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HomeMy WebLinkAbout08/04/1998 Minutes - Study SessionCITY OF DIAMOND BAR CITY COUNCIL STUDY SESSION COMMUNICATIONS AND MARKETING AUGUST 4, 1998 CITY COUNCIL CALL TO ORDER: Mayor Herrera called the study session to order at 5:10 p.m. in the South Coast Air Quality Management District, Rooms CC -3 & 5, 21865 E. Copley Drive, Diamond Bar, California. 2. ROLL CALL: Council Members Huff, O'Connor, and Mayor Pro Tem Chang and Mayor Herrera. Council Member Ansari was absent. Also present were: Terrence L. Belanger, City Manager; Michael Jenkins, City Attorney; James DeStefano, Deputy City Manager; David Liu, Deputy Public Works Director; Bob Rose, Community Services Director; Mike Nelson, Communications & Marketing Director; Joann Gitmed, Senior Accountant; Anne Haraksin, Administrative Assistant; Laurie Kajiwara, Marketing Coordinator; Steve Tamaya, Marketing Coordinator and Tommye Cribbins, Deputy City Clerk. COMMUNICATIONS AND MARKETING: CMD/Nelson introduced Laurie Kajiwara and Steve Tamaya who have joined the staff as Marketing Coordinators. He then presented an overview of current and ongoing communications and marketing projects and programs: Communications - Public Information - Public Education Ongoing projects/programs • Media advisories and story placement; media relations • Community Newsletter and Recreation Guide (quarterly) • Administration of City's website • Community Calendar (quarterly) • Public requests for information • Coordination of public information activities for community events • Community information bulletin boards • Interdepartmental communications support Planned projects/programs: • Procurement, planning and implementation of an Automated Citizens Information System. • Website Enhancement • Development of Communications and Market Strategic Plan and Standard Operating Procedures • Development of monthly internal employee communication media AUGUST 4, 1998 PAGE 2 COUNCIL STUDY SESSION Development of speciality publication piece Development of 1 Oth Anniversary promotional piece Ongoing development and enhancement of City information pieces MARKETING AND BUSINESS DEVELOPMENT Ongoing projects/programs • Coordination and implementation of Business Visitation Program (M/Herrera responded to C/O'Connor that the Economic Development Committee conducts business visitations) • Continued response to business-related requests for information • Development of marketing materials and advertising content • Continued research of business and economic trends, financing mechanisms and business assistance resources for local business community • Continued development of commercial/retail tenant database • Continued development and promotion of City's Business Marketplace Program • Continued participation, preparation and involvement in economic development trade shows, expositions and events • Continued marketing support for economic development/ redevelop-ment projects and programs, as required Planned projects/programs • Coordination and assistance in development of the City's Economic Development Strategic Plan • Development of Economic Development contact database • Development of "Business Brief' hot sheet • Development and implementation of business registration program • Development of quarterly business seminar program for local business community • Development of commercial brokers information tour and incentive program • Enhanced marketing effort for local Business Marketplace Program Information Technology Ongoing projects/programs AUGUST 4, 1998 PAGE 3 COUNCIL STUDY SESSION • Continued maintenance of local area network, computer hardware and software • Continued support for off-site systems, as needed • Continued assistance and end-user support (Council and staff) • Continued maintenance and monitoring of City -on -Line BBS Planned projects/programs • Development, coordination, and implementation of citywide management information system upgrade • Coordination and hardware/software surplus effort for outdated equipment • Development and coordination of in-house software training ("just the basics") program for Council/staff; coordination of supplemental software training ("advanced") with outside consultants, as needed • Development of long-range MIS plan for incorporation into Communications and Marketing Strategic Plan and Standard Operating Procedures M/Herrera said that communication is very important to the success of the city's programs. Council Members often encounter citizens who express concern that they are not aware of what is occurring in the City. She suggested that additional consideration be given to providing residents with more timely information. C/Huff expressed concern about the quality of the programs and projects the City is attempting. He believed that the Newsletter is geared toward recreational activities and because a fair number of residents are not concerned with these activities, it is disregarded. He felt the Newsletter is too expensive for the amount of information it provides. He suggested a survey be conducted to determine whether the Newsletter is effective. He would like to see a monthly community Newsletter that could be sent on an as -needed basis so that the City does not waste its resources. Comments in the Windmill and other publications is a good idea and probably less expensive than a city -produced Newsletter with some kind of Council briefs or actions so that people know what things are going on. He recommended that CMD/Nelson's department produce certificates and plaques and asked for a City -on -Line meeting to discuss the bulletin board system. He would like Communications & Marketing Division to assist Council with its letters. He suggested the Council Members coordinate their efforts in producing Newsletters. He would like a plethora of positive messages conveyed to the public. MPT/Chang felt that communication should be improved for the residents and recommended that one page, two-sided or two page, four-sided AUGUST 4, 1998 PAGE 4 COUNCIL STUDY SESSION Newsletters be sent to residents on a bi-monthly basis that would include messages from the Mayor and Council Members, City events, new Ordinances, State Bills and proposals and other items of concern. The website is very well done and needs to be enhanced to include all City events, etc. Local publications should be utilized to the fullest extent - the Windmill. View, etc. and communication efforts should be coordinated with the Chamber of Commerce. In response to C/O'Connor, CMD/Nelson stated that the City averages one website hit every two minutes. C/O'Connor believed the two areas of concern are 1) marketing the City and 2) communicating with the citizens. She liked the idea of trying to develop something for the citizens. It is difficult to determine the answer to getting information to the public. She is very concerned about the marketing of the businesses and filling the shopping centers. She asked what the new staff members will be assigned to accomplish. CMD/Nelson indicated that new staff members will be assigned on a project - by -project basis depending on their abilities. C/O'Connor said she would like for the City to maintain ongoing communication with our Sacramento lobbyist regarding pending legislation. She would like to see D.B. featured more frequently in a positive manner in The Tribune and Daily Bulletin. C/Huff has noticed that ads are continued on Century Cable beyond their effective date. Similarly, outdated information is posted on the City's Bulletin Board. One of the reasons the Bulletin Board is no longer effective is because it has not been reliable. He would like to see all communication efforts be more timely and accurate with respect to what will occur rather than what has occurred. CM/Belanger stated that one of the reasons for enhancing the Communications & Marketing Division was to create capacity for some of the things that have not previously been accomplished because of time constraints. Staff now has the capacity to accomplish some of the things Council has mentioned and new staff members have the skills to produce the information in a timely manner. M/Herrera summarized that the Council's primary concern is getting information to the residents. One method she likes is the bulletin boards located at the grocery markets. She also would like to see a one-page Council brief talking about what is new, highlighting what action was taken at each Council meeting included in the community bulletin boards. She believed that as people become more aware of the bulletin boards, they will AUGUST 4, 1998 PAGE 5 COUNCIL STUDY SESSION gravitate to that media to find out what is happening in their City. Further, she would like the City to use cable more for communicating with the public with emphasis on using graphics. She indicated she would like to have the Communications & Marketing Division regularly advise Council about pending legislation, have staffs assistance with writing letters to legislators, and have staffs assistance in writing the "Mayor's Corner" article. C/Huff said it would be helpful to have staff members sit in on meetings and take notes when Council Members are not available. M/Herrera stated that other organizations have representatives who attend community events and meetings and she felt it would be good for the City to have more representation at these functions. C/O'Connor suggested that the City's representative be available to attend sports organizations' functions opening and closing ceremonies and special functions. CM/Belanger explained that Council recommendations will be incorporated into the Communications & Marketing Division's FY 98-99 Overview and Objectives document and used as the outline for the department's work program. He cautioned Council that this is a new activity and approach for the City and there may be times when things are not going as quickly as Council believes they should. M/Herrera stated that it is important that staff be successful and rely on the support of Council. CM/Belanger stressed that the future of government hinges on its ability to provide information to the community through a variety of media which necessitates the application of resources to insure a return to the City. D.B. is in competition with other community governments throughout the State for investment. 'The only way you can let the public know who you are, what you are and what is available to them is to communicate with them. D. B. has some very talented people who we believe will help us in communicating internally and with investors that the City wishes to attract." CA/Jenkins asked Council to add an item to its Closed Session Agenda as a result of a letter received today (after the Closed Session Agenda was posted) from a law firm representing NexTel indicating threat of litigation involving the City's Antenna Moratorium. There is a need to take action on this matter by August 5, 1998. This matter requires a motion and 4/5 vote of Council. C/Huff moved, C/O'Connor seconded, to add the matter of threatened litigation to the Closed Session Agenda. Motion carried by the following Roll AUGUST 4, 1998 PAGE 6 COUNCIL STUDY SESSION Call vote: AYES: COUNCIL MEMBERS - Huff, O'Connor, MPT/Chang, M/Herrera NOES: COUNCIL MEMBERS - None ABSENT: COUNCIL MEMBERS - Ansari RECESS: Mayor Herrera recessed the Study Session at 6:14 p.m. to open Closed Session. RECONVENE: Mayor Herrera reconvened the Study Session at 6:45 p.m. 4. ADJOURNMENT: There being no further business to discuss, Mayor Herrera adjourned the Study Session at 6:45 p.m. TOMMYE CRIBBINS, Deputy City Clerk ATTEST: OAJ40� Mayor