2019-09-12 Committee on Citizen Engagement MinutesCOMMITTEE ON CITIZEN ENGAC�EMENT
NI11ViJT�S
�EPTEIViBER 12, 2019
After determining ihat a quorum was present, the Committee on Citizen Engagernent convened
in a special-called meeting on September 12, 2019 at 10:30 a.m. in the City Hall Conference
Room at City Hall, 215 E. IV1cKinney Street, l�enton, TeXas.
I'RESENT: Council IVlember Beb Armintor, Council Member Paul 1Vleltzer, and Council
Member I�eely �riggs.
ST1�FF PRESEIVT: Sarah Kuechler, �arah Fullwood, Justin �Iarmon, IZyan Adams, Stuart
�irdseye, Victoria Nakamura, Erin Winn, Stephanie Yates, Amy Cunningham, Tina �k, �rian
�oerner, Brandi Neal, I�atherine �arnett
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Council Member lVleltzer motioned and Council Nlember Armintor seconded to approve
the minutes. The mo�ion carried unanimously.
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Victoria lVakamura gave a presentation pegarding the plan to communicate solid wasie
changes, starting with the plan targeted at speciiic audience� for the downiown valet
service. Ryan Adams passed around the flyer that will be m,ailed out to all businesses and
residents in the downtown area. Adams highlighied how important it was io �olid Waste
to design this communication effort in a very personalized way. The feedbacic received
on the valet service program has been overwhelmingly positive, solid waste has gone
door to door to communicate changes and answer questions.
Council Ivlember �riggs aslced for clarification about the two-�veek audit. Solid Waste
staff clarified thai this audit determines how pick-up service will be scheduled and a
personal rneeting with businesses is scheduled prior to the two-week audit tc� directly
explain the purpose and next steps.
Council 1Vlember �riggs asked if businesses wi11 be respons�ble for concealing their bins.
Staff'responded that bins are being placed wherever they cari- businesses and residents
ar.e working together to place bins ef.ficiently.
Council Ivlember Meltzer recommended that the key messag;e of rerr�oving durripsters,
replacing with carts, ihe regular emptying of the carts, should be front and center of the
flyer.
Council 1Vlember Armintor aslced if various businesses had concerns about their tier
classification. �olid Waste staff responded that they have had few questions from spec,i�c
businesses about their tier. 'I'he majority of businesses are de;creasing in classification ,and
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costs. 30 days of cart tracking/auditing will lead to a tier adjustrr�ent i� necessary.
Council Ivlember Armintor suggested ihai tier descriptions could include how many trips
are required per day.
Council �Iember Arinintor expressed a desire for a Spanish language �ranslation of the
flyer and for future communications.
Council Nlember 1Vleltzer asked if they were viewing Yhe flyer after it has gone public.
Staff responded with yes, the timeline was expedited due to �he fact that the service has
already begun. Counci11V1ember Melizer suggesied iailoring the message headlines more
for future communication efforts.
Council Member Briggs expressed support for the one-on-one communication efforts that
are ongoing.
Next, Victoria Nakamura gave a report aboui communication efforts for the city-wide
service changes in yard waste, brush, and bulky item collection.
Council l�ember �riggs suggested a question and answer forum for the service changes
and to invite all local lawn service providers in I3enton. Council Vlember Armintor added
that the date should be selected based on the availability of the biggest providers. Staff
responded that typically, large companies are compliant. S�aff said that it's challenging to
communicate changes with small businesses and that is the current communication focus.
Staff responded that communication effor�s do distinguish between the types of yard
waste and that there is a FAQ section on the website.
Council Member �riggs expressed concerns that senior citizens don't always access the
website. �taff responded tha� they will design special outreach for senior ciiizens, citizens
with disabilities, and other citizens who have trash bins with yellow lids. Additionally,
ihere will be a grace period for citizens as they are learning the changes and new system.
Staff also assured that field workers will be communicating one=on=one wi�h citizens
during collection.
Council IVlember Armintor suggested some edits to the brochure. She suggested
highlighting the least complicaied changes �'irsi, using less words, incorporating more
images and graphics, and how a citizen can tell what lcind of plastic an item'is.
Staff responded that these are suggestions can be incorporated in follow-up
communications and ihe order of inforrriation can be re-arranged.
Council Member 1Vleltzer asked for the distinction between brush and yard waste to be
made clearer in the brochure.
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IVlore generally, she suggested clearer highlighting of costs and what's included and
what's not included in regular monthly service.
Council 1Vlember Armintor suggesied expliciily stating that brush doesn't get put in a
container.
Council Member �lrmintor wanted all communication to be translated to Spanish
language. Staff responded with the expedited timeline and ihat this won't be possible for
this printed communication. Council Member Armintor expressed her desire to have a
discussion abou� City-wide Spanish communicaiion and outreach at some point.
Council IVlember IVleltzer suggesied highlighting the "service chan�es" notice on the
froni of ihe flyer. �Ie also suggested differen�iating the new poin�s in the body of the text
with red font. I-�e also suggested highligh�ing that piastic bags aren't ailowed in recycling
and including a`change is coming' notice on the address panel.
Councilli�Iember Meltzer wan�s to know if we can pull lists of �panish-speaking
households to target future communications. Staff responded that we don't have lists that
go down to the property level, and it's cheaper to do every-door mass delivery.
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Council Member I�/[eltzer opened Iiem C. Staff gave a report about the bond program
cominunication campaign, the ongoing website audit, IV�obility 1'lan public meetings,
IZecreation Center and Services %cus group meetings, UNT parking meeting, the Clear
the Shelter event, status of recording of public meetings via �he C.ity's vendor Swag-it,
and Engage I�enton service request system.
Council Member I�eltzer commented ihat there was great attendance at ihe UI�1T' parking
meeting.
Council 1Vlember Armintor aslced if the disability committee will have a chance to discuss
closed captioning for meeting recordings. She is requesting input fro�n the committee
before the budget is voted on. Staff responded thai the disability committee won't meei
before the budget vote.
Council Member IVleltzer responded that residents were impressed with response tiine for
requesis submitted via Engage I�enton.
Council IViember Armintor asked if there was a way to coordinate submitting Engage
I�enton requests through voice-initiated technology like Apple's �iri. Staff responded
with �he limitations of the current Engage I�enton software.
Council Nlember I�Ieltzer asked if there was a reason why all materials weren't uploaded
prior to the Commiitee on Citizen Engagement meeting. Siaff responded that usually
ma�terials are uploaded prior, but ihey weren't ihis time due to the expediied timeline of
the special-called meeting and solid waste � recycling materials.
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With no further business, the meeting was adjourned at 11:33 a.m.
The next committee meeting wi11 be held on Tuesday, I�ecember 3, 2019.
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� CORI�ING �ECIZETl�1ZY
CITZ' OF DENTON, "TEXA�
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