Council Subcommittee

MINUTES OF THE GILBERT TOWN COUNCIL SUBCOMMITTEE ON COMMUNCATIONS, IN SPECIAL MEETING OF MONDAY, JANUARY 30, 2023 AT 10:00 A.M., GILBERT MUNICIPAL CENTER I, COMMUNITY ROOM 202, 50 E. CIVIC CENTER DRIVE, GILBERT, ARIZONA COUNCIL PRESENT: Subcommittee Chair/Vice Mayor Kathy Tilque, Councilmember Yung Koprowski and Councilmember Chuck Bongiovanni COUNCIL ABSENT: None STAFF PRESENT: Town Manager Patrick Banger, Town Clerk Chaveli Herrera, Chief Digital Officer Dana Berchman, Digital Media and Marketing Deputy Director Jennifer Harrison, Digital Engagement Coordinator Kelsey Perry, Assistant to Town Manager Allyna Bay, and Town Clerk Specialist Amy Beyleryan AGENDA ITEM CALL TO ORDER Subcommittee Chair Tilque called the meeting to order at 10:05 a.m. ROLL CALL Town Clerk Herrera called roll and declared a quorum present. ADMINISTRATIVE ITEMS 1 1. MINUTES - Consider approval of the minutes of the Subcommittee on Communications Meeting of January 24, 2023. A MOTION was made by Councilmember Bongiovanni seconded by Councilmember Koprowski to approve the minutes of the Subcommittee on Communications Meeting of January 24, 2023. Motion carried 3-0. 2. COMMUNITY OUTREACH/ENGAGEMENT EFFORTS a. Survey Questions – review and finalization b. Timelines c. Outreach efforts Subcommittee Chair Tilque said the first item on the agenda was to review the survey and stated that a lot of work was accomplished from the last meeting. Digital Engagement Coordinator Perry presented the revised survey questions and stated that the survey would be two minutes in length. She discussed the revisions from the discussions in the last meeting and stated that further adjustments could be made if needed. Subcommittee members reviewed the proposed survey questions and discussed further suggestions and revisions. Discussion included refining topics and adding additional topics to include in the survey. Subcommittee members and staff also discussed notification methods such as text message notifications and utility bill inserts. 2 Subcommittee Chair Tilque said the community meeting dates would be provided to the Digital Team to be included with the survey. She also stated the Digital Team would have two weeks to consolidate the data from the survey for the Subcommittee to review. Subcommittee Chair Tilque discussed action items and timelines stating the following tentative dates:  February 14, 2023 - Survey to be sent out.  February 22, 2023 – next Subcommittee meeting to discuss agendas of Town Halls and finalize format.  March 4, 2023 – Community meeting at Power Ranch. Councilmember Bongiovanni to attend.  March 8, 2023 – Community meeting at Gilbert Town Hall. Councilmember Koprowski to attend.  April 5, 2023 – Subcommittee meeting to evaluate survey results.  April 19, 2023 – Subcommittee meeting to develop Council Retreat Presentation.  May 10, 2023 – presentation of finding to Council at retreat.  May 12, 2023 – distribution of survey results to the public. Subcommittee Chair Tilque spoke about Gilbert leadership, Chamber of Commerce members, and other small groups interested to attend meetings. She spoke of people who had emailed expressing interest in being part of the conversation. Councilmember Koprowski said Boards, Commissions and Committees (BCC) members and school Parent Teacher Organization (PTO) presidents could invite people to attend. 3. PUBLIC COMMENTS AND REQUEST TO SPEAK a. Review of final draft of request to speak cards. b. Public comment follow-up 3 Town Clerk Herrera presented the revised request to speak cards with the discussed changes from the previous meeting. The revisions included the addition of an asterisk for required information, phonetic spelling of the speaker’s name, topic line, and notation to print the information. She spoke about the request to speak cards for Public Hearing items and asked if any additional changes were needed. She also asked if the request to speak cards for Other Items was needed. She presented and discussed the online comment card revisions and walked through the prompts, stating the updated version was created using the Typeform program and was designed to be user-friendly. She spoke about the procedural information on the back of the speaker cards, asking if it was relevant to leave the text on the back of the cards. She discussed that a separate card could be printed with the procedural information and handed out to the speakers; she also mentioned that the procedural information would be incorporated in the discussed video of Town Meeting procedures. Digital Media and Marketing Deputy Director Harrison suggested adding information about ways to connect with the Council on the procedural information cards. Town Clerk Herrera said she would work with the Digital Team on the Town Council Meetings procedural information card. Subcommittee Chair Tilque said the two options of the request to speak cards, Communications from Citizens and Public Hearing, and the updated online comment card could be implemented. She stated the request to speak card for Other Items would be put on hold and presented to the Council for direction in May 2023. She also spoke about Council follow-up to the speakers, email acknowledgments, and requests for follow-up or additional information from the speakers. 4. ACTION ITEMS a. Set dates for future subcommittee meetings. 4  b. Other action items as assigned. Subcommittee Chair Tilque stated the next subcommittee meeting would be held on February 22, 2023. She also stated that the Digital Team would email the preliminary survey results to the subcommittee on February 19, 2023. Subcommittee Chair Tilque shared a hand-out from the Institute for Local Government on “Preparing for Successful Public Meetings: Checklist for Before, During, and After” as a resource and for informational purposes. ADJOURN Subcommittee Chair Tilque adjourned the meeting to order at 11:45 a.m. ATTEST: ___________________________ ___________________________________ Kathy Tilque, Chair Amy Beyleryan, Town Clerk Specialist CERTIFICATION I hereby certify that the foregoing minutes are a true and correct copy of the minutes of the special meeting of the Subcommittee on Communications of the Town of Gilbert held on the 30th day of January, 2023. I further certify that the meeting was duly called and held and that a quorum was present. Dated this ____ day of ____________________2023. 5 ___________________________________ Amy Beyleryan, Town Clerk Specialist 6