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HomeMy WebLinkAbout2012/03/19 - ADMIN - Minutes - City Council - Study Session `! St. Louis Park OFFICIAL MINUTES MINNESOTA CITY COUNCIL SPECIAL STUDY SESSION ST. LOUIS PARK, MINNESOTA MARCH 19,2012 The meeting convened at 6:30 p.m. Councilmembers present: Mayor Jeff Jacobs, Steve Hallfin, Anne Mavity, Julia Ross, Susan Sanger, Sue Santa, and Jake Spano (arrived at 6:43 p.m.). Councilmembers absent: None. Staff present: City Manager (Mr. Harmening), Chief Information Officer (Mr. Pires), Communications Coordinator (Mr. Zwilling), Web Coordinator (Mr. Huber), and Recording Secretary(Ms. Hughes). 1. 2012-2013 Communications Plan Mr. Pires presented the staff report and acknowledged the significant efforts of Mr. Zwilling, Mr. Huber, and the rest of the Communications staff. Mr. Zwilling presented the Communications Plan and advised that next steps will focus on development of a mobile-ready website and development of a strategic plan for Westwood Hills Nature Center. He stated that statistics show most people will be accessing the interne off their mobile phones and tablet devices over the next couple of years and the website has been redesigned to make it more adaptable no matter what device people are using. Mr. Huber reviewed the City's current website and presented the redesigned website. He also reviewed website traffic sources for the last twelve months and stated 74% of traffic comes from search engines and only 35% of users see the City's home page because these users enter the website through links. He indicated the new website design includes different ways to connect with the City, e.g., Facebook, video channels, or a "contact us" link, and the City's telephone number will be included in the upper right corner of every page. He stated the menu on the left side has been categorized to provide information on "who we are" and "what we provide" and the page also includes a new tab entitled "I want to," intended to assist with navigation on the website. He indicated the middle section of the webpage includes departments that will allow users to scroll through the page. He reviewed the content that will be included on the bottom of every page including upcoming events, quick links,recently updated sections, and related links. Councilmember Spano asked if it would be possible to have the middle area scroll automatically because some people may not see the arrow that will take them to additional information on the page. He added that this scrolling motion will attract people's attention. Mr. Zwilling noted that the information bar at the top of the page will follow users down every page they visit. Mr. Huber then showed how the website will be viewed on a smartphone with content resized to fit a mobile device. Councilmember Ross asked if the website will automatically be updated if people have saved the City's old website in their favorites. Mr. Zwilling explained that the updated website will mirror the City's current site and the links will stay the same. He added that all content will be reorganized on the new website and will include any necessary redirects. He discussed the City's process of updating the website content Special Study Session Minutes -2- March 19, 2012 and indicated representatives from most departments are responsible for updating content. He added that emails are sent to department representatives reminding them to update their content to make sure it is current, with nothing over six months old. He indicated that the search function was revamped a few months ago and if someone typed in freight rail, they would see a list of every type of document associated with freight rail. He then discussed the strategic communications plan for Westwood Hills Nature Center, which was identified through Vision as an important component of the City's branding. He advised the plan includes a strategic planning session with the Westwood Hills staff, volunteers, and community members to develop a plan with them and give them the necessary tools to market strategically in a variety of ways. Councilmember Mavity stated the guiding principles serve the City well and she was proud of the work being done by the Communications staff to stay ahead of the game. Councilmember Santa asked if the website will include information on how people can communicate a problem or provide feedback without making a phone call. Mr. Zwilling replied that the City is currently working on a way for residents to submit a request or complaint on the website, which would be directed to a staff member and tracked by the City to make sure the request or complaint is being handled in a timely manner. He added that further information will be provided to Council when this program is available. Councilmember Mavity asked that the program include a mechanism for notifying a Councilmember if a concern is raised in their ward. Councilmember Sanger asked that the program also include deadlines for responding to complaints. She stated that while more and more communications are being directed to the website, it will be important not to lose sight of other ways to alert people that there are things they should pay attention to. She suggested that the City find ways to send notices electronically rather than through regular mail as a way to save money. Mayor Jacobs indicated that the statutes regulate how some notices are sent and/or published in the newspaper. Councilmember Santa stated that it will be important to remember that a number of residents are not connected to the internet or are uncomfortable getting their information via the computer. Mr. Pires stated a 2010 survey indicated that 20% of the community uses the web as the main source of information about the City, which is a 100% increase from 2008. Councilmember Spano stated that the City should be able to convert all its mailings to an electronic format and there are legal pathways to do this, including Zoombox run by Gov Delivery. He stated that St. Paul and Minneapolis are currently conducting a pilot using this program to convert mailings to electronic format. Mr. Pires stated that the Park Alert system is another tool available that could be used to call, text, or email residents with information about community events and updates. He added the City will need to be careful to not overuse the Park Alert system. Councilmember Spano commended the City on its exhaustive social media policy. He stated that city websites frequently require users to know what department governs a particular activity Special Study Session Minutes -3- March 19, 2012 and stated it will be important to look at this from the user's perspective and how they are coming to the website looking for information. Councilmember Sanger suggested having a section that includes contact information for specific questions. Councilmember Mavity asked if the website will include different languages. Mr. Zwilling stated that staff is currently looking at adding different languages and this will require an additional investment by the City. 2. Boards & Commissions Appointments Mr. Harmening presented the staff report. Councilmember Santa noted that there have been people serving on both the Parks and Recreation Advisory Commission and CEAC. Councilmember Sanger suggested that a written policy be adopted that states the City Council will not appoint a person to serve on more than one board or commission concurrently. Councilmember Ross agreed with Councilmember Sanger. Councilmember Sanger stated that Council asked Ms. Rashmi Seneviratne to think about her preference and to get back to Council. Councilmember Spano stated he was amenable to not allowing people to serve on two boards concurrently, but expressed concern that the current rules do not preclude someone from serving on more than one commission. He added that Ms. Seneviratne earlier requested information from the City about multiple commission appointments and the City told her she could serve on more than one commission, but now Council is changing its policy. He expressed concern about consistency and stated he would prefer to let Ms. Seneviratne serve on two commissions and to adopt a revised policy going forward. Mayor Jacobs suggested that Council wait until Ms. Seneviratne gets back to the City before making a final determination. Councilmember Ross indicated that it is sometimes difficult to find youth commissioners to serve and she would be willing to make an exception with respect to immediate family members serving on the same commission only as it relates to youth commissioners. She indicated if Ms. Foulkes's father goes off the Parks and Recreation Advisory Commission, this Commission would be a great place for her to serve. Councilmember Mavity stated that Council should evaluate each application on its own merits and did not feel that a familial relationship should prevent Ms. Foulkes from serving on the Parks and Recreation Advisory Commission. Councilmember Sanger indicated the issue is not about whether Ms. Foulkes would be a great fit, but whether there appears to be undue influence. Special Study Session Minutes -4- March 19, 2012 Councilmember Santa agreed that making an exception with respect to youth commissioners would be appropriate. Councilmember Hallfin felt that Council should appoint Ms. Seneviratne to the Police Advisory Commission and appoint Sarah Foulkes and Elizabeth Griffin to the Parks and Recreation Advisory Commission. Councilmember Sanger suggested appointing Elizabeth Griffin and David Erickson to the Parks and Recreation Advisory Commission. She also suggested Council communicate to Ms. Foulkes that it would like to appoint her to a different commission and after her father comes off the Parks and Recreation Advisory Commission, she can then serve on that Commission. Mayor Jacobs and Councilmembers Mavity and Hallfin expressed support for appointing Ms. Foulkes to the Parks and Recreation Advisory Commission. Councilmember Spano stated that nothing precludes Council from revising its policies and urged Council to let the issue play itself out with respect to Ms. Foulkes, particularly since Council feels she is well qualified to serve on the Parks and Recreation Advisory Commission. He expressed concern that Council is excluding a candidate from service based on what someone might interpret. Councilmember Sanger respectfully disagreed and stated she felt very strongly that appointing two family members to the same commission would be a mistake. Mayor Jacobs requested that staff contact Mr. Erickson and Mr. Hall to see if they are interested in serving on the Police Advisory Commission. He added that Council also needs to rank the alternates serving on the SWLRT Citizen Advisory Committee. It was the consensus of the City Council to appoint Ms. Kottke as the first alternate and Ms. Johnston-Madison as the second alternate on the SWLRT Citizen Advisory Committee. The meeting adjourned at 7:32 p.m. a _) /11 Nancy Stroth, City Clerk Jeff Jacobs, M. 44