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HomeMy WebLinkAbout1997-04-17 Technical Committee MinutesCommunications Strategic Committee Meeting Minutes April 17,1997 Councilors Attending: Nichi Famham Staff Attending: Edward Barren, Debbie Cyr, Bill Lapan, Dave Pellegrino, Randy Harman, Mike McDonald, Rod McKay Others Attending: Convened at: 3:35 p.m. Consensus decisions on all issues: No decision will be made unless all members support the decision. Use of Facilitator/team leader/minutes: Randy Harriman will be the facilitator until the point where a certain problem can not be solved, then a discussion would follow as to changing the facilitator. Minutes will be taken at every meeting. Randy will not vote on the issues while acting as the facilitator. If there is something thaz needs his vote, he will step down as facilitator. Is a quonun necessary? How many members needed? A quorum will be needed. Five members are needed fm a quorum. 100 mile rale. No one leaves the meeting unless to address an issue that you would be willing to travel 100 miles to address. Meeting shall be started on time. Voting will be done as yes (support it), no (reserve the right to talk about it and you do not agree with it), pass (more information is needed). After vote, any nos will speak fast, Nen any passes will speak. After this the proposal will either be changed or committee will re -vote. 4. De rTa�er f:rn_i Council Members Department Heads Other City Staff News Media Chamber of Commerce Citizens Economic Development Clients Businesses Other Communities Other States Potential Vendors Other Governments Tourists Elected Officials International Interests Regulatory Agencies Public Advocates Any Interested Party Legal Community Groups will be categorized then a discussion will follow as to current communication procedures then the goals for future communication. Internal: Council Members, Department Heads, Other City Staff Special LWerests: Businesses, Development, Applicants, Legal, Vendors, those who are in touch with the City for a particular issue or interest. Public. On Citizens Other Governmennl Officials/Agencies: Other communities, the State, Federal Government, Other Elated Officials (} dgalcfnreanhvs�evmv Internal Current: Council is communicated through paper and informal meetings. Immediate communication is done by fax or telephone, although not all councilors have a fax. Written communication for committee meetings, Council meetings, updates, posted reports, and formal agendas are put together into a weekly packet auddeliveredm Councilors. Communication from the Council to the City Manager is most generally by telephone. Occasionally written communication is received from Councilors. Communication within City departments is done by two staff meetings per month, telephone, and written form. The addition ofE-Mail has helped; however, not all employees have a computer at thein desk with which to use this method. The goal of E -Mail was to contour all City Hall departments and off-site departments to the basic financial systems; fund accounting, payroll, inventory control, receivables, etc. Internally within departments, there are some networks. Someone from the outside can dial in if they have one of the telephone numbers and authorization to get on the system. The Police Department has network within the building and is networked te the regional computer system, which is made up of all the law enforcement agencies within a 5-15 mile radius. This system is in tum linked to any law enforcement agency in the world The Department is well connected to other law enforcement agencies, but not to the City. This is due to Federal Regulations which do not allow them to connect them system outside of law enforcement for fear that others would have access. A different system would be needed in order for the Police Dept. to connect with the City. The City Nursing Facility, Health & Welfare Department, and Police Department currently have voice mad systems. Communication with employees is dependent upon Dept Heads passing the information on and explaining it, memos being pat up, and a monthly newsletter with minimal bits of information. The quality of this communication varies from department to department. 5. Esmblish !Lour mee t; - Next meeting's agenda. xrw i,.mm