Loading...
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 A. COIl3Il��Il' ���DF'OV�Y O���Il� II@&Il&�LY��3 O�f�➢Il�➢AS� 6, 20�9. Council Member lVleltzer motioned and Council Nlember Armintor seconded to approve the minutes. The mo�ion carried unanimously. ii �°< �• ��liikl 4+11; li? �i'�, �i��' '�, il �I �t411 1; 4�!l�ii'li;�t- �i���� jq�t� . ��1 ,l` ri, � 1'i�+� � i �- � �t�l�� ;�}�r ��1�"�, � ,�� U �il�i �1ii�: i� _ . . �, �. f�. ;11;� � i� i=i il��,• %� t',Sn i 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 � 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. i • - r- i- '� . -• • , • _ , r - - • , � .; � • �-, .. 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. C'< Re�egve a�°e�poa°�, �noY�6 a disc�nssioa�, aand ��v� s�aff�' ���ectgo�n u°e�a�°���ag c�tize� enga��aanea�t, co��na�nica�floa�s, a�d t�°a�as�a�°e�ncy �n��aa�Ilveso 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. ., � '. 1, � I i 1�' �' � � �f I l�� ; 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. � � ��� µ � E�� � � CORI�ING �ECIZETl�1ZY CITZ' OF DENTON, "TEXA� 0