4, 2015
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Stengel stated that employees were looking for ways to make their pages more dynamic.
Stengel stated that the next phase of the process would be to search for a new vendor as well as a
local vendor. He stated that staff would be making a budget recommendation next month.
Construction of the new website was projected to begin this year and be completed in 2016.
Roden asked about the price range of the redesign.
Kevin McGinnis, Website/Social Media Administrator, stated that it could run from $50,000 up
to a million, depending on what direction the Council wanted to go with it.
Ream stated that the range they were looking at was $50,000 to $100,000. She stated that they
might continue with the current vendor.
Roden asked how long the redesign would last.
Ream stated that they would make changes as needed instead of waiting four years.
Langley stated it would be something we would do now and would have a recurring cost.
Roden stated that the website was the front door to the organization.
Roden stated that there seemed to be a different sign-on for each department and asked if there
had been any conversation to create one City of Denton sign-on.
Langley stated that there were different software programs used in each department and that
some would be more user friendly for citizens.
Langley stated that staff had been looking at one login for City programs.
Council Member Ryan asked if staff was replying to the people that had responded to the survey.
McGinnis stated that staff would follow up with people responding to the survey.
Council Member Ryan stated that the informal staff reports were not on the website.
Ream stated that they were not on the website but they were in Dropbox.
Ream stated that the branding initiative unified project between the City, CVB and Chamber
working together between three entities would bring forward for the budget request.
Gregory stated that the CVB had gone thru the best branding project he had seen in 30 years.
4. Receive a report and hold a discussion regarding EngageDenton.com.
Alison Ream stated that the Planning Department had purchased EngageDenton in 2011 to
facilitate citizen engagement in the Denton 2030 Plan Update. The City had since used the site
for polling on various issues, including backyard chickens, a proposed ban on handheld
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May 4, 2015
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communication devices, and most recently, proposed revisions to the smoking ordinance. The
current contract with Mindmixer ended in February 2016.
She stated that EngageDenton was a challenge to manage and keep the content current.
Ream stated that Mindmixer was undergoing a re-branding and had changed their product
offerings. The company was now called My Sidewalk and they were transitioning clients to a
different engagement platform. Staff was concerned that the new product would not meet the
City’s citizen engagement goals.
She stated that staff recommended not moving forward with this platform. Staff was evaluating
other more effective solutions. They were looking at a network approach – having a page sort of
like a Facebook page. She stated that the City had more followers on Facebook and Twitter.
Roden stated that EngageDenton was a powerful tool. He suggested staff look at NextDoor.com.
It was a neighborhood connection tool.
Gregory asked if there was any interest in a 3-1-1 system.
Langley stated that there was a big cost involved with that and that staff was trying to come up
with a phased in approach over time to a CRM system.
Roden asked what else could be done to meet the goals that we were trying to accomplish with
EngageDenton.
Ream stated that they could provide Council with an informal staff report with info regarding
what the goals were for the website and social media policies.
4. Management Report
a. Topic Matrix
Ream stated that the topic matrix had been updated and topics/issues that had been discussed had
been taken off.
5. Set next meeting date and topics for discussion.
Roden stated that the number one question he was receiving from citizens was how to access info
on street repairs. He suggested that we pursue some kind of tool like the gas well tool.
The next meeting date was set for August 3 at 9:00 a.m.
With no further business, the meeting was adjourned at 10 a.m.
_________________________________ _________________________________
KEVIN RODEN JANE RICHARDSON
COMMITTEE CHAIR RECORDING SECRETARY
CITY OF DENTON, TEXAS CITY OF DENTON, TEXAS