Participatory Budgeting Committee

Participatory Budgeting 11/8/2022 Minutes Attendees: Jeff Altamari, Tim Holmes, Danielle Lepper, Norah Brennan Samantha Clemmey, Heather Crocker, Minita Sanghvi Notes: Motion/Approved minutes for previous meeting Heather confirmed working on drafting messages to project submitters with status information. Discussed how we should be consider projects for future years – suggestion to ask them indicate if they want to resubmit or not, all agreed. 9 projects confirmed for ballot; remaining projects confirmed to be rejected/reconsidered for future Voting week readiness: -issue was raised to committee regarding potential NYS Constitution rules that prevent ‘ad hoc referendums’. Would like to validate there is nothing of concern with the PB process that would impact our defined voting process. Request will be sent to Tony Izzo to provide a letter that confirms and enables us to move forward. Minita confirmed we must have the confirmation from Tony if voting is to occur. Voting prep: Dates: 12/3-12/11 Heather has a checklist of tasks that she will share with committee members. Marketing prep:  Physical ads o Sam confirmed, cannot do lawn signs (city restriction) o Sam looking at foam board signs to post during voting week presentations o Can create signs for posting at public/private notice sites (such as hospital, coffee shops, etc) – Sam is on point to do posting, with volunteer assistance as needed  In order to ensure people don’t try and fail with QR code before voting site is enabled, need to plan to post at very last minute before voting starts – 12/2 in PM or morning of 12/3.  Social media: o Facebook city pages (city site, dpw, any city-centric pages) o Instagram (Sam indicated she would be able to draft)  o Will use common messaging for communicating to various networks and places.  Emails: o Send message via city contacts (Heather to connect with Rec Dept, others) o Send message to project submitters with information for them to send to their networks Suggested and agreed that we will plan for more regular check ins (phone call or quick meeting) to confirm tasks are on track between now and voting week.  Voting week presentations: o 12/3 o 12/6 – city council (Mary Estelle, Danielle) o 11/17 – Geyser Crest neighborhood meeting (Devin) o 12/5 – (Jeff is available) o 12/7 Agreed will also need one presenter, at least one (or more) supporting role Sam will confirm date/times for the locations as feasible the above dates (Library, Senior Center, Rec Center; attendees felt the Victorian Stroll might be too chaotic for a table/asking people to vote then). Once we know date/times, will post events to Basecamp and will have everyone confirm which sessions they will volunteer to present/support. Paper ballots: agreed that may be useful to have a backup of paper ballots for some of the events (particularly at Senior Center). Sam will create ballot that mimics the voting site selection once finalized. Media: Press release – Heather has that on her task list Voting: Reviewed voting website, Norah to send link to site with test code for all committee members. Will require city final approval of site and all content. Next meeting: Monday, November 21, 5:30pm