Council Subcommittee

MINUTES OF THE GILBERT TOWN COUNCIL SUBCOMMITTEE ON COMMUNICATIONS, IN SPECIAL MEETING OF WEDNESDAY, MARCH 1, 2023 AT 10:00 A.M., VIRTUAL VIA MICROSOFT TEAMS COUNCIL PRESENT: Subcommittee Chair/Vice Mayor Kathy Tilque, Councilmember Yung Koprowski and Councilmember Chuck Bongiovanni COUNCIL ABSENT: None STAFF PRESENT: Town Clerk Chaveli Herrera, Digital Media and Marketing Deputy Director Jennifer Harrison, Digital Engagement Coordinator Kelsey Perry, Council Aide Monica D'Ortenzio, Assistant to Town Manager Jennika Horta and Town Clerk Specialist Amy Beyleryan AGENDA ITEM CALL TO ORDER Subcommittee Chair Tilque called the meeting to order at 10:02 a.m. ROLL CALL Town Clerk Herrera called roll and declared a quorum present. ADMINISTRATIVE ITEMS 1. COMMUNITY OUTREACH/ENGAGEMENT EFFORTS a) Community Town Hall 1 Subcommittee Chair Tilque stated she wanted to take a moment to share some insight based on input received from her informal meeting on February 24, 2023. She said the meeting was held at Elaine Kessler’s place of business and had about ten attendees. She said those who attended the meeting shared what was important to them and they were open to talk about issues. She expressed the listening portion of the meeting was geared towards what could be done to have better communication. She said those who attended the meeting shared that the listening sessions were a good attempt to listen, but the format lacked dialogue and follow-up. She said she asked the attendees it they felt heard at that meeting and said they said they felt heard and liked the two-way conversation. She said she shared with them the plans for follow-up and changes the Subcommittee was working on making. She also stated that she was working on finishing the script and some logistical components and would send the script to the Subcommittee when finalized. Councilmember Bongiovanni asked if Subcommittee Chair Tilque could share some of the questions the meeting attendees asked. Subcommittee Chair Tilque stated she received comments that suggested a place to find real facts to offset misinformation, requests for more involvement with Homeowner’s Associations (HOAs), opportunities for younger generations to be heard, hosting Town Hall meetings on a regular basis, acknowledging mistakes and sharing ways of improving, being proactive and notifying communities of decisions being made, and some expressed feeling uncomfortable to offer their opinion at public meetings because of retaliation from citizen with opposing views. Councilmember Bongiovanni asked about responding to questions and comments. Subcommittee Chair Tilque suggested acknowledging and appreciating their comments or questions and offering an opportunity for follow-up for any topics that needed it. She also mentioned that Town Manager Banger would be present at the Town Hall meetings and would assist with questions. 2  Councilmember Koprowski said it was important to understand the questions and comments from the attendees and to ask questions to clarify any vague statements. Councilmember Bongiovanni asked for clarification whether the Town Hall meetings would be recorded and Subcommittee Chair Tilque confirmed they would not be due to various layouts of facilities being used; however Town staff would assist in capturing information. She also stated a follow-up meeting would be scheduled after the first Town Hall meeting on Tuesday, March 7, 2023. Digital Media and Marketing Deputy Director Harrison discussed acquiring an account for a software program to be used for live polling at the Town Hall meetings and future Town Hall use. Subcommittee Chair Tilque expressed her excitement and said she was hopeful after the input she received from her meeting. ADJOURN Subcommittee Chair Tilque adjourned the meeting to order at 10:23 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 3 1st day of March, 2023. I further certify that the meeting was duly called and held and that a quorum was present. Dated this ____ day of ____________________2023. ___________________________________ Amy Beyleryan, Town Clerk Specialist 4