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022097 CC WS Min . CITY OF SHOREWOOD WORK SESSION MEETING THURSDAY, FEBRUARY 20, 1997 MINUTES 1. CONVENE CITY COUNCIL WORK SESSION COUNCIL CHAMBERS 5755 COUNTRY CLUB ROAD 7:00 P.M. Mayor Dahlberg called the meeting to order at 7:10 p.m. A. Roll Call Present: Mayor Dahlberg; Councilmembers O'Neill and Garfunkel; Administrator Hurm; and Deputy Clerk Naab Absent: Councilmember Stover and McCarty 2. REVIEW OF COMMUNICATIONS PLAN Councilmember O'Neill went over the meeting at which the Planning Commission reviewed the Communications Plan. He suggested that once the plan was revised, only the portions pertaining to the Planning Commission be sent back to them. Administrator Hurm noted that a methodology for developing a strategic communications plan for each application, issue or proposal will be included in the communications strategy. This will include notification areas and methods, and timeframes. . Councilmember O'Neill stated the Planning Commission members were uncomfortable about making reminder phone calls to residents adjacent to a proposed project. Hurm stated it may be more appropriate for staff to make the calls. Mayor Dahlberg felt that people really appreciate the effort made to inform them of upcoming events that may affect them. He felt the Planning Commission should be more open to this type of communication effort. Councilmember O'Neill explained the Planning Commission felt the City may have legal problems with having flexible notification areas. The Commission felt that it was important to treat all applicants the same, and since the applicant would bear the cost of additional mailings, this could become an issue. Councilmember O'Neill requested Hurm to review the issue with the City Attorney. Councilmembers reviewed the March newsletter which was just completed and ready for production. Councilmember Garfunkel suggested adding the Shoreline to the mailing label area. Mayor Dahlberg suggested adding a cartoon, perhaps called the "Shore-Bert". Other suggestions for a future issue included: Cable TV announcements, a City-wide party, Mayor's Coffee Club, Town Hall style meetings, and volunteers to help with a video production of City government. Section A - Introduction . Hurm questioned the Council on the objective of the Communication Plan and the possibility of adding goals. The Council concurred this should be done. Councilmember O'Neill suggested the Council ask the Park Commission to reconsider organizing a City-wide party in Freeman Park. He suggested they start by calling other cities to find out what they do in the way of a city party. CITY COUNCIL WORK SESSION MINUTES FEBRUARY 20, 1997 - PAGE 2 . Section B - Notices Hurm explained this section will be divided into two groups, projects initiated by the City and those initiated by residents. This should help to clarify the exact process. Some of the wording will also changed to reflect a more engaging attitude. Hurm referred to a handout on 1997 Newsletter Inserts. He explained these are planned brochures which will then become an insert in a newsletter. Councilmember O'Neill suggested sending the one on Citizen Participation out before summer. Section D - Feedback Forms Hurm announced that the first "Feedback" forms had been sent out to those obtaining a building permit during this past week. The forms are available at City Hall for anyone wishing to comment on a service provided by the City. Councilmember O'Neill suggested keeping the originals in the Conference Room to ensure the safe keeping. Section E - SchooVCitizenship Training . Hurm asked the Council to comment on this section. He stated that it was his intent to begin with Homeowners' Associations to find out if there is any interest. He noted that this may not actually begin until 1998. Mayor Dahlberg suggested changing the title of this Section to "How City Government Works". He also offered to commit to one Saturday a month to meet with neighborhood residents to discuss whatever issues they would like. Hurm suggested preparing a short video of City facilities and how the process works. This video could then be on loan to the different groups the Mayor may be meeting with. Mayor Dahlberg recessed the meeting at 8:27 p.m. and reconvened at 8:32 p.m. Section H - Media Development Naab explained the Cable Commission allows cities to "announce" events or meetings on their channel. There is no cost for this service and it can be utilized as often as the city would like. Items to be announced would be similar to those items on the back of the newsletter. Section I - City Council's Involvement - Efforts Mayor Dahlberg stated it was his intent to hold "Town Hall" style meetings prior to the regular Council meetings on any issue facing the City. The format of these meetings would be more informal than the regular meetings, but would still entail allowing one person at a time to address the Councilor state their views. These meetings could be published in the newsletter in advance. Councilmember O'Neill thought that the Town Hall style meeting was to allow the Councilmembers to mingle with the public, one-on-one and discuss issues. He felt this would be more advantageous. Councilmember O'Neill felt that if at least two Councilmembers felt there was an issue to be discussed, this type of meeting could be called. . CITY COUNCIL WORK SESSION MINUTES FEBRUARY 20, 1997 - PAGE 3 . Councilmembers came to a consensus that the meetings would be held in a manner as described by Councilmember O'Neill. The fIrst of these meetings to be held on March 24 from 7:00 p.m. to 7:30 p.m. to discuss the Waterford liquor license proposal. Residents should be notifIed via the newsletter and mail. Naab suggested that following each of these Town Hall style meetings, Council give a verbal report of the meeting during the regular portion so that a written record can be maintained. Council concurred with this. Section IV - Staff Time and Cost Estimates Councilmember O'Neill stated the Planning Commission was concerned with the cost of the entire Communications Plan. Hurm reviewed the staff time and cost estimates prepared by staff. He noted that it is staff s recommendation at this time to redefIne staff priorities, making communications a much higher priority, in lieu of hiring additional personnel to coordinate the Communications Plan. Additional part-time help or consultant time may need to be used to cover all areas of the Plan. Using this strategy will help keep the cost of the entire plan to a minimum. Hurm explained that authority to hire is the Council's sole responsibility. He asked that the Council consider authorizing staff to hire temporary, part time and consultants as needed to help accomplish this plan in a timely fashion. He noted that he would keep the Council informed of any hires. Council concurred that this would be appropriate. . Surveys Hurm questioned the Council as to what type of survey they would like to do regarding issues. Councilmember O'Neill stated the issues should include snowmobiles, water, development and Livable Communities Act. He noted their campaign promise to conduct a survey within the fIrst 100 days of office. Mayor Dahlberg felt an editorial should be written to explain to the public that work has begun on this process. He felt that a Simple Random Sample of the entire population of Shorewood should be conducted via telephone. He offered to prepare some questions for the Council to consider and revamp. He noted the most expensive part of this entire process would be the telemarketing cost which should be about $500/survey. Councilmember O'Neill noted that residents should be informed of the issue prior to the actual survey being conducted. Mayor Dahlberg noted that if the Council concentrates on the key issues at this point it would be best. A survey on snowmobiles and water should be the first. A survey on development could be done near the end of the year. . . . . CITY COUNCIL WORK SESSION MINUTES FEBRUARY 20, 1997 - PAGE 4 3. ADJOURNMENT Councilmember O'Neill moved, Councilmember Garfunkel seconded to adjourn the work session meeting at 9:32 p.m. Motion passed 3/0. ATTEST: JA LBERG,MAYOR