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
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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.
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