Council Subcommittee

MINUTES OF THE GILBERT TOWN COUNCIL SUBCOMMITTEE ON COMMUNICATIONS, IN SPECIAL MEETING OF TUESDAY, MARCH 7, 2023 AT 1:30 P.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: Digital Media and Marketing Deputy Director Jennifer Harrison, Digital Engagement Coordinator Kelsey Perry, Council Aide Monica D'Ortenzio, and Town Clerk Specialist Amy Beyleryan AGENDA ITEM CALL TO ORDER Subcommittee Chair Tilque called the meeting to order at 1:32 p.m. ADMINISTRATIVE ITEMS 1. COMMUNITY OUTREACH/ENGAGEMENT EFFORTS a) Community Town Hall Follow-up Subcommittee Chair Tilque thanked the staff for their work at the Town Hall meeting stating everything went well. She discussed the script and the presentation slides, stating Town Manager Banger would be advancing the slides during the meetings. She said they went through the survey and looked at results. She spoke about the listening 1  session stating that part of the conversation was “How We Communicate” and shared some of the questions and comments from the attendees. She shared that she reiterated to the attendees that she was not solving problems but having two-way conversation. She said the listening session went a little longer and she used the “Parking Lot” method for the first part of the conversation and took note of topics, and shared some specific questions she received related to fiber and resources for projects on hold. She mentioned to pass any questions or comments to Town Manager Banger if needed. Council Aide D’Ortenzio commented that she liked the way Subcommittee Chair Tilque opened the comment section by stating comments did not necessarily need to be negative feedback. She said a good mix of feedback was received both positive and negative, and constructive criticism. Councilmember Bongiovanni asked how many people attended. Subcommittee Chair Tilque responded about 22 people were in attendance including some staff. She said Assistant to Town Manager Bay prepared a spreadsheet for each of the Town Hall meetings to track the survey feedback and felt they would probably see some common thread which would be helpful. Councilmember Koprowski said the PowerPoint slides needed to be printed to PDF format after each meeting to save the word clouds and data otherwise they would reset. ADJOURN Subcommittee Chair Tilque adjourned the meeting to order at 1:43 p.m. ATTEST: 2 ___________________________ ___________________________________ 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 7th 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 3